Benefits | Clover Park Technical College
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Benefits

2.14

Policy

Procedure

The State of Washington provides health and related insurance coverage to eligible employees as a benefit of employment. Through the Health Care Authority, the state provides medical and dental coverage to employees beginning on the day they become eligible.

Health Care Authority (HCA)

The Health Care Authority is an independent state agency whose administrator is appointed by the governor and confirmed by the senate. It was created by the legislature to administer health care and other benefit programs for eligible state employees, retirees, and their dependents. The HCA administers the Uniform Medical and Dental Plans and contracts with managed care plans for prepaid health care benefits. The duties of the Health Care Authority are described in chapter 41.05 of the Revised Code of Washington (RCW), and administrative rules are contained in Chapters 182-08 and 182-12 of the Washington Administrative Code (WAC). To obtain a copy of the Health Care Authority WAC's, request a copy from the Office of Human Resources.

The Public Employees Benefit Board (PEBB) was created within the HCA to design and approve health care benefits for state employees and retirees. By law, the board is responsible for establishing eligibility policies for plan participation (defining who can enroll in PEBB plans), designing the benefits to be provided under the Uniform Medical and Dental Plans, and approving benefit plans of the other contracting health care plans. The board meets monthly during the year to review benefit and eligibility issues, and in the spring of each year conducts an annual review of policy in these areas.

Faculty who are employed on a quarter to quarter basis become eligible for employer paid benefits beginning with the second consecutive quarter of half-time or more employment at one or more state institutions of higher education. Half-time is defined by Clover Park Technical College as an average of 18.75 hours per week. For determining eligibility, Spring and Fall may be considered consecutive quarters.

The employee shall have the responsibility each quarter to notify the college, in writing, of the multiple employment that in combination would make them eligible for benefits. Once enrolled, if a part-time faculty member does not work at least a total of half-time in one or

more state institutions’, eligibility for the employer contribution ceases. The employee may elect to self-pay for a maximum of four quarters. For more information about benefits for part- time faculty, please contact the Payroll/Benefits Office, Ext. 5836.

Medical/Dental Insurance Benefits

Employees have a selection of several medical insurance plans, along with dental plans, to provide a very comprehensive medical/dental package. The college pays the cost of the chosen plan for employees and eligible dependents. The college pays the cost of the chosen plan for employees and eligible dependents. Additional information and the details of coverage (to include eligibility requirements) are provided during orientation of each new employee and are available on an ongoing basis from the Payroll/Benefits.

Life Insurance

A basic life insurance policy and accidental death and dismemberment insurance is provided to employees at no cost. Additional insurance may be purchased at low group rates. Contact the Payroll/Benefits for details.

Disability Insurance Benefits

The college offers employees a basic long-term disability insurance plan which provides benefits for injuries sustained on or off the job. Additionally, the college contributes to the State Workers' Compensation Plan which provides benefits for job-related injuries. An optional long-term disability plan is available to permanent employees at low group rates. Contact the Payroll/Benefits Office for details.

Retirement

  1. The Teachers Insurance Annuity Association and College Retirement Equities Fund (TIAA/CREF) is available to faculty not presently in the Teachers Retirement System (TRS) or the Public Employees Retirement System (PERS) hired after September 1, 1991.

    The eligibility rules for TIAA/CREF are established by the State Board for Community and Technical Colleges. You are eligible if you are a technical college certificated employee, administrator or exempt employee employed as of September 1, 1991, who is contracted to work at the college at least seventy (70) hours per month for at least five (5) months during the period September 1 through August 31.

    Once you have begun participation in TIAA/CREF, the choice is irrevocable. If you have less than five (5) years' service credited to PERS or TRS, you may remain in your current plan until you are vested (five (5) years' credited service) and have the option to change to TIAA/CREF at that time.

    Certificated employees or administrators hired after September 1, 1991, that may have been members of the Washington State Department of Retirement Systems, TRS or PERS may continue in these systems.
  2. Classified employees hired before October 1, 1977, contribute to Plan 1 of the State Public Employees' Retirement System. Classified employees hired after October 1, 1977, have the option to choose to be members of Plan 2 or Plan 3 of PERS.
  3. PERS Plan 2 participants who choose to transfer to PERS Plan 3 are making an irrevocable decision. If a decision is made to transfer to PERS Plan 3, there will not be an opportunity to transfer back to PERS Plan 2 at a later date.
  4. New Members must choose a plan during the first 90 days of eligibility. New members who fail to actively choose a plan will automatically default to PERS Plan 3. Once a member is in a PERS plan, the Member will not be able to transfer to another plan at a later date. Contact the Benefits Specialist if you have questions regarding retirement.
  5. Investment in CREF (College Retirement Equities Fund) is available to any employee. CREF is a tax-deferred, variable annuity.

Deferred Compensation

The Committee for Deferred Compensation was created by the State Legislature to develop, implement, and oversee a tax advantaged savings plan for state employees. The Deferred Compensation Plan is a supplemental retirement plan and is administered on a nonprofit basis. You may enroll at any time.

The Dependent Care Assistance Salary Reduction Plan (CDA) allows you to reduce your taxable salary by setting aside a "before-tax" portion of your gross earnings to be used to reimburse eligible dependent care expenses.

Information and brochures for both of these plans are available from the Payroll/Benefits Office.

Family and Medical Leave Act

The Family and Medical Leave Act was enacted on February 5, 1993, and became effective for collective bargaining groups February 5, 1994. This act requires employers with 50 or more employees to provide up to twelve weeks of unpaid leave per year to eligible employees who want the leave because of the birth of a child or placement of an adopted or foster care child, to take care of a child, spouse, or parent who has a "serious health condition," or for the employee's own serious illness. While on leave, employees are entitled to continued health benefits. Upon return, almost all employees are entitled to be restored to their former positions or equivalent positions and resume their careers where they were before the leave. To request this leave, follow the same applicable procedure as requesting any other type of leave. Highlights of the Leave Act:

  1. Who is Eligible for Leave? Only employees who have worked at least one year (1,250 hours) within the previous twelve-month period.
  2. How Much Leave Can I Take? The Leave Act entitles employees to take up to a maximum of twelve weeks of unpaid leave in a twelve-month period.
  3. What Is Child Care Leave? Child care leave covers leave "to care for" a son or daughter because of its birth, or because of the placement of a son or daughter with the employee for "adoption or foster care" during a twelve month period. Child care leave must be taken and concluded within twelve months after the date of birth or placement.
  4. What Is Medical Leave? Medical leave may be taken to take care of a child, spouse (including common law), or parent who has a serious health condition, or for the employee's own serious health condition that renders the employee unable to perform the functions of his or her position.
  5. Does Paid Leave Count Toward the Twelve Weeks? The College requires employees to take any paid vacation, personal, sick or family leave as part of the twelve-week leave provided in the law. The employee must identify the leave as FMLA by so indicating on the Employee Absence Report. Paid sick leave for a medical condition that is NOT a serious health condition does not diminish the twelve weeks each twelve-month period employees are allowed to take.
  6. What Benefits Must Be Paid For During the FMLA Leave? Employees on FMLA leave are entitled to receive health benefits under the same terms and conditions as when they were on the job. The College is not required to continue to pay for other benefits. Taking family leave may not result in the loss of any employment benefits accrued prior to the date the leave commenced, but neither "seniority" nor "employment benefits" accrue during the leave. For more detailed information, contact the Office for Human Resources, x5836.

Shared Leave

Eligibility for Shared Leave (RCW 41.04.660-.770)

The state leave sharing program allows state employees to donate vacation leave, sick leave or personal holidays to a fellow state employee who has been called to active service in the uniformed services or who is suffering from or has a relative or household member suffering from an extraordinary or severe illness, injury, impairment, or physical or mental condition which has caused, or is likely to cause, the employee to take leave without pay or terminate his or her employment. Any Clover Park Technical College employee who accrues sick leave or annual leave is eligible to apply for shared leave. If the employee has depleted or will shortly deplete his/her annual and sick leave reserves, the employee may submit a request for shared leave to the Benefits Specialist. The employee must submit a medical certificate from a licensed physician or health care practitioner verifying the employee's required absence, the medical problem, and expected date of return to work. In the case that the employee has been called for active service in the uniformed services, the employee must submit, prior to the approval or disapproval, a copy of the military orders verifying the employee’s required absence. The employee will be informed in writing of the approval/disapproval of the request. The employee must use all other leave balances such as sick leave, annual leave, and personal leave, prior to receiving shared leave. Employees on shared leave will receive all regular benefits and leave accrual. Accrued leave must be used consecutively and may not be interspersed. Employees may not receive more than 261 days leave under this program. Employees receiving time lost compensation or other types of disability payments are not eligible for shared leave.

Sick Leave Donation/Annual Leave Donation

Employees who accrue annual leave or sick leave may donate leave to any employee requesting shared leave. When an employee wishes to share leave, the donation will be made on a Donation Request Form and submitted to the Office of Human Resources. The donated leave is deducted from the donors compensable sick leave balance.

Employees may donate any amount of sick leave provided the donation does not cause their sick leave balances to fall below 176 hours after the transfer.

Note: RCW 41.04.665 allows employees of higher education institutions who do not accrue annual leave but do accrue sick leave to donate sick leave. The donation cannot cause the employee’s sick leave balance to fall below twenty-two (22) days.

When an employee wishes to share leave, the donation will be made on a Donation Request Form and submitted to the Benefits Specialist. The donated leave is deducted from the donor's compensable annual leave balance. The donating employee may not donate an amount of hours which would drop their annual leave balance below ten 80 hours nor may employees donate excess annual leave they would not be able to take due to an approaching anniversary date. Any donated leave may only be used by the recipient for the purposes specified in this section. Any shared leave not used by the recipient during each incident/occurrence shall be returned to the donor(s). The shared leave remaining will be divided among the donors on a prorated basis based on each donor’s original donation.

Personal Holiday(s)

In addition to donating sick or annual leave, the donating employee may donate all or any part of a personal holiday in accordance with WAC 356-18-025. When an employee wishes to share leave, the donation will be made on a Donation Request Form and submitted to the Office of Human Resources.

Administration of Procedure

  1. The shared leave procedure will be administered in accordance with Office of Fiscal Management regulations.
  2. The Clover Park Technical College Board of Trustees approved the Shared Leave Procedure on January 23, 1992.

Incentive Buyback (Sick Leave Buyback)

Incentive buyback will be administered according to applicable collective bargaining agreements and state law. The purpose of this policy is to implement Sections 5 and 6 of Chapter 182, Laws of 1980, which provide for monetary compensation for unused, accrued sick leave for eligible state employees under specific conditions. Commencing in January of 1992 and each January thereafter, each eligible current CPTC employee may elect to convert excess sick leave to monetary compensation as provided in this section.

  1. Eligible employees: In order to be eligible to convert excess sick leave to monetary compensation shall be determined as follows:
    1. Shall have accumulated in excess of sixty (60) full days (certificated) 480 hours (classified) of unused sick leave at a rate of accumulation no greater than one (1) full day per month for each month or major fraction thereof of contracted employment of such eligible employee during the calendar year (a maximum of twelve (12) days per year) as of the end of the previous calendar year; and
    2. Shall provide written notice to his or her employer during the month of January of his or her intent to convert excess sick leave days to monetary compensation.
  2. Excess Sick Leave: The number of sick leave days which an eligible employee may convert shall be determined by:
    1. Taking the number of sick leave days in excess of sixty (60) full days (certificated) 480 hours (classified) that were accumulated by the employee during the previous calendar year at a rate of accumulation no greater than one (1) full day per month (a maximum of twelve (12) days per year); and
    2. Subtracting this from the number of sick leave days used by employee during the previous calendar year. 
    • The remainder, if positive, shall constitute the number of sick leave days which may be converted to monetary compensation.
  3. Rate of Conversion: Sick leave days that are eligible for conversion shall be converted to monetary compensation at the rate of 25 percent of an employee's current, full-time daily rate of compensation for each full day of eligible sick leave. Partial days of eligible sick leave shall be converted on a pro rata basis.
  4. All sick leave days converted pursuant to this section shall be deducted from an employee's accumulated sick leave balance.
  5. Compensation received pursuant to this section shall not be included for the purpose of computing a retirement allowance under any public retirement system in this state.
  6. Sick leave earned during period of prior employment with other agencies of the State of Washington and transferred to Clover Park Technical College District No. 29 may be included in the conversion of accumulated sick leave. Such leave must be accumulated at a rate of no more than one (1) day per month for each month of service.

Conversion Of Sick Leave Upon Retirement Or Death

Eligible Employees: Each person who is employed by Clover Park Technical College District No. 29 as of January 1, 1992, or thereafter and who subsequently terminates employment due to either retirement or death may personally, or through his or her estate in the event of death, elect to convert all eligible, accumulated, unused sick leave days to monetary compensation as provided in this section: PROVIDED, that "vested out-of-service" employees who terminate employment but leave funds on deposit with a state retirement system shall not be considered to have retired or to be an eligible employee for the purpose of this section.

  1. Eligible Sick Leave Days: All unused sick leave days that have been accumulated by an eligible employee at a rate of accumulation no greater than one (1) full day per month for each month or major fraction thereof of contracted employment of such eligible employee during the calendar year (a maximum of twelve (12) days per year), less sick leave days previously converted pursuant to the annual conversion of accumulated Sick Leave Policy, may be converted to monetary compensation upon the employee's termination of employment due to retirement or death.
  2. Rate of Conversion: Sick leave days that are eligible for conversion shall be converted to monetary compensation at the rate of 25 percent of an employee's full-time daily rate of compensation at the time of termination of employment for each full day of eligible sick leave. Partial days of eligible sick leave shall be converted on a pro rata basis.
  3. All sick leave days converted pursuant to this section shall be deducted from an employee's accumulated sick leave balance.
  4. Compensation received pursuant to this section shall not be included for the purpose of computing a retirement allowance under any retirement system in this state.

Definitions

  1. "Eligible Employee" shall mean faculty, exempt employees, and classified employees entitled to earn and use sick leave granted by policies of the college.
  2. "Sick leave" shall mean a leave granted to an employee for the purpose of absence from work with pay in the event of illness, injury, bereavement, and emergencies pursuant to RCW 28B.50.551.
  3. "Full-time daily rate of compensation" shall mean the salary of an employee received for each full day of service, exclusive of supplemental pay for additional duties, extra curricular service, and exclusive of fringe benefits, such as health or other insurance premiums.
  4. "Previous calendar year" shall mean the period commencing January 1 and ending December 31 of any year preceding an eligible employee's request to be remunerated for unused sick leave.
  5. "Retirement" shall mean the termination of employment by an eligible employee due to age or physical disability and the receipt of a regular monthly pension benefit from the retirement plan in which such employee held required membership; except that for the purpose of this definition, retirement due to age shall not be considered to have occurred prior to attainment of age fifty-five.
  6. "Contracted employment" shall mean that period of time covered by an individual employment contract or letter of appointment and during which services are performed by the employee.
  7. "Full day" shall mean the length of contact time per day as defined in the negotiated bargaining agreement or letter of appointment.