50.0 EMPLOYEE BENEFITS

INTRODUCTION

It is the vision of the founder of AUS to be the premier educational institution in the Gulf Region. This requires the recruitment, hiring and retention of the best available talent. To that end AUS provides its employees with a comprehensive plan of benefits to supplement their base pay and provide them with financial security so that they can focus on the mission and work of AUS.

PURPOSE

Provide AUS employees and their dependents a variety of benefits that will help protect their financial security and provide them with programs that promote both physical and intellectual health, recreation and enjoyment that culminates in an excellent quality of life. Ultimately, this will contribute to a focused workforce that will achieve the desired results of the university.

SCOPE

All AUS employees and their dependents. The actual level of participation in some of the benefits is dependent upon salary grade or marital status and plan provisions. The employee declaration form, which must be completed by all AUS employees, will also assist HRSD in aligning benefits to match the needs of our employees and maximize their utilization.

50.1 INSURANCES

AUS has contracted with a local insurance company to provide all AUS employees and their dependents with quality and affordable medical insurance coverage. For details on the coverage please refer to the Menu on HRSD web page and click on Medical, Life and Disability Insurance, or request a copy of the plan summary from HRSD.

Enrolling

i. The employee visits the Human Resource Officer responsible for the administration of Medical and Life insurance.
ii. The Human Resource Officer provides the employee with the Employee Guide on Medical and Life Insurance, and Dental Care.
iii. The employee’s medical and life application form, photos and passport copies are reviewed and attached by the HR Officer.
iv. The Human Resource Officer establishes an insurance file for the employee in Banner.
v. The Human Resource Officer sets up the premium deduction information in Banner.

Seeking Treatment

Employees and authorized dependents may make use of the UHC for treatment without charge provided that the specific treatment required is available at the center. In all cases, the employee or dependent is strongly encouraged to first see a physician at the UHC before going to any other specialist, except in cases of emergency.

Medical Insurance Continuation (U.S Expatriates Only)

AUS, in compliance with the United States Consolidated Omnibus Budget Reconciliation Act (“COBRA”), offers qualified beneficiaries the right to elect a temporary extension of health coverage (called “Continuation Coverage”), in certain instances when coverage would otherwise end. A qualified beneficiary may be an employee, the employee’s spouse and dependent children, and in certain cases, a retired employee, the retired employee’s spouse and dependent children. Each qualified beneficiary is entitled to independently elect continuation coverage.

In the event of an employee’s termination of employment (except for gross misconduct) or reduction of work hours, the employee, spouse, and dependent children are entitled by law to purchase continuing health care coverage under AUS group plan for up to 18 months. If the employee or any family member is disabled, the disabled individual and non-disabled family members are entitled to an additional 11 months of continuation coverage for a total of 29 months. If a second qualifying event occurs within the continuation coverage period, special rules apply to extend coverage up to 36 months.

In the event of an employee’s death, divorce, or legal separation, or a retiree losing coverage under AUS group plan because of entitlement to medicare qualified beneficiaries have the option to elect continuing coverage under AUS group health plan for up to 36 months.

If a dependent child loses coverage under AUS health plan because he/she loses “dependent child” status, the child can elect continuing health care coverage under AUS group plan for up to 36 months.

Employees or qualified beneficiaries electing COBRA coverage are responsible for paying the cost of the extended health care coverage. The purchase price of continuing coverage is the full cost of the premium AUS pays for similarly situated active employees, plus two percent to help pay for administrative costs during the continuation coverage period, and may be up to 150 percent of the premium in certain circumstances.

By enrolling in the Health Care Continuation Plan employees and their family members receive the benefit of purchasing the same coverage provided to active employees at favorable group rates. There is no waiting period, no exclusion for pre existing conditions, and no physical examination. Any amounts already paid toward deductibles and coinsurance during the current year count under the continuation policy.

During the regular open-enrollment periods, individuals on COBRA continuation coverage are given the opportunity to change plans. At the end of the 18, 29, or 36 month coverage period, individuals participating in the health care continuation plan have the right to convert to non group coverage with AUS insurance carrier provided they hold a vital UAE residence visa.

This continuing coverage terminates before the expiration of the 18, 29, or 36 month period if the employee or qualifying beneficiaries become covered under another group health plan that does not contain any exclusion or limitation with respect to any pre existing condition that applies; if premiums are not paid on time; if AUS discontinues all of its group health plans for all employees; if the covered employee becomes entitled to Medicare; or a qualified beneficiary is no longer disabled.

To qualify for continuation coverage qualified beneficiaries must inform HRSD within 60 days of a qualifying event, such as a divorce, legal separation, loses dependent status, or a social security disability determination. It also is essential that HRSD has a current address for all employees and family members.

This policy statement is a brief description of the health care continuation plan and does not fully explain employees’ rights. Employees should read the notice they receive when they first enroll in the group health plan or the employee benefit booklet for a full explanation. Copies of the notice and employee benefit booklet can be obtained from HRSD. In the event of any inconsistency between this policy and the COBRA rights notice, the notice will govern.

Group Life and Accidental Death Insurance
AUS has group life coverage for all full time employees, which begins on the first day of employment. The insured amount is two times the employee’s annual base salary for natural death and four times the annual base salary for accidental death. Permanent and temporary disability is also covered. The insurances are provided at no cost to the employee.

50.2 ANNUAL INDEMNITY PAYMENT

The university pays an indemnity benefit annually (In lieu of a gratuity payment at the end of an employee’s service) to all full time employees who have completed at least one year of continuous service. The payment will be made via the monthly payroll in the month of the employee’s anniversary date. The amount of the indemnity payment will be equal to one month’s base salary.

The indemnity payment is pro rated and payable upon termination of service for reasons other than termination for “gross misconduct”. The benefits are payable to employees or their legal heirs in the following cases: resignation, redundancy, medical termination, completion of contract, retirement, death, and government initiated termination. For a Muslim member of staff, the Shariah Court may decide on an allocation of death benefits to heirs different from those the staff member had designated. In such a case, the university will follow the Shariah Court decision.

50.3 HOUSING

HOUSING ASSIGNMENT POLICY UNDER REVIEW

Housing Agreement

The employee signs a Tenancy Agreement issued by the Operations Department that governs the relationship between the employee and the university. Accommodations provided by the university should not be abused in any manner such as using it for private business, subletting or any other use other than housing accommodation for the employee. Only the employee and eligible dependents are allocated accommodations for use. Arrangements for visitors or friends to reside with the employee for more than two weeks must be approved in advance via University Housing.

Housing Maintenance

For on-campus housing, the university provides free building maintenance and utilities, according to its regulation and as amended from time to time. The university bears the cost of one telephone set installation and rental fees. However, the university does not provide extra lines or telephone sets. The employee is responsible for charges for personal non business related telephone calls made from his/her home.

Change of Status For Eligibility

The employee is responsible for keeping HRSD and Public Relations informed of any changes in the resident status of family members. For instance, if an employee’s family leaves the UAE or an employee’s family joins him/her, their housing requirement may change.

Vacating Housing

An employee who vacates university accommodation and opts for a housing allowance will be offered university accommodation again only after the lapse of a minimum period of 12 months from the date of relinquishing the previous university accommodation. The discretion to reallocate accommodation to such employees will remain with the university. Non faculty employees are required to vacate university accommodation on the date of contract expiration or, in the case of dismissal or contract termination, at the date so set by the university. Non continuing faculty must vacate university accommodations within two weeks following the conclusion of their academic responsibilities.

Housing Allowance

Employees who are not eligible for campus housing will receive a housing allowance.
The annual housing allowance amount is 35% an employee’s annual base salary and is normally paid in 12 monthly installments. The following procedures and administrative regulations shall apply to the housing allowance benefit:

• If more than one member of a family living in the same household is employed by the university, then one housing allowance will be provided to the household based on the salary of the highest paid family member, ie husband and wife.
• No housing allowance will be paid to any employee residing in on campus housing.
• All employees of AUS must complete a declaration form, (Refer to form FA-HRS-018), stating whether or not their spouse is receiving housing or other benefits from a government or semi government organization at the time of orientation. If the spouse receives a housing allowance, the employee will be ineligible to receive a housing allowance from AUS.
• All employees who are receiving a housing allowance and who can produce supporting documents may apply to receive an interest free advance of up to 3 months salary to pay accommodation lease, subject to the maximum of AED 35,000. The advance amount will be determined by the following: The lesser of the installment amount mentioned in the tenancy contract or the Housing Allowance for the period, which the installment amount covers. Repayment is in monthly installments deductible through payroll. Immediate recovery of the advance or balance thereof, is due on termination of service.
• The employee contacts the Human Resource Officer and obtains and completes an advance form (Refer to form FA-HRS-014) and attaches a copy of the lease agreement. This advance form is returned to the Human Resource Officer who checks the validity of the documents and verifies that there is no current outstanding housing advance in effect for the employee applying. The advance is approved by the Director of HRSD and forwarded to finance.
• HRSD is notified of any housing changes by University Services. Upon receiving notification, should the change affect the employees’ benefits, HRSD will prepare a letter to the employee detailing the change and its affective date.
• The HRSD sends the change to the payroll administrator and inputs the change in Banner after receiving a signed copy of the letter from the employee.
• A new advance cannot be requested unless an existing advance for housing allowance is completely repaid and the employee cannot be on probation or subject to disciplinary action.

3. Dormitory Supplement

Dormitory supervisors who live in Dorm Rooms are entitled to receive a monthly allowance of 12.5 percent of base salary during their period of dorm room tenancy.

50.4 AUTOMOBILE USAGE AND REIMBURSEMENT

Senior management and other staff employees whose jobs require the use of a university vehicle will be provided with an appropriate vehicle as approved by the chancellor. Employees assigned university vehicles are not eligible for any further transportation assistance except for gas and maintenance.

Employees using their personal cars for university business during or after working hours will be reimbursed at 0.5 Dhr per kilometer for maintenance and insurance. Business use of an employee’s personal car must be requested by the department head and approved by the appropriate Vice Chancellor, in advance, in order for the employee to receive reimbursement. The employee is responsible for documenting actual mileage driven and the department head must approve the same before payment is made.

50.5 PARKING

Parking is provided free of charge in designated areas on campus. All vehicles must be registered and have a valid AUS sticker in order to be parked on campus. Stickers may be obtained from the Public Relations office.

50.6 AIRLINE TICKET ALLOWANCE FOR EXPATRIATES

Employees in grade 10 and above are entitled to annual leave airline tickets for themselves and eligible dependents. Eligible dependents are the spouse and up to three children who have been in residence in Sharjah for a period of not less than six months of an academic year.

Employees in grades seven through nine are entitled to annual leave airline tickets for themselves only. The AUS Travel Office must arrange all tickets. Tickets will be economy class and based on the most economical route.
The procedure for receiving this benefit is as follows:

• The employee obtains and completes a Travel Form from the Travel Office, which is signed by the Services Manager.
• HRSD receive the form from the Travel Office. The Human Resource Officer verifies that the employee has not already used the benefit for the current contract year, as well as the number of dependents and destination (point-of-origin).
• HRSD signs the form and it is sent back to Travel Office.
• Joining and repatriation tickets are administered and input onto the Banner system by the Office of the Chancellor/Vice Chancellor for Finance and Administration or Academic Affairs.

At the February 2006 meeting, the Board of Trustees approved the Administrations's recommendation to give faculty and eligible staff the option to encash their annual leave tickets.

50.7 TUITION REMISSION – EMPLOYEES AND SPOUSES

The university provides a range of educational benefits for full time employees and their dependents. These benefits become available to AUS employees only after the completion of their probationary period. The university provides tuition remission for full time employees and their spouses for certain courses of study at AUS only. Each person who enrolls in a course of study under the tuition remission program is:

l) subject to the same rules and regulations that govern all other students of the university
2) must have the required academic background for the desired course

UNDERGRADUATE STUDY

An employee may enroll in two undergraduate courses each semester with the permission of his/her supervisor. An employee’s spouse may also enroll in undergraduate courses.

1- Covered Expenses

The employee’s tuition will be waived, but he/she shall pay for all instructional materials and any special fees associated with the course. This policy also applies to the Intensive English Program and to Summer Sessions.

2- Academic Requirements

Employees and their spouses may enroll either as non degree students or as degree candidates if admitted to the program in question. The requirements for admission to the university as a non degree student are detailed in the University Catalog. Employees and/or their spouses who wish to become candidates for an undergraduate degree must be admitted to the university through the usual procedures and meet all the pertinent standards. If admitted as degree candidates, they are admitted to the courses required for their degree on a space available basis.

GRADUATE STUDY

Employees and/or their spouses who wish to become candidates for a graduate degree must be admitted to the pertinent graduate program through the usual procedures and meet all relevant standards. If admitted as degree candidates, they are admitted to the courses required for their degree on a space available basis.

1- Covered Expenses

Employees may enroll in up to two graduate level courses each semester with the permission of his/her supervisor. Only one of those courses may be taken during working hours. The number of graduate courses in which an employee spouse may enroll in a semester will depend on the offerings of the program and the availability of seats in the classes offered. The employee and spouse shall pay for all instructional materials and any special fees associated with the course. The university awards employees and spouses a 30 percent discount on the tuition for graduate courses.

2- Academic Requirements

Employees and their spouses who apply for admission to graduate programs will be required to take the graduate entrance exam pertaining to that field of study and the TOEFL exam. Employees and their spouses must meet the required scores on each examination as set by the program.

3- Admission Provisions

Employees and their spouses who are admitted to a graduate program will be given notice of admission to the program in a timely fashion. In those instances in which the number of qualified applicants exceeds the size of the cohort for a given program, employees and their spouses will be placed on a prioritized list determined by a combination of the scores that they made on the entrance examinations and their relevant work experience.
Employees or spouses who are admitted to a graduate program will be notified as to their admission to specific courses no later than the last day of registration each semester. Class admission will depend upon availability of seats within the limit set by the program.

4- Limitations

Tuition benefits for employees and their spouses as applied are subject to certain restrictions:

• There will be no tuition remission for executive graduate programs.
• The 30 percent tuition remission policy for employees and spouses can be applied to courses offered by the Center for Continuing Education.
• Courses taken by the employee or spouse in excess of the limits specified in this policy shall be paid for by the employee at the regular full tuition rate.
• Employees may enroll for courses during normal working hours with prior approval from their department head, provided that the time lost from work is made up during the same workweek. Release time from work may be granted provided that the absence does not interfere with university duties and that the course is not offered during non working hours.
• Under no circumstances may an employee take more than one course during working hours in any one semester.
• Acceptance in a particular course under this policy must not displace a registered, paying student and must not cause the need for an additional course section to be added.

50.8 TUITION REMISSION - DEPENDENT CHILDREN

Covered Benefits

The university provides full tuition remission for up to two eligible dependent children of full time employees for undergraduate study at AUS. The maximum duration of the benefit is for one year in the Intensive English Program plus the stated number of years required to complete the degree program into which the student is admitted. This benefit covers only tuition fees. The student must pay all special fees at the time requested and for all instructional materials.

Academic Requirements

Eligible children of employees who wish to become candidates for a degree at AUS must be admitted to the university through the usual procedures and meet all the published criteria for admission. Applicants who meet all academic standards but whose TOEFL scores do not qualify them for matriculation can enter the Intensive English Program with full tuition remission.

Limitations

In order for tuition remission to remain in force, students must remain in good academic standing. Students placed on probation will lose this benefit until such time as they are removed from probation. Tuition remission for eligible children applies to courses taken in summer sessions if those courses meet requirements of his/her degree program.

Reimbursement Procedures

• The employee completes a tuition remission form (Refer to form FA-HRS-011) for themselves or a dependent, has it approved by the department head and submits it to the Human Resource Officer.
• The Human Resource Officer verifies that the person receiving tuition remission is medically insured by the university’s insurance provision and signs the form.
• The Director of HRSD signs the form.
• The employee collects the form from HRSD.
• If the tuition remission is for a child, the Human Resource Officer verifies that the employee is eligible for education assistance and that the employee has not already claimed education assistance for two children.
• The Human Resource Officer updates the Banner system with details of the dependent and semester.

50.9 EDUCATION ASSISTANCE FOR DEPENDENT CHILDREN (Updated March 20, 2004)

AUS will provide assistance with educational expenses incurred on behalf of dependent children, which allows them to continue their education in a manner comparable to their home country. Education assistance is provided for employees in Salary Grade ten and above for eligible dependent children, and covers only tuition. This assistance is provided for a maximum of two children per employee or family.

Eligibility

In order to be eligible for the AUS education assistance, the child must be
1) legitimate child of the employee
2) legally adopted
3) child of a former marriage and have been placed in the legal custody of the employee, or child of a former marriage of the employee’s spouse and now accepted by the employee into his/her own family.

In order to receive education assistance, the dependent must be a full time student in good standing, and making satisfactory academic progress and not be on academic probation. For example, if a student falls into the status of academic probation, or withdraws from school, he or she would become ineligible for education benefits until such time as he or she is reinstated. Students are not eligible to receive education assistance for the same grade level twice.

Pre-College

Education assistance covers tuition fees only from KG 2 (for only the year immediately prior to the first year of primary school) to the end of secondary/high school. These studies are supported in an amount up to a maximum rate determined AUS and are subject to change without prior notice.

For dependents attending school outside the UAE, the assistance covers actual tuition fees up to the maximum, as if the child attended school in the UAE.

Current annual maximum levels of reimbursement are:

• 28,000 Dhs – KG2 through grade 8
• 33,000 Dhs– grade 9 through the end of secondary/high school.

Home Schooling

AUS shall reimburse tuition and instructional materials, such as books, software and CDs, which are required by the academic program. The combined tuition and instructional material reimbursement may not exceed the comparable regular schooling reimbursements offered by AUS. Supporting documentation for the institutional academic program for both tuition and instructional materials is required. Instructional materials do not include personal computer.

College

The education assistance covers tuition for up to four years of undergraduate studies at an accredited and recognized college or university. The annual allowance for undergraduate studies is 43,500Dhs per annum as approved by the AUS Board of Trustees. The student must be enrolled on a full time basis to be eligible of education assistance.

Reimbursement

The employee provides either an invoice to HRSD for them to pay the school directly or completes a reimbursement form (Refer to form FA-FD-008) for tuition already paid. In both cases, the Human Resource Officer checks the eligibility and the reimbursable amount. The documentation is passed to Finance who arranges payment to the school or to the employee. Expenses such as insurance, field trips, uniforms, meals or tuition reimbursement are not considered eligible reimbursable fees. The Banner system is updated with the tuition details.

US Employees

Please note that any reimbursement under education assistance will be fully taxable.

50.10 CHILD CARE

AUS has on its premises a modern day care center staffed by trained personnel. The center accepts AUS employees’ children up to their 5th birthday for full time or part time attendance. An after school facility is also available. As the center can accommodate only a limited number of children, preference will be given to children whose parents are both working and who do not have any other child support alternative. There is a charge for this service. The cost for the service can be paid through payroll deduction. Details can be obtained directly from the center.

50.11 ATHLETIC FACILITIES

AUS provides excellent sports facilities through the AUS Sports Complex. The sports complex is open for students, staff and faculty members and eligible dependents to practice a variety of sports and fitness activities. The aim of the complex is to provide maximum use of the available time and space with regard to all facilities and to make such usage as enjoyable and rewarding as possible.

50.12 RELOCATION

When an employee is recruited from outside of the UAE there are miscellaneous expenses such as school fees, auto purchase, and the purchase of personal household items that may require temporary cash. To enable the employee to defer these initial settling- in expenses, an advance of one month base salary may be requested.

The employee will have up to two months from their original date of hire to request the relocation advance. No advance for this purpose will be granted after the two months period.

An employee may request an advance up to a maximum of one month base salary to be processed through the monthly payroll or a manual check.

The advance will be repaid via payroll deduction, in equal installments over a period of not more than three months, to commence one calendar month after the advance has been processed.

This advance is available for newly hired employees relocating from outside the UAE and who enter the country under the university’s sponsorship. It does not apply to employees hired within the UAE or who are requesting a transfer of sponsorship.

50.13 UNIVERSITY MEDICAL CENTER

The university has a medical treatment center on campus where students, faculty, staff employees and dependants can receive form treatment for minor or injuries or illnesses and guidance on where to seek the best treatment in the local community.