E.5.1 Employee Benefits.
UAFS provides a comprehensive benefit package for eligible employees. The university is committed to providing benefits that help protect the health, welfare, and financial well-being of you and your family.
All employees must participate in the Social Security, Workers’ Compensation, and Unemployment Compensation programs. Participation in a retirement program is required for all eligible full-time and regular part-time employees, as mandated by state law, and available to all university employees. Participation in other benefit programs is strictly voluntary.
Group benefits are available to university employees who are employed half-time or greater and on at least a nine-month appointment. The existence of these benefit plans, in and of themselves, does not signify that an employee will be employed for the requisite time necessary to qualify for benefits.
Information about specific plans, including enrollment requirements, are available through the Guide for Employee Benefits.
E.5.1.1 Termination of Benefits.
With the exception vision benefits, all employee benefits will be terminated on the date employment ends. This is defined as the last day an employee works or the last day or the last day of the employment contract (when applicable). Vision benefits will terminate the last day of the month in which employment ends.
E.5.1.2 Continuation of Benefits During Summer Break.
The university provides continued coverage over the summer for faculty and staff on nine- to 11-month appointments, provided the employee returns to work following the summer break or as otherwise scheduled by contract. If an employee fails to return to work, the termination of benefits will be tied to the employee’s last day worked.
E.5.1 Updated June 2023
E.5.2 Social Security.
(Federal Old Age, Survivors and Disability Insurance - 20CFR404, Board Policy 425.5)
All employees, except full-time students who work less than 20 hours per week, are covered by the Federal Insurance Contributions Act (FICA) which provides Social Security and Medicare insurance benefits. Employees pay a portion of the tax to fund this coverage when it is withheld as a percentage of individual gross salary. The university pays a matching amount. The percentage is set by federal law.
The Social Security Administration requires that the name under which employees are paid (and to which individual Social Security payments are credited) be identical to the name listed on the individual’s Social Security card.
For more information about benefits under the Social Security system, call or visit the local Social Security Administration office or go to their website at The United States Social Security Administration | SSA. Employees can request information about their own Social Security account and should do so periodically to ensure that the account is being credited properly.
E.5.2 Reorganized January 2021
E.5.3 Workers’ Compensation.
(ACA§ 11-9-101 et seq., Arkansas State Personnel Policy)
Workers’ Compensation insurance is available to employees to ensure appropriate and reasonable medical care for job-related injuries or illnesses. Determination and payment of claims are made through the Public Employee Claims Division of the Arkansas Insurance Department in Little Rock. Specific benefits are prescribed by law depending on the circumstances of each case. All employees are covered. There is no employee contribution. To be assured of coverage, work-related accidents should be reported to the employee’s supervisor and Human Resources within 48 hours of occurrence.
The State of Arkansas uses Company Nurse, a telephonic reporting system for Workers’ Compensation Claims. The injury information is taken by a registered nurse (RN) and entered into a database. Forms are prepared by the nurse who triages the injury, directs the injured employee to receive care in an appropriate medical facility in the state’s preferred provider organization (PPO), and contacts the treatment facility prior to the employee’s arrival.
The toll free number for Company Nurse is 1-855-339-1893. The service is available 24 hours a day, seven days a week. The code for UAFS is QR134. (Information is also available on wallet cards distributed to all employees.)
E.5.3.1 Procedures for Reporting and Treatment of On-the-Job Injury or Illness.
For life-threatening emergencies:
- Call 9-1-1 and seek medical care immediately.
- Contact theUniversity Police Department at extensions 7140 or 7911.
- Notify the supervisor who will then be responsible for calling the toll-free number to report the claim as soon as medical treatment is secured for the employee.
- Company Nurse will notify Human Resources who will follow-up with the employee and supervisor as necessary.
If the employee indicates that medical treatment is needed (but the situation is not life threatening):
- The employee (and the supervisor if the supervisor is available) should call the toll free number to report the injury.
- Company Nurse will notify Human Resources, who will follow-up with the employee and supervisor as necessary.
If the employee indicates that they do not need medical treatment:
- The employee (and supervisor) must report the injury to Human Resources and complete an injury report, which can be found online at My.UAFS. The report will be retained by Human Resources.
- In the event the employee later indicates they need medical treatment, they should contact Human Resources who will report the injury to the Company Nurse.
- After treatment at the hospital or at the medical clinic, the employee or someone on the employee’s behalf must provide the supervisor with any information provided by the physician’s office/hospital regarding medical condition including follow-up appointment dates, diagnosis of the injury or illness, prognosis for recovery, specific work restrictions (if any), and the date released to full duty.
E.5.3.2 Important Billing Information.
Have the medical provider contact Human Resources for billing information. Do not have expenses billed to a personal insurance company or to the university. This includes bills from physicians, clinics, hospitals, pharmacies, etc. Do not use the university’s medical plan prescription benefits. Most pharmacies will direct-bill Workers’ Compensation. Public Employee Claims Division will reimburse out-of-pocket expenses.
E.5.3.3 Temporary Total Disability (TTD).
If an injury or illness requires an extended period of absence from work, employees may be eligible for disability benefits through Workers’ Compensation. Workers’ Compensation wages are generally paid in arrears. To protect employees from lost wages, the university automatically pays any accrued sick leave balances on the employee’s behalf. This may ultimately result in an overpayment of wages for which the employee is accountable for repayment. The combination of Workers’ Compensation benefits and sick leave pay cannot exceed 100 percent of an employee’s normal salary.
If an employee receives a paycheck (or paychecks) from UAFS and from Workers’ Compensation for wages for the same period of time, they should notify Human Resources immediately. In this case all or a portion of an employee’s Workers’ Compensation wages must be used to repurchase sick leave. Contact Human Resources for more information.
E.5.3 Updated June 2023
E.5.4 Retirement Benefits.
(Board Policy 425.5; ACA §24-4-301 et seq., §24-4-401, §24-7-101 et seq.)
All employees (full- and part-time) are eligible to participate in a retirement plan. The university offers two plans: Teachers Insurance and Annuity Association (TIAA) and Fidelity Investments. Employees hired prior to Jan. 1, 2018, who are active members of the Arkansas Teachers’ Retirement System (ARTRS) or the Arkansas Public Employee Retirement System (APERS) may continue participation in those plans.
E.5.4.1 Mandatory Membership.
Membership in a retirement plan is mandatory for full-time and regular part-time employees who work 1,000 hours or more per year. Employees must choose a plan within 31 days of employment by completing the required enrollment process. The university will contribute an amount equal to 5-10 percent of an employee’s salary or the percentage prescribed by law based on the employee’s level of voluntary contribution. New employees may elect TIAA or Fidelity Investments. All employees are required to contribute 5 percent of their salary to their selected retirement plan. If an employee fails to make an election within 31 days, contributions will be made to TIAA by default. Changes to retirement vendor can be made through Workday.
E.5.4.2 Optional Membership.
All part-time employees who work less than 1,000 hours per year (including student workers) may elect to participate in the UAFS retirement plan by opening a Supplemental Retirement Annuity (SRA). Employees have the option to make personal contributions on a tax-deferred or pre-tax basis. The university does not contribute to this plan. For more information contact Human Resources or see the UA System Retirement Savings Plan webpage.
E.5.4 Updated June 2023
E.5.5 Early Retirement Program.
The university offers an early retirement plan to eligible employees in recognition of long-term service to the institution. Neither TIAA nor Fidelity has a minimum age or service requirement to be eligible for retirement. By contrast the requirements of both State plans (APERS & ATRS) are based on years of service and age or a combination of the two. For the purpose of this program, the university defines eligible retirees as follows.
Eligible retiree means an employee who retires while covered under the health plan and, on the date of retirement, has age and continuous years of service at UAFS to equal at least a total of 70, and immediately prior to retirement has completed 10 or more consecutive years of continuous coverage under the university health plan.
NOTE: Individuals employed full-time as of Dec. 31, 2014, who meet the following criteria may be eligible for early retirement:
- must be 55 years of age at the time of early retirement,
- must have 10 years of eligible full-time service at UAFS,
- must have been enrolled in the university health plan for 10 consecutive years, and
- must be receiving retirement benefits from APERS, ATRS, TIAA, or Fidelity.
E.5.5.1 Benefits.
Qualified retirees are eligible for the following benefits:
- Pre-Medicare retirees (under the age of 65) have the option of continuing health and dental coverage. The retiree pays the full cost of the premium.
- Medicare-eligible retirees (age 65 and older or who qualify for Medicare on the basis of disability or other special situation) have the option of enrolling in the UA System Group Medicare Advantage Plan, a fully insured employersponsored Medicare Part C Plan administered by UnitedHealthcare. The retiree pays the full cost of the premium.
- May continue membership in the university group life insurance plan until age 65. The retiree pays the full premium.
The benefits will be the same as for an active employee.
- Free or discounted admission to most home athletic events and various cultural events
- Use of the Recreation and Wellness Center at no charge
- Use of the Boreham Library
- Included in various university social events
The Early Retirement Benefit Election Form can be found on My.UAFS.
E.5.5 Reorganized January 2021
E.5.6 Employee Tuition Program.
(Board Policy 440.1; UASP 445.1)
Full-time employees, their spouses, and their dependent children may be eligible for education privileges at UAFS and other University of Arkansas System schools.
E.5.6.1 Eligibility.
This benefit applies to all full-time employees (who are 100 percent appointed), their spouses, and their dependent children (as defined by the Internal Revenue Service). Employees must provide copies of their most recent tax return reflecting dependent status. Eligibility begins with the final day of regular registration following continuous employment in a fulltime position with the university for one complete fall or spring semester. Subject to initial eligibility as outlined in the previous sentence, tuition waivers apply to any semester during which the employee is in a full-time position as of the census date of the term. The tuition waiver is applicable to monies owed to the university only and application of the waiver cannot result in a refund (or account credit) to the employee/dependent. This applies to all university funding sources, subject to the terms of the individual scholarship award.
Dependents must qualify and be claimed as a dependent of the employee requesting the waiver for federal income tax purposes, as certified by employees on the Spouse/Dependent Tuition Waiver Request form. (Dependent children are not eligible for the waiver any time in the calendar year during which they reach age 24.) Employees are required to furnish copies of applicable tax records to university officials and/or state auditors on request. Failure to comply will result in the loss of this benefit and the repayment of any benefits paid on behalf of an ineligible dependent or spouse.
Spouses (who have not remarried) and dependent children of deceased employees who died while in the full-time employment of UAFS are also eligible.
All enrollees must meet normal admissions requirements and must conform to the scholastic standards of progress published by the university to remain eligible for this benefit.
E.5.6.2 Transferability.
The tuition waiver benefit is available at any on-campus unit of the University of Arkansas, regardless of the site of employment. It is also applicable to web-based or distance education courses offered through any campus unit of the University of Arkansas including University of Arkansas - Grantham. Likewise, employees of other UA System units, their spouses, and their dependent children may receive a reduced tuition benefit at UAFS. (UAFS is designated as the “home campus” for all UAFS employees, their spouses, and their dependent children, unless the employee’s normal worksite is considered a “widely dispersed unit” of UAFS.)
E.5.6.3 Extent of Waiver.
The waiver benefit is applicable to credit classes only. Beginning in fall 2023, waiver benefits are applicable to tuition and the following fees: Student Recreation/Wellness Fee, Library Fee, Campus Center Fee, Athletic Fee, and Fitness Center Access Fee. For semesters prior to fall 2023, waiver benefits are applicable to tuition only, and all fees are to be paid in full by the employee.
Employees will receive a 90-percent tuition reduction for UAFS undergraduate courses. Employees can receive a 50-percent tuition reduction for undergraduate courses taken at any other University of Arkansas campus. The maximum discounted tuition benefit for undergraduate classes is 132 credit hours, regardless of the number of UA System campuses at which credit hours may be earned.
Employees will receive a 50-percent tuition reduction for UAFS graduate courses (up to 45 credit hours). Employees continuously enrolled in a degree program at reduced rates prior to May 1, 2017, will receive their original discount level as long as they remain continuously enrolled in the degree program. Continuous enrollment is defined as a degree-seeking student who completes at least three (3) credit hours in a given calendar year.
Spouses and eligible dependent children will receive a 50-percent tuition reduction for UAFS undergraduate courses and a 40-percent tuition reduction for undergraduate courses taken at any other University of Arkansas campus. The maximum discounted tuition benefit for undergraduate classes is 132 credit hours, regardless of the number of UA System campuses at which credit hours may be earned.
Spouses and eligible dependent children will receive a 25-percent tuition reduction for UAFS graduate courses (up to 45 credit hours).
E.5.6.4 General Limitations for Employees.
All employee enrollment at reduced rates shall be approved by an authorized supervisor, and in no case will employee enrollment at reduced rates exceed 11 semester credit hours.
Important: To be eligible for any tuition discount, the Request for Tuition Waiver Form must be signed by the employee’s supervisor and submitted to Human Resources prior to the onset of the semester. This is UAFS’s deadline. Deadlines vary by institution. Employees/dependents attending other UA System institutions are responsible for complying with the deadlines for those institutions.
Attendance cannot interfere with the performance of the employee’s job. Classes cannot be taken during paid work time and generally cannot be taken during any time that falls within the employee’s assigned work schedule. The lunch period and paid breaks are considered a part of the normal working day; therefore, classes taken during these times will require release time approval. This does not apply to classes taken as an official “staff development” function, which is defined as any class assigned by the supervisor and paid for by university staff development funds.
E.5.6.4.1 Courses Taken During Regular Work Hours.
With advance approval, employees may be granted release time to take classes that cross their regular workday. Release time, if granted, may be approved in one of two ways:
- by allowing the employee to use annual leave or comp time or
- by allowing the employee to work an altered schedule.
If an employee is approved to use annual leave or comp time, a Leave Request Form must be submitted in advance before the waiver can be processed. Release time during regular working hours must be approved by the supervisor up through the appropriate vice chancellor.
This policy does not assume that release time from regular working hours will automatically be permitted. Release time is not a right but a privilege that is granted at the discretion of the supervisor. Many factors are considered when granting release time, including but not limited to, employee performance, direct applicability of the course work to the employee’s position, overall benefit of the course work to the employee and the institution, and maintenance of office hours and services for students, faculty, staff, and the general public.
For more information, contact Human Resources. The Tuition Waiver Request Form and the Spouse/Dependent Tuition Waiver Request are both available online.
E.5.6 Updated February 2023
E.5.7 Miscellaneous Benefits.
E.5.7.1 Athletic Events.
UAFS student athletic teams engage in intercollegiate competition at the NCAA Division II level. Programs include women’s basketball, volleyball, tennis, golf, and cross-country, and men’s basketball, baseball, tennis, golf, and cross-country. All faculty and staff are eligible to receive free tickets to most regular home games with a current employee ID.
E.5.7.2 Bookstore Discount.
Employees are eligible for a 10-percent discount on limited purchases from the Lions Bookstore. For more information contact the Bookstore, CC145, or visit their website.
E.5.7.3 Library Privileges.
Employees are eligible for library privileges. The employee ID serves as the library card and is valid on campus at the Boreham Library, at all Fort Smith Public Library branches, and the Scott-Sebastian Regional Library.
E.5.7.4 Recreation and Wellness Center (RAWC).
Benefits-eligible employees are eligible to use the RAWC at no cost. All participants must present a current employee ID card. For more information contact the RAWC.
E.5.7.5 Employee Assistance.
The Employee Assistance Program (EAP), available 24/7, offers confidential individual, family, and work-related counseling. Appointments are available at no cost to you during and after work hours.
EAP specialists can help you cope with relationship problems, finances, health issues, substance abuse disorder, emotional- and stress-related concerns, and more.
Participation in the employee assistance program does not excuse employees from complying with university policies or from meeting job requirements during or after receiving assistance. Participation in the program does not prevent the university from taking disciplinary action against any employee for performance problems.
E.5.7 Updated June 2023
E.5.8 State Unemployment Insurance.
(ACA §§11-10-801 through 804)
The university contributes to the Arkansas State Unemployment Insurance Fund. Under certain circumstances former employees may be eligible for unemployment compensation benefits.
Contact any local Arkansas Division of Workforce Services Office for more information or visit their website.
E.5.8 Updated January 2021
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