Human Resources

Frequently Asked Questions

Exit/Resignation

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.

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.

Timesheets, Email, and the Illinois Tech Portal

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 73375 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.

Updating Information

These forms can found online at:

They must be printed and signed before returning to Payroll.

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.

You can change your address through the Illinois Tech Portal. All information entered here is reflected immediately in Banner.

  • Access the Illinois Tech Portal
  • Search for "Update Contact Information"
  • Change any items that need to be updated

Benefits

Full time faculty and staff, as well as part time staff who work at least 23.25 hours per week (60% of a full time schedule) for 90 days or longer are benefits eligible.

A very small number of adjunct faculty who have heavy teaching loads may be eligible for health insurance only based on their calculated hours worked over the prior calendar year.

Long term part time but otherwise non benefits eligible employees who work at least 500 hours in two consecutive years, will be notified about their eligibility to participate in the retirement plan on an unmatched basis. 
 

Most benefits begin the first of the month after hire, unless the hire date is the first of the month in which case benefits begin immediately. New employees have 31 days from their hire date to make benefit elections, and elections made after the benefit start date but within the new hire enrollment period will be set up retroactively.

Staff only are covered under the Staff Salary Continuation (short term disability) plan, which becomes effective on the 91st day of employment.

Tuition Remission benefits are available beginning the semester after hire.

Medical, dental, and vision benefits end on the last day of the month someone leaves the university. Exiting employees will receive information on continuation options under COBRA within 15 days of their coverage ending.

Flexible Spending Accounts (FSAs) are deactivated following the last day of the month someone leaves the university, but have until March 31 of the following year to submit claims for reimbursement. Individuals who are underspent on Healthcare or Limited Purpose FSAs will receive information on continuation options under COBRA within 15 days of their coverage ending. 

Life insurance coverage ends on the last day of employment. Individuals wishing to convert their group life coverage to a whole life policy or port their supplemental life to a personal term life policy should contact Human Resources to obtain the required forms.

Retirement Plan participation ends once your final contributions have posted and your status with TIAA and/or Fidelity is set to Terminated or Retired. This typically happens within 5 business days of your final check being issued, and once it does you may roll your funds out of Illinois Tech’s plan, begin distributions, etc. If you have at least $7,000 in the plan, you may leave your funds in the plan until such time at which are required to take minimum distributions (RMDs) due to having attained the current age threshold for RMDs.

Individuals taking classes under the Tuition Remission benefit who leave the university before the midpoint of the semester will be responsible for all tuition charges for the semester.

Additional detailed information can be found on the Resignation and Exit Process page of our website.

Benefits eligible faculty and staff may cover legal spouses, civil union partners, and dependent children under age 26 under the medical, dental, and vision plans. However, dependent children are only covered until age 23 under the supplemental life policy and for Tuition Remission purposes. Proof of relationship documentation is required in order for employees to enroll their dependents.

Please visit the Benefits page of our website. The main page will link to individual benefits pages that have detailed information, including rates, certificate booklets, and additional highlights for each plan.

Retirement Plan changes are allowed at any time during the year via Banner Self Service. Individuals electing the match for the first time will need to submit a new enrollment form. Additional information is on the Retirement Plan page of our website.

Commuter benefits for pretax parking and transit elections may be made each month. Changes must be made through individuals’ WageWorks accounts by the 10th of each month for the following month’s benefit (e.g., you must order your June transit pass no later than May 10).

Most other benefits can only be changed during the annual Open Enrollment period, typically held in early November each year, or within 31 days of a qualified life status changing event.

Employees who have been approved for extended leaves of absence may be able to temporarily make changes to their benefits, but should reach out to Human Resources for guidance.

Most benefits may only be canceled during the annual Open Enrollment period, typically held in early November each year, or within 31 days of a qualified life status changing event.

Retirement Plan changes are allowed at any time during the year via Banner Self Service. Individuals electing the match for the first time will need to submit a new enrollment form. Additional information is on the Retirement Plan page of our website.

Commuter benefits for pretax parking and transit elections may be canceled or changed each month. Changes must be made through individuals’ WageWorks accounts by the 10th of each month for the following month’s benefit (e.g., you must cancel your June transit pass no later than May 10, otherwise you are locked into the order).

The first step should always be to reach out to the insurance company and your provider to determine whether or not a billing error might have been made. You can find vendor contact information on our benefits pages (individual pages for each benefit are linked to the main Benefits page of our website). 

Once you have contacted the insurance company and your provider, if you need additional assistance or clarification, you are welcome to reach out to Human Resources

Individuals covered under the BCBS health plan have access to the Global Core program which provides coverage to traveling members and their families. BCBS advises members contact them prior to travel so they can assist in providing information and finding providers based on where the member is traveling. Additional information on this program is available on the Health benefits page of HR’s website.

All benefits eligible employees have access to the Travel Assist program through BCBS Ancillary. This program provides medical evacuation services in the event an individual needs to get back to the U.S. in a medical emergency for individuals traveling for personal reasons. A flier is available on the Life Insurance page of HR’s website.

Benefits eligible faculty and staff who are traveling overseas on university business are covered under our travel accident policy through Cigna. This benefit includes not only services for those who need medical attention while traveling, but also assistance with pre-trip planning with requirements such as vaccinations, visas, and other needs. Additional information is available on the Other Benefits page of HR’s website.

Absolutely! The Benefit Resources page of our website has a variety of short videos designed to give a quick overview of benefit terminology, how plans operate, and more. There are also longer videos that provide overviews of Illinois Tech specific plans, and additional features of our plans that are lesser known but can be incredibly valuable.

Other Questions

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Contact Access, Card, and Parking Services for assistance.