Working on a Partial Year Schedule (PYS)
VANDERBILT UNIVERSITY HUMAN RESOURCES POLICIES AND PROCEDURES
SUBJECT: WORKING ON A PARTIAL YEAR SCHEDULE
EFFECTIVE DATE: July 1, 2015
The purpose of this document is to outline the requirements, process, and benefit options for positions where employees are only required to work a Partial Year Schedule (PYS), defined as working 9 or 10 consecutive months out of the year. While this schedule is most applicable to employees whose work is governed by the academic year calendar, it may be applicable in other areas as well. The requirements of each department or business unit dictate the availability of PYS positions. Vanderbilt is offering PYS positions because they provide:
- A process for employees to remain in full-time status and keep insurance coverage (as outlined in the policy) while pursuing family or other interests 2 or 3 months of the year and then returning to active employment
- A potentially valuable recruiting tool for the University
- A means for the University to lower costs during non-productive periods
- An opportunity to increase individuals’ quality of work life
Determining Which Positions are Eligible to be PYS Positions
The decision to offer a PYS position is up to each department or business unit and should best meet the requirements of the department. The need for a partial year schedule is dictated by work requirements, not by employees’ preference. To classify a position as a PYS position, the job code must contain PYS on the end of the regular job code number.
Vacancies for PYS positions should be clearly advertised as such. Employees in these positions will be eligible to continue insurance benefits during the months they are not working provided that they are full time (work 30 or more hours per week) during the months they are required to work. (See information on specific benefits below.) This policy provides information about your benefit options. It is not meant to replace the Summary Plan Descriptions, which are the governing documents for Vanderbilt benefits. Offerings and plans are subject to change.
Employees in PYS positions will be paid during the months they work and will be placed in an unpaid leave status the 2 or 3 months they do not work. When it is time for employees in PYS positions to go on unpaid status.
A direct billing packet will be mailed to your home address by the direct billing administrator, Benefit Express, once you are placed in a Leave of Absence status. It is the responsibility of the employee to make timely payments, even if bills are not received. Payments are due the first of each month. If the direct billing administrator does not receive payment, it could cause interruption to your coverage. If the employee returns to work, premiums not paid through direct bill, will be automatically taken from your future checks until the balance has been paid in full
Medical, Dental and Vision Insurance
Employees will maintain their full-time benefit status by directly paying the amount that would normally be deducted from their paychecks to keep their health care, dental and vision coverage in force until they return.
Life Insurance, Short-Term and Long-Term Disability
The full cost of supplemental life, short-term disability and long-term disability must be paid to continue the benefits during the unpaid period.
Because employees are on unpaid leave retirement contributions will not be made or matched.
During the period of unpaid leave status, participation in a Healthcare FSA will continue through direct billing. Once the employee returns to a paid status, deductions for the remaining annual election will be recalculated to catch up with missed deductions. Only claims incurred during the period when contributions are made will be reimbursed.
Dependent Care FSA
During the period of unpaid leave status, participation in a Dependent Care FSA will continue through direct billing. Once the employee returns to a paid status, deductions for the remaining annual election will be recalculated to catch up with missed deductions. Only claims incurred during the period when contributions are made will be reimbursed.
Claims expenses incurred during the period for which contributions were made can be placed through the run-out period at the end of the plan year and will be paid. Claims expenses incurred during a period when no contributions are made due to leave status are not eligible for payment.
Health Savings Account (HSA)
While on an unpaid leave, your HSA contributions will stop until you return to an active pay status. When you return from leave, your contributions will be recalculated based on your year goal amount divided by the remaining pay periods. As you are still an employee of the University, you will receive the University HSA seed money (given in January and July). In order to receive the seed money you must be enrolled in the University’s CDHP, HSA account via Fidelity in good standing, and be an employee on January 1 for the January seed and July 1 for the July seed.
You may use your HSA as you regularly would if you were an active employee. It can be used to pay for qualified medical expenses at the doctor’s office, clinic, or pharmacy.
University Central employees on a partial year schedule will not accrue PTO while in an unpaid status.
As long as employees are on approved leave (e.g. there is no break in service ) they are eligible for tuition benefits in keeping with the Educational Assistance Policy.
FMLA and Tennessee Maternity Leave Act
Working in a PYS position may impact an employee’s eligibility to qualify for FMLA or Tennessee Maternity Leave Act coverage. To be eligible for FMLA coverage an employee must have worked 1250 hours during the preceding 12 month time period. To be eligible for the Tennessee Maternity Leave Act coverage an employee must have been employed for at least 12 consecutive months as a full time employee.
Other Payroll Deductions
Employees must make arrangements to meet or discontinue their obligations during the period they are on unpaid leave for such items as credit union loans, pharmacy charges, parking charges, and other items which are normally taken via payroll deduction.
9 or 10-month positions may be either exempt or non-exempt positions.
Time in the unpaid status due to Partial Year does not count toward the six month maximum leave amount outlined in the Medical and Personal Leaves of Absence Policy.
Vanderbilt reserves the right to change, terminate or discontinue PYS positions at any time and to the extent permitted by law without prior notice. Employees in PYS positions are, like other employees members, employees at will.
This procedure is in keeping with Vanderbilt’s Administrative Leave Policy and Vanderbilt’s Alternative Work Arrangements Policy.
This policy is intended as a guideline to assist in the consistent application of University policies and programs for employees. The policy does not create a contract implied or expressed, with any Vanderbilt employees, who are employees at will. Vanderbilt reserves the right to modify this policy in whole or in part, at any time, at the discretion of the University.
Approved by Traci K. Nordberg, Chief Human Resources Officer and Associate Vice Chancellor
Approved by Eric Kopstain, Vice Chancellor for Administration