Employee Handbook - Benefits and Time Off

Requesting Time Off

Employees should use the “request time off” feature on the ADP portal to request and track time off requests.  When a request is made, a notification will be sent to the employee’s supervisor, and the requested time off will be added to the employee’s timecard as well as their Outlook calendar.  Instructions on how to use this feature can be found here.

 Time off categories in ADP include the following: 

• Vacation and Carryover Vacation 
• Personal Time 
• Professional Development 
• Jury Duty 
• Empathy Leave 
• FMLA 
• Other—This category should be used for sick time.   

Procedures

• Employees should let their supervisor know in advance about their plans to take time off. This can be a verbal request, a request using Teams, or another method depending upon the supervisor’s preference.  Employees should include Human Resources on all FMLA and/or Paid Family Leave requests. 
• After a supervisor approves a time off request, the employee should go to the “time off request” page in ADP to record the request. Instructions for this can be found here. 
• Once the request is submitted, the supervisor will receive an email notification stating that a time off request has been made.   
• The requested time off will then appear on the employee’s timecard and on their Outlook calendar. 
• Employees may make changes or cancel time off requests by returning to the “time off request” page in ADP. 

Employees will need to activate the integration feature in ADP to ensure that time off requests sync to their Outlook calendar.  Instructions can be found ﷟here.  Employees are required to use the integration feature and are required to keep their Outlook calendars up to date. 

Holiday Schedule

The RAC observes the following holidays:  

• New Year’s Day  
• Martin Luther King, Jr., Day  
• President’s Day  
• Memorial Day  
• Juneteenth National Independence Day 
• Independence Day  
• Labor Day  
• Indigenous Peoples’ Day (Columbus Day)
• Thanksgiving and the day after Thanksgiving 
• Holiday Break Week

A schedule of holidays can be found on the RAC website here: https://rockarch.org/collections/access-and-request-materials/holiday-schedule/

Vacation Time 

All full-time employees are eligible for paid annual vacation based on their length of service with the RAC.  Part-time employees scheduled to work a minimum of twenty (20) hours per week receive paid vacation on a pro-rated basis, according to the number hours they are regularly scheduled to work on a weekly basis.  Part-time employees working less than twenty (20) hours per week are not eligible for paid vacation time.

Vacation time is calculated based on a thirty-five (35) hour workweek.  Full-time employees with less than five (5) years of service accrue 1.5 vacation days per month (18 days per fiscal year).  Full-time employees with five (5) or more years of service accrue 1.92 vacation days per month (23 days per fiscal year).  RAC’s fiscal year runs from July 1st to June 30th.

Please note the following:  

• Vacation time may only be taken in full-day or half-day increments;  
• Holidays falling within vacation periods are not counted as vacation days;  
• Vacation days are paid at an employee’s regular rate of pay;  
• If an employee takes a leave lasting more than one month, the employee will not accrue vacation time after the first month of the leave;  
• All rehired regular full-time employees will receive full-service credit for past employment when computing eligibility for increased vacation allowance;   
• Employees departing the RAC on or after the sixteenth (16th) day of a month will be credited with a full month of accrual.  Those departing prior to the sixteenth (16th) day of a month will not be credited with vacation for that month;  
• Departing employees will receive pay for accrued, unused vacation time at the time of their departure, with such payment being made in the employee’s last regular paycheck; and  
• On days when the RAC is officially closed due to operational or other reasons, including inclement weather, any employee with previously scheduled vacation leave for that day, will not have the time deducted from their vacation allotment.    

Employees may borrow against their current fiscal year’s vacation allotment up to a maximum of ten (10) days with supervisory approval.  Employees may borrow against their following fiscal year’s vacation allotment up to a maximum of two (2) days with supervisory approval.

Employees may carry up to a maximum of fifteen (15) unused vacation days from one fiscal year to the next.  Employees may use carried-over vacation time at any time during the next fiscal year.  Any unused vacation days beyond the allowed carried-over amount will be forfeited unless they are used by August 31.

Personal Time 

Two (2) personal days are available per fiscal year to all full-time employees and part-time employees working a minimum of twenty (20) hours per week.    

One (1) personal day is available per fiscal year to all regular part-time employees working less than twenty (20) hours per week.

Personal days may not be carried over to the following fiscal year.  Employees will not receive payment for any unused personal days upon departure from employment with the RAC.  

Personal days may be taken in half-day or full-day increments and are paid at the employee’s regular rate of pay. 

On days when the RAC is officially closed due to operational or other reasons, including inclement weather, any employee with previously scheduled personal leave for that day, will not have the time deducted from their personal leave allotment.

Empathy Leave

Empathy Leave is available to every RAC employee and provides a reasonable amount of paid time off to any employee experiencing grief or profound sense of loss as a result of the death of a family member, partner, friend, pet, or for other personal emergency-related circumstances. The extent of paid time off approved under this policy is at the discretion of the employee’s supervisor in consultation with the Director of HR and Operations. Empathy will be broadly construed to support the emotional well-being of the employee.

Sick Time 

Eligibility

The RAC provides paid sick leave to all employees.

Accrual

Employees begin accruing paid sick leave pursuant to this policy at the start of employment. Part-Time employees will accrue one (1) hour of paid sick leave for every thirty (30) hours worked, up to a maximum accrual of forty (40) hours each calendar year. Full-Time employees shall have flexible time provided to them, and so time does not “accrue” for those employees. For purposes of this policy, the calendar year is the consecutive 12-month period beginning January 1st and ending on December 31st.

Usage

Employees may begin using accrued paid sick leave immediately. Part-time employees may use paid sick leave in minimum three and a half (3.5) hour increments. A part-time employee may not use more than forty (40) hours of accrued paid sick leave in any calendar year. Full-Time employees may not use more than ten (10) consecutive days of paid sick leave (though they may file for short-term disability benefits for longer absences).

Employees may use accrued paid sick leave:

• For a mental or physical illness, injury, or health condition of such employee or such employee’s family member, regardless of whether such illness, injury, or health condition has been diagnosed or requires medical care at the time that such employee requests such leave;
• For the diagnosis, care, or treatment of a mental or physical illness, injury or health condition of, or need for medical diagnosis of, or preventive care for, such employee or such employee’s family member; or

• For an absence from work due to any of the following reasons when the employee or employee’s family member has been the victim of domestic violence, a family offense, sexual offense, stalking, or human trafficking:

  • to obtain services from a domestic violence shelter, rape crisis center, or other services program;
  • to participate in safety planning, temporarily or permanently relocate, or take other actions to increase the safety of the employee or employee’s family members;
  • to meet with an attorney or other social services provider to obtain information and advice on, and prepare for or participate in any criminal or civil proceeding;
  • to file a complaint or domestic incident report with law enforcement;
  • to meet with a district attorney’s office;
  • to enroll children in a new school; or
  • to take any other actions necessary to ensure the health or safety of the employee or the employee’s family member or to protect those who associate or work with the employee.

A person who has committed such domestic violence, family offense, sexual offense, stalking, or human trafficking will not be eligible for paid sick leave for situations in which the person committed such offense and was not a victim, notwithstanding any family relationship.

For purposes of this policy, “family member” means an employee’s child (biological, adopted, or foster child, a legal ward, or a child of an employee standing in loco parentis), spouse, domestic partner, parent (biological, foster, step, adoptive, legal guardian, or person who stood in loco parentis when the employee was a minor child), sibling, grandchild, or grandparent; and the child or parent of an employee’s spouse or domestic partner.

Unless the employee advises the RAC otherwise, it will assume, subject to applicable law, that employees want to use available paid sick leave for absences for reasons set forth above and employees will be paid for such absences to the extent they have accrued sick leave available.

Notice and Documentation

Employees must make requests to use paid sick leave orally or in writing.

The RAC may require supporting documentation for the use of paid sick leave where the employee uses sick leave for three or more consecutive or previously scheduled workdays or shifts, to the extent permitted by applicable law. Requests for documentation should not specify the reason for leave but should be limited to: (i) an attestation from a licensed medical provider supporting the existence of a need for sick leave, the amount of leave needed, and a date that the employee may return to work; or (ii) an attestation from an employee of their eligibility to leave. The RAC will not require the disclosure of confidential information relating to a mental or physical illness, injury, or health condition of such employee or such employee’s family member, or information relating to absence from work due to domestic violence, a sexual offense, stalking, or human trafficking, as a condition of providing paid sick leave. The RAC will not require an employee to pay any costs or fees associated with obtaining medical or other verification of eligibility for use of sick leave.

Payment

Paid sick leave will be paid at the employee’s regular rate of pay or the applicable state minimum wage, whichever is greater. Use of paid sick leave is not considered hours worked for purposes of calculating overtime.

Carryover & Payout

A part-time employee may carry over accrued, unused paid sick leave under this policy to the following calendar year. Accrued but unused paid sick leave under this policy will not be paid at separation. Full-time employees are provided flexible sick time, and so they do not “accrue” time to carry over.

Enforcement & Retaliation

Employees will not be discharged, threatened, penalized or in any other manner discriminated or retaliated against because such employee has exercised their rights to paid sick leave under this policy and applicable law including, but not limited to, requesting paid sick leave and using paid sick leave, consistent with this policy and applicable law.

If employees have any questions regarding this policy, they should contact Human Resources.

Westchester County Paid Safe Leave 

RAC provides paid safe leave (“Safe Leave”) to employees who work more than ninety (90) days in a calendar year.  Eligible employees will be provided with forty (40) hours of Safe Leave at the beginning of every fiscal year.  Safe Leave is provided in addition to sick leave. 

Usage 

Employees may use Safe Leave for the following reasons: 

• To attend or testify in a criminal and/or civil court proceeding related to domestic violence or human trafficking. 
• To move to safe location.    

Safe Leave may be taken in full day or less than full day increments.  Employees are not required to search for or find a replacement worker.   

Notice and Documentation 

Employees may request Safe Leave by making an oral, written or email request to their supervisor.    When possible, the request shall include the expected duration of the absence.  If the need to use Safe Leave is foreseeable, employees are expected to make a good faith effort to provide notice in advance and, when possible, shall make a reasonable effort to schedule the use of Safe Leave in a manner that does not unduly disrupt the operations of the RAC.

The RAC may require supporting documentation that Safe Leave has been used for the purposes set forth above.  Supporting documentation can include: (1) a court appearance ticket or subpoena; (2) a copy of a police report: (3) an affidavit from an attorney involved in the court proceeding relating to the issue of domestic violence and/or human trafficking; or (4) an affidavit from an authorized person from a reputable organization known to provide assistance to victims of domestic violence and victims of human trafficking.

Payment 

Safe Leave will be paid at the employee’s regular rate of pay, unless otherwise required by applicable law, but no less than the applicable minimum wage.  There is no payout of unused Safe Time at separation.  

Enforcement and Retaliation 

Employees have the right to request and use Safe Leave and may file a complaint for alleged violations of the Westchester County Safe Leave Policy with the Westchester County Department of Consumer Protection.  The RAC prohibits retaliation or the threat of retaliation against an employee for exercising or attempting to exercise any right provided in this policy, or interference with any investigation, proceeding or hearing related to or arising out of employee’s rights pursuant to the policy and applicable law. 

Employees with questions concerning this policy should contact Human Resources.  

Jury Duty  

All full-time employees will receive their regular salary while serving on jury duty for up to three (3) months.  Employees are responsible for endorsing over to the RAC any jury duty pay.  For jury service longer than three (3) months, employees will be on unpaid leave unless approved in advance by the President.

All other employees summoned for jury duty will be paid consistent with applicable law.   Any remaining time spent on jury duty will be unpaid.  

Upon receipt of a jury duty notice, employees must immediately notify their supervisor and Human Resources and submit a copy of the jury duty notice to Human Resources.  During the term of jury duty, employees will be expected to report to work at the RAC whenever they are excused by the court during working hours.  Upon completion of jury duty, employees must submit proof of service received from the court to Human Resources.    

Time Off to Vote 

Employees of the RAC are entitled to take up to two (2) hours off work, at the beginning or end of their workday to vote.  This time off will be paid; however, time off will not be granted if the employee has four (4) consecutive non-work hours at the beginning or end of their workday when polls are open.    

Employees who need to take time off work to vote must inform their supervisors at least three (3) days in advance.  Employees are expected to consult with their supervisors to ensure that their absence does not negatively impact the RAC’s operations.  

Blood Donation Leave 

The RAC will grant one (1) unpaid leave of absence (of up to 3 hours) in any fiscal year to employees who seek to donate blood.  Please note that salaried employees taking blood donation leave will be paid in accordance with state and federal law.  Blood donation leaves do not accrue or carry over from year to year.  

Bone Marrow Donation Leave 

The RAC will provide up to two (2) days of paid leave to employees who seek to undergo a medical procedure to donate bone marrow.  Both full-time and part-time employees are eligible.  Leave will be provided for donating bone marrow and for recuperating from or treating any complications arising from the donation.  The length of the leave shall be determined by the physician.  Employees seeking bone marrow donation leave must inform their supervisor and Human Resources in advance.  

Family and Medical Leave (FMLA) 

Eligible employees may request unpaid leave for up to twelve (12) weeks in a rolling twelve-month period for the following reasons:  

• Incapacity due to pregnancy, prenatal care, or childbirth;
• Care for the employee’s child after birth or placement of a child with the employee for adoption or foster care;    
• Care for the employee’s spouse, domestic partner, child, or parent with a serious health condition; and  
• To care for the employee’s own serious health condition that makes the employee unable to perform the essential functions of their job.   

Eligibility  

Employees are eligible for a maximum of twelve (12) weeks of family and medical leave in a twelve-month period if they have completed at least twelve (12) months of employment with the RAC or have worked a minimum of 1,250 hours during the twelve-month period preceding the leave.  The twelve-month period is determined on a rolling basis.  

Definition of Serious Health Condition  

A serious health condition is an illness, injury, impairment or physical or mental condition that involves either an overnight stay in a medical care facility, or continuing treatment by a health care provider for a condition that either prevents the employee from performing the functions of the employee’s job or prevents the qualified family member from participating in school or other daily activities. 

Requesting Leave  

When leave is foreseeable, employees should submit a written request for unpaid leave at least thirty (30) days prior to taking family and medical leave to their supervisor and to Human Resources.  When leave is not foreseeable, employees should notify their supervisor and Human Resources as soon as possible under the circumstances.  

Certification  

For leave to care for an employee’s own illness or the illness of a spouse, domestic partner, parent, or child, the RAC requests that employees provide medical certification of the serious health condition.  When leave is foreseeable, employees should provide certification before the leave begins.  When leave is not foreseeable, the RAC asks that the employee provide certification within fifteen (15) days of giving notice of the leave.  

Before returning to work from leave for an employee’s own serious health condition, an employee will be required to submit medical certification verifying that they are able to return to work.  Employees are expected to apprise their supervisor and Human Resources of the date they anticipate returning to work. 

Job Protection  

The RAC will seek to place employees returning to work in the same job or an equivalent job in status and pay provided the employee has complied with all the terms and conditions of the leave unless the employee is in the highest-paid 10% of the RAC workforce and restoration would cause substantial and grievous economic injury to the RAC.  The granting of family and medical leave does not limit the RAC’s right to restructure, reorganize, or eliminate any position at the RAC at any time and for any reason.  

Work Schedule  

Under certain conditions, an employee may be eligible to take family and medical leave on an intermittent or reduced schedule basis.  The RAC may temporarily transfer an employee to an alternative position, with equivalent pay and benefits if the alternative position accommodates recurring periods of leave better than the employee’s current position.  

Health Insurance Continuation  

Employees on family or medical leave continue participation in the medical and dental insurance plans, contributing their normal share of premium contribution.  During unpaid leave, Human Resources will provide premium payment information to the employee before the leave.  

Returning to Work  

Employees who decide not to return to work after family and medical leave are asked to notify their supervisor and/or Human Resources as soon as possible before the end of their leave.

Please note the following:  

• A parent who takes leave to care for a newborn, newly adopted child, or recently placed foster child must complete this leave within a year after the birth, adoption, or placement.  
• For the duration of the leave, the RAC will maintain the employee’s life insurance benefits and accrual of length of service.  
• No vacation will accrue during a leave of more than one month.   

Military Family Leave Entitlements   

Eligible employees with a spouse, son, daughter, or parent on active duty or call to active-duty status in the National Guard or Reserves in support of a contingency operation may use their twelve-week leave entitlement to address certain qualifying exigencies. Qualifying exigencies may include attending certain military events, arranging for alternative childcare, addressing certain financial and legal arrangements, attending certain counseling sessions, and attending post-deployment reintegration briefings.

FMLA also includes a special leave entitlement that permits eligible employees to take up to twenty-six (26) weeks of leave to care for a covered service member during a single twelve-month period.  A covered service member is a current member of the Armed Forces, including a member of the National Guard or Reserves, who is undergoing medical treatment, recuperation, or therapy, is otherwise in outpatient status, or is on the temporary retired list, for a serious injury or illness.  Covered service members also include a veteran who was discharged or released from military service under a condition other than dishonorable at any time during the five (5) year period prior to the first date the eligible employee takes FMLA leave to care for the covered veteran, and who is undergoing medical treatment, recuperation or therapy for a serious injury or illness. 

Unlawful Acts by Employers  

FMLA makes it unlawful for any employer to:  

• Interfere with, restrain or deny the exercise of any right provided under FMLA; or  
• Discharge or discriminate against any person for opposing any practice made unlawful by FMLA or for involvement in any proceeding under or relating to FMLA. 

Enforcement  

An employee may file a complaint with the U.S. Department of Labor or may bring a private lawsuit against an employer.  FMLA does not affect any Federal or State law prohibiting discrimination or supersede any State or local law which provides greater family or medical leave benefits.

Disability Benefits and Salary Continuation During Medical Leave

Eligible employees may be entitled to RAC supplemental or statutory payments while out of work due to a non-work-related disability, injury, or illness, including a pregnancy-related condition.

All salary continuation shall run concurrently with any leaves protected by law. This section shall not be interpreted as extending employees’ leaves unless otherwise stated.

Employees who are absent from work due to their own medical issue(s) are eligible to receive salary continuation as follows:

Complete Years of Service / Salary Continuation

0 to 3 years: 6 weeks

4 to 6 years: 8 weeks

7 to 9 years: 10 weeks

10 to 12 years: 12 weeks

Employees with more than one (1) year of service who are granted salary continuation benefits under this policy, will receive their full base salary.  Employees with less than one (1) year of service who are granted salary continuation benefits under this policy, will receive 60% of their base salary.

In order to be eligible for salary continuation, an employee must apply for leave under the FMLA and short-term disability benefits. In no event shall an employee be entitled to receive more than 100% of their salary while on leave.

The President, in conjunction with the Director of HR & Operations may extend salary continuation benefits in extenuating circumstances involving an employee’s medical leave due to a critical illness.  In these cases, the RAC may extend the salary continuation period up to a maximum of twenty-six (26) weeks so long as the employee is approved for short-term disability benefits by the insurance carrier during that time.  The RAC will address these instances on a case-by-case basis, paying particular attention to the severity of the critical illness, length of employment, and the business needs of the RAC.  

Disability benefits received during a period of salary continuation are assigned to the RAC.  Upon completion of the salary continuation period, employees may use accrued, unused vacation or personal days.

NYS Paid Family Leave (PFL)

The RAC provides its employees with Paid Family Leave (“PFL”) consistent with the New York State Paid Family Leave Benefits Law.  Employees who have a regular work schedule of twenty (20) or more hours per week and have been employed by the RAC for twenty-six (26) consecutive weeks prior to the date their leave begins are eligible for PFL under this policy.  Employees who have a regular work schedule of less than twenty (20) hours per week and have worked at least one hundred seventy-five (175) days prior to the date their leave begins are also eligible for PFL under this policy. 

PFL is available to eligible employees for up to twelve (12) weeks within any fifty-two (52) consecutive week period. The fifty-two (52) consecutive week period is a rolling period measured retroactively from each day that an employee claims any PFL benefits.

Eligible employees may request PFL leave for the following reasons: 

• To participate in providing care, including physical or psychological care, for the employee’s family member (child, spouse, sibling domestic partner parent, grandchild, grandparent, or parent of a spouse or domestic partner, ) with a serious health condition; 
• To bond with the employee’s child during the first twelve (12) months after the child’s birth, adoption or foster care placement; 
• For qualifying exigencies, as interpreted by the Family and Medical Leave Act (FMLA), arising out of the fact that the employee’s spouse, domestic partner, child, or parent is on active duty (or has been notified of an impending call or order to active duty) in the armed forces of the United States.  

Salary Continuation During PFL

After one (1) complete year of employment, full-time employees taking approved leave pursuant to NYS PFL are eligible for twelve (12) weeks of salary continuation. The carrier will pay PFL benefits directly to the RAC during the salary continuation period.

Definition of a Serious Health Condition 

A serious health condition is an illness, injury, impairment, or physical or mental condition that involves: (a) inpatient care in a hospital, hospice or residential health care facility; or (b) continuing treatment or continuing supervision by a health care provider.  Subject to certain conditions, the continuing treatment or continuing supervision requirement may be met by a period of incapacity of more than three (3) consecutive full days during which a family member is unable to work, attend school, perform regular daily activities or is otherwise incapacitated due to illness, injury, impairment or physical or mental conditions, and any subsequent treatment or period of incapacity relating to the same condition, that also involves: (a) treatment two or more times by a health care provider; or (b) treatment on at least one occasion by a health care provider, which results in a regimen of continuing treatment under the supervision of the health care provider.  The continuing treatment or continuing supervision requirement also may be met by any period during which a family member is unable to work, attend school, perform regular daily activities, or is otherwise incapacitated due to a chronic serious health condition or an illness, injury, impairment, or physical or mental condition for which treatment may not be effective. A chronic serious health condition is one which: (a) requires periodic visits for treatment by a health care provider; (b) continues over an extended period of time (including recurring episodes of a single underlying condition); and (c) may cause episodic rather than a continuing period of incapacity. Examples of such episodic incapacity include but are not limited to asthma, diabetes, and epilepsy. Other conditions may meet the definition of continuing treatment.

Funding 

PFL benefits are funded through employee contributions via payroll deductions. The statutory weekly monetary benefit will be sixty-seven percent (67%) of the employee’s average weekly wage or sixty-seven percent (67%) of the state average weekly wage, whichever is less). 

Employees have the option to file a waiver of PFL and therefore not be subject to deductions when their regular employment is: 

• Twenty (20) or more hours per week but the employee will not work twenty-six (26) consecutive weeks; or  

• Less than twenty (20) hours per week and the employee will not work one hundred seventy-five (175) days in a fifty-two (52) consecutive week period. 

Use of Leave 

PFL may be taken in a single block of time, intermittently (in increments of at least one full day) or on a reduced work schedule basis   Employees must make reasonable efforts to schedule intermittent or reduced leave so as not to unduly disrupt the RAC’s operations.  

Employee Responsibilities 

Employees should contact Human Resources to begin this process.  

When the need for leave is foreseeable, such as for the birth of a child or the placement of a child with the employee for adoption or foster care, the employee must provide notice to Human Resources at least thirty (30) days before the effective date of the leave.  The employee otherwise must provide notice as soon as practicable.  Failure by an employee to provide timely notice of the need for leave may result in the delay or denial of leave depending on the circumstances.     

The insurance carrier will require supporting documentation reflecting the basis for the requested PFL.  The employee is responsible for providing such documentation and any other necessary certifications within thirty (30) days of their first day of PFL. 

Job Benefits and Protection 

Employees on PFL continue participation in the group health plans, contributing their normal share of premium contribution.  Employees must make arrangements with Human Resources prior to taking leave to pay their portion of any applicable health insurance premiums each month.  The RAC’s obligation to maintain health insurance coverage ceases if an employee’s premium payment is more than thirty (30) days late.  If an employee’s payment is more than fifteen (15) days late, the RAC will send a letter notifying the employee that coverage will cease on a specified date unless the payment is received before that date.  

Employees will not accrue vacation time and are not eligible for holiday pay while on PFL. The taking of leave covered by NYPFL will not result in the loss of any employment benefit accrued prior to the date on which the leave commenced. 

The RAC will reinstate the employee to the same position or a comparable position with comparable benefits, pay, and other terms and conditions of employment if the employee complies with all terms and conditions of PFL.  However, the grant of PFL does not alter the RAC’s right to restructure, reorganize, or eliminate any position at the RAC at any time.   

The RAC will not retaliate against an employee for using NYPFL, attempting to exercise the right to use available NYPFL, filing a complaint with an applicable state or local agency, or cooperating in an investigation into allegations of violations of the NYPFL Act.  

Paid Family Leave and Short-term Disability 

An employee who is eligible for both short-term disability benefits and PFL during the same period of fifty-two (52) consecutive calendar weeks may not receive more than twenty-six (26) total weeks of disability and PFL benefits during that period. Short-term disability benefits and PFL benefits may not be used concurrently. 

Leave Concurrent with FMLA 

When PFL leave also qualifies as leave under the FMLA, both will run concurrently.  When the total hours taken for FMLA in less than full-day increments reaches the number of hours in an employee’s usual workday, the RAC may deduct one (1) day of PFL from an employee’s annual available PFL. 

Other Information 

Employees who disagree with a denial of their claim for NYPFL, may submit their dispute to arbitration.  A request for arbitration must be submitted to the dispute resolution forum within twenty-six (26) weeks of the written notice of denial.  Copies of all documents previously submitted to the RAC’s insurance carrier or to the RAC as proof of eligibility and the rejection of claim form must be submitted with the request for arbitration as well as a $25 filing fee.  Any request for arbitration which is not accompanied by the necessary documents or filing fee shall be returned with an acknowledgment stating there will be no further action on the claim. 

Questions regarding this policy should be directed to Human Resources. 

Parental Leave

In addition to the above, after one (1) complete year of employment, full-time employees are eligible for two (2) weeks of paid parental leave.  Paid parental leave runs concurrently with Paid Family and/or FMLA leave.

Rights of Nursing Mothers to Express Breast Milk 

The RAC will provide a reasonable amount of unpaid break time to accommodate an employee desiring to express breast milk for the employee’s infant child for up to three (3) years following the birth of the child.  Employees may express breast milk in their private offices, if they have one.  If an employee’s office is not sufficiently private or if additional fixtures are required to make the office private (such as a window shade or screen), please see Human Resources. 

According to NYS Law, the following notice will be distributed to employees annually.

Personal Leave of Absence 

The RAC does not have an official policy regarding personal leaves of absence.  However, individual requests will be considered on a case-by-case basis, depending on the business needs of the RAC.  Requests for personal leaves should be submitted in writing to the employee’s supervisor, Human Resources, and the President.  A personal leave is normally granted only in extraordinary circumstances and generally is without pay and benefits.  Such leave is of a limited and specific duration.  Only the President may approve a request for a personal leave of absence.  If a personal leave of absence request is approved, the President and the Director of HR & Operations will determine the terms and conditions of such leave.  

Time Away for Other Opportunities 

In an effort to support staff in their pursuit of related interests, the RAC will permit employees to accept paid or unpaid opportunities outside of their RAC position consistent with the terms of this policy.  Employees wishing to accept such opportunities during their regular RAC work hours must obtain approval in advance from the President.  Employees will be required to use paid time off if the opportunity is for pay and occurs during the employee’s regular RAC work hours.  

The RAC will have full discretion to accept or deny an employee’s request for leave under this policy.  Some of the factors that the RAC will take into consideration in reviewing an employee’s request include, but are not limited to, the impact on the employee’s job performance, workload and schedule, and any potential conflicts of interest. 

Health and Welfare Benefits

Overview

The following benefit descriptions provide a brief overview of the RAC’s health and welfare benefits.  Additional information may be found in plan summary descriptions available from Human Resources.  If there are any discrepancies between the information in this Handbook and the individual plan documents, the plan documents will control.  No RAC employee, other than the President, has the authority to modify or contradict individual plan policies. The RAC retains the right to change or eliminate any of these benefits.  Questions about benefit eligibility or particular benefit plans should be directed to Human Resources.  

Medical Insurance  

The RAC offers eligible employees health insurance that provides a range of medical benefits. Please contact Human Resources for further information regarding benefit entitlements, eligibility requirements, employee costs (if applicable), and/or a copy of the Benefit Summary   

Dental Insurance  

The RAC offers eligible employees dental insurance that provides a range of benefits related to preventive care and dental treatment.  Contact Human Resources for further information regarding benefit entitlements, eligibility requirements, employee costs (if applicable), and/or a copy of the Benefit Summary. 

Life Insurance  

The RAC currently provides life and accidental death and dismemberment insurance to eligible employees.  Life insurance and accidental death & dismemberment coverage premiums are paid by the RAC and additional coverage amounts are not allowed.  Contact Human Resources for further information regarding benefit entitlements, eligibility requirements, employee costs (if applicable), and/or a copy of the Summary Plan Description. 

Short Term Disability

Eligible employees who are out of work due to a non-work-related disability, injury or illness including a pregnancy-related condition, may be eligible for short term disability benefits. The insurance carrier determines whether the employee has a covered disability.

Long Term Disability  

Eligible employees who are disabled for twenty-six (26) consecutive weeks may be eligible for long term disability benefits that pay a portion of regular salary during an approved disability period.  The insurance carrier determines whether the employee has a covered disability.  Contact Human Resources for further information regarding benefit entitlements, eligibility requirements, employee costs (if applicable), and/or a copy of the Summary Plan Description.   

Flexible Spending Plan  

The RAC offers a flexible spending plan to eligible employees which include health care and dependent care accounts.  A flexible spending plan allows an employee to set aside pre-tax salary dollars to pay for certain health care and/or dependent care expenses.  

Health Savings Account  

The RAC offers a health saving account plan to eligible employees who participate in the high deductible health plan offered by the RAC.  A health saving account plan allows an employee to set aside pre-tax dollars to save for medical expenses.   

Commuter Benefit Plan  

The RAC offers a commuter benefit plan to eligible employees which include commuter transit and parking accounts.  A commuter benefit plan allows an employee to set aside pre-tax salary dollars to pay for qualified commuting expenses.  

Vision Care  

The RAC offers an eye care and eyewear discount plan through Vision Service Plan to eligible employees. 

Retirement Benefits 

403(b) Non–Contributory Retirement Plan  

The RAC offers participation in a 403(b) non-contributory retirement plan whereby the RAC contributes, on a semi-monthly basis, a certain percentage of an eligible employee’s salary, into their RAC Non-Contributory Retirement Account administered by TIAA.  The RAC will contribute the following percentage of an employee’s annual salary:   

1 – 10 years of participation in the plan – 6%  

11 – 20 years of participation in the plan – 8%  

Over 20 years of participation in the plan – 14.3%  

Eligible employees may begin participation in the plan once they have completed two (2) years of service.  Under certain conditions, the waiting period may be reduced or waived and prior years of participation may be counted toward the contribution schedule.  Contact Human Resources for further information regarding benefit entitlements, eligibility requirements, and/or a copy of the Summary Plan Description.

403(b) Tax Deferred Annuity Plan & Roth Option   

The RAC offers participation in a 403(b)-tax deferred annuity plan as well as a Roth Option to eligible employees.  Contact Human Resources for further information regarding benefit entitlements, eligibility requirements, and/or a copy of the Summary Plan Description. 

Post-Retirement Medical Insurance 

The RAC offers post-retirement medical insurance to eligible employees.  Eligibility is determined by age and years of service.  Please contact Human Resources for further information regarding benefit entitlements, eligibility requirements, employee costs (if applicable), and/or a copy of the Summary Plan Description.