Human Resources

Payroll Forms

Direct Deposit Form

Absence Request Form

Vacation Rollover Request (Fillable)

2024 Bi- Weekly Pay Schedule

2024 Semi- Monthly Pay Schedule

2021 Semi- Monthly Time Entry Handbook

2024 Monthly Pay Schedule

2023-2024 Work Study Pay Schedule

Banner Hourly Time Entry Handbook

Banner Web Time Entry for Students Handbook

Banner Web Time Entry for Approver's Handbook

Timesheet Quick Sheet

Understanding Your Paycheck

IRS Withholding Calculator

Federal Work-Study Program Payroll Procedures

Welcome to Lindsey Wilson College

The Federal Work-Study Program is designed for the purpose of assisting students in meeting a portion of their educational expenses and development of professional skills and attitudes relating to the employment field.

All new Federal Work-Study students need to complete proper employment forms before they begin work. The completion of these forms is necessary in order that the college can verify employment eligibility, as well as correctly enter the new student employee in our payroll system. In addition to the following forms listed below, the Human Resources Office must also verify original (no copies) documentation to confirm your indentify and eligibility to work in the United States. A Human Resources Office representative must see a valid, unexpired picture ID and documents that establish employment authorization, such as Social Security Card or Birth Certificate, before you begin your job assignment. No payments are made until all forms have been completed and documentation has been verified by Human Resources representatives.

Click the link to view a list of documents accepted by the U.S. Department of Homeland Security.

List of Acceptable documents

Forms to be completed

I-9 Form Employment Eligibility Verification

W-4 Form Federal Tax Witholding Form

K-4 Form Kentucky State Witholding Form

As a Federal Student Employee you are alloted to work only so many hours per academic year. If you need to verify how many hours you need to work to meet your obligation to the program, you can contact Kim Bryant in Student Financial Services at 270-384-8008. Federal Student Employees are not allowed to work over 20 hours per week. Any hours worked in excess of the awarded hours will not be paid.

Banner Web Time Entry for Students Handbook

You are responsible for submitting your timesheet online through Banner Self-Service. Timesheets are due the first Wednesday of the following month and payments are made the second Wednesday of the following month for the academic school year. Late timesheets will not be accepted. For Instructions on how to complete your timesheet please watch the Federal Student Employment Timesheet Video Tutorial.

If you have any questions relating to your timesheet, payroll forms or payments you can contact the Human Resources Office at 270-384-8203 or hr@lindsey.edu.

New Employee

Welcome to Lindsey Wilson College

All new employees need to report to the Human Resources Office before they begin work. The completion of the proper employment forms is necessary in order that the college can verify employment eligibility, as well as correctly enter the new employee in our payroll system. During the visit to the Human Resources Office, the new employee will be provided an overview and orientation regarding the operations of Lindsey Wilson College and its mission, as well as more detailed instruction on the job to which they will be assigned. It is expected that your supervisor or other designated person will provide you an opportunity to meet coworkers during the first few days on the job.

There are several procedural items which the College requires before you officially begin work. These items are designed to acquaint you with the College's operations and to make your work as efficient and problem-free as possible.

All employees are subject to a 60-day probationary period. During your probationary period, your employment can be terminated by you or the College without notice for any reason.

All employees are required to read and understand the College's Employee Handbook. If you have any questions about any part of the Handbook, please inquire with the Human Resources Office.

New Hire Forms

I-9 Form

W-4 Form

K-4 Form

Background Check - U.S. Information Search

Drug Policy

Open Enrollment

Open enrollment starts Monday, November 13, 2022 and ends Sunday, November 26, 2023

The benefit selections you make during Open Enrollment are effective January 1, 2024.

Lindsey Wilson College is committed to providing you with the best benefits that promote your health and well-being as part of your total benefit package.

Use this annual opportunity to review your current benefit selections and make choices for you and your family members that meet your needs.

Things to consider

• If you are not making any changes to your benefits, just log on to Employee Self-Service to review any benefit changes and complete Open Enrollment.
• If you are participating in the Flexible Spending health care and/or dependent care reimbursement account and wish to continue to participate in 2024, you must re-enroll.
• If you will be making changes to your medical, dental and vision plans, remember to select your change in Banner Self-Service and complete the necessary enrollment/change forms and return to the Human Resources Office.
• Open enrollment changes are in effect for the entire year unless you experience an IRS qualifying event (i.e. change in marital status, birth or adoption of a child). Contact the Human Resources Office within 31 days of the date of the event.

If you do not actively select your benefits for the upcoming year, you will be enrolled in the same benefit plans at the same level of participation that you have in the current year, with the exception of flexible spending accounts. (You must actively enroll in flexible spending accounts each year to participate.)

2024 OPEN ENROLLMENT

OPEN ENROLLMENT INSTRUCTIONS
EMPLOYEE BENEFITS OVERVIEW
ANTHEM HEALTH INSURANCE

• Forms to ENROLL in Health Insurance
• Forms to CHANGE Health Insurance Plans
• Forms to ADD SPOUSE to Health Insurance Plan
• Forms to ADD DEPENDENTS to Health Insurance Plan
• Forms to ADD FAMILY to Health Insurance Plan
• Forms to DROP DEPENDENTS from Health Insurance Plan
• Forms to TERMINATE Health Insurance Coverage
• Summary of Benefits Grid - CORE PLAN
• Summary of Benefits and Coverage - CORE PLAN
• Summary of Benefits Grid - BUY-UP PLAN
• Summary of Benefits and Coverage - BUY-UP PLAN

PARAMOUNT DENTAL INSURANCE

• Forms to ENROLL in Dental Insurance
• Forms to CHANGE Dental Insurance Plans
• Forms to ADD/DROP DEPENDENTS to or from Dental Insurance Plan
• Forms to TERMINATE Dental Insurance Coverage
• Summary of Benefits - CORE PLAN
• Summary of Benefits - BUY-UP PLAN

AVESIS VISION INSURANCE

• Forms to ENROLL in Vision Insurance
• Forms to CHANGE Vision Insurance Plans
• Forms to ADD/DROP DEPENDENTS from Vision Insurance Plan
• Forms to TERMINATE Vision Insurance Coverage
• Summary of Benefits - HIGH PLAN
• Summary of Benefits - LOW PLAN

LINCOLN SHORT-TERM DISABILITY

• To ENROLL in Short-Term Disability Insurance
• To TERMINATE Short-Term Disability Insurance Coverage
• Summary of Benefits - SHORT-TERM DISABILITY

LINCOLN VOLUNTARY LIFE INSURANCE

• To ENROLL in Voluntary Life Insurance
• To CHANGE Voluntary Life Insurance Plan
• To ADD DEPENDENTS to Voluntary Life Insurance Plan
• To DROP DEPENDENTS from Voluntary Life Insurance Plan
• To TERMINATE Voluntary Life Insurance Coverage
• Summary of Benefits - VOLUNTARY LIFE INSURANCE

AMERIFLEX FLEXIBLE SPENDING ACCOUNTS
Must complete a new application each year!

• Forms to ENROLL in Flexible Spending Account
• Summary Plan Description - AMERIFLEX

COLONIAL ACCIDENT CARE INSURANCE

• To ENROLL in Accident Care Insurance
• To CHANGE Accident Care Insurance
• To TERMINATE Accident Care Insurance

COLONIAL CANCER INSURANCE

• To ENROLL in Cancer Insurance
• To CHANGE Cancer Insurance
• To TERMINATE Cancer Insurance

COLONIAL CRITICAL ILLNESS INSURANCE

• To ENROLL in Critical Illness Insurance
• To CHANGE Critical Illness Insurance
• To TERMINATE Critical Illness Insurance

COLONIAL UNIVERSAL LIFE INSURANCE

• To ENROLL in Universal Life Insurance
• To CHANGE Universal Life Insurance
• To TERMINATE Universal Life Insurance

COLONIAL HOSPITAL CONFINEMENT INSURANCE

• To ENROLL in Hospital Confinement Insurance
• To CHANGE Hospital Confinement Insurance
• To TERMINATE Hospital Confinement Insurance

TIAA RETIREMENT

• To ENROLL in TIAA Retirement Plan
• To CHANGE/STOP contribution in TIAA Retirement Plan

Employee Benefits

The following is a summary of Lindsey Wilson College's benefits. For more details on these and other benefits, please consult the appropriate handbook. If you have any questions or concerns regarding LWC's benefits, please feel free to contact the Human Resources department.

Vacations

Employees of Lindsey Wilson College accrue vacation as follows:

• Regular full-time salaried and hourly employees in the active employ of the College receive 10 days per year(6.67 hours per month).
• The President's Cabinet and Executive Staff in the active employ of the College receive vacation as specified in their letter of appointment.

Note: Any full-time employee can earn an additional five days of vacation for every 10 years of service. However, in no case may any employee exceed 4 weeks (20 days) vacation per year.

The longevity service requirement is determined by the employee's anniversary date.

Completion of an approved absence request form, signed by the supervisor, is to be submitted to the Office of Human Resources. A two week prior permission is required. The decision for approval of a vacation period will be made by the supervisor, in consideration of the priorities of the College.

Employees must use all vacation days by June 30th of the current fiscal year or they will be forfeited.

Sick

Full-time eligible employees accumulate sick leave on the basis of 6 days per year or 1/2 day per month. In an effort to encourage employees to save accumulated sick days for unanticipated long time illness, the

College allows employees to accrue up to, but not to exceed, at any time, 30 days of accumulated and carried over sick time.

When an employee is off work for three or more days, the College requires that employees submit a doctor's statement before returning to work. Sick leave may be used to take care of immediate family members who are sick. Immediate family is defined as father, mother, sister, brother, child or grandparent and the mother or father of the employee's current spouse.

The College may, in its sole discretion, based on a specific employee request, agree to allow other employees to donate sick days to another employee under emergency situations. However, such employees must use all accrued sick and vacation hours they have available at the time of request. Any such request should be submitted on an absence request form, signed by the supervisor and forwarded to the Office of Human Resources.

Bereavement Leave

In the event of death in the immediate family, the employee will be allowed up to three consecutive working days off with pay to arrange and attend the funeral. If an employee requires more than three days, two additional days may be taken without pay. If more time than this five day period is needed, the employee may request a leave of absence as set forth in Section II, No. 13 of this Handbook. "Immediate family" shall mean the employee's current spouse, mother, father, sister, brother, child, son/daughter-in-law, grandparents and the mother and father of the employee's current spouse.

One day of bereavement leave to attend the funeral of a close friend or other relative may be granted with the approval of the employee's direct supervisor.

Leaves of Absence

A full-time employee may request a personal leave of absence without pay. This request must be in writing and must state the reason why the leave of absence is desired.

Employees may be granted a leave of absence initially, without pay, for any reason, at the discretion of the College, for a period not to exceed six months in duration.

In the event an extension of an approved leave of absence is desired, application for such an extension must be made in writing in advance of the expiration date of the original, or any extended, leave of absence, not to exceed an additional six months. If an employee has not worked for the College for a period of 12 months, for any reason, they will be removed from the College's payroll. If you find that the reason for your leave of absence no longer exists after you have started your leave of absence. you should return to work after giving three days advance notice to your direct supervisor.

A written request for a leave of absence for any reason must be made by you, or for you if you are physically or mentally unable to do so due to illness or accident, to your direct supervisor. Your direct supervisor and the President must approve such request in writing along with any renewal of such request. The College will notify you of its decision after considering the nature of your request and the requirements of the College's operation.

Sick and vacation benefits do not accrue while employees are on a leave of absence.

Holidays

The College provides the following paid holidays:

• New Year's Eve
• New Year's Day
• Martin Luther King Day
• Good Friday
• Memorial Day
• Juneteenth
• Independence Day (July 4th)
• Labor Day
• Thanksgiving Day
• Day after Thanksgiving
• Christmas Eve
• Christmas Day

The College may grant three additional days during Christmas-New Year's period. The College will determine each year when and whether the specific days will be granted.

In order to be eligible for a paid holiday, the employee must work both the last scheduled working day immediately preceding and the first scheduled working day following the holiday itself. If an employee works on a holiday, they will be paid at a rate of double time.

If a holiday falls on a Saturday or Sunday, it may, at the College's discretion, be observed on either Friday or Monday. Pay of these holidays is included in your regular pay period.

The department head may approve taking a holiday in conjunction with vacation days where doing so will not disrupt the normal functioning of the department in which the employee works. Requests for taking a holiday in conjunction with vacation days must be made in advance to the employee's supervisor.

Jury Duty

Employees who are summoned for jury duty will be paid for jury service up to a maximum of 30 days per work year. The amount employees will be paid will be their daily rate of pay less the amount received for jury duty. In order to be paid, the employee must provide the College with documented proof of jury service, and the employee must immediately report for work on the day dismissed or excused from jury service during regularly scheduled working hours.

Retirement Plan

An employee may elect to start personal contributions to the College's 403b retirement plan at the time of their hire. The College's match will not begin until the end of a one-year elimination period. Once the elimination period is satisfied, the College will contribute 3% of the employee's gross pay with the employee's contribution of 0% - 3%. After the employee's 3% contribution, it is a percentage to percentage match up to 5% (ex. employee contributes 4%, LWC matches 4%). The employee may contribute over 5% but the College will not match the additional contribution.

For more details about this retirement plan, please consult with the Human Resources Office or refer to the Summary Plan Description explaining the College's retirement plan.

Social Security

Social Security taxes have two components - The OASDI (Old Age, Survivor and Disability Insurance) levy on all wages to a certain maximum provided by law and HI (Hospital Insurance called Medicare) levy on all wages. The College contributes the required amount from each paycheck.

The Social Security Administration maintains an office in Campbellsville and provides a toll-free telephone number. If an employee has questions on benefits to be expected or payments to an account, the information can be provided by telephone or an office visit.

Medical Insurance

Lindsey Wilson College provides its employees, other than temporary employees and part-time employees working less than 30 hours per week, with group health insurance coverage, subject to the individual employee satisfying any eligibility requirements for insurance coverage established by the insurance provider. The College contributes the majority of the amount of the premium for individual coverage, with the precise amount determined annually and permits the employee to cover eligible dependents through payroll withholding.

The College evaluates its health insurance carrier and coverages on an annual basis. The College reserves the right in its discretion to change the health insurance provider and to institute cost containment measures.

Refer to the summary plan description provided to you by the health insurance provider for more complete details on coverage requirements, deductible and co-payment provisions, benefits and limitations and restrictions on benefits. The Human Resource Office will also assist in answering any questions you may have about your health insurance coverage.

To link to the Machine-Readable Files, please click on the URL provided: https://www.anthem.com/machine-readable-file/search

Life Insurance

The College has a group life policy which provides protection for all regular, full-time employees. The amount of life insurance is up to $20,000 for each employee. An additional $15,000 policy will also be provided to those individuals who elect the College's health insurance plan with no additional charge.

Accidental Death and Dismemberment Insurance

In conjunction with the life insurance policies listed, the College provides an accidental death and dismemberment policy that doubles the value of the life insurance policy should the death of an employee be the result of an accident.

Tuition Assistance for Employees and their Dependents

Lindsey Wilson College will award employee tuition waivers for the Lindsey Wilson College undergraduate program to employees, current spouses and dependent children of full-time employees in accordance with the terms of this policy. Dependency is determined by the Federal Financial Aid Process. In order to qualify for tuition assistance under this policy, the employee, current spouse, child or children must satisfy the following conditions:

• The employee must have completed at least six months of full-time service at the College.
• The student must maintain satisfactory academic progress as outlined in the College catalog. The benefit is surrendered if the student is placed on probation and can be reinstated if the student returns to status of good standing.
• This policy provides for a maximum of 136 attempted academic credit hours or attainment of the student's first bachelor's degree.
• The student must complete all necessary financial aid forms. Failure to complete the necessary financial aid forms will render the student ineligible for the tuition waiver. Please note that any outside grants or scholarships will be applied to the student's account before the Lindsey Wilson College's educational assistance grant is applied.
• Books, materials, lab fees, etc. required for course work will be at the expense of the student.
• Any employee who terminates at any given time during a term will assume responsibility of payment of the prorated balance of Tuition Assistance Policy for the student.
• It is normally not the College's practice to support students receiving dependent tuition assistance in order to attend the Lindsey in London program or other study abroad programs. Applications for such support will be considered by the President and Executive Staff, on a case by case basis.

Any employee who wishes to take a class during the course of the work day must receive written approval from their direct supervisor and the vice president in charge of their area. College operations need to take first priority.

Any non-faculty employee interested in teaching one or more courses outside the purview of their regular administrative or support assignment, must first receive prior written approval from the direct supervisor and the vice president in charge of their area before agreeing to do so.

Survivor Benefit

Dependent children of any active Lindsey Wilson College employee who dies after at least seven years of full-time, uninterrupted employment will be permitted to attend Lindsey Wilson College and receive free tuition, according to the Tution Assistance policy.

CIC Reciprocal Agreement

Lindsey Wilson College has entered into a reciprocal agreement with many other independent institutions through a program sponsored by the Council of Independent Colleges. This program is designed to encourage dependents of full-time independent College employees to pursue educational opportunities at similar schools throughout the United States. The specific requirements related to this Program can be obtained through the CIC web site or the Office of Academic Affairs.

Graduate Tuition Policy

As part of Lindsey Wilson College's ongoing professional development efforts, it has established a policy wherein full-time, salaried faculty and professional staff employees may request graduate tuition remission assistance under the following conditions:

• To be eligible, an employee must have completed at least two years of full-time service at the Institution.
• The graduate program of study must be tied to the individual's position at the College and be deemed important to the employee's professional development for the purpose of improving job performance or expanding skills and knowledge in the employee's area of work.

Each year, the Budget Committee will establish a pool of dollars within the professional development funds allocated for the fiscal year, which will be earmarked for this program. A maximum of $1,100 per fiscal year and a maximum of $550 per semester will be allocated to anyone individual.

Tuition Exchange

The Tuition Exchange (TE) www.tuitionexchange.org provides a national scholarship exchange program for family members of full-time faculty and staff among its members of approximately 630 colleges and universities.

The primary obligation of a member institution is to maintain a balanced exchange pattern, a reasonable match between student "exports" and student "imports." A member institution may import as many as it wishes. It may not, however, export more than it imports. Institutions with many applicants may limit the number of TE Scholarships it awards.

All students must seek admission to the partner institution which determines admission and admission procedures.

The following guidelines are applicable to Lindsey Wilson College employees who participate in the program.

• ELIGIBLE EMPLOYEE: Any currently employed Lindsey Wilson College full-time faculty of staff, who has completed one (1) year of full-time service as of September 1 of the current academic year.
• FAMILY MEMBER: Any dependent born to an employee, legally adopted by an employee, or for whom legal guardianship can be documented. "Dependent" is defined by the Federal Financial Aid standard.
• APPLICANT: The family member of an eligible employee who has applied for full-time undergraduate study toward a first bachelor level degree to a college or university that participates in the Tuition Exchange (TE) program. Scholarships are not granted for graduate study, non-degree study or second undergraduate degrees.
• MAXIMUM SCHOLARSHIP: TE scholarships will not exceed a maximum of four (4) years or eight (8) semester units per eligible employee. The eight (8) units may be divided among dependent children of an eligible employee, but a TE scholarship will be awarded to only one child of an eligible employee at a time, and each child must undertake the eligibility and application process.
• By November 1 of each academic year family members of Lindsey Wilson College faculty and staff who are seeking TE will notify the TE Liaison Officer of intent to apply by completing the Lindsey Wilson College Preliminary Eligibility Form. The Tuition Exchange Liaisons Officer is the Provost.
• By December 1 of each academic year, Lindsey Wilson College will be in a position to determine how many new students can be certified.
• The selection of recipients will be determined by a committee composed of representatives from Academic Affairs, Admissions, Human Resources, Career Services and Registrar's Office using selection criteria such as acceptance by importing school and quality of student as determined by transcripts, test scores, participation, essay, and letters of recommendation. If the number of applicants exceeds the number of scholarships, and the committee determines that two or more applicants have equal qualifications, recipients will be selected based up on the following priority ranking:

1. First priority will be given to applicants based on employment seniority of the faculty/staff member. Seniority is based on years of continuous service at Lindsey Wilson College.
2. Among applicants whose parents have the same years of seniority, priority will be determined by financial need as measured by the Parent's Confidential Statement. Individuals who have not used the program will be given priority over those who have used the program in the past.

Quick Links

Internal Revenue Service

Kentucky Revenue Department

TIAA-CREF Retirement

Nationwide Retirement

Anthem Health Insurance

Delta Dental Insurance

Avesis Vision Insurance

Colonial Life
Click here to see more information on voluntary benefits with Colonial Life Insurance.

Lincoln Financial