The College currently provides certain benefits for its eligible employees. The descriptions in this handbook are only brief summaries for your general information. Contact Human Resources for more information on benefits.
Please remember that the College’s benefit plans are defined in legal documents, such as insurance contracts and official benefit plan documents. The nature and extent of the group benefits are therefore expressly dictated by those documents, which are available for your inspection by request to Human Resources. Each employee should read the official benefit plan documents for all relevant terms, conditions, eligibility requirements rights and benefits. The official benefit plan documents solely determine your rights and responsibilities, and nothing in this handbook can be construed to alter or amend those documents or the rights stated and defined therein.
The existence of these employee benefits and plan documents, in and of themselves, does not signify that you will be employed for the requisite time necessary to qualify for these benefits and plans, as your employment is “at-will.” The College may change, modify or discontinue these benefits and contribution amounts at any time, as permitted by law.
The MICA Benefits Program includes: Core, Shared and Voluntary Benefits.
- Core Benefits include: life insurance, short term disability, long term disability, liability insurance and employee assistance program. Core benefits are provided at no cost to full-time benefit eligible employees.
- Shared Benefits include: medical insurance, dental insurance, and retirement plan
- Voluntary Benefits include: vision care, personal short term disability plans, reimbursement accounts, and additional life insurance for individual and spouse/partner, and children.
Eligible employees may apply for College benefits on the first of the month following or coinciding with their hire date. Employees may refer to the plan booklets to determine the eligibility requirements for college benefits. Eligibility information and other plan details can also be found in the plan documents. The College may modify or discontinue these benefits at any time.
During your orientation process, you will receive plan booklets detailing all group insurance benefits. Employees will receive instructions from the Benefits Coordinator as to how to enroll in benefits. Enrollment should be completed as soon as possible but no later than 31 days from your hire date to ensure that your coverage begins as soon as you become eligible. If you choose not to join the College offered programs, you must complete the waiver form to decline the benefits.
MICA's Annuity retirement plan (403b) a "Defined Contribution Plan" gives all full time employees the opportunity to participate in the plan once they are benefit eligible, which is the first of the month following or coinciding with hire date. You participate by making contributions into the plan, receiving matching dollars each pay cycle. Once you are a participant in the plan, you may change your contribution at any time during the year. You are immediately vested into the retirement plan, which means you are eligible for 100% of the College's contributions. For each 1% contribution made by you, the employee, MICA will contribute 1 ½%, up to 9%. You may choose to make traditional 403(b) pre-tax contributions and/or Roth 403(b) post-tax contributions. Each year the Federal Regulations change regarding the annual maximum contribution an individual can contribute. If you are over the age of 50, you are allowed to contribute an additional amount each year. The minimum contribution to participate in the retirement plan is 1% of your income. The maximum match by the College is 9% (see chart below):
|Employee Pre/Post-Tax Contribution %||MICA match %|
MICA acknowledges participants’ privacy rights as specified in the Privacy Rule of the Administrative Simplification Provisions of the Health Insurance Portability and Accountability Act of 1996, and has implemented policies and procedures to ensure these privacy rights are protected.
In conducting the operations of the MICA Health Plan, the College will manage Protected Health Information (“PHI”) in a manner that prevents unnecessary or inadvertent access to, use of or disclosure of PHI.
Insurance Continuation After Employment
The Consolidated Omnibus Reconciliation Act of 1985 (COBRA), as amended, requires that most employers sponsoring group health plans offer employees and their families the opportunity to obtain a temporary extension of health coverage, called Continuation Coverage, at group rates, in certain circumstances when coverage under the group health plan would otherwise end.
If you are an employee covered by our group health plan, you have the right to choose Continuation Coverage (COBRA) if you lose your group health coverage because of a qualifying event, such as a reduction in your hours of employment or termination of your employment, except for reasons of gross misconduct on your part. Certain family members also have rights to Continuation of Coverage if you lose group health coverage.
If you have any questions regarding Continuation Coverage, Human Resources will provide you with the information you need and with the necessary forms to continue your coverage. More detailed information is provided to all employees upon the occurrence of a qualifying event.
Our vacation plan is designed to provide employees with the opportunity to rest and get away from the everyday routine. For that reason, the College believes it is important to take vacation when it is earned, and encourages its employees to do so. All benefit eligible employees are granted vacation time after their introductory period; however, their time will begin accruing from their date of hire. Vacation leave may not be used until it has been accrued. For planning purposes, vacation leave earned during the prior accrual year (July 1 - June 30) that exceeds the carry over limit and is not used on or before August 31st will expire on September 1st each year. Vacation pay will not be counted as "time worked" for purposes of calculating overtime pay.
Vacation Leave is accrued beginning with the first pay period of employment. Vacation can not be used until after a new employee has completed their introductory period (90 days of employment). This period may be extended based on discretion of supervisor.
Vacation requests must be approved by supervisors two weeks in advance of the proposed vacation. Approval for all vacation requests is at the discretion of supervisors, based on the business needs of the College. To satisfy employee preferences, as well as to meet the staffing needs of our College, employees should submit vacation requests well in advance. Requests will be granted on a seniority basis, subject to factors such as staffing requirements, work flow and business needs.
If an employee leaves the College, they will be paid for any unused earned vacation, computed at the rate of pay earned upon separation. If a holiday falls within an approved vacation period, it will not count against the vacation allotment. Employees are not eligible to use vacation and/or personal leave during the last two weeks of employment after an employee has given a notice of resignation. Use of sick leave during this period may require supporting medical documentation.
Full-Time Exempt Employees
Vacation leave is accrued a on a per pay period basis for a total of 20 days per year.
Full-Time Non-Exempt Employees
Non-exempt employees will earn vacation leave based on the number of years of continuous employment with the College. Accruals will be calculated in our electronic timekeeping system on an hourly basis equivalent to the employee's standard work week.
(i.e Employee's normal workweek is 5 days at 7 hours per day would receive 140 hours of vacation)
Vacation leave accrual schedule for non-exempt employees is provided as follows:
|Years of Full Time Service||Number of Weeks per Year||Carry Over Limit|
|up to 1 year||2 weeks||1 week|
|>1 year but < 2 years||3 weeks||2 weeks|
|>3 years||4 weeks||2 weeks|
Part-Time employees: Part-time and temporary employees are not eligible for vacation leave.
Sick leave is accrued on a per pay period basis up to two weeks per fiscal year beginning from your date of hire. Sick leave may not be used until it has been accrued and the employee has successfully completed the introductory period (90 days). An employee is allowed to carryover a maximum of two (2) weeks from the previous year to accumulate a maximum of four (4) weeks of sick leave in any given year. For planning purposes, sick leave earned during the prior accrual year (July 1 - June 30) that exceeds the carry over limit and is not used on or before August 31st will expire on September 1st each year. Sick pay will not be counted as "time worked" for purposes of calculating overtime pay.
Employees who are absent due to illness or injury for three or more consecutive workdays must provide a doctor's certificate to Human Resources to support an absence. All supervisors will be required to track this leave in the electronic timekeeping system documenting the use of sick leave for all employees.
The College retains the right to review how an employee is using sick leave. A pattern of using sick leave on days preceding or following scheduled time off is an indication of possible misuse of sick leave. In such circumstances, the College may require additional documentation to verify the legitimacy of the absence. While on vacation, days on which the employee is confined to a hospital or a residence because of illness or injury may be charged to sick leave. A certificate from the attending physician is required.
Employees are expected to call their immediate supervisor on each occasion of absence from work. While emergency situations may occur, it is expected that an employee call in before the start of the employee's regular scheduled shift. Accumulated sick leave will not be paid to terminating employees at the time of separation.
Part-Time Employees: Part-time employees and temporary employees are not eligible for sick leave.
All benefit eligible employees are eligible for four (4) personal days for special situations that may arise, over which the employee has no control. The personal days are determined by the employee whether a particular situation is serious enough to warrant the use of a personal day. The employee will be required to notify their supervisor immediately when the need arises. Personal days are accrued on July 1st of each year. Personal days can be carried over on July 1st of each year but must be used on or before August 31 or they will expire and will not be paid to terminating employees at the time of separation.
During an employee's first year of employment Personal Days will be provided as indicated below:
|Hired||Number of Days Provided|
|July 1- September 30||4|
|October 1 - December 31||3|
|January 1 - March 31||2|
|April 1 - June 30||1|
Part-Time Employees: Part-time and temporary employees are not eligible for personal leave.
Whenever employees are required to work on any day they are entitled to observe as a legal holiday as designated by the College, shall receive Holiday Pay. Holiday pay is the equivalent hours worked on that holiday, paid at the regular rate of pay in addition to the regularly earned hours worked. These Holidays include:
- New Year's Day
- Martin Luther King's Birthday
- Memorial Day
- Independence Day
- Labor Day
- Thanksgiving Day
- Friday after Thanksgiving
- Christmas Eve Day
- Christmas Day
All employees are eligible for ten (10) paid holidays in each calendar year immediately. The usual practice is that if a holiday falls on a Saturday, the College will be closed on the preceding Friday. If a holiday falls on a Sunday, the College will be closed on the following Monday. Additionally, the College may designate additional holidays and/or days when the College closes early, as well as modify the holiday schedule as deemed appropriate.
The College reserves the right to schedule employees to work on any holiday to meet business and student needs. A non-exempt employee who is required to work a holiday will receive holiday pay in addition to regular pay for the hours worked on the holiday.
A paid holiday does not count as a day worked in calculating overtime for the week. Paid holidays that fall during an employee’s scheduled vacation will not be counted against the individual's vacation allotment. Non-exempt employees must work the scheduled workday before and the scheduled workday after the holiday in order to be paid for the holiday, unless the holiday is taken as part of a scheduled vacation or otherwise approved in advance by your supervisor and management.
Part-Time Employees: Part-time employees receive 3 ½ hours of holiday pay for each of the MICA holidays regardless of their schedule.
Family and Medical Leave (FML)
Employees who have worked for the College for at least twelve (12) months and at least 1,250 hours during the prior twelve (12) months may be eligible to take up to twelve (12) weeks of unpaid leave within a rolling twelve-month period for the following reasons:
- Birth and/or care of a newborn child of the employee;
- Placement of a child into the employee's family by adoption or by a foster care arrangement;
- In order to care for the employee's spouse, partner, child or parent who has a serious health condition;
- A serious health condition that renders the employee unable to perform one of the essential functions of the employee's position
- Family Member Active Duty Leave: "qualifying exigency" arising out of the fact that a spouse, partner, child, or parent is on active duty or is about to be called for active duty;
- Service Member Family Leave: Care for a spouse, partner, child, parent, or next of kin (the nearest blood relative of the employee) who is undergoing medical treatment, recuperation, or therapy for a serious illness or injury incurred in the line of duty that potentially renders the service member unfit to perform his or her military duties (employee may take up to 26 weeks).
- The amount of leave available to an eligible employee at any given time will be calculated by looking backward at the amount of leave taken within the twelve (12) month period immediately preceding the requested leave.
Accrued vacation or other available paid leave options such as sick leave must be applied before FML is unpaid. If no paid time is available, FML is unpaid. In either situation, the twelve (12) week FML period will begin upon commencement of the approved leave.
In the case of unpaid leave for the birth or placement of a child, intermittent leave or working a reduced number of hours is not permitted unless both the College and employee agree. If the College employs both spouses/partners, the combined leave will not exceed twelve (12) weeks.
In the case of unpaid leaves for serious health conditions, the leave may be taken intermittently or on a reduced hours basis only if such leave is medically necessary. If intermittent or reduced hours leave is required, the College may, in its sole discretion, temporarily transfer the employee to another job with equivalent pay and benefits that better accommodates that type of leave.
During the employee's FML, the College will continue to provide health insurance coverage under the same conditions as to its employees who are not on FML. If the employee is eligible for paid time off, his/her portion of the insurance premium will be deducted from his/her paycheck in the usual manner. If the employee is on an unpaid FML, however, he/she will remain responsible for paying his/her portion of the insurance premium. Payments may also be made prior to the leave and must be submitted to Human Resources.
The employee must make arrangements to pay all benefits during a period of unpaid leave through Human Resources. If the employee does not make such payments, he/she will nevertheless be restored to the health insurance plan with no break in service upon return from leave; however, he/she must repay the College for any additional expense incurred by the College for reinstating his/her coverage. If he/she does not return to the College following an unpaid leave period, he/she may be required to repay any insurance premiums paid by the College during the leave, unless he/she does not return because of the presence of a serious health condition that prevents the employee from performing his/her job or circumstances beyond the control of the employee. If you have any questions about the application of this policy to your particular situation, contact Human Resources.
During a FML of absence, the employee will not accrue employment benefits, such as vacation pay and sick/personal pay, etc. Employment benefits accrued by the employee up to the day on which the FML of absence begins will not be lost. Also during the leave, the employee will not receive pay for holidays.
Employees who return to work from a FML of absence before or on the business day following the expiration of the twelve (12) weeks are entitled to return to their job or an equivalent position without loss of benefits or pay. An employee who fails to return to work immediately following expiration of the authorized leave period may be considered to have voluntarily resigned. All leave taken under this policy, and leave for any other reason which could qualify under FML, will be designated by the College as FML to be counted toward the employee's leave entitlement under FML.
An employee who is out on FML of absence cannot work during this timeframe for another employer. Confirmation of outside employment during an FML absence will be grounds for immediate dismissal.
Applications for a FML of absence must be submitted in writing to Human Resources. Applications should be submitted at least thirty (30) days before the leave is to commence, or as soon as possible if thirty (30) days' notice is not possible. Appropriate forms must be submitted to initiate FML and to return the employee to active status. In addition to the leave of absence request form, you may be required to complete a medical certification form, which will need to be signed by your or your family member's health care provider. These forms are available from Human Resources. Failure to submit the form or submission of an incomplete medical certification form may be grounds for delay or denial of leave. Misrepresentation of facts concerning the need for a leave of absence may result in disciplinary action, up to and including termination.
Extended Leave of Absence (ELA)
An extended leave of absence (ELA) of up to six (6) months may be granted at the College’s discretion to eligible full-time employees who have completed six months of continuous employment; part-time employees who have completed one year of continuous employment and in instances where circumstances require an absence not covered under the vacation, Sick Leave, Family and Medical Leave, Jury Duty, Military Leave or other leave policies. Occupational injuries not otherwise covered under the preceding policies would be covered by the ELA policy.
For you to take such leave without pay, you must have no remaining paid leave options available. Accrued sick leave and vacation time must be utilized before unpaid leave will be granted. For approved ELA as described here, insurance benefits may also be continued if employees continue to pay their portion of the premiums during the absence. No other employee benefits, such as vacation, accrue while an employee is on ELA.
A Leave of Absence Form must be completed requesting the leave and submitted to Human Resources as early as possible. Only the president may approve ELA requests in conjunction with Human Resources. Due to the nature and size of our College, reinstatement to any position at the end of any extended leave of absence is subject to the availability of position openings, and, as such, is not guaranteed, except as required by law.
Return to Work
If you are on a medical leave of absence lasting three (3) or more consecutive days, you must return to work upon release to do so by your physician. We require such a release before reinstatement to your position. The College requires a work release for any illness or injury in length of three (3) days or more prior to allowing an employee to return to work. Please contact Human Resources with questions or to provide return-to-work information.
Due to business needs, the College cannot guarantee any employee’s position upon return from any non-FML leave of absence, except as required by law. If an employee fails to report to work the first day after the leave expires, he/she will be considered to have terminated his/her employment with the College.
Jury or Witness Duty
If you are called for jury or witness duty on a day you are scheduled to work, you must contact your Supervisor promptly after receiving notification to appear, and present the subpoena or jury summons. You should also notify your supervisor of your selection to serve on a jury as soon as possible.
For up to five (5) days, employees will continue to receive regular pay while serving subpoenaed jury or witness time. The employee must furnish evidence from the Clerk of Court of time served in order to receive his/her regular pay. Under normal circumstances, the College will not ask for deferment of jury duty except where release of a staff member would create a severe hardship for a department.
For jury service beyond five (5) business days, employees may use accrued vacation or may be granted a leave of absence without pay.
If employees require any other time off to appear in Court for personal matters, either as a witness or a party to a lawsuit, traffic violations, arrests and non-work-related accidents, they will not be paid for that time away from work. Employees must use available vacation or personal time for those situations, with prior authorization from your supervisor.
If you are excused or dismissed from jury or witness duty before the close of business hours, you are expected to return to work at that time.
The College will grant any employee who is called to uniformed service an unpaid military leave of absence in compliance with the Uniformed Services Employment and Reemployment Rights Act (“USERRA”) and applicable state laws. To receive a military leave of absence the employee must be absent from work because of uniformed service in the United States Armed Forces or Reserves, National Guard, Commissioned Corps of the Public Health Service, or any other category of persons designated by the President of the United States in time of war or emergency.
Employees should notify their supervisor and Human Resources in advance of any expected military leave of absence, unless military necessity prevents such notice or it is otherwise impossible or unreasonable for the employee to provide advance notice. Employees may use any accumulated sick leave or vacation time in lieu of unpaid leave. As required by USERRA, the College will provide the employee and his or her covered dependents with an opportunity to continue health insurance benefits based on the length of the employee’s leave and subject to the terms, conditions and limitations of the applicable plans for which the employee is otherwise eligible. Vacation time does not accrue during the leave and will resume only upon the employee’s return to active employment with the College. The employee’s time off from work for uniformed service will not count toward the employee’s absenteeism record.
Upon the employee's return from a military leave, reinstatement/reemployment will be provided in accordance with USERRA. The College, at its discretion, may make adjustments and exceptions to this policy, as circumstances require and as permitted by law. The College may require the employee to provide documentation of the length and character of their uniformed service upon the employee’s reinstatement if the service exceeds thirty (30) days.
The College supports the men and women of our armed forces and prohibits discrimination against any employee because of uniformed service.
The College understands that employees may need time away from work because of a death in the family. If you suffer the loss of an immediate family member (spouse/partner, parent, or child), you may be absent from work at your regular rate of pay for up to five (5) days to attend the funeral and related matters. If an employee sustains a death of a brother or sister, mother-in-law, or father-in-law, grandparent, or a grandchild, employees are eligible for up to three (3) days leave. This leave applies to full-time employees who have completed at least ninety (90) days of continuous employment. Employees are required to notify their supervisor immediately. Bereavement leave will not be carried over from year to year and will not be paid to terminating employees at the time of separation. Documentation of the circumstances for bereavement leave may be required.
MICA encourages eligible employees to exercise your constitutional right to vote in all federal, state, and local elections. You may take up to three hours* paid time off to vote including voting on Election Day, voting early in-person, and voting by mail or absentee ballot. If you are going to take time off to vote, notify your supervisor ahead of time. This policy applies to all employees (full-time and part-time) except students employed in positions that require student status as a condition of employment.
*With the approval of your supervisor, more time may be taken off if needed. MICA recognizes the time it takes to vote has always been unpredictable, and this year will be even more uncertain due to social distancing requirements at polling places, changes to polling locations, and unfamiliarity with dropbox locations.
Full-time staff members are entitled to one full MICA degree program per family (for spouse/partner or children) after two years of continuous full-time employment, provided they are accepted into the degree program via the normal admission process. Only one family member is granted a degree program, tuition remission in any one year. All fees, which are charged in addition to tuition, are the responsibility of the employee. Benefits-eligible employees cannot qualify for this benefit as dependents of current employees at MICA.
When the above is not utilized, all benefit-eligible employees who have satisfied their introductory period (90 days) are entitled to tuition remission for up to three (3) credits each semester (fall, spring and summer terms) per family (i.e., employee, spouse/partner or children). In lieu of a credit course, two non-credit courses per semester per family in the Open Studies program can be substituted. All fees, which are charged in addition to tuition, are the responsibility of the employee. Benefits-eligible employees cannot qualify for this benefit as dependents of current employees at MICA. Dependents of current employees can qualify for this benefit through one parent only.
Employees who retire from the College after completing 35 or more years of continuous full-time employment at MICA are entitled to one full MICA degree program per family, provided the family has not utilized this benefit before and the family member is accepted into the degree program via the normal admission process. This benefit is limited to one dependent child only. All fees, which are charged in addition to tuition, are the responsibility of the employee. Benefits-eligible employees cannot qualify for this benefit as a dependent.
Part-time staff employees are entitled to tuition remission for one credit-bearing course up to three (3) credits each semester (fall, spring and summer terms) per family (i.e. employee, spouse/partner, or children) after one year of continuous part-time employment (spring/fall) averaging twenty (20) hours per week or greater. In lieu of the credit courses, two non-credit courses per semester per family in the Continuing Studies program can be substituted.
Admission to any course at MICA is on a first-come, first-served basis. Employees will neither be favored nor penalized in this regard. Employees are not permitted to take courses during regularly scheduled work hours unless the immediate supervisor approves the request. All personal time off for class attendance must be reported in accordance with the regular method of reporting vacation leave. Under no circumstances will sick leave be allowed for attending classes.
If an employee receiving tuition remission leaves the College through resignation or other termination during the semester when tuition remission is being used, they will be responsible for the cost of the course(s) on a prorated basis. Any eligible employee who wishes to take advantage of the tuition benefit must obtain a tuition remission form from Human Resources, Continuing Studies, or Registrar prior to registration. This form requires a signature from your immediate Supervisor, Human Resources, and the Payroll Manager to confirm eligibility. All fees charged in addition to tuition (for example; registration, housing, supplies, before and aftercare, travel) are the responsibility of the employee and must be paid at the time of registration.
Tuition remission will not be approved retroactively for courses taken in previous semesters for which no application for waiver of tuition has been made. Under no circumstance will an employee be allowed to take an extended leave of time, which may interfere with their ongoing employment unless authorized by their immediate supervisor.
Full-time staff members, in the first semester beginning after two years of continuous full-time employment and full time faculty and pro-rata faculty employed for at least one three year contract are eligible to one full tuition remission in the Graduate degree program are entitled to one full degree program remission per family (for spouse/partner or child (who is considered financially dependent), provided they are accepted into the graduate degree program via the normal admission process. Only one family member is a granted Graduate degree program tuition remission in any one year. All fees, which are charged in addition to tuition, are the responsibility of the employee.
Admission to any course at MICA is on a first come, first served basis provided space is available and open enrollment has begun.
If an employee receiving tuition remission leaves the College through resignation or other termination during the semester when tuition remission is being used, he/she will be responsible for the cost of the course(s) on a prorated basis.
Any eligible employee who wishes to take advantage of the tuition benefit must obtain a tuition remission form from Human Resources, Open Studies or Registrar prior to registration. This form requires signature from your immediate Supervisor and a signature from Human Resources to confirm eligibility. All credit bearing and Open Studies students are responsible for registration fees and any additional fees associated with the course. All fees charged in addition to tuition (for example; registration, housing, supplies, before and after care, travel) are the responsibility of the employee and must be paid at the time of registration. Tuition remission will not be approved retroactively for courses taken in previous semesters for which no application for waiver of tuition has been made. Under no circumstance will an employee be allowed to take an extended leave of time, which may interfere with their ongoing employment unless authorized by their immediate supervisor.
Professional Organization Membership
In cases where a professional organization is of direct relevance to the College's goals and purposes, employees may be reimbursed for professional membership fees. Employees must receive prior authorization from their supervisor in order to be reimbursed.
Most departments budget a limited amount of money annually to reimburse an employee for the costs of academic courses, workshops, and/or professional development activities, pre-approved and budgeted by the supervisor, provided such courses are job-related. Payment may be made after successful completion of the course with a grade of "C" or better.
A number of other benefits are available to all employees, including full time and part-time employees. These include:
- Credit Union Membership with Johns Hopkins Credit Union
- College Store Discount 10% (staff ID required)
- University of Baltimore Athletic Club Discount
- Charitable contributions
- Commuter Choice
- Parking Pre tax
See Human Resources for more information about these programs.
The Federal Insurance Contributions Act (FICA) directs employers and employees to contribute a percentage of the employees’ wages to Social Security. These funds provide retirement and long term disability benefits. The employees’ share of FICA taxes is deducted from the employees’ paycheck and is sent with the employer's portion to the appropriate government agency.
Workers' Compensation benefits are intended to compensate workers with job related injuries or illnesses. If you are injured on the job, no matter how minor the injury, or become ill with a job related illness, you should notify your supervisor, campus safety, and Human Resources immediately. Failure to immediately report an injury or job-related illness occurring while on the job, in accordance with this policy, is considered a violation of the College’s safety policy and may result in disciplinary action. The amount and length of workers compensation benefits is established by state law.