New Employee Orientation Guide 2013
Maine Maritime Academy
Employee Orientation Guide
Faculty
Supervisory
SSP—Hourly and Salaried
Exempt
2012—2013
Published by the Human Resources Department
Maine Maritime Academy
Castine, ME 04420
(207) 326-2241
(207) 326-2231
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Employee Orientation Guide
Contents
Page Number
Forms to be completed
Required forms 1
Optional forms 1
General Information 1
2. Benefits
a.) Leaves 2
1. Holiday Leave 2
2. Sick Leave 3
3. Vacation Leave 3
b.) Health Benefits
1. Health Insurance 4
2. Dental Insurance 4
c.) Retirement Benefits
1. Maine PERS 4
2. TIAA/CREF 5
d.) Life Insurance
1. Maine PERS 5
2. Maine Municipal Insurance 5
3. Notes 6
a.) Athletic Facilities
b.) Dining Facilities
c.) Social Security
d.) Worker’s Compensation
e.) Parking Registration
f.) Tuition Waiver
New Employee Orientation Guide….Page 1
Forms to be completed:
A. Required Forms:
· W-4 (Federal and State Withholding)
· I-9 Employment Eligibility Verification
· Employment Application
· Maine State Retirement Application
· Premium Only Plan Election
· Flexible Spending
· Anthem BC/BS Insurance Application
· Northeast Delta Dental Application
B. Optional Forms:
· Direct Deposit Application
· Life Insurance – Maine PERS and Maine Municipal
· TIAA/CREF Application
C. General Information:
· Organizational Chart
· Academic Catalog
· Staff employee paychecks are distributed via department heads (bi-weekly every other Thursday)
· Faculty paychecks are distributed via Faculty Secretary (1st and 15th of each month or as close thereto)
New Employee Orientation Guide….Page 2
1. Benefits
A. Leaves:
1. Holiday Leave
Listed below is the holiday schedule for 2012-2013. There are 12 paid holidays per year for full-time employees.
LEGAL HOLIDAY DATES TO BE OBSERVED
Legal Holiday Calendar Date Day/Date to be Observed
Independence Day July 4, 2012 Wednesday, July 4, 2012
Labor Day Sept. 3, 2012 Wednesday, November 21, 2012
Columbus Day Oct. 8, 2012 Monday, October 8, 2012
Thanksgiving Nov. 22, 2012 Thursday, November 22, 2012
Day After Thanksgiving Nov. 23, 2012 Friday, November 23, 2012
Veterans Day Nov. 11, 2012 Monday, December 24, 2012
Christmas Dec. 25, 2012 Tuesday, December 25, 2012
New Year’s Day Jan. 1, 2013 Tuesday, January 1, 2013
Presidents’ Day Feb. 18, 2013 Thursday, March 7, 2013
Martin Luther King Day Jan. 21, 2013 Friday, March 8, 2013
Patriots Day April 15, 2013 Friday, May 24, 2013
Memorial Day May 27, 2013 Monday, May 27, 2013
NOTE: The date of Academy observance of some holidays differs from the calendar date due to demands of the academic schedule. Employees who wish to observe specific holidays on the calendar date may do so with prior supervisory approval.
New Employee Orientation Guide….Page 3
Sick Leave
All full time SSP and Supervisory employees earn 4.62 hours per pay period (1.25 days per month, 15 days per year) for sick leave. The maximum accrual to be carried forward from year-to-year is 1200 hours (150 days). Faculty employees do not accrue sick leave.
Vacation Leave
SSP Hourly employees – accrual rate for full-time employees are based upon longevity.
0-2 years of service - 1 day per month
12 days per year
3.69 hours per pay period
2-5 years of service - 1.50 days per month
18 days per year
5.54 hours per pay period
5 and over
24 days per year
7.38 hours per pay period
Maximum Accruals: full-time hourly employees may carry forward from year-to-year 90 days (720 hours) of vacation leave. Up to 40 days (320 hours) of unused accrued leave will be paid upon termination or retirement.
SSP Hourly employees may carry forward from year-to-year compensatory time in the amount of 150 hours.
New Employee Orientation Guide….Page 4
SSP - Salaried – Full-time SSP Salaried employees prior to August 15, 1987 accrue 26 days of leave per year. SSP Salaried employees hired after August 15, 1987 accrue 24 days per year (2 days per month, 7.38 hours per pay period) of vacation leave. Maximum Accruals: full-time SSP Salaried employees may carry forward from year-to-year 90 days (720 hours) of vacation leave. Up to 40 days (320 hours) of unused accrued leave will be paid upon termination or retirement.
Faculty employees – Vacation leave is not accrued for faculty employees.
HEALTH AND DENTAL PLANS
AETNA – (PLEASE REFER TO ENCLOSURE FOR RATES) OPT OUT OPTION:
For Maine Maritime Academy employees, in accordance with the most recently negotiated collective bargaining agreements, if an employee wishes to entirely opt out of health insurance coverage through the Academy, and the employee is not covered otherwise by Academy insurance, the employee shall receive a stipend calculated from three months of the monthly premium cost for single coverage health insurance ($727.54 x 3 = $2,182.62) paid out over twelve months ($90.95 per pay period for faculty, $83.95 for staff). This amount shall be paid to the employee in each paycheck on a pro rata basis so long as the employee remains “opted out.” The stipend shall be adjusted as of the Academy’s insurance contract renewal or other premium adjustment date. In order to be eligible for the opt out stipend; the employee must periodically present the Academy with proof of coverage by health insurance under another plan.
Anthem BLUE VisioN
Please refer to the enclosed memorandum dated September 28, 2004 regarding Anthem’s Blue Vision Plan that is optional to all employees.
Northeast Delta Dental is MMA’s dental carrier.
Retirement Benefits
Maine PERS (one time offer election- date of hire)
Highlights:
Retirement deductions are federally tax-deferred
Employee contributes 6.5 % of all gross earnings
New Employee Orientation Guide….Page 5
Employee contribution earns interest and is available for distribution at any time 100 % vesting after 5 years of Maine Maritime Academy service Disability retirement available
TIAA/CREF
Supplemental TIAA/CREF retirement (employee only contributions are available)
Life Insurance Options
1.Employee and dependent life insurance coverage is available through the Maine PERS. The cost of employee coverage is .21 cents per $1,000 of coverage deducted from your bi-weekly pay check. An employee may choose any of the following coverage combinations (Age based for supplemental coverage).
Basic coverage: 1 x the base annual salary
Supplemental 1: Basic plus 1 x salary
Supplemental 2: Basic plus 2 x salary
Supplemental 3: Basic plus 3 x salary
All employees are eligible for the Maine Municipal
Life Insurance Plan which Maine Maritime Academy
purchases 1x the annual salary for each faculty member.
Dependent Coverage:
Plan A - .89 per pay check
*Spouse 5,000
*Full-time unmarried student to the age of 22 5,000
* Children, six months to age 19 5,000
* Children 0 to six months 1,000
Plan B – 1.57 per pay check
New Employee Orientation Guide….Page 6
*Spouse 10,000
*Full-time unmarried student to the age of 22 5,000
* Children, six months to age 19 5,000
* Children 0 to six months 2,500
$20,000 of basic life insurance or supplemental insurance must be carried in order to select Dependent Plan B.
3. Notes:
· Various recreational facilities are available for employee use at no charge to the employee and immediate family members. Please contact athletics at extension 450 for facility hours/schedule.
· Employees may purchase meals in the Academy Cafeteria. The lunch meal is $3.50 per day and meal cards may be purchased in advance via the Director of Residential Life.
· Social Security is withheld from all gross earnings at a rate of 5.65 % and MMA pays 7.65 %.
· Worker’s Compensation coverage is provided to all employees as it is a state-mandated benefit.
· Academy employees may park in those designated areas on campus. Contact the Security office at extension 479 for parking registration.
· Tuition waivers apply to employees, children and spouses who enroll in classes at Maine Maritime Academy. Please refer to the appropriate section in the collective bargaining agreements for language details.