Policy 4.30
Voluntary Employment Transfer at EU or EHC

Responsible Official: VP for Human Resources
Administering Division/Department: Recruiting
Effective Date: October 28, 2008
Last Revision: November 08, 2010

Policy Sections:

Overview

The following guidelines will apply when an employee is employed with the university and accepts employment with Emory HealthCare or vice versa. Organizational transfers are not covered by this policy and are subject to a separate policy, Organizational Transfer of Employees between Emory University and Emory HealthCare.

Policy Details

JOB CLASSIFICATION & COMPENSATION
Employees will assume the classification, pay level, and benefits of the new position with the new employer.

SERVICE DATES & PAID LEAVE
Employees will use the original employer's date of employment as their service date for leave accrual and service award purposes except as may be required by applicable law.  The employee may participate in the new employer's paid leave program using the new employer's date of employment.  No accrued paid leave will transfer.  The previous employer may have to pay out all accrued leave in accordance with its policy for ordinary employment separations.

Reference the Vacation Leave Policy and Sick Leave Policy for accrual of paid leave.

HEALTH CARE COVERAGE
The employee must re-enroll with the new employer if eligible to participate in the plan.

DENTAL COVERAGE
The employee must re-enroll with the new employer if eligible to participate in the plan.

PREMIUM CONVERSION FOR HEALTH & DENTAL
The employee must re-enroll with the new employer if eligible to participate in the plan.

FLEXIBLE SPENDING ACCOUNT (FSA)
The employee must enroll in the flexible spending account(s) (FSAs) as a new election if eligible to participate in the plan. Funds accumulated in the previous employer’s FSA(s) cannot be transferred to the new employer’s FSA(s). If the employee has unused funds from the previous employer, he/she must elect COBRA or forfeit the funds. The previous employer will absorb any deficits in the FSA(s).

LIFE INSURANCE
The employee must re-enroll with the new employer if eligible to participate in the plan.

RETIREMENT
Service with the prior employer will be recognized for vesting and eligibility.

The employee must enroll in the new employer’s retirement plan.

POST RETIREMENT BENEFITS
Emory retiree health and life insurance participation will be based on the service date of the new employer.

If the employee has met the rule of “75” for retiree benefits and accepts employment at the University or EHC voluntarily, the employee must elect retiree health or active employee health benefits. If the employee elects active employee health benefits with the new employer, the employee is not eligible for post retiree benefits with the terminating employer at a later date. EHC does not recognize grandfathered status following any break in service.

If the employee is “grandfathered” for retiree medical, service must be continuous at the University and EHC but service will not be aggregated.

If the employee subsequently returns to the University within 12 months, only the previous University and new University service will be credited towards eligibility for benefits.

SHORT-TERM DISABILITY
This plan is only available for regular staff employees working half time or more. Employees are eligible upon hire, and coverage is effective the first of the month following the date of hire. The employee must re-enroll with coverage effective the first of the month following the date of hire if eligible to participate in the plan.

LONG-TERM DISABILITY
If the employee was enrolled in the EHC or University plan, the employee is eligible effective the first of the month following hire to participate in the new employer’s plan. The pre-existing condition period is not waived. If the employee accepts employment with the University, the employee can enroll in the LTD COLA option if eligible to participate in the plan.

FAMILY MEDICAL LEAVE ACT (FMLA)
The employee must satisfy the 12-month waiting period with the new employer to become eligible for FMLA. No used or unused FMLA leave will be transferred to the new employer.

EDUCATIONAL BENEFITS
The employee may apply immediately for the University's Tuition Reimbursement Program or for Emory HealthCare's Education Plan subject to the applicable waiting periods (6 months for regular full-time / one year for regular part-time employees).

The University’s Courtesy Scholarship program waiting periods and benefit levels are based on the new employment dates and provisions.

Emory Healthcare does not offer courtesy scholarships.

REDUCTION IN FORCE
When a reduction in force occurs, several factors may be considered including: skills, abilities, performance, willingness to do the job, and length of service. If length of service becomes a consideration, the employment date from the new employer will be used.

PARKING
Parking fees and parking assignments will apply based on the new employer’s policy.

SERVICE AWARDS
Service date of the new employer will be used for the service record.

GROUP LEGAL
The employee must re-enroll in the new employer’s plan if eligible to participate in the plan.

GROUP LONG TERM CARE
Group Long Term Care coverage is only available at the University. The employee must enroll in the University plan if eligible to participate in the plan.

Related Links

Contact Information

SubjectContactPhoneEmail
Human Resources    404-727-7625   

Revision History