Human Resources

Frequently Asked Questions

Reduced Schedule Positions and Positions Transitioned from Full-Time to Part-Time as well as Other Flexible Work Arrangements

Employees who are not actively working do not have to complete timesheets; otherwise, whenever an employee is working, regardless of location, the employee must complete a timesheet and report all hours actually worked.

For employees who are paid hourly, there will be no proration. Such employees are paid for actual hours worked. So, an employee who transitions to a reduced schedule or a part-time position will simply not receive salary for hours not worked. For example, if an hourly employee’s reduced schedule arrangement did not call for the employee to work in May, June, and July, the employee would not receive a paycheck for these months.

For salaried employees, your salary will be prorated to reflect the reduced hours you work or the months that you will not be scheduled to work as of the first day that the new arrangement takes effect. So, for example, if you make $80,000 as a 12-month employee, and you transition to a 9-month employee or from full-time to 75% time, then your pro-rated salary will be $60,000, which is 75% of $80,000. Salaried employees will receive their pro-rated salary distributed over the course of the full calendar year in accordance with the University’s normal payroll schedule and practices.

In short, non-exempt employees must record all hours work on their timesheets, regardless of where such hours are worked, and they will be paid for any overtime worked in the paycheck for that period. Specifics on how the University pays for any time worked beyond normal hours is set forth in Section B.2. of the Human Resources Policies and Procedures Manual.

 

Your health benefits elections will not change; however, if your prorated salary causes you to fall into a lower salary tier, then your benefit premiums will correspond to the salary tier of your adjusted salary. For exempt employees, premiums will continue to be deducted from your regular paychecks, which will be paid over the course of the full calendar year. For non-exempt employees, as you will not be receiving paychecks during the periods that you are not scheduled to work, you will be responsible for submitting the amount of your portion of the monthly premium to Human Resources in order to maintain your benefits, and you should discuss arrangements for making these premiums with Human Resources prior to any transition taking effect. If you fail to submit your share of the monthly premium, then your benefits will be discontinued.

If your commuter account is set up as a recurring order, or every month, you should suspend your transit/parking passes and the associated deductions while not actively working. You do this by logging in to Wage Works at www.wageworks.com. As a reminder, the Wage Works change order deadline is 10:59 CST of the 10th day of the month prior to the month that the change is to take effect. So, you want a change to take effect on June 1st, you need to submit the change on or before 10:59CST on May 10th.

This benefit remains in place as long as you are actively working, and employees who work a reduced schedule will continue to be deemed active during the period they are away from the University as the expectation of the employee and the University is that the employee will be returning to work. However, although your life insurance will remain in effect, it will be based on your prorated salary. If you have elected Supplemental Life, your premiums will decrease based on your new coverage volume (i.e., your new prorated salary). Additionally, non-exempt employees will be responsible for submitting their monthly premiums for Supplemental Life during the periods they are not receiving paychecks. If you fail to submit your share of the monthly premium, then your Supplemental Life coverage will be discontinued, but not the basic coverage provided at the University’s expense. For exempt employees, premiums will continue to be deducted from your regular paychecks, which will be paid over the course of the full calendar year.

In general, as long as you are benefits eligible, meaning that you are working at least 23.25 hours per pay period, you are eligible to receive a 403(b) contribution. Retirement plan contributions are tied to salary; therefore, your contributions will be based on your prorated salary. For non-exempt employees, retirement contributions and deductions will be made only during the periods that you are actively working and, therefore, receiving paychecks; contributions will not be made during any period during which you are not receiving a paycheck. For exempt employees, contributions based on your new prorated salary will be deducted from the regular (26) paychecks that you receive. You may need to adjust your 403(b) election if you would like to keep the dollar amount of your elective deferral the same.

Yes, you and your family members may continue to use Lifeworks.

Sick and vacation time are prorated based on the number of hours you work, and will, consistent with applicable University policy and practice, be accrued over the course of the year – 26 pay periods. By way of example, if you transition to a 9-month position, you will accrue vacation at a rate of 75%. So, if your vacation accrual rate in your 12-month position was 4.48 per pay period, then, upon transition to the 9-month position, your vacation accrual rate would be 3.36 accrued over each of 26 pay periods. Sick time would be accrued under the same formula.

Yes, you may continue to use these benefits/facilities as you otherwise would.

Yes, you and your family may attend the picnic.

Working a job outside of the University is at your discretion as long as you continue to meet the expectations of your job at Illinois Tech, including but not limited to, work hours, responsibilities and applicable work rules. Working in other departments, must have the approval of both unit leaders (Vice Provost/President or Dean) in consultation with Human Resources.

It can be discussed as an option in consultation and approval of the Vice Provost/President, Dean and Human Resources.

Not necessarily. It is the needs of the business unit that primarily drive the use of reduced schedule positions rather than the personal needs of the employee. It is likely that once a determination is made to reduce a position, it will remain that way for some time unless the needs of the unit change. However, if the needs of the unit do change such that the position needs to revert to a 12-month position or full-time, then you will be expected to revert to working such schedule.

As long as you are actually working, you will remain eligible for taking approved University holidays off with pay. So, by way of example, if you are in a 9-month position that has you not working June, July, and August, you will not be expected to work Labor Day, but you will still get paid. However, you will not be paid for Independence Day.

No. Nothing in this policy is meant to imply that the University will adopt summer hours. The option for summer hours at the university or department level is not available.

As the policy to which these FAQs respond is subject to change at the discretion of the University, these answers only reflect the policy as it currently exists, and these answers are not binding on the University in the event the underlying policy is revised. In the event of any actual or perceived conflict between these FAQs and the policy as it currently or may exist in the future, the terms and provisions of the policy will always govern and control.

Changing a Doctor or Dentist

  • BCBS
    • Neither health plan through BCBS requires that you choose a primary care physician.
    • However, the Network PPO plan requires that a PPO provider within the BCBS network be used in order to receive a benefit. If your doctor recommends a specialist, it is also your responsibility to make sure that this specialist is part of the PPO provider directory.
    • To find a PPO provider, you may call 800.548.1686 or search online. Be sure to select "PPO (Preferred Provider Organization)" from the "Group Products" drop-down menu.
  • Dental
    • The Delta Dental DHMO Plan allows each participant to change his or her dentist once per month; this change must occur by the 15th of the month to be effective the first of the following month. The participant should contact Member Services at 800.323.1743, and ensure the new provider is accepting new patients before switching providers.
  • Vision (BCBS – included with health coverage, no additional premium)
    • Blue Cross Blue Shield offers a vision benefit of an eye exam with a co-pay of $20/$40 (specialist) and up to $200 every 24 months for each covered individual. The $200 benefit applies to refractions, prescription sunglasses, and the cost of prescription eyewear (including contact lenses). BCBS also has a partnership with EyeMed, which provides additional discounts at point-of-sale for those who utilize EyeMed providers. For a list of providers, use the BCBS provider finder tool available at www.bcbsil.com and select “Find a Vision Provider” under More Searches.
  • Vision (EyeMed – stand-alone vision plan, additional premium cost)
    • The EyeMed Vision Plan does not require that you choose a primary care provider. However, some services are not eligible for reimbursement at out-of-network providers. To find an EyeMed provider, visit www.eyemedvisioncare.com.

Commuter Program/ Transit

The program, administered by WageWorks, allows you to pay, with pre-tax dollars up to the annual IRS monthly maximum, in parking and/or mass transit expenses. Elections should be made directly with WageWorks at www.wageworks.com, and may be changed monthly. The deadline is 11:59pm Eastern Standard Time on the 10th of each month for changes effective the following month.

  • For information parking permits on-campus using pretax dollars on the State Street Campus, please click here.
  • The Adam Campus does not offer designated employee parking, but discounts may be available. Inquire on location.
  • For Rice and Moffett campuses, there is no charge for parking.

Coverage of Dependents and COBRA

  • Dependent children can be covered by your BCBSIL Health Plan up to the last day of the month that they turn 26.
  • Dependent children can be covered by Delta Dental plan up to the last day of the month that they turn 26.
  • Dependent children can be covered by the EyeMed Vision plan up to the last day of the month they turn 26.

Once the dependent reaches the maximum age, WageWorks will notify them of their eligibility for COBRA. The dependent may continue with IIT's insurance plan(s) for up to 36 months. The former dependent will be provided an individual plan, and pay individual rates for COBRA. Please contact Human Resources for COBRA rates.

Once you receive the notification of ending coverage, a previously covered member has 60 days to enroll in COBRA. The forms should be signed and returned to WageWorks as soon as possible. WageWorks will then bill the member for premiums every month by mail.

Disability Benefits and Leave Benefits

IIT provides two disability plans at no cost to eligible employees who are automatically enrolled:

  1. Staff Salary Continuation: A short-term disability plan of up to 25 weeks for absences exceeding seven calendar days. This benefit provides 60% of base pay up to a maximum of $7,500 per month after exhausting all accrued sick time, personal days and vacation time to a balance not to exceed ten vacation days. This benefit is administered through Fort Dearborn. This benefit is not available for faculty.
  2. Long-term disability: A plan through Fort Dearborn offers income protection for a disability lasting more than 180 days. The plan provides income replacement at 60 percent of base pay to a maximum of $7,500 per month.

If you have been out of the office for at least 7 calendar days, contact Human Resources immediately for a claim form for Staff Salary Continuation.

The health, dental, vision, life and disability plans may be continued during Family and Medical Leave (FMLA), extended medical leave or personal leaves. The university will continue its employer contribution portion towards these plans if the employee is on an approved medical leave, and the employee will receive an invoice for his/her portion of premiums during any unpaid leave period. The employee is sent an invoice and payment is required at the end of the month for the following month’s coverage. Failure to pay the required premium will result in cancellation of coverage with the employee eligible to reinstate coverage at the next Open Enrollment.

An employee is responsible for the full cost of coverage for all other types of plans and during all other types of leaves. The employee is sent an invoice and payment is required at the end of the month for the following month's coverage. Failure to pay the required premium will result in cancellation of coverage with employee eligible to reinstate coverage at the next Open Enrollment.

Enrolling in Benefits

Annual Enrollment is held in the Fall of each year for all benefits. Changes in insurance coverage as well as adding/ dropping eligible dependents may be done at this time for a January 1 effective date.

Can I make changes to my health, vision, and/or dental insurance at any time other than Annual Enrollment?

A change may be made within 31 days of a qualified change in family status. Examples include: birth, adoption, marriage, divorce, death or change in spouse's employment status. Please visit the Life Events section of our website for details regarding changes outside of Annual Enrollment

Flexible Spending Accounts

You are eligible to participate in a Flexible Spending Account (FSA) if you are a benefits-eligible IIT employee working at least 23.25 hours per week. Eligible employees may begin participation on the first day of the month after hire or during annual enrollment for an effective date of January 1.

The Healthcare Flexible Spending Account plan allows you to pay, on a pre-tax basis, for certain medical, vision, hearing or dental expenses that are not covered by insurance, including deductibles and co-payments. Please note that if you are covered under the university’s High Deductible Health Plan, you may only open an HSA-Compatible account.

The Dependent Care Flexible Spending Account allows you to set aside pre-tax dollars to pay certain child-care and elder-care expenses.

The maximum contribution that you can make to the medical/ dental expense portion of the FSA is $2,600 per plan year. For child/ elder care, it is $4,000 per plan year. Employees must re-enroll during the annual Open Enrollment period each year they wish to participate in Flexible Spending programs. Health care and dental premiums done by payroll deduction are automatically withheld pre-tax.

You can call Lifeworks at 800.456.1324. To access their website, point your browser to login.lifeworks.com. The login information is:

View Username and Password

Health Insurance

IIT offers health insurance through Blue Cross/ Blue Shield of IL (BCBSIL). Two types of PPO plans are offered – a Network PPO plan (you must go to physicians within the BCBSIL network only) and High Deductible Health Plan (HDHP), which utilizes the BCBS PPO network (however, you have the option to go to any physician in or out-of network). For more information about health insurance, please visit the Health Benefits detail page.

Yes, IIT’s plans do provide medical coverage through the BlueCard World Wide program. Dearborn National, IIT’s life insurance carrier also provides travel assistance during emergencies. Please see the Health Benefits page to view the BlueCard World Wide brochure, and the Life Insurance page to view the Travel Resource Services brochure.

Leaving/Ending Employment with IIT

Life and disability coverage ends on the last day of employment. Other insurance coverage ends on the last day of the month in which an employee separates if the premium has been paid. The BCBSIL health plan may be continued until Medicare-eligible if the retiree is at minimum age 55 and the combination of age and years of benefits-eligible service is at least equal to 65. There is no university-sponsored post-65 health plan. COBRA coverage is available for those not meeting the criteria indicated above. Schedules of cost and details on coverage are available in Human Resources.

Benefits continue through the last day of the month in which the employee separates if the premium has been paid (except life insurance and disability coverage, which ends on the last day of employment). Retirement plan contributions will be based on all final wages earned and terminal vacation pay (if applicable). If you are currently participating in the tuition remission program and leave your position before the end of the academic term, you may be billed by the Bursar's office. Consult the Tuition Remission policy, found at this page.

This information is reviewed with the terminating staff member by a representative from Human Resources during the exit interview.

It is imperative that an employee provides their department with at least a two-week (ten work-days) notice. Any time off taken (sick, vacation, or personal holiday) is subject to approval by the manager. Remaining vacation time will be paid out after an employee’s final check (no sick or personal time).

An employee's last day of work must be spent in the office; a vacation day is not acceptable.

  • Staff employees should complete the exit interview survey found at this link, and set up a time to meet with an HR staff member.
  • Your myIIT access will expire after your last day of employment with IIT. This will affect email, pay stubs, Banner Finance access, Blackboard (if applicable), PeopleAdmin, COGNOS, and any other ancillary systems connected with IIT.
  • Your IIT ID card will be deactivated, and should be sent to Access, Card and Parking Services on your last day.
  • If you move after your last day at IIT, email hr@iit.edu immediately to update your address to ensure the proper delivery of your final W2, as you will not be able to update your personal information.
  • Your final paycheck and any applicable payouts will be direct deposited; retirement contributions will be deducted from this paycheck.
  • Your procurement card must be surrendered on your last day, and any receipts must be turned in as soon as possible.
  • Passwords to voice mail, computers, email, and any ancillary systems should be left with your supervisor on your last day.
  • Any university property must be returned immediately.

Life Insurance

All benefits-eligible employees are automatically covered by a group term life and accidental death & dismemberment (AD&D) insurance policy. Coverage is provided through Fort Dearborn Life Insurance Company (FDL) with the following death benefits for each policy:

Less than age 65 two times annual salary
65-69 65% of two times annual salary
70-74 45% of two times annual salary
75-79 30% of two times annual salary
85 and over 20% of two times annual salary

You may update your beneficiaries at any time. Please complete the Beneficiary Form and submit to Human Resources.

 

Fort Dearborn Life (FDL) reviews all enrollment forms before an employee is approved for the plan, and occasionally will require additional information before approving an enrollee. Fort Dearborn will provide details as to what is needed (visit from an FDL doctor, blood tests, etc).

On-the-Job Injury

  1. State Street Campus employees injured on the job Monday through Friday between the hours of 9:00 a.m. and 5:00 p.m. should be sent to the Student Health Center if it is judged that only first aid is required.
  2. In more serious cases, the State Street Campus manager should contact Public Safety at 312.808.6300 to transport the injured employee to MercyWorks Occupational Medicine for treatment. MercyWorks’ hours are 7:30 a.m. to 5:30 p.m. Monday through Friday. It is located at 2600 South Michigan, telephone 312.567.2979. For emergencies, contact 911 and then contact Public Safety.
  3. All campuses may also refer injuries to a private physician, emergency room, or call 911 for emergency services. The manager must contact Human Resources immediately to report the injury.
  4. The manager must complete, within the next two working days a Workers’ Compensation Investigation Report, found here. Upon receipt, Human Resources will complete the documentation required by the state and the Occupational Safety and Health Administration and will coordinate follow-up.
  5. The injured employee is responsible to immediately contact his/her supervisor to report the outcome of treatment and to report the necessity of any further absence from work.
  6. Should the absence endure longer than three work days, wages for lost time are issued by IIT’s claims administrator.
  7. If the employee has been treated by an outside physician, he/she must bring a release from the attending physician and present it to the supervisor before returning to work.
  8. An employee released for work with restrictions must have his/her case reviewed by Human Resources prior to being scheduled to return to work.

Recruitment

Available positions are posted on our employment website at www.iitri.iit.edu. Employees are welcome to apply to any vacancy after a minimum of six months in their current position and if they are in good standing. An internal application is available for employees on the website above. HR strongly encourages employees to discuss their career goals and intentions before an interview is scheduled for a position. A list of positions currently open to internal candidates can be found in the Open Positions section.

Applicants are encouraged to log in to the employment website to check on the status of their application.

Retirement Plan

Please click here for the 403(b) contribution maximums.

At any time, but no more frequently than once every three months. Changes to contribution amounts are effective the first of the month after the Salary Reduction Agreement is turned in to Human Resources.

Download the Salary Reduction Agreement form with your changes and submit to Human Resources. If you are moving retirement plan vendors, please contact the vendors to begin the process, and then complete a salary reduction agreement and submit it to Human Resources.

I am signing up for a loan through TIAA, and have been asked to have HR sign an unmarried determination form. Who should I send this form to?

HR does not certify an employee's marital status; this is the responsibility of the employee. The employee should remind their TIAA representative that a letter is on file with them to this effect.

A base five-percent university contribution is supplemented by matching the employee’s contribution of up to an additional four percent when the employee chooses to make such additional contribution. Contributions may be invested in TIAA (www.tiaa.org) and/or Fidelity Investments (@work).

Employee Contribution IIT Contribution
0% 5%
1% 6% (5% base + 1% match)
2% 7% (5% base + 2% match)
3% 8% (5% base + 3% match)
4% 9% (5% base + 4% match)

Timesheets, Email, and myIIT

Contact the Support Desk at 7.3375 or supportdesk@iit.edu with your A number.

Contact the Support Desk at 7.3375 or supportdesk@iit.edu with your A number and portal login information.

Email hr@iit.edu for assistance with your PeopleAdmin passwords.

Contact the Support Desk at 7.3375 or supportdesk@iit.edu with your A number as well as the A numbers of the timesheets you should be able to approve.

If you are already in the HR system, email the Registrar (registrar@iit.edu) with your A number for access to Blackboard or other Academic Systems

Please see the Updating Information section below.

Visiting Faculty, Temporary employees through an agency, and those paid from another source (other than IIT’s payroll) may qualify for a guest email/portal account. The guest’s Department Contact should complete the Guest Email Account Request form, found at: . If approved, an email account will be created within 2 business days and login information will be emailed to the department contact.

Tuition Benefits

There are two types of tuition assistance at IIT. More information about tuition assistance can be found here:

  1. Tuition Remission for IIT classes: The university provides IIT tuition remission for full-time members of the faculty and staff and benefits-eligible part-time staff. The purpose is to enable the employee, his/her spouse and dependent children to pursue educational programs at the university. The student must complete an application for admission and be admitted to the university before Human Resources will approve a tuition waiver, found here. Please click here for additional information about the Tuition Remission Policy.
  2. Tuition Reimbursement for non-IIT classes: After one year of service, full-time staff apply to take take job-related classes outside of IIT using this application. More information about this program may be found here

IIT does not participate in tuition reciprocity with other schools in the Chicago area. A tuition discount does exist for Shimer classes (50% off of tuition), and Vandercook. Additionally, IIT has a Tuition Reimbursement program available to staff, as well as participates in Tuition Exchange. Read more about these benefits here.

Updating Information

You can change your address through myIIT. All information entered here is reflected immediately in Banner.

  • Access myIIT
  • Click on the Work tab
  • In the Employment Details box, click on Update Contact Information
  • When the page reloads, change any items that need to be updated

These forms can found online at:

They must be printed and signed before returning to Payroll.

You can change your address through myIIT. All information entered here is reflected immediately in Banner.

  • Access myIIT
  • Click on Banner Self-Service channel
  • Under Personal Information, change any items that need to be updated.
  • Human Resources will update your address for:
    • Health Insurance
    • Dental Insurance
    • Vision Insurance
    • Fort Dearborn Life insurance
    • Fidelity and/or TIAA
  • You must update your information directly with the vendor for:
    • Flexible Spending/Transit

Please visit Life Events for more detailed information.

  • Adding a Spouse to IIT Benefits: A spouse may be added to existing medical, vision, and/or dental insurance within 31 days of marriage by completing the appropriate enrollment forms and providing a copy of your certified marriage certificate.
    • Please note that there may be a corresponding change in your payroll deduction.
    • You may also choose to update your life insurance beneficiaries at this time.
    • To update retirement plan beneficiaries, contact Fidelity and/or TIAA directly.
  • Updating/ Changing Tax Exemptions: You may change the number of tax exemptions you claim on these Payroll forms:

Please submit these forms to Payroll for changes to take effect.

Human Resources requires proof of a new name on a Social Security Card to change a name in the Employment System. Once proper documentation is received, Human Resources will update the employee’s records, and a new email address will be generated.

Vacation

Vacation and sick accruals are posted in the Leave Details section of myIIT for those employees who earn paid vacation and sick time.

  • Access myIIT
  • Click on the Work tab
  • Click on Leave Details to find balances for vacation, sick and personal leave

Staff at IIT accrue vacation days annually as follows.

Non-Exempt Employees

Years of Service Days Accrued Annually Hours Accrued per Bi-Weekly Pay Period Maximum Accrual Amount
Thru the 5th year 10 2.99 116.25
6th thru 10th year 15 4.48 174.38
in the 11th year 16 4.77 186
in the 12th year 17 5.07 197.63
in the 13th year 18 5.37 209.25
in the 14th year 19 5.67 220.88
in the 15th year & beyond 20 5.97 232.5

Exempt Employees

Years of Service Days Accrued Annually Hours Accrued per Bi-Weekly Pay Period Maximum Accrual Amount
Thru the 5th year 15 4.48 174.38
in the 6th year 16 4.77 186
in the 7th year 17 5.07 197.63
in the 8th year 18 5.37 209.25
in the 9th year 19 5.67 220.88
in the 10th year & beyond 20 5.97 232.5

Other Questions

Access, Card and Parking Services can replace your lost or stolen ID card. A replacement fee may apply.

Contact Access, Card, and Parking Services for assistance.

IIT Email accounts can only be created on the employee’s first day, with submission of the following completed documents by the employee to HR:

  • Payroll Authorization (including appropriate signatures)
  • I-9 (HR completes with proper documentation supplied by employee)
  • Federal and Illinois W-4
  • Affirmative Action (full-time Faculty and Staff only)
  • Direct Deposit Form

HR will input the employee’s information into Banner and generate the email address. The account will be active after 1:00 PM that day. Human Resources will not create email accounts before an employee’s first day of work.

To update your emergency contact information, long in to MyIIT, go to the Work tab, and in the Employment Details box, click on Update Contact Information. You can add, change, and remove your emergency contacts there. The information updates in the system automatically.