Reporting a Work-Related Injury
An employee who is injured or becomes ill on the job shall report the incident immediately or as soon as reasonably possible to their supervisor and the HR Director. Upon notification, the HR Director will investigate and document the incident, and submit a claim to the organization’s worker’s compensation insurance carrier, if necessary. Once a claim is submitted, a representative from the policy carrier will work directly with the employee and HR Director for advisement of medical attention, documentation, payment of claims, and follow-up.
Call The Hartford’s LossConnect immediately to report a claim. 1-800-327-3636
Available 24 hours a day, 365 days a year.
The Benefits of Timely Loss Reporting:
Research has shown that faster loss reporting significantly decreases the costs of healthcare and productivity loss. The sooner we are notified, the sooner we can investigate the accident and coordinate with you, the injured employee, and the medical team to ensure the fastest possible return to health and work.
Statutory requirements also necessitate the prompt initial reporting of the accident causing injury or death. Failure to comply may result in a fineable offense by the State.
Information You’ll Need to Provide:
Worker Information (HR will confirm this information with you based on Paycom information)
Incident Information
Network Providers
A listing of more than 400,000 network providers qualified to treat work-related injuries is available online at www.talispoint.com/hartext or by calling our Network Referral Unit at 1-800-327-3636 (select 4 at the prompt). Since network referrals are often impacted by state specific rules, please call to learn how to maximize our network capabilities on behalf of your employees.
Waivers for any of these policies can be made only by the CEO.
Business travel expenses will be reimbursed by the organization if expenses are:
In addition to the specific transportation, lodging, and car rental guidelines set forth in this policy, the organization provides travelers with other spending guidelines. Failure to comply with this policy may result in the denial of a reimbursement request. Please note reimbursement occurs when:
Every effort should be made to plan your travel within a reasonable period of time in advance of the planned departure date. In addition, all expenses should be entered within 30 days of when the expense was incurred.
Based upon organization guidelines, travelers should request the lowest available fare that meets their time requirements for travel. If you choose to upgrade from basic fare, parking, car rental, etc., you should only submit reimbursement for the basic rate. For example, if main cabin airfare is $250 and you choose to upgrade to first class, you should only request $250 as reimbursement.
This policy will be administered in compliance with the requirements of the Americans with Disabilities Act (ADA). Should a travel accommodation be required, employees are encouraged to work with the travel agent and HR Director to identify the necessary accommodations.
For Travel over 3 days (other than organization face to face PD), employees submit a travel plan to the COO.
No text messaging and emailing while driving: Personnel are prohibited from text messaging and emailing while driving a government owned vehicle, or while driving their own privately-owned vehicle during official organization business, or from using government supplied electronic equipment to text message or email when driving.
Itemized receipts are required for all travel reimbursements, other than meal and incidentals as outlined in the next section.
Meals and Incidental Expenses (M&IE) Per Diem is designed to cover the cost of breakfast, lunch and dinner and other miscellaneous charges employees might incur while on travel. A per diem sheet must be used for meals and incidental expenses; receipts will not be accepted without prior approval from COO or CEO.
The organization follows the federal reimbursement rates for M&IE, and for the 2023 year the daily M&IE rate is $59 except as noted below.
For work related travel over 50 miles from their home/office address, employees are eligible for the per diem of $59 for each full day of scheduled events.
Employees traveling for only a partial day must deduct the meals outside of their travel as indicated in the table below.
Additionally, if a meal is provided as part of the travel, i.e. lunch is included at a conference, then that meal must be deducted from the per diem rate.
Timing Eligibility
Breakfast: Departing home before 6:30am or returning home after 11:00am
Lunch: Departing home before 11:00am or returning home after 2:00pm
Dinner: Departing home before 5:00pm or returning home after 7:30pm
Any M&IE expenses for travel less than 50 miles must be pre-approved by the COO or CEO.
Employees are eligible for mileage reimbursement for organization sponsored travel as outlined below.
The employee will be fully reimbursed up to $120, plus tax, per night if travel is over 100 miles from the organization employee’s home office, otherwise overnight stay must be pre-approved by the COO. Receipts are required for all lodging reimbursements. Lodging for higher than $120 must be pre-approved by the COO or CEO.
It is the traveler's responsibility to notify the hotel to cancel a room reservation prior to the cancellation time. Most hotels require a cancellation before 6 p.m. of the first night of the reservation. Peak times or hotels in major cities require 24 - 72 hours cancellation period. Travelers should remember the cancellation deadlines are based on local time of the destination hotel. Timely cancellation will avoid no-show charges as all hotel reservations are guaranteed. If the reservation is not canceled, a no-show charge will be assessed and billed to the traveler's credit card. Reimbursement of no-show charges must have the same approvals as the initial travel request. The business unit manager has the discretion not to approve reimbursement requests for no-show charges.
When traveling to a conference, it is appropriate to stay at one of the hotels hosting the conference even if the rate exceeds the guidelines. The room booked must be covered by the conference rates and should not be in excess of need. Documentation stating the conference rate must accompany the original receipts when submitting for reimbursement. Consideration should be given to staying at a more reasonably priced hotel if conference hotel rates are high.
The original detailed hotel bill must be manually submitted and attached to the expense reimbursement form. Personal expenses should be labeled on the hotel bill and should not be claimed on the Travel Expense Report.
Employees must use the lowest non-refundable fare coach class tickets for domestic and international flights. It is the employee's responsibility to verify exceptions with the COO.
If the traveler chooses a business or first class airfare on a flight, he/she must absorb the additional cost and the rate differential must be clearly documented for reimbursement purposes. Only the coach class rate will be reimbursed unless pre-approved by the COO.
Reservations should be made as early as possible to receive the maximum advance purchase discounts. Travel should be booked in advance whenever possible to achieve lower fares.
Travelers are strongly encouraged to consider booking the lowest priced flight within two hours of desired departure and/or arrival times. Travelers are also encouraged to consider alternative airports and/or connecting flights to obtain lower fares.
Electronic tickets (E-Tickets) must be used for all domestic travel unless the electronic ticketing service is not available. Electronic ticketing is more cost effective due to multiple airlines charging additional fees for paper tickets.
To reduce overall cost, employees are required to travel on non-refundable penalty fare tickets whenever their travel schedule permits. Non-refundable tickets are generally less expensive and are reusable. While these tickets are non- transferable, they are reusable for one year and can be applied to the traveler's next trip as long as he or she flies on the same airline. The airlines typically assess a conversion fee when using these tickets, but the conversion fee is almost always lower than the difference between a refundable and a non- refundable ticket.
Travelers are permitted to join frequent flyer programs, and the benefits earned may be used by the traveler for personal use. Frequent flyer memberships should not influence travelers to select a flight that is not the lowest priced flight available. Staff may use personal frequent flyer miles to upgrade their ticket only if there is no additional cost to the organization. The selection of circuitous routes on particular carriers to accrue frequent flyer credits is not allowed.
Travelers may rent a car for local travel when it is the least expensive mode of transportation and meets the minimum standards of safety and time efficiency. In large cities, high rental and parking rates generally make vehicle rental impractical. Alternative modes of transportation such as taxis, subways, and airport or hotel shuttles should be given first consideration. The COO must approve the use of rental cars before reimbursement will be processed.
Every reasonable effort should be made to return the rental car with a full tank of gas to avoid expensive refueling charges. The fuel purchase option (FPO) offered at time of rental should be accepted if there is a concern about personal safety at refueling locations.
Travelers are permitted to rent compact to mid-sized cars for individual travel or full-sized for group travel. Larger car rental is only permitted if approved in advance by the COO. Larger cars and utility vehicles are allowed for group travel if that will avoid the rental of multiple smaller vehicles.
Proof of payment is required for rental car reimbursement.
Travelers should decline insurance coverage from the rental company. The organization’s insurance covers hired or borrowed auto coverage that is used on behalf of the organization.
Staff ISP Reimbursement
The organization requires that teachers and staff acquire high speed internet access. Monthly internet/phone connection will be reimbursed at the rate charged, up to $50. Only charges for service are eligible for reimbursement. Charges for roadside assistance or other non-services related features are not eligible for reimbursement. A mobile hotspot may be reimbursed in lieu of traditional high speed internet.
Part time employees that qualify will be reimbursed their FTE equivalent of the reimbursement. Disbursements will occur twice a year (roughly at the end of each semester). Employees must be actively employed during the payroll internet reimbursement is issued, in order to receive reimbursement. Partial payments will not be made if an employee separates before disbursement is issued.
Reimbursement periods are typically as follows (you will receive an email notifying you when the expense is available to submit):
Office Supplies
Certified classroom teachers, certified special organization classroom teachers, certified media specialists, and certified guidance counselors who are employed by an organization district as of November 30th of the current fiscal year are eligible for $400 reimbursement for teacher supplies.
Any funds dispersed that exceed a teacher’s expenses are required to be returned to the organization by March 31st of a given school year. Our office will comply with all federal and state laws and regulations. Receipts must be saved and available upon request. In addition, the receipts must contain enough detail to make it clear that funds have been expended for appropriate purpose
Board employees that do not qualify for the $400 teacher supply funds will be able to seek reimbursement for home office expenses up to $175 per school year.
Cell Phone Reimbursement
The following positions categories (see Appendix E for definitions) are eligible for cell phone reimbursement, up to $65 per month. Any positions outside of this must have approval from the CEO and COO:
Certification Expenses
Maintaining a valid teaching certificate is a condition of employment with the organization. As such, this expense is a regular part of continued employment and will not be reimbursed.
Adding an area of certification or endorsement at the request of administration may be reimbursed with approval of the CEO.
PTO Plans will vary by position, and will be outlined in your offer letter. This time does not accrue with tenure of employment and is not paid out upon your departure from employment.
Due to the unique work environment of the organization, flexibility exists which allows the employee to catch-up missed work due to illness, appointments, etc. However, if there is a noticeable interruption of service to families or to organization operations as a result of the brief absence, PTO must be taken. Your immediate supervisor should be made aware of any absences, including partial-day absences, so that a determination can be made if leave is necessary. All time-off requests are subject to supervisor approval and may be denied based on organization needs
PTO must be requested as 2, 4, or 8 hours to ensure a proper level of service to our students, families, and organization operations. PTO must be taken consecutively (i.e., if you take two hours on a particular day, you cannot split those hours).
Unencumbered time is paid time, so if you are requesting PTO around your unencumbered time and will be away from your desk, your request should include that block of time.
Employees and their supervisors are responsible for tracking an employee’s use of paid time off to ensure the employee does not exceed annual allocations. If PTO has been exhausted, the employee is permitted to take the time off if their supervisor grants permission to take unpaid time off after exceeding the employee’s annual paid time off allocations. Employees are paid only for time worked.
Non-exempt (hourly) employees will receive pay for any hours worked in a day.
Exempt employees are paid for any day worked. Exempt employees who exceed their annual allotted paid time off are only permitted to take full days off as unpaid leave. Exempt employees cannot take a partial unpaid day off when the employee has exceeded the annual allotted time off. The organization makes no exceptions to the full-day paid time off in this circumstance. Exempt employees are, however, permitted to take a partial day off when the employee has paid time off available, subject to supervisor permission. Please refer to the Exempt Employees Reduction in Salary Policy for more information about the limited circumstances in which an exempt employee’s salary may be reduced.
The organization believes that all Professional Development, state testing, and trainings directly impact the success of our students at the organization. To demonstrate that belief, we have put in place a Critical Day policy. All organization staff will be required to attend all face-to-face professional development, outings, departmental meetings as called, state testing training as well as testing administration as assigned. Please refer to the Critical Days Calendar for the days applicable to your organization/department.
If an absence is needed, the staff member must complete the Blackout/Critical Day Request Form. Limited approvals are granted on a case-by-case basis by your Administrator and the CEO.
Failure to be present during a day identified as a Critical Day, unless approved by the CEO, will result in disciplinary action and could be considered resignation by job abandonment. An employee must give 30 days notice for any request for personal time off during a day that falls on a 'Critical Day' as denoted in the 'Critical Days policy', with the exception of emergency situations. In the event of an extenuating circumstance such that an exemption is made and leave is approved for critical days, such leave will be unpaid. Exempt employees only: If you have PTO available and your absence is due to illness, you will be required to take a full day of PTO
The organization has adopted an unencumbered time off policy organization-wide to ensure all staff have self-directed time during the organization day. We have identified this unencumbered block of time as 12:00 pm to 12:30 pm; no meetings or other assigned duties should be scheduled during this time.
Employees may receive up to eight (8) hours of paid time off to use for approved volunteer activities. Time must be taken as up to two four (4)-hour blocks or one eight (8)-hour block. You will enter it in Paycom as Volunteer Time Off.
Volunteer time must take place for a 501(c)(3) organization and/or an educational institution. The employee should provide proof of the volunteer activity for the time to be approved; this may include a photo of a sign-in sheet, a photo of the employee at the activity, an email from the volunteer coordinator after the activity, etc. This proof should be sent to hr@sclearns.org. Employees must request volunteer time off at least two (2) weeks in advance. Any balance not used by June 30th is forfeited and unused time is not paid out upon termination.
New hires who start during the months of January or February will receive 4 hours of paid volunteer time off. New hires who start March 1st or later do not receive volunteer time off for that fiscal year.
If a death occurs in the immediate family of a full-time or part-time regular employee, the employee will be compensated for time lost from his/her regular work schedule in accordance with the following guidelines.
five (5) consecutive days
An immediate family member for purposes of this policy is a spouse, domestic partner and partner in a civil union, child, parent, sibling or comparable step relation, a grandparent, father-in-law, mother-in-law, son-in-law, or daughter-in-law, or anyone living in an employee’s household.
A full-time employee will be allowed two (2) days off and a part time employee will be allowed one (1) day off in the event of someone who is not a member of your immediate family as defined above.
These days are to be taken consecutively within a reasonable time of the day of the death or day of the funeral, and may not be split or postponed.
An employee is allowed up to ten (10) days maximum per calendar year for this benefit. An employee may, with his or her supervisor’s approval, use any available vacation or available personal time for additional time off as necessary. Employees under discipline for attendance issues may be required to provide proof of death and relationship to the deceased.
Upon returning to work, the employee must record his/her absence as a Bereavement Leave on his/her time off calendar in Paycom.
If a full-time regular employee is summoned to jury duty, the employee will receive his salary during the period of jury duty for up to a maximum of five working days per calendar year. If the jury service extends beyond five days, full-time regular employees are allowed to use their own vacation or personal time to cover the extended days otherwise they will go without pay, except as noted below. All employees are also permitted to retain the allowance they receive from the court for such service.
Georgia Only: Salary will be paid during the entire jury service.
A part-time regular employee will be allowed to use their own vacation or personal time (if applicable); otherwise they will be given time off without pay while serving jury duty, except as noted below.
All employees are allowed unpaid time off if summoned to appear in court or at a deposition as a witness. Such time off will be paid to the extent payment is required under the “Domestic Abuse and Sexual Violence Leave” policy.
To qualify for jury or witness duty leave, an employee must submit to his supervisor a copy of the summons, subpoena or notice as soon as it is received. Employees must notify their supervisor as soon as it is known that jury duty will be extended.
The organization permits employees to be absent from work to vote in local, state, or national elections. If an employee’s polling place does not either open at least two hours before the employee’s work day begins or remain open at least two hours after the employee’s work day is scheduled to end, the employee may take up to two hours of paid time off to vote. The time off to vote may not exceed two hours
Wisconsin Only: Three hours of time off for voting will be allowed.
Georgia Only: Employees may use two hours to vote in-person during early voting or on the day of the primary or general election. There is no restriction preventing employees from using the leave if they have two hours of poll time available before or after work hours.
Evidence of voter registration and voting may be required. Notice of the intent to take the time off must be given no later than the work day immediately before the day of the election.
As part of our family-friendly policies and benefits, the organization supports breastfeeding mothers by accommodating the mother who wishes to express breast milk during her workday when separated from her newborn child.
For up to one year after the child’s birth, any employee who is breastfeeding her child will be provided reasonable break times to express breast milk for her baby. Nursing mothers wishing to have a room available to them must request/reserve the room by contacting their direct supervisor. Due to the need to reserve spaces in advance, we request that any staff member who needs a private room to express breast milk notify their supervisor with as much notice as possible so proper arrangements can be made.
Personal protective leave provides up to 5 days of paid leave to the organization employee that is experiencing domestic violence, assault, or stalking to seek a restraining order, obtain medical care or counseling, locate safe housing or make current housing secure, or seek legal assistance or prepare for or attend court-related proceedings. The employee shall provide appropriate advance notice except in cases of imminent danger to the health and safety of the employee and may be required to provide documentation.
Florida: This leave policy covers leave for family and household members experiencing domestic violence or assault.
North Carolina: Staff in North Carolina are allowed reasonable time off to address domestic issues.
http://www.dol.gov/whd/regs/compliance/posters/fmlaen.pdf
Employees are eligible for FMLA leave 1 calendar year after start date (Stride employees currently working at the organization and transferring to Board employment will have their “years of service” accepted by the organization) FMLA requires covered employers to provide up to 12 weeks of unpaid, job-protected leave to eligible employees for the following reasons (The organization uses the 12-month measured backwards period):
The organization may designate FMLA on your behalf if there is an obvious FMLA-qualifying situation (for example, if you are incapacitated in a hospital).
To submit an FMLA request, please find the FMLA Request page in the Zoho knowledge base.
Intermittent or Reduced Schedule Leave for Instructional Employees
If an eligible employee employed principally in an instructional capacity requests leave to care for a serious ill spouse, child, or parent or for the employee's own serious health condition, which is foreseeable based on planned medical treatment and the employee would be on leave for greater than 20 percent of the total number of working days in the period during which the leave would extend, the CEO or their designee, in consultation with the organization principal, may require that the employee elect either of the following:
Rules Applicable to Periods near the Conclusion of an Academic Term for Employees
Employed Principally in an Instructional Capacity
If an eligible employee employed principally in an instructional capacity begins leave more than five weeks prior to the end of an academic semester, the CEO or their designee, in consultation with the organization principal, may require the employee to continue taking leave until the end of the semester under the following conditions:
If an eligible employee employed principally in an instructional capacity begins leave for the birth or placement of a child or to care for a seriously ill child, spouse, or parent during the period that commences five weeks prior to the end of an academic semester, the CEO or their designee, in consultation with the organization principal, may require the employee to remain on leave until the end of the semester under the following circumstances:
If an employee employed principally in an instructional capacity begins leave for the birth or placement of a child or to care for a seriously ill spouse, child, or parent during the period that commences three weeks prior to the end of an academic semester and the duration of the leave is greater than five working days, the CEO or their designee, in consultation with the organization principal, may require the employee to continue taking leave until the end of the term.
If the organization requires an employee to remain on leave until the end of an academic term and this results in the employee taking more leave than is necessary to resolve the condition which necessitated the leave, the additional leave time required to be taken will not be deducted from the employee's total available FMLA leave. The employee, however, will continue during this time to be entitled to the maintenance of health benefits and job restoration in accordance with FMLA rule.
Parental leave under this policy is a paid leave associated with the birth of an employee’s own child during the employee’s employment with the organization or the placement of a child with the employee in connection with adoption or foster care during the employee’s employment with the organization.
Parental leave is not charged against the employee’s leave credits and the amount of paid days received is six weeks (exact hours per pay period for non-exempt employees will be based on average hours worked per pay period over the previous 12 months). These six weeks must be taken continuously at any point in the first 12 months of the birth of the child. Parental leave for foster placement can be split with approval from the employee’s supervisor and the CEO.
Organization holidays and breaks when the employee would not have been scheduled to work are not counted against paid parental leave. If the leave entitlement would extend into a designated summer break, the employee will, if they desire, be able to resume the leave when they return from summer break. If the employee starts paid parental leave prior to a break and does not resume it upon returning from the break, the balance of the time is forfeited.
The paid leave is compensated as follows (employees transferring from Stride will have their “years of service” accepted by the organization):
All staff members – 100% of salary up to six weeks.
Health insurance benefits will continue to be provided during the paid parental leave under this policy at the same rate as in effect before the leave was taken regardless of length of service. The employee must provide 30 days notice (or as much notice as practicable if the leave is not foreseeable) to the department head of the request for leave. The balance of FMLA leave beyond the 6 weeks of paid parental leave is unpaid unless the employee chooses to use sick and/or vacation time. Parental leave is considered time used against the maximum twelve weeks of family medical leave and runs concurrently with FMLA or any other leaves for which the employee is eligible.
The organization believes in hiring and retaining top talent who support our families and students achieve their academic goals. To demonstrate that belief, a Residency policy was put in place effective August 1, 2018.
We ask that organization employees reside in the state of South Carolina or within 45 miles of the South Carolina border and to perform their job duties from such residence unless directed otherwise by the CEO or his/her designee.
Employees who find themselves in a position where they must relocate, either temporarily or permanently, or perform their job duties outside of SC or beyond 45 miles of the SC border must discuss this IMMEDIATELY with their supervisor, who will review the situation with Human Resources and the CEO for a final decision.
It is the employee’s responsibility to determine any income tax implications of maintaining a remote or home office area. The Company will not provide tax guidance nor will the Company assume any additional tax liabilities. Employees are encouraged to consult with a qualified tax professional to discuss income tax implications.
Regardless of whether you live in the state or not, all organization employees are expected to adhere to the policies within the organization Business Travel and Other Expense Reporting Policies and the Critical Days Policy, including but not limited to any required travel to in-person events such as outings, professional development, and state testing.
We reserve the right to clarify or change these terms at any time and intend to communicate any changes prior to their effective date.
Organization staff are expected to work from their home office Monday – Friday from 8:00 AM EST – 4:00 PM EST. If need arises for a staff member to work from a location other than their home or the organization office, the staff member must complete the Change in Work Location request. This form will require approval from their Lead Administrator/Supervisor and the CEO.
If the organization approves the change in work location, the employee and the organization will outline the details of the alternate work arrangement to include duration, work rules, location/office setup, and expectations (to be available and online during business hours, etc.). The employee may also be required to sign an Out-of-State Employment Agreement.
The employee continues to perform all normal job responsibilities, including those that may be assigned from time to time. The amount of time the employee is expected to work per day or pay period will not change as a result of the work location. The employee will attend all required meetings (which may include meetings the employee must attend at the organization office or other locations), conference calls, and other required work related activities. The supervisor shall perform all required duties as a supervisor and maintain open communication and discuss with the employee any concerns as they arise.
Employees working at home are expected to schedule work with interruptions kept to a minimum. Employees are expected to make appropriate dependent care arrangements during work hours; “dependent” for this policy’s purpose is defined as a spouse, significant other, child, family member, or any other household member who relies on the employee for care. While the organization recognizes that some caregiving may take place during a work-from-home arrangement, employees should not engage in dependent care activities while performing official organization duties (i.e., delivering instruction, administering testing, attending PDs or virtual calls, etc.). Non-exempt employees should not record time for pay while caring for a dependent.
Employees are expected to maintain professionalism in terms of job responsibilities. These include the following:
Work Schedule: Employees are expected to adhere to their agreed-upon work schedule. This includes starting and ending work at designated times, taking breaks as needed, and being available for meetings and collaboration.
Communication: Effective communication is essential for remote teams. Employees are expected to maintain regular communication with their team and manager through email, instant messaging, video conferencing, and other appropriate channels. Prompt responses to messages and attendance at scheduled meetings are required.
Workspace: Employees are responsible for creating a conducive and professional workspace in their home environment. This includes having a quiet area free from distractions and reliable, high-speed internet access. Employees should also ensure that their workspace complies with health and safety standards.
Productivity: Remote work requires self-discipline and focus. Employees are expected to manage their time effectively, prioritize tasks, and meet deadlines. Managers will assess productivity based on individual and team goals, deliverables, and outcomes.
The same current high standards of productivity, communication and outcome of work products are to be maintained by employees working in a telecommuting arrangement.
We reserve the right to clarify or change these terms at any time and intend to communicate any changes prior to their effective date.
Board employees will be paid on the 5th and 20th of each month (unless that day falls on a holiday or weekend, in which case the pay day will typically be the Friday before the 5th or 20th). Salaried employees will be paid 1/24th of their annual salary each payroll date, subject to adjustments in accordance with the Exempt Employee Reduction of Salary Policy. Summer break days are not accrued and any employee who separates before the conclusion of the school year will not receive pay during Summer.
Similarly, any bonus eligibility is contingent, in part, on the completion of the full school year. Bonus-eligible employees who start after the first day of the school year will receive a prorated bonus based on the number of months served.
Staff salaries will be reviewed at least annually. Staff under annual contracts will receive salary updates, if applicable, in April to early May. Annual contract employees will sign a full contract for each year of employment. Staff who are at-will employees will receive salary updates, if applicable, by mid-June. At-will employees will receive any salary updates to review; they will not typically receive an annual full agreement.
The organization offers health insurance through PEBA. New hires will receive an email from the benefits representative at Charter Institute at Erskine and will have 31 days from the date of hire to enroll in insurance. No enrollments can be accepted after this window unless the employee has a qualifying life event; any changes due to such an event must be submitted via MyBenefits or via a Notice of Election within 31 days of the qualifying event. Open enrollment is in October and this is a time when any employees may enroll in or request changes to their coverage.
The organization offers supplemental plans such as short-term disability and cancer coverage through Colonial Life. New hires who are interested in supplemental plans may reach out to hr@sclearns.org to request information. Colonial also has open enrollment for all staff in October.
The organization participates in PEBA’s South Carolina Retirement System (SCRS) and Optional Retirement Program (ORP). New hires will have 31 days from the date of hire to enroll in a retirement plan; if they do not make an election, PEBA will automatically enroll them in SCRS. SCRS enrollees cannot change plans. ORP participants can change vendors or change to SCRS under specific circumstances viewable here.