V. Employee Benefit Plans

The University strives to offer a comprehensive and competitive benefits package to employees. The benefits are for employees working on a continuous basis and are not available to temporary employees. Eligibility for benefits for part-time employees is described on a benefit by benefit basis below.

The terms of the benefit plans offered are summarized below. These summaries highlight the benefits under the various programs, but applicable law requires that the plans be operated in accordance with the plan documents. Accordingly, in the event of a conflict between the following summaries and the plan documents, the plan documents will control. The plan documents are available in the Payroll Office.

Mission for new employees   

Health and Dental Insurance- PPO

Health and Dental insurance is available to part-time and full-time employees working 30 or more hours per week. Employee, Employee/Spouse, Employee/Child(ren) and Family coverage is available. The premium cost is shared between the employee and the University for these benefits.

Employees who normally would not qualify for health and dental insurance based on their employment status, but qualify under the Affordable Care Act (ACA) will be offered health and dental insurance under the minimum value plan.

New eligible employees desiring enrollment in the health and dental insurance plans should complete the necessary enrollment forms within 15 days after their first day of employment and normally prepay the first month’s premium. Employees experiencing qualified life-changing events may also qualify for enrollment in the plan or for plan changes. These events include: loss of employee/dependent coverage, birth or adoption of a child, marriage, divorce, death of a spouse, dependent child reaching age 26. If you suspect you may encounter one of the above-listed events, contact the Payroll Office as soon as possible, special enrollments must occur within 30 days of the qualified event.

Long Term Disability

At the university’s expense, a long-term disability program for employees who work 32 hours or more per week and are expected to work at least six months is provided. It pays up to sixty percent of your salary if you become unable to perform your duties. Benefits begin after six months disability and generally continue during total disability until age 65. This plan contains a coordination of benefit clause providing for reduction of payments for any Social Security and certain other benefits.

Term Life Insurance

All employees who work 32 hours or more per week and are expected to work at least six months are covered by a term life insurance policy equal to $30,000. The University pays for this policy which becomes effective the first of the month following the date of your employment. You must complete an enrollment form to become eligible for this benefit.

Retirement Plan

To provide for your retirement, anyone who works more than 1,000 hours per year for the University may participate in the Defined Contribution Retirement Plan, with the exception of Adjunct, Faculty, Temporary/Seasonal Employees, and Part-Time Coaches.

Participation in these retirement plans may begin upon attainment of age 21 and after the first day of the first month following the completion of one year of continuous service at the University or another institution of higher education. Continuous service must be immediately preceding employment at the University. Employees who own fully-vested, fully-funded, Empower individual retirement annuity contracts issued under the terms of an institutional retirement plan of a previous employer may begin participation in the University retirement plan, through the regular Empower annuities used under this plan, on the first day of the first month following employment at the University. Participation is not effective until one month after necessary enrollment forms are completed and submitted to the Payroll Office.

Participants in the retirement plan will be required to contribute 3-6 percent of their regular monthly base salary to be eligible for the employer contribution (overtime hours do not count.) The University will contribute an equal matching amount. Thus, an employee can save up to a maximum of 12% of their regular monthly salary base if the employee contributes the maximum 6% that will be matched by a contribution of 6% by the University. Contributions by participants will be deducted from salary payments or, if the participant desires, will be made on a tax-deferred basis under an agreement for salary reduction executed in accordance with Section 403(b) of the Internal Revenue Code.

A summary document outlining the full program is available from the Payroll Office. A summary plan document is also available on the Doane University web site at https://drive.google.com/file/d/1JS2Uv4ziQXt9zHH0xeCXcc4XGCxxzkwl/view.

The university also makes available tax-deferred annuities for people who want to set aside extra retirement savings. These annuities are offered through the University’s supplementary tax-deferred annuity plan. You arrange for a portion of your salary to be contributed to these plans on a before-tax basis by signing a salary reduction agreement. Contributions and any earnings grow on a tax-deferred basis until your benefits begin. Only one agreement can be signed each calendar year.

In an effort to help you make well-informed decisions about investing for your retirement, the University provides you with information regarding your retirement. Federal regulations require us to provide specific plan and investment information to new employees and on an annual basis that includes detailed information about your investment options and expenses associated with those investments. The plan-related disclosures and investment-related disclosures are available in the Payroll Office or on the Doane University website at:

Supplemental Retirement Account (SRA)

Employees who would like to make contributions into an SRA may begin to do so immediately. This allows employees to begin saving for retirement without having to meet the Retirement Plan eligibility requirements. A summary document outlining the full program is available in the Payroll Office and on the Doane University website at: http://www.doane.edu/about-doane/offices/human-resources/benefits#retirement.

Flexible Spending Accounts (FSA)

The University’s Flexible Spending Account plan allows employees to pay for certain unreimbursed medical expenses and dependent care expenses before taxes. This is a “cafeteria plan” under Section 125 of the Internal Revenue Code. Up to $5,000 per year is allowed for dependent care FSA account. Up to $2,500 per year is allowed for the unreimbursed medical expenses FSA account, with a carryover of up to $500 of unused medical FSA funds.

Employees must enroll on an annual basis to participate in the FSA.

A separate booklet describing the FSA Plan is available in the Payroll Office.

Health Insurance Continuation Provisions Under COBRA

The Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA), as amended, requires that the University offer you and your dependents the opportunity for a temporary extension of medical and dental insurance coverage at group rates in certain circumstances when coverage under these plans would otherwise end. You are responsible for the cost of the continued insurance coverage.

Employees may continue coverage for 18 months under the following circumstances:

1. Reduction in the number of hours you work.
2. Termination of your employment for reasons other than misconduct.

Your spouse or dependent child covered under the University’s group medical and/or dental insurance plans may continue coverage for 36 months under the following circumstances:

1. Death of you, the employee.
2. Your divorce or legal separation.
3. You, the employee, accept Medicare coverage.
4. Your dependent child ceases to meet the definition of a “dependent” child.

Under the law, the employee or a family member has the responsibility to inform the Payroll office within 60 days of a divorce, legal separation, or a child losing dependent status under one of the group health plans. The university will then provide you or your family members notice of your rights to continuation coverage under the law. The University will automatically provide notice to those involved in the case of an employee’s death, termination of employment or reduction in hours, or Medicare eligibility.

Under the law, you have 60 days from the later of: (a) receipt of the notice or (b) the date on which Plan coverage terminates because of the qualifying event, in which to elect to continue coverage under the Plan.

If you do not choose continuation coverage, your group health insurance coverage will end.

Tuition Benefits for Employees and Their Dependents

Definitions:

Tuition:  The amount charged for instruction at the University.  This does not include the costs of books, fees or room & board.

Fees:  An amount charged in addition to tuition for a variety of services. Fees vary from campus to campus and can also be associated with a particular course.

Books:  Books or related materials and/or supplies required or suggested for specific courses.

Room & Board:  The amount charged to live in residence halls, single housing and for meal plans.

Benefit:  For this policy, the benefit applies to tuition only.  No other costs or charges are eligible for remission under this policy.  This policy for tuition reduction is intended to conform to the provisions of Section 117 of the Internal Revenue Code. As such, it qualifies as a tax free benefit to the employee.

Mandatory Fees: The amount charged on the Crete campus for library services, travel opportunities, academic and student computing, student publications, Student Congress, Student Affairs activities, admission to University activities such as athletics, music and drama events, health program, intramurals, and other programs and activities as the University deems advisable.

Eligible Dependents: Dependents are defined as the legal spouse of the employee (as allowed by the IRS) and/or children of the employee who are natural, adopted or step-children or legal dependents (where the employee has legal guardianship over the child).  Foreign exchange students and foster children do not qualify. In order for children to qualify, they must meet the child dependent requirements for federal income tax purposes for the year in which tuition benefits are sought, either as a qualifying child or qualifying relative. If dependency status changes employees are required to notify the Human Resources department.  Further guidance is available on the IRS website at:  https://www.irs.gov/uac/who-can-i-claim-as-a-dependent or  https://www.irs.gov/publications/p501/index.html.

A. Rules Applicable to Both Employees and their Eligible Dependents

Tuition benefits are available for both qualified employees and their eligible dependents, subject to the terms and conditions described below. 

Benefits are available at all Doane University campuses regardless of where the employee works.  Registration is tentative until the first day of classes.

To qualify for the benefit, all applicants (both employees and their eligible dependents) must satisfy the following prerequisites and the amount of the benefit is determined as follows: 

1.      Undergraduate benefits are available to all full-time and part-time members of the faculty or staff and to their eligible dependents beginning the academic term following the employee’s one year anniversary date. Benefits are based on their prorated share of full-time employment if the employee works at least 1/2 time. Employees and/or dependents of employees employed less than 1/2 time are not eligible.  Temporary employees and adjunct faculty and/or their dependents are not eligible. Employees who move from a position that is not eligible for these benefits (such as a temporary or adjunct position) to a position that qualifies for these benefits will need to be in the benefits-eligible position for one year before they can receive tuition benefits.

2.      Eligibility for the benefit is determined based on employment status at the beginning of the term.  Benefits are provided only so long as an employee remains in service to the University.  If an employee terminates employment during an academic term, benefits are available only if the employee is employed through 3/4 of that term.

3.      A degree-seeking applicant who qualified or potentially qualifies for federal or state entitlement aid is required to apply for such aid on an annual basis.  Failure to apply for entitlement will disqualify the applicant for the tuition benefit.

4.      For students living on campus, the amount of the tuition benefit shall be the difference of the tuition amount owed after Doane institutional scholarships have been applied.  Federal or state entitlement aid and other governmental aid may be applied to reduce the amount owed for fees, books (if charged to the bookstore), room and board.

5.      For students living off campus, the amount of the tuition benefit shall be the balance of the amount owed for tuition, fees and books (if charged to the bookstore) for the term minus federal and/or state entitlement aid and other governmental or institutional aid for which the applicant is eligible. 

6.      All applicants may apply outside scholarships to other costs of education such as room and board, books, fees, etc unless the donor of the outside scholarship requires the benefit to be applied only to tuition.

7.      A recipient of tuition benefits shall be disqualified from future benefits upon failure to meet the academic or social/disciplinary standards of the University.

8.      Tuition benefits may be applied to portfolio credits.

9.      Tuition benefits are not available for any study abroad program. For this reason, all students are first awarded institutional aid before applying this policy.  As such, the student may be able to retain some aid for study abroad programs. See the Financial Aid office for more details on aid offered for study abroad programs.

10.  A federal or state drug conviction will result in the loss of federal student aid eligibility and the loss of all Doane University institutional funding for one year from the date of conviction.

11.  Employees must complete a Tuition Waiver Application and Tuition Benefits Salary Reduction and Promissory Note Form in order to begin receiving benefits for themselves or their dependents.  Forms are available in Human Resources.

B.  Specific Details of the Tuition Benefit for Employees Only

Eligible employees do not have to be degree-seeking to qualify for employee tuition benefits. An employee may not take more than one full course (3-4 credit hours) per semester/term during normal work hours.  The supervisor must approve the time off.  The University does not pay wages for the time away from the job to attend classes.  Time missed to attend classes must be made up the same business week or vacation time must be taken in order for the employee to retain employment status for benefits

Doane University provides employees the opportunity to take graduate level courses in its Masters Programs and Educational Specialist program under its 127 Educational Assistance Plan. The qualifying amount of the benefit is two-thirds of the cost of tuition. Employees may be subject to taxable income if the benefit exceeds a prescribed IRS limit; currently this limit is $5,250 annually.  Doane’s 127 Plan does not provide a benefit above the prescribed IRS limit.

Doane University provides employees the opportunity to take courses in the doctoral programs.  The qualifying amount of the benefit under the 127 Educational Assistance Plan is one-half of the cost of tuition.  Employees may be subject to taxable income if the benefit exceeds a prescribed IRS limit; currently the limit is $5,250.  Doane’s 127 Plan does not provide a benefit above the prescribed IRS limit.

Please see the 127 Educational Assistance Plan for more information on graduate and doctoral level tuition benefits, at: http://www.doane.edu/employee-policies-handbooks

Employees enrolled in classes on the Crete Campus will have all “mandatory” fees waived.  Specific course fees will still apply.

C.  Details of the Tuition Benefit for Eligible Dependents

All eligible dependent applicants must be admitted pursuant to the regular admission process and must be enrolled in an undergraduate degree-seeking program at Doane University

The tuition benefit covers tuition only, and does not cover fees charged by the University, or any special tuition such as portfolio credits.  Tuition benefits are available for the equivalent of a maximum of eight (8) semesters on the Crete campus.  For eligibility on other Doane University campuses visit with the Financial Aid Office.  With respect to transfer students, their eligibility for tuition benefits shall be limited to the number of semesters under a full credit-hour load until graduation as determined by the Financial Aid Office. 

A dependent who has already earned a four-year undergraduate or equivalent degree is not eligible for the benefit.  Dependent students eligible to receive employee reimbursement from their employer are expected to utilize those benefits before they are eligible to receive tuition benefits from Doane University.  It is important to notify the University of their utilization of such employee tuition benefits offered. Enrollment is subject to admission standards in place at the time of matriculation. Graduate tuition benefits are not available to dependents.

Dependent students who are currently enrolled on the Crete campus may take summer classes on the Lincoln, Omaha or online campuses with tuition waived.  Crete campus students wanting to take classes in Lincoln, and Omaha or online during any other term must have permission from the Chief Academic Officer.

Tuition Exchange Program

Doane University has membership in two tuition exchange organizations, The “Council of Independent College’s Tuition Exchange Program” and “The Tuition Exchange Program”.  Dependent students may  be eligible to attend any of the other member institutions tuition free. These benefits are available to qualifying dependents at the undergraduate level only. For the lists of member institutions, go to www.tuitionexchange.org or www.cic.edu.

There are limits to the number of these scholarships that Doane University can use each year. Doane University has an institutional policy for awarding these scholarships.  See the Financial Aid office for additional information.

Graduate Tuition Policy  

D.  Remission Agreement

Tuition remission under a Remission Agreement entered into pursuant to the Plan will be deemed to have been a loan for the employee’s benefit until the end of the Remission Period (as defined below).

Should employment terminate for any reason other than for lack of work within twelve (12) months from the date a degree or degree program is completed (the “Remission Period”), the employee is responsible for reimbursing Doane University for any balance due (see following repayment schedule) on or before the last day of employment. Doane University may forgive tuition monies for employees whose spouse is on active duty in the military and receives official orders to relocate to a new location or for a confirmed corporate relocation of a spouse that requires the employee to relocate.

1. Upon termination of employment, Doane University shall have the right to apply, to the extent allowable under law, all net or “take home” wages and other payment due or thereafter becoming due to the employee in satisfaction of the employee’s obligation to reimburse Doane University for tuition pursuant to the Remission Agreement.​​​

2. Should an employee fail to reimburse Doane University as stated in the Remission Agreement, the employee hereby authorizes Doane University to confess judgment on the employee’s behalf, as allowed by applicable law, before an appropriate court in an amount equal to the balance due.

3. Employees shall be responsible for legal costs incurred by Doane University in collection of such balance.

Disputes: Disputes regarding participation in and expenses covered under the Plan should be directed to the employee’s supervisor. If the discussion with the supervisor does not resolve the issue, an employee may appeal the matter to Human Resources and their Leadership Team member. Requests for exceptions to the Plan must be in writing.

Admission to Activities

All employees are admitted to most University activities such as athletic events, plays and music events free of charge with your ID card. Spouses and children are admitted at student rates. If you carry your ID card, you may be able to take advantage of reduced rates on other campuses as well.

Facilities

Haddix Center and Campus Recreational Facility Policies

The Haddix Center and Doane University Recreational Facilities are available to the following authorized users:

1. Current Doane Students holding a valid Doane student I.D.;
2. Doane University employees and their dependents that are at least 16 years of age. For purposes of this policy, the term “dependents” means a spouse or partner of the employee or a child of the employee living in the employee’s home. Employees and their dependents must present their valid Doane I.D.;
3. Community Pass Members who have paid the annual community pass member fee outlined in this policy. Community Pass Members must present their valid Community Pass I.D.;
4. Daily Pass Members who have paid the $5 daily pass fee; and
5. Special Guest Pass Members who are sponsored by the President or a member of the President’s Cabinet.

Haddix Center and Recreational Facilities Covered by Policy

The following facilities are available to authorized users:

Kitty M. Perkins Fitness Center:  The Fitness Center offers a state-of-the-art strength and conditioning area on floor one of the facility.  This area focuses on free weights and functional training equipment designed to enhance athletic performance.  Level two of the Fitness Center offers various types of cardio equipment and circuit weight training equipment designed for those interested in maintaining lifetime fitness.  Associated locker space is available to authorized users who should bring their own locks and secure all valuables.  Locker space will be closed during volleyball and basketball contests as these spaces also serve as locker rooms for our visiting teams.   The Fitness Center Competition Gym is primarily for intercollegiate sports competition and practice.  It may also serve as a venue for large public events, such as commencement.  Any authorized use of the Fitness Center Gymnasium and other recreational facilities on campus must be coordinated through the Athletic Director and the Events Staff.  Recreational space for court sports is available in Fuhrer Fieldhouse. 

Newburg Held Tennis Complex: Authorized users may use the tennis courts so long as such use does not interfere with intercollegiate tennis practice or competition.

Fuhrer Fieldhouse:  Fuhrer Fieldhouse offers an indoor track as well as basketball courts.  The indoor track is available to walkers and joggers during open hours except when the Fieldhouse is being used for intercollegiate sport practice. 

Lauritsen Track:  Lauritsen Track located at Al Papik Field is available to walkers and joggers during open hours.

Butler Gym:  Butler Gym provides recreational space for students only.

Facility Hours and Holidays

Holidays: Recreational facilities are closed during all official Doane University Holidays as well as for the period when the University is closed over the Christmas and New Year’s Holidays. Special Hours will be posted for periods during the academic year when class is not in regular session.

Facility Hours:

During the Academic year, the hours for recreational facilities are:

Kitty M. Perkins Fitness Center:

• Monday through Thursday: 6:00 a.m. to 11 p.m.
• Friday: 6:00 a.m. to 10:00 p.m.
• Saturday: 10:00 a.m. to 4:00 p.m.
• Sunday: 2:00 p.m. to 10:00 p.m.

Newburg Held Tennis Complex:

• Sunrise to Sunset, Monday through Sunday.

Fuhrer Fieldhouse:

• Monday through Friday: 6:00 a.m. to 7:00 p.m., closed weekends.
• Doane students have access until 10 p.m. Monday through Friday.

Lauritsen Track: 

• Monday through Sunday: 6:00 a.m. to 8:00 p.m., weather permitting.

Butler Gym:

• Access for Students only, Monday through Sunday 6:00 a.m. to 11:00 p.m.

During the Summer Months, the hours for recreational facilities are:

Kitty M. Perkins Fitness Center:

• Monday through Friday: 6:00 a.m. to 9:00 a.m., 11:00 a.m. to 1:00 p.m. and 4:00 p.m. to 7:00 p.m.
• Saturday: 9:00 a.m. to 1:00 p.m.
• Sunday: closed

Newburg Held Tennis Complex:

• Monday through Sunday: 6:00 a.m. to 8:00 p.m.,

Lauritsen Track:

• Monday through Sunday: 6:00 a.m. to 8:00 p.m.

Fuhrer Fieldhouse:

• Monday through Friday: 6:00 a.m. to 5:00 p.m., closed weekends

Doane University reserves the right to close fitness facilities to accommodate various activities held in these venues. 

Facility Access:

Student Access:

Current Doane students access fitness facilities during the hours the facilities are open by using their Doane Student I.D.

Employee facility access: 

Employees may access the fitness facilities during the hours the facilities are open by using their Employee I.D. card. 

Dependent facility access: 

Employees and dependents must complete the Fitness Facility Release Form available in the Business Office. The University will charge a fee of $10 to cover the cost of issuing the I.D.  I.D’s are issued by the Safety Office during normal business hours. Dependents must use the I.D. to access facilities. Dependents must be at least 16 years of age to use the facilities.

Community pass facility access:

Community members must complete the community member application, obtain a community member I.D., and pay the applicable fee to access recreational facilities.  The application is available in the Business Office.  The fee is payable to Doane University and should be paid in the Business Office. The I.D. is issued by the safety office during normal business hours. Cost per year is $180 for individuals and $300 per year for families.  A family membership covers the community member, his or her spouse or partner, and dependents living in the member’s home that are at least 16 years of age. Dependants must be at least 16 years of age to use the facilities.  During the first year of membership only, the fee is prorated based on the number of months remaining in the calendar year.  After the first year of membership, the fee is payable in January of each year and the fee will not be prorated in the event that the fee is not paid in a timely manner in January. 

Daily Pass and Guest Pass Members: 

Daily Pass and Guest Pass Members may access the facility by obtaining the appropriate paper pass in the Business Office and presenting the same at the control desk in the Haddix Center.  Daily Pass and Guest Pass Members will present the paper pass and surrender their driver’s license or other I.D. to Haddix control desk personnel and a temporary pass card will be issued.  The driver’s license or other I.D. will be returned to the Member upon return of the temporary pass card. Daily passes are available for $5.

Loss of Privileges: 

Violations of the posted rules in the fitness centers may result in loss of fitness facility access.  Any person permitting another person to use their ID may lose fitness facility access.

Organizational Usage:

All organized usage of fitness facilities must be coordinated through the athletic director and the Events Staff at 402-826-8226.  Authorized users may not utilize personal access to open facilities for personal guests or groups.  Doane University has an agreement with Crete Public Schools to share fitness facilities for their mutual benefit.  The athletic director at Doane University and the activities director at the high school will continue to work together in scheduling these events which at times may require a change in the normal hours of operation for fitness facilities to accommodate Crete Public School events and activities.

Facility Reservations:

Users interested in reserving campus buildings, rooms, gyms, or other facilities beyond those described in this policy should contact Events Staff at 826-8226 during regular business hours.   Those with reservations will receive first priority for facility access. Fees may apply.

Terms of Use of Recreational Facilities:

General policies for use of campus recreational facilities by outside groups are available in a separate document.

Library Usage:

You and your family are invited to use the University Perkins Library without charge. It is understood that in your use of the library you will abide by the same rules and regulations as students.

Tiger Bucks - Dining Discounts

Employees may enjoy dining at the University dining hall, the Lakeside Coffee Shop, and the Original Burger Company (OBC) at discounted rates. To read more about this benefit click on the following link: www.doane.edu/About_Doane/Offices/human-resources/benefits/.

Computer Loan Program

Doane University offers a computer loan program. To read about this benefit click on the following link: www.doane.edu/About_Doane/Offices/human-resources/benefits/.

Additional Benefits

Additional benefits offered to employees are listed on the Human Resources web site. To read more about these benefits click on the following link: www.doane.edu/About_Doane/Offices/human-resources/benefits/.

Emeritus Staff Policy

Emeritus Staff:

The Emeritus Staff designation is reserved for individuals who have retired after a minimum of ten years of consecutive full-time employment, except for leaves consistent with the policies outlined in the Employee Handbook, and who have rendered meritorious service to the University. 

Granting Emeritus Staff:

The Emeritus designation is granted to those retiring employees in good standing who have made significant contributions to Doane University. There are two purposes for bestowal of Emeritus status. First, it is meant to formally recognize retiring staff members for their longevity and service. Second, it is meant to enable these individuals to remain a part of the Doane University community while continuing to be productive members of the broader community. To read more about this policy click on the following link: https://drive.google.com/drive/folders/1PGBuqoLAi7BPl_IOlfsiXhwX2Aa9vNew?usp=sharing.