Benefits

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Benefit Program

Revised March 2017

PURPOSE

To provide a tuition benefit to qualifying Abilene Christian University employees for dependents that attend K-12th grade at Abilene Christian Schools.

SCOPE

This tuition benefit applies to dependents of all full-time and reduced full-time faculty and staff at ACU. Half-time employees will receive a prorated benefit. ACU will use the IRS definition of “dependent” to determine the eligibility for dependents of ACU faculty and staff.


BENEFIT

ACU will provide the dependents of full-time and reduced full-time employees $5,900 per academic year for students in K-6th grade and $6,300 per academic year for students in 7th-12th grade. Half-time employees are eligible for $3,000 per academic year. Employees are eligible for 50% of the benefit beginning with their start date of employment at ACU and 100% of the benefit during their second year of employment.

ADDITIONAL STIPULATIONS

  • If an ACU employee has a spouse who qualifies for an ACS faculty/staff tuition discount, ACU will provide the lesser of the benefit listed above or the remainder of the tuition balance up to 100% of tuition. The ACS employee discount will apply first.
  • This benefit will not increase if both parents work at ACU.

PROCEDURE

Employees of ACU must annually submit an application to Human Resources. This grant will be awarded in conjunction with Abilene Christian Schools based on the employee’s date of employment at the beginning of each semester.

The ACS tuition benefit offered to ACU employees is granted on a semester-by-semester basis. ACU will pay one-half of the annual amount per semester. Should an employee leave ACU or withdraw the employee’s child from ACS prior to the completion of the ACS school year, then the benefit paid by ACU will be discontinued. Because ACU pays the benefit to ACS in advance, the employee will be required to reimburse ACU for the portion of the benefit that is attributable to the remainder of the ACS school year. The employee will be responsible for the remainder of their contract with ACS.

If the employee is leaving ACU, this reimbursement amount will be withheld from the employee’s final paycheck. If the employee is not leaving ACU but has withdrawn the employee’s child from ACS during the school year, then the reimbursement amount will be billed to the employee.

The effective date of this policy is January 1, 2010. The policy will only cover expenses incurred after both the policy’s effective date and after eligible employees have been given reasonable notice of the availability and terms of the policy. Abilene Christian University maintains the Adoption Assistance Plan to provide adoption assistance benefits to eligible employees of the employer in an effort to defray the cost of adoption.

Procedure (or process)

Administration
This policy shall be administered by Human Resources. This administrator, from time to time, may adopt rules and regulations as may be necessary or desirable for the proper and efficient administration of the policy and as are consistent with the policy’s terms. The administrator shall have the discretionary authority to construe and interpret the policy and make factual determinations there under, including the authority to determine eligibility of employees, to determine the amount of benefits payable under the policy, and to decide claims under the policy’s terms. Any plan interpretation and any decision on any matter within the discretion of the administrator made in good faith shall be binding on all persons.

Eligible Employees
Full-time employees are eligible for this benefit after completing six months of employment. If an eligible employee and his/her eligible spouse both work at ACU, only one employee can utilize the benefit. An eligible employee does not include a leased employee, independent contractor, or employee of a third party other than the company. Dependents of employees are not considered eligible employees for this benefit.

Eligible Children
An eligible child is any individual who, at the time the adoption expenses are incurred, is under the age of 18 and may not be related to either parent. Stepchild adoptions do not qualify under this benefit.

Special Needs Children
According to IRS guidelines an eligible child can be defined with special needs if all three of the following statements are true: (1) The child was a citizen or resident of the United States or its possessions at the time the adoption process began; (2) A state has determined that the child cannot or should not be returned to his or her parents’ home; and (3)The state has determined that the child will not be adopted unless assistance is provided to the adoptive parents. Factors used by states to make this determination include: (a) The child’s ethnic background and age; (b) Whether the child is a member of a minority or sibling group, and (c) Whether the child has a medical condition or a physical, mental, or emotional handicap. You must be prepared to show documentation of the above needs, if requested

Maximum Reimbursement
Each eligible employee is eligible to receive up to $5,000 in adoption assistance benefits for the adoption of an eligible child.  The limit is increased to $6,000 for an adoption of a eligible child with special needs (as defined by IRS regulations).  The adoption assistance benefit shall be in the form of reimbursements for qualified adoption expenses. The Adoption Assistance benefit has a lifetime maximum limit of three adoptions per family.  If both an employee and his/her spouse work at ACU, the two together are eligible to be reimbursed up to a maximum of $5,000 per adoption.

Qualified Adoption Expenses
Qualified Adoption Expenses shall include reasonable and necessary adoption fees, court costs, attorneys fees, and other expenses that are: (i) directly related to, and the principal purpose of which is for, the legal adoption of an eligible child by the taxpayer, (ii) not incurred in violation of state or federal law, or in carrying out any surrogate parenting arrangement, (iii) not for the adoption of the child of the taxpayer’s spouse, and (iv) not reimbursed by another source (e.g., grants, personal insurance or another employer). All expenses claimed must have been incurred while employed at Abilene Christian University. If the employee or his/her spouse receive adoption assistance from any source other than under this benefit for qualified adoption expenses, those same expenses will not be eligible for reimbursement under this benefit.

Miscellaneous 

Leave Time Related to Adoption
Eligible employee may take up to 12 weeks of unpaid, job-protected, and benefit-protected leave is provided in accordance with the University’s policy on Family and Medical Leave. Employees may choose to use accrued vacation and sick leave; such paid time would run concurrently with the 12 weeks of family and medical leave.

Information to be Furnished to the Administrator
Eligible employees must furnish the administrator or their employer with such evidence, data or information as the administrator or employer considers necessary or desirable to administer the plan. A fraudulent misstatement or omission of fact may be used to deny claims for benefits.

Reimbursement Procedures
No adoption assistance benefits shall be approved by the administrator and paid unless a participant has first submitted a written claim for benefits to the administrator on an application specified by the administrator and pursuant to procedures established by the administrator. This application must be submitted with receipts and documentation of expenses. This application must be submitted to Human Resources within 30 days following the placement of the child. The administrator will provide notice in writing if a claim for benefits is denied and the plan administrator will provide a review of that claim if requested. Any claim for benefits will be processed in accordance with procedures established by the administrator, in his/her sole discretion.

Adding an Adopted Child to Your Benefits
At the time of placement, the employee may add his/her child to his/her medical and group life insurance policies. Any additions to your benefits plans must occur within 30 days of placement. The employee will need to provide a copy of the adoption agreement in order to enroll his/her child.

To apply for reimbursement for an adoption, please fill out the Adoption Assistance Reimbursement Application.

Revised March 2019
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Tuition remission is an ACU provided benefit designed to encourage employee participation in higher education. As an element of the total compensation package, this benefit is designed to support progressive levels of academic achievement, in the interest of personal and professional development.

Full-Time Employees and Reduced Full-Time Employees
After six months of employment, full-time and reduced full-time employees of Abilene Christian University are eligible to apply for a discount in tuition for courses taken at ACU for up to six hours during any fall, spring and/or the combined summer terms. If classes will take place during the employee’s scheduled working hours, the employee’s supervisor must approve all classes before enrollment. Time spent in class will not be counted as part of the employee’s work schedule unless approved in advance by the employee’s supervisor and vice president of the employee’s area. The employee must be in good standing (no active performance improvement plan). Books, materials and other fees are not included in the tuition benefit, and remain financial responsibilities of the employee.

Residential Undergraduate and Graduate – 100% discount on tuition

Online Undergraduate and Graduate – 100% discount on tuition

Dependent Children of Full-Time Employees and Reduced Full-Time Employees
For classes taken at ACU, upon employment, a full-time/reduced full-time employee may apply for a tuition discount for up to thirty-six credit hours for his or her children during the academic year. Dual Credit courses are not eligible for the tuition discount. PLEASE NOTE: Dependent children must meet the definition of a dependent, as defined by the Internal Revenue Service. In general, an IRS dependent is an unmarried child who will not reach the age of 24 by the end of the calendar year.

Residential Undergraduate – 100% tuition discount for dependent children.

Residential Graduate – discount not offered

Online Undergraduate and Graduate – discount not offered


Spouses of Full-Time Employees and Reduced Full-Time Employees
For classes taken at ACU, upon employment, a full-time/reduced full-time employee may apply for a tuition discount for up to thirty-six credit hours for his or her spouse during the academic year.

Residential Undergraduate – Tuition discounts are provided to the spouses of all full-time and reduced full-time employees based on the length of employment with ACU.

These tuition discount percentages will be calculated as follows:

1st Year of Employment 25% discount on tuition
2nd Year of Employment 50% discount on tuition
3rd Year of Employment 75% discount on tuition

Residential Graduate – discount not offered

Online Undergraduate and Graduate – discount not offered

Benefits for Half-Time Employees
Tuition discounts for education at Abilene Christian University are provided to half-time employees and their dependents based on the length of employment with ACU. Half-time employees are defined as employees who work between 20 and 31 hours a week or who are half-time faculty members.

These tuition discount percentages will be calculated as follows:

1st Year – 4th Year of Employment 0% discount on tuition
5th Year of Employment and thereafter 50% discount on tuition

Half-time employees of Abilene Christian University are eligible to apply for a discount in tuition for courses taken at ACU for up to six hours during any fall, spring and/or the combined summer terms. If classes will take place during the employee’s scheduled working hours, the employee’s supervisor must approve all classes before enrollment. Time spent in class will not be counted as part of the employee’s work schedule unless approved in advance by the employee’s supervisor and vice president of the employee’s area.

Spouses and Dependent Children – For classes taken at ACU, a half-time employee may apply for a tuition discount for up to thirty-six credit hours for his or her spouse and children during the academic year. PLEASE NOTE: Dependent children must meet the definition of a dependent as defined by the Internal Revenue Service.  In general, an IRS dependent is an unmarried child who will not reach the age of 24 by the end of the calendar year.


Limitation of Benefits
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Admission Requirements
Eligibility for the benefit does not guarantee admission to the University. Employees and dependents must meet the admissions requirements and be reviewed for admission through the standard process in order to receive the ACU benefit.

Eligibility does not guarantee a specific enrollment (start) term for Online programs. Employee students will be spread throughout cohorts to maintain a diverse academic environment.

Credit Hour and Number of Degree Limitations
For employees, the tuition benefit can be applied to tuition charges for the lesser of 190 attempted credit hours or a total of two degrees from ACU. Degrees earned as either a dependent or an employee count toward the limit of two degrees.

For dependents, the tuition benefit can be applied to tuition charges for the lesser of 144 attempted credit hours or one baccalaureate degree.

Refunds for Withdrawals and Repeat Classes
Online students who withdraw or are required to retake a course will incur a tuition charge of 50% of the current course tuition.

No cash refund of the tuition benefit will be awarded to an ACU employee or to any member of the employee’s family for withdrawn courses.

Residential students may repeat a course one time and still receive the tuition benefit.

Employees, spouses, and children enrolled in a degree-seeking program must maintain satisfactory academic progress to qualify for this tuition benefit.

Additional Institutional Awards
The tuition benefit may only be combined with the Study Abroad voucher for Presidential Scholars and with the following awards for all students: band, orchestra, choral, forensics, valedictorian/salutatorian, National Merit stipend, and athletics scholarships.

Employee Separation
Eligibility ends with employee resignation and/or termination unless the employee is classified as an official retiree of the university. If the employee is not a retiree the tuition benefit will continue through the academic term in which the recipient is enrolled.

When a full-time employee retires from the university, that retiree, his or her spouse, and children will continue to be eligible to apply for the tuition benefit. The amount of such discount shall be based on the university’s program for such tuition discounts at the time or times they are awarded.

If a full-time or reduced full-/time employee dies while employed by ACU, his or her spouse and children will continue to be eligible for the tuition discounts as listed for retirees.


Taxation of Benefits
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Faculty and staff are responsible for determining the tax effects of the tuition benefit in their individual circumstance. The discussion below is to provide a general description of the possible taxation of benefits but is not a legal interpretation of the applicable regulations.

Taxation of tuition benefit for courses below the graduate level:
Under IRS Code Section 117(d), a college or university may offer a tuition waiver to its current employees, former employees who retired or left on disability, widows or widowers of an individual who died while an employee, widows or widowers of a former employee who retired or left on disability, or dependent children or spouses of any of those individuals. The value of the tuition benefit is excludable from the employee’s gross income so long as the education for which the qualified tuition reduction is granted is below the graduate level. If a dependent fails to meet the IRS definition of a dependent, ACU will no longer award the tuition benefit.

Taxation of tuition benefit for graduate level courses:
ACU has an Educational Assistance Plan that qualifies as a plan providing educational assistance to employees under IRS Code Section 127(b)(1). If courses are preparing the employee for a new line of work (i.e. their own personal benefit), this plan enables employees to exclude from income up to $5,250 per calendar year (or such greater or lesser amount as may be subsequently permitted under the IRS Code Section 127) of the value of tuition benefit applied to courses at the graduate level. If courses are being taken for a work purpose (i.e. for professional development, required or for the benefit of their employer), 100% of the benefit can be tax-free. You can review this flowchart to help in determining if the benefit will be taxable or not.


Procedure
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For residential programs, an application for ACU Abilene must be completed once a year prior to the fall semester. This form may be submitted as early as March but must be submitted before or by the 12th day of class. Failure to do so will result in the loss of this benefit for the current semester.

For online programs, an application for ACU Dallas must be completed once a year prior to your first course of the academic year. Failure to do so will result in the loss of this benefit for the current semester.

PURPOSE
To set parameters for who determines weather-related delays and closures, how and when delays and closures are announced, and to define which personnel are essential and non-essential.

Abilene Christian University will make every effort to maintain normal work hours even during inclement weather.  In the event that the University’s regular business operations are closed due to inclement weather prior to the start of the workday, announcements will be made as early as possible.

SCOPE
This policy applies to all faculty and staff.

DEFINITIONS
Essential Personnel:  Those personnel whose work is required for the safety and operation of the university.  These personnel include, but are not limited to, ACU Police Department, grounds and landscaping crews,  and physical resources personnel.

Non-essential personnel:  Those personnel whose attendance is not required for the safety and operation of the university.

Weather Delay/Closure Committee:  Membership consists of the Provost, the Director of Human Resources, Senior Advisor to the President, the Vice President of Student Life and Chief of Police.

PROCEDURE

 A. Notification Process

  1. Prior to normal start of the workday, members of the Weather Delay/Closure Committee will determine if the University is to be closed or if opening will be delayed due to inclement weather.  When Possible, decisions to close or delay opening will be posted and sent out by 6:00 a.m.
  2. Notifications of closure or delay will be sent in the following ways:  a) via the ACU Alert system, which will notify you by text message and/or email in the event of inclement weather or emergencies that occur on campus b) via an email sent from the Human Resources office and/or the ACU Police Department to all faculty and staff. For more details about ACU Alert and to sign up for it, please visit the ACU Alert website.
  3. In the event a decision is made to close school and University operations during the working day, the Human Resources office and/or the ACU Police department and ACU Alert system will send a notification as soon as such a decision is known.


B. Pay Policies: 
 In the event of a closure or delay, the following procedures will be followed for all non-essential personnel.

  1. For days when a closure announcement is made before the beginning of the workday, all faculty and staff (except for temporary staff) will receive pay based on their regularly scheduled workday.  Nonexempt employees should record their hours on their timesheet in the “Inclement Weather” line.
  2. If employees are sent home during the workday, all faculty and staff will receive pay for the rest of the workday based upon their regularly scheduled hours.
  3. In the event of inclement weather, when there is no announced delay or closure if an employee does not report to work, is unable to work, or leaves work early, leave balances will be charged or it may be listed as time off without pay.

Purpose
To summarize other group insurance programs Abilene Christian University offers.

Scope
This benefit applies to all employees of the university.

Benefit
The following are brief summaries of these programs; contact the Human Resources Office at X2359 for more information.

Social Security
All employees are covered by Social Security. A required percentage of an employee’s salary is deducted to pay the employee’s portion of this protection, and the university matches this deduction dollar for dollar. This plan was designed for an employee’s future security and that of his or her dependents by providing retirement, disability, death survivor and Medicare benefits.

Unemployment Compensation
ACU is a participant in the Texas Unemployment Compensation Program. Coverage is provided for unemployment transpiring through no disqualifying fault of the employee. Decisions regarding eligibility are reserved to the State of Texas.

Workers’ Compensation
The university carries insurance with Texas Mutual Insurance Company to cover the cost of work-related injury or illness. Benefits may help pay for an employee’s medical treatment and for part of the income lost while recovering. To be assured of maximum coverage, all work-related accidents must be reported immediately by emailing humanresources@acu.edu or calling 325-674-2359.  Delays in reporting work-related accidents may result in forfeiture of workers’ compensation.

The Human Resources Office is responsible for administering the university’s Workers’ Compensation program.  Employees are required to notify their supervisor of work-related injuries or illnesses as soon as possible, even if such injury or illness occurs off-campus while within the scope of their work. If an employee is outside the local area, he/she should proceed to the nearest minor emergency clinic or emergency room, depending on the extent of the injury, and notify his/her supervisor after receiving treatment.

Supervisors should take the following actions for employees who are injured in the performance of their duties:

  • If an injury requires medical treatment, refer the employee to Dr. J’s Express Care
  • Call 911 for serious injuries to request assistance/transport to Hendrick Medical Center
  • Report the injury/illness to the Human Resources office
  • Fill out an Accident Report and turn it into the Human Resources office

ACU’s workers’ comp insurance allows injured employees to use their own medical provider to treat work-related injuries or illnesses, as long as the provider accepts workers’ compensation insurance.   It is the employee’s responsibility to verify if the healthcare provider accepts this insurance. An employee may choose to be treated by providers that will not accept workers’ compensation insurance but the employee will be responsible for paying for the medical treatment.

Refer to the Work Related Accidents and Injuries Policy to obtain additional guidance on workers’ comp requirements and procedures.

General Liability Insurance
The university carries general liability insurance to protect it and the public from any danger or injury due to the negligence of the university. In case of such damage or injury, the university should be notified immediately. No employee or department head is authorized in any manner whatsoever to assume or admit liability for and/or on behalf of the university.

Student Entertainment Reimbursement Form

PURPOSE
In an effort to help facilitate fellowship of faculty and staff with students outside the classroom, Abilene Christian University has promoted the reimbursement of entertainment. Entertainment reimbursement forms may be used to reimburse faculty and staff for expenses incurred due to off-campus entertaining of at least 8 currently enrolled students at a time. Each reimbursement is limited to a maximum of $40 which may be redeemed through Accounts Payable. The university will budget a total of $25,000 per fiscal year for this purpose. This budgeted amount will be used on a “first come, first served” basis.

Entertainment reimbursements must be used within the following guidelines:

1. Employees are limited to 10 reimbursable events per fiscal year. Any event that exceeds this number may be subject to being charged to the employee’s respective department.

2. Any reimbursements exceeding the university’s $25,000 per fiscal year limit will be charged back to that employee’s respective department.

3. Each entertainment reimbursement must have a supervisor’s approving signature. An employee may not sign for his or her own reimbursement.

The information on the reimbursement form must include the employee’s name and department, the number of students entertained, the date the students were in the employee’s home. The names of the students must be provided on the supplemented sign in sheet.

403(b)
It is critical to plan for your retirement. Making 403(b) contributions is an important step toward achieving your financial goals for later in life. We offer several options to help you make the most of your retirement and live a secure and happy life once your work years are behind you. A 403(b) plan can be a powerful tool in promoting financial security in retirement. The Abilene Christian University 403(b) Plan helps eligible employees save and invest for retirement while receiving certain tax advantages.

Eligibility 
Full-time, reduced full-time and half-time employees can make a percentage of base pay contribution into a 403(b) retirement plan. In turn, the university will contribute a matching amount into the plan. Employees have the option of contributing an amount of 0% to 8% of base pay into the 403(b) retirement plan. ACU will then contribute an equal percentage of an employee’s base pay into the plan, to a maximum of 8%. This retirement option gives participants the freedom of allocation changes and a three-year cliff vesting.

For information on your retirement plans, please visit our TIAA-CREF website at www.tiaa-cref.org/acu. The contact phone number for TIAA-CREF is 1-800-842-2733.

Employee Contribution Employer Matches
0% Mandatory 0%
1% Optional 1%
2% Optional 2%
3% Optional 3%
4% Optional 4%
5% Optional 5%
6% Optional 6%
7% Optional 7%
8% Optional 8%

 

Contributing to the Plan
If you are or will be age 50 or older in this calendar year and contribute the maximum allowed to your account, you may also make “catch-up contributions” to your account. The catch-up contribution is intended to help you accelerate your progress toward your retirement goals. Contact your Plan Administrator for more details.

Changing or Stopping Your Contributions
You may change the amount of your contributions any time. All changes will become effective as soon as administratively feasible and will remain in effect until modified or terminated by you. You may discontinue your contributions anytime. Once you stop making contributions, you may start again at any time.

Supplemental Retirement Annuity
Employees may also choose to pay additional funds into a tax sheltered Supplemental Retirement Annuity (SRA). However, these funds are not matched by the University. SRAs may be elected at the participant’s discretion; changes to the pretax deduction may be made at any time during the year. Any such election shall be effective with respect to Payroll Periods beginning after the Administrator’s receipt of the completed election form. Contact Human Resources for more information.

Retirement Election Form (403b)
403(b) Summary Plan Document

Leave/Time Off

PURPOSE   
To provide staff employees with time to be with family during the Christmas/New Year’s season.

SCOPE
This benefit applies to full-time and half-time employees.

BENEFIT
University offices are closed during the normal work days which fall between Christmas Eve and New Year’s Day holidays.  This period of time is known as Christmas Closure.

During Christmas Closure:

  1. All offices will be closed unless prior approval is obtained by the division vice president.  Offices are strongly discouraged from working on upgrades, preventative maintenance and other types of work that would require staff to work on non-emergencies during Christmas Closure.
  2. Other offices, such as Physical Resources and Information Technology, will have a staff member on call in case of emergency.

Full-time and half-time employees who work a minimum of 20 hours per week (.5 FTE) are eligible as follows:

Non-Exempt Staff

  1. Eligible non-exempt staff who are not required to work during Christmas Closure are paid for the days at their normal rate of pay, based on their regularly scheduled hours (according appointed annual FTE).
  2. Eligible non-exempt staff who are required to work during Christmas Closure will be paid for actual time worked.  In addition, they will be compensated for the hours they worked during the Closure in one of the following ways:
    • They will be given additional paid time off (equivalent to the number of hours they are required to work during Christmas Closure week) during the week preceding or following the Christmas Closure, to allow time with family and friends.  If hours worked during the Christmas Closure week exceed 40, the hours over 40 must be paid at one-and-one-half (1.5) times their regular pay.  If the additional time off cannot be taken in the weeks immediately preceding or following Christmas Closure due to work schedule considerations determined by the supervisor, the eligible non-exempt staff would be given the opportunity to take the paid-time-off prior to the end of the fiscal year (May 31), according to the dates mutually agreed upon by employee and supervisor.
    • OR
    • They will be paid one-and-one-half times their regular rate of pay.
      The supervisor and the employee will mutually agree on which compensation method is most appropriate.


Exempt Staff

Eligible exempt staff are paid for Christmas Closure at their normal rate of pay regardless of whether or not they are required to work.  If they are required to work during Christmas Closure:

  1. they will be given additional paid time off (equivalent to the number of hours they are required to work during Christmas Closure week) during the week preceding or following the Christmas Closure, to allow time with family and friends.
  2. If the additional time off cannot be taken in the weeks immediately preceding or following Christmas Closure due to work schedule considerations determined by the supervisor, the eligible exempt staff would be given the opportunity to take the paid time off prior to the end of the fiscal year (May 31), according to dates mutually agreed upon by employee and supervisor.


Limitations and Exclusions

Temporary staff, part-time staff and staff on unpaid leaves of absences are not eligible for pay during Christmas Closure.

Observed by Abilene Christian University

All holidays listed will be observed on the date(s) shown. To see a full description of the Holiday Benefit, please see our Benefit Program.The Purpose of the policy is to provide competitive paid-time-off benefits to recognize traditional holidays. This policy applies to full-time, reduced full-time, and half-time staff employees. To see how many hours per holiday or how sick leave and vacation leave accrue, please see the leave accrual chart.

ABILENE HOLIDAY CALENDAR

Holiday 2019 2020 2021 2022 2023
NEW YEAR’S DAY Tues., Jan. 1 Wed., Jan. 1 Fri., Jan. 1 Fri., Dec. 31, 2021 Mon., Jan. 2
MARTIN LUTHER KING’S BIRTHDAY Mon., Jan. 21 Mon., Jan. 20 Mon., Jan. 18 Mon., Jan. 17 Mon., Jan. 16
SPRING BREAK* (ONE DAY) Mar. 11 – 15 (Offices closed Fri., Mar. 15) Mar. 9 – 13 (Offices closed Fri., Mar. 13) Mar. 8 – 12 (Offices closed Fri., Mar. 12) Mar. 14 – 18 (Offices closed Fri., Mar. 18) Mar. 13-17 (Offices closed Fri., Mar 17)
GOOD FRIDAY Fri., Apr. 19 Fri., Apr. 10 Fri., Apr. 2 Fri., Apr. 15 Fri., Apr. 7
MEMORIAL DAY Mon., May 27 Mon., May 25 Mon., May 31 Mon., May 30 Mon., May 29
INDEPENDENCE DAY Thurs., July 4 Fri., July 3 Mon., July 5 Mon., July 4 Tues., July 4
FALL BREAK** Fri., Oct. 25 Fri., Oct. 23 Fri., Oct. 22 Fri., Oct. 28 Fri., Oct. 27
THANKSGIVING Wed., Nov. 27 – Fri., Nov. 29 Wed., Nov. 25 – Fri., Nov. 27 Wed., Nov. 24 – Fri., Nov. 26 Wed., Nov. 23 – Fri., Nov. 25 Wed., Nov. 22 – Fri., Nov. 24
CHRISTMAS Mon., Dec. 23 – Tues., Dec. 31 Thurs., Dec. 24 – Thurs., Dec. 31 Fri., Dec. 24 – Thurs., Dec. 30 Mon., Dec. 26 – Fri., Dec. 30 Mon., Dec. 25 – Fri., Dec. 29

*Offices will remain open Monday through Thursday of Spring Break unless otherwise directed by the division of the vice president.
**Classes are in session on Labor Day therefore offices will be closed on Fall Break in lieu of Labor Day.

DALLAS HOLIDAY CALENDAR

Holiday 2019 2020 2021 2022 2023
NEW YEAR’S DAY Tues., Jan. 1 Wed., Jan. 1 Fri., Jan. 1 Fri., Dec. 31, 2021 Mon., Jan. 2
MARTIN LUTHER KING’S BIRTHDAY Mon., Jan. 21 Mon., Jan. 20 Mon., Jan. 18 Mon., Jan. 17 Mon., Jan. 16
GOOD FRIDAY Fri., Apr. 19 Fri., Apr. 10 Fri., Apr. 2 Fri., Apr. 15 Fri., Apr. 7
MEMORIAL DAY Mon., May 27 Mon., May 25 Mon., May 31 Mon., May 30 Mon., May 29
INDEPENDENCE DAY Thurs., July 4 Fri., July 3 Mon., July 5 Mon., July 4 Tues., July 4
LABOR DAY Mon., Sept. 2 Mon., Sept. 7 Mon., Sept. 6 Mon., Sept. 5 Mon., Sept. 4
THANKSGIVING Wed., Nov. 27 – Fri., Nov. 29 Wed., Nov. 25 – Fri., Nov. 27 Wed., Nov. 24 – Fri., Nov. 26 Wed., Nov. 23 – Fri., Nov. 25 Wed., Nov. 22 – Fri., Nov. 24
CHRISTMAS Mon., Dec. 23 – Tues., Dec. 31 Thurs., Dec. 24 – Thurs., Dec. 31 Fri., Dec. 24 – Thurs., Dec. 30 Mon., Dec. 26 – Fri., Dec. 30 Mon., Dec. 25 – Fri., Dec. 29

Note: Personal Floating Holiday — 1 per calendar year, does not rollover, mark as holiday on timesheet

PURPOSE
To provide a competitive paid time-off holiday benefit.

SCOPE
This benefit applies to full-time, reduced full-time and half-time staff employees.

BENEFIT

  1. Full-time, reduced full-time and half-time staff employees are eligible for holiday pay.
  2. The following days are recognized as university-paid holidays.  University offices are closed on these days unless otherwise noted:
    • New Year’s Day
    • Martin Luther King’s Birthday
    • Friday of Spring Break*
    • Good Friday
    • Memorial Day
    • Independence Day
    • Fall Break**
    • Thanksgiving (Wednesday prior to Thanksgiving Day through the Friday following Thanksgiving Day)
    • Christmas Closure

*The Abilene campus will be open Monday-Thursday of Spring Break. ACU Dallas will have a floating holiday in lieu of Spring Break.

**Classes are in session on Labor Day, therefore offices will be closed on Fall Break in lieu of Labor Day.

  1. Unless otherwise noted, university-paid holidays which fall on a Saturday will be observed on the preceding Friday; paid holidays which fall on a Sunday will be observed on the following Monday.
  2. If a university-paid holiday falls during an employee’s scheduled vacation, the holiday will not be counted as vacation taken.
  3. An employee who separated employment from the university on the last scheduled workday preceding a holiday will not receive holiday pay.  An employee who begins employment the day after a holiday will not receive holiday pay.
  4. A paid holiday not worked will not be credited as a regular work day for computation of weekly overtime.  An exempt employee required to work on a holiday will be given another day off at a time mutually convenient to the employee and the university.
  5. University holidays will be posted on the Human Resources webpage at www.acu.edu/hr.
  6. Holiday hours accrue on a calendar year basis and must be taken before the last working day of the calendar year.
  7. For reduced full-time and half-time employees, if a holiday falls on a regularly scheduled work day, he/she will receive holiday pay for the number of hours normally worked on that day.  If a holiday falls on a day on which he/she is not schedule to work, no holiday pay will be granted.

PURPOSE
To provide a means for employees to secure limited time off when such time is needed for jury duty.

SCOPE
This benefit applies to full-time employees.

BENEFIT
The university grants leaves of absence with pay to employees for time spent on jury duty.  If the time covered is for only a partial day, or for less than seven days, the employee may keep any compensation paid by the court for such service.  If it is for seven days or more at a time, the employee will give to the university any compensation paid by the court.

PROCEDURE
Employees will continue to be covered under all insured benefit plans while they are on jury duty.

As of June 1, 2005 ACU is pleased to offer the Shared Leave Bank for Employees. Questions regarding the Shared Leave Bank should be addressed to the Human Resources office.

Purpose
The Sick-to-Service (S2S) program was designed to give employees an option to utilize banked sick hours for service related projects and activities.

Program Details

  • This program is effective January 1, 2017, updated 10/2/19.
  • Employees who maintain a balance of 240 hours (six weeks) of sick leave are eligible to apply to transfer up to 40 hours (five days) of sick leave hours to S2S service hours each calendar year.
  • S2S hours can be used for supervisor approved activities and functions. Please see list below for example organizations that are approved for S2S.
  • Each department is given the flexibility to establish “blackout” dates during their office’s busy season in which S2S could not be used.
  • Employees will need to submit a Request for Transfer Sick to Service (S2S) Hours for approval at least 14 days in advance to their direct supervisor.
  • If approved, employees will mark their service hours as sick leave on the appropriate time sheet or leave report.
  • Employees do not have the option to donate service hours to a bank or individual.


S2S Example Approved Organization List
Abilene Food Bank
ACU Mission Trips
ACU Spring Break Campaigns
Big Brothers/Big Sisters
Christian Service Center
Church sponsored Mission Trips
City Square
Compassion International
Disability Resource Incorporated
Faithworks
Global Samaritan
Habitat for Humanity
LiveBeyond
Meals on Wheels
Mission Lazarus
Noah Project
Regional Victim Crisis Center
Salvation Army
United Way

Other organizations may also be considered for approval.

PURPOSE
To provide a paid-time-off benefit that will provide a restful break in year-round routine and support the university’s goals to attract and retain quality employees.

SCOPE
This benefit applies to all full-time, reduced full-time and half-time staff employees of the university.

BENEFIT
ACU encourages each staff employee to take an annual vacation as paid time off away from work.  The university does not provide vacation pay unless vacation time is actually taken as time off from work, or upon separation of employment.

An employee earns vacation based on hours worked.  Vacation hours accrue each pay period.

ELIGIBILITY AND ACCRUAL

  • A staff employee may begin to use vacation hours as they accrue.  The employee’s supervisor gives approval to specified days off from work.
  • As vacation hours are taken, the remaining unused hours can be found on banner self serve at my.acu.edu.
  • Vacation accrual rates are as follows:
Years of Service Amount of Vacation Vacation Accrued Per Month
0-4 Years 80 hours 6.67 hours
5-9 Years 120 hours 10 hours
10-14 Years 140 hours 11.67 hours
15+ Years 160 hours 13.34 hours
  • The amount of vacation increases on the employee’s anniversary date at 5, 10 and 15 years.
  • Reduced full-time and half-time staff employees accrue their vacation allowance on the same basis as full-time staff employees, except it is prorated according to the number of hours they worked.
  • Vacation time is not earned during an unpaid leave of absence.  When an employee returns to active status, vacation time begins accruing again
  • Unused vacation (up to 80 hours) will be paid to employees upon separation provided they (1) have completed one year of continuous service, (2) have given two weeks notice, (3) do not use vacation as the last two weeks of employment unless approved by their immediate supervisor, and (4) have reported vacation time adequately and promptly during employment. Pay will be computed based on the rate earned at the time of separation.


SCHEDULING

  1. Vacations may be taken by weeks, days, or hours.
  2. Only 80 hours of vacation may roll forward to the following year.
  3. Selection of vacation dates is subject to approval by the employee’s supervisor.
  4. If a university-paid holiday falls during an employee’s vacation, the holiday will not be counted as vacation taken.  The employee may extend the vacation by one day or take the vacation day at a later date.
  5. Each supervisor should maintain a department schedule and record of the vacation time taken by each employee.
  6. Employees may not use vacation time as the last two weeks of employment unless approved by their immediate supervisor.

Final day to use vacation balance for the current calendar year is January 2, 2021

The following information is important to know about how banner “rolls” your vacation balance at the end of the calendar year.

First, hours used during the pay period are subtracted from your balance.

Second, hours earned are added to your balance.

Finally, if your balance exceeds 80 hours at that point, your balance will roll and show 80 hours available for your use for the new calendar year. Your new balance will be reflected on January 8, 2021 paycheck.

It is important to note that if your balance is close to 80 hours, you must anticipate the accrual that will happen on the 1/8/21 payroll and factor that in to determine if you will lose any vacation hours. Final day to use vacation balance for the current calendar year is January 2, 2021. 

Vacation Accruals

Vacation accrues based on the number of hours you work each pay period, and on your years of service.  Please refer to the following chart to determine how many hours you could receive per month and annually if you are a full time employee.

Note: Reduced full-time and half-time staff employees accrue their vacation allowance on the same basis as full-time staff employees, except it is prorated according to the number of hours worked.

Years of Service Amount of Vacation Vacation Accrued Per Month
0-4 Years 80 hours 6.67 hours
5-9 Years 120 hours 10 hours
10-12 Years 140 hours 11.67 hours
15+ Years 160 hours 13.34 hours

Leave balances are updated when each payroll is processed.