Staff VBP Frequently Asked Questions

The Frequently Asked Questions (FAQ's) will be updated frequently.  Please continue to check this page for more questions and answers regarding this program.  Last revision 3/29/13

A.   Eligibility

  1. How are years of Service calculated for purposes of determining eligibility to participate in the VBP?
  2. I have held a combination of part-time and full-time positions during my employment with EKU.  How do I calculate my years of Service?
  3. What date must you have started by in order to be eligible to participate in the VBP?
  4. If I have previously retired and then became re-employed by the University, am I eligible to participate in the VBP and how are my years of Service calculated for purposes of this program?
  5. If I was on Family Medical Leave Act (FMLA) or another type of approved (paid or unpaid) leave, does that time off count toward my continuous Service?
  6. If I am a part-time partial benefitted (classified as working more than 20 hours per week but less than 25 hours per week) employee, am I eligible to participate in the VBP?
  7. Why are some positions excluded from participating in the VBP?
  8. If my position is partially funded by a grant and partially funded by institutional monies, am I eligible to participate in the VBP?
  9. If I am eligible and apply for the VBP, can I be denied the ability to participate and receive benefits?
  10. If I am not eligible for the VBP, can I volunteer to have my Position eliminated in the RIF?
  11. Do I need to have held my current Position for five years to be eligible to participate in the VBP? In other words, does a Position change also change your Seniority date?

B.   Separation Pay

  1.  If I am in an “acting” or “interim” position, is my base salary/hourly rate based upon my present pay or my pay for my previous “permanent” position?
  2. If I am an hourly paid/non-exempt employee, how do I calculate my annual hours worked?
  3. How can I find out my annual base pay rate/salary if I am unsure what it is?
  4. Which Separation Pay option will be more beneficial to me?
  5. Why do I have to sign a Waiver & Release to receive my Separation Pay?
  6. Do I need to hire an attorney or CPA to review the Waiver and Release?
  7. Why would I elect to receive my Separation Pay in payments instead of a lump sum?
  8. Can I defer my Separation Pay payment until January, 2014? 
  9. Is my Separation Pay added into my “base salary” for 2013, which would increase my salary for pension/retirement purposes?
  10. Will retirement contributions be withheld from my Separation Pay?
  11. How are Separation Pay payment(s)taxed? Is it at the same tax rate as my regular earnings?
  12. Is there anything I can do to lessen the amount of taxes withheld from my Separation Pay?
  13. If I am not currently enrolled in EKU's Health Insurance, will I still receive the $1,500 Health Care Equivalency payment upon separation from EKU through the VBP?
  14. How was the $1,500 Health Care Equivalency payment amount determined?
  15. When will I receive my last paycheck, my separation pay, and my vacation payout?

C.   Separation Benefits

  1. Am I eligible to receive unemployment compensation benefits if I leave my position under the VBP?
  2. I am currently enrolled in classes at EKU using my staff tuition waiver.  Will I be able to complete my degree program using this benefit if I leave my position with EKU under the VBP?
  3. I currently have a dependent who is taking classes at EKU on my staff scholarship.  How will s/he be affected if I participate in the VBP?
  4. What happens to my unused but earned vacation and sick time?
  5. When will my health insurance coverage and other University provided benefits end?
  6. Can I continue my voluntary benefits after I leave?
  7. With my Flexible Spending Account (FSA), I elected to contribute $2,500 for 2013, but have only had $1,000 deducted from my payroll to date and have already incurred $1,200 in allowed expenses, what happens to the additional $200 or to any additional expenses I incur prior to the date of my separation from the University?

D.    General

  1. How will I be notified if my application for participation in the VBP is accepted or rejected?
  2. Can I appeal or file a grievance if my application is not approved?
  3. Why is my supervisor’s signature required on the application?
  4. Another member of my family (spouse, child, relative, etc. ) also works for EKU.  Can I submit a VBP application on his/her behalf?
  5. Is it possible to end active work prior to the Voluntary Separation Date?
  6. Can I take the VBP and retire immediately?
  7. If I retire in conjunction with participating in the VBP, can I be re-employed with the University once the three year time limit expires?
  8. If an employee leaves employment with EKU through the VBP, and did not retire in conjunction with the VBP, may the employee be rehired in any capacity?
  9. If an employee leaves employment with EKU through the VBP and incorporates a business (form a LLC, LLP, corporation, partnership, sole proprietorship or any other business entity) can the person/entity be hired as a vendor prior to July 1, 2016?
  10. If I apply for the VBP, am I still eligible to apply for other positions at EKU prior to my June 28, 2013 separation date?
  11. If I don’t participate in the VBP and my position is later selected for elimination, will I receive the same benefits as if I participated in the VBP?
  12. If I apply for the VBP, can I change my mind and withdraw my application and what will happen if I do?
  13. How do I revoke my application and waiver & release if I so desire?
  14. What if too many people apply for participation in the VBP?  How will applications be selected for approval?
  15. What will happen if enough people do not participate in the VBP to meet the strategic financial resource allocation goals of the University?
  16. Will positions vacated by those who participate in the VBP be filled after the VBP has ended? 
  17. What if I have additional questions regarding the VBP?
  18. If I apply and am accepted to the VBP, do I still have time to think about it or change my mind?
  19. If I currently live in University Housing and choose to leave under the VBP, when will I need to be out of my housing?
  20. Can I leave my Position at EKU prior to the Voluntary Separation Date of June 28, 2013, if I have enough vacation time to carry me through to June 28, 2013? If I do leave early, will I still receive my Separation Pay and Benefits under the VBP?
  21. If I am in an exempt Position and will take vacation time prior to my departure, when do I need to turn in my leave time?
  22. If I am in a non-exempt position, which is normally paid two weeks after turning in a completed timecard, when will I receive my last paycheck?
  23. What if I am on medical leave (Family Medical Leave Act) as of June 28, 2013? Can I still participate in the VBP and what happens to my claim if I do so?
  24. What if I am on workers compensation as of June 28, 2013? Can I still participate in the VBP and what happens to my claim if I do so?
  25. What does "reverse order of Seniority" mean for purposes of determining which VBP applicants will be accepted?

A.    Eligibility

  1. How are years of Service calculated for purposes of determining eligibility to participate in the VBP?
    • Years of University Service are calculated in twelve (12) month periods, based on an employee’s total period of continuous regular full-time or regular part-time employment at the University.  For purposes of this calculation, the twelve (12) month period begins with the month of the employee’s most recent date of hire. 
    • Partial years of Service greater than 6 months are rounded up, and partial years under 6 months are rounded down.
      • For example:  If you have 16 years and 3 months of Service, you would be credited with 16 years.  If you have 16 years and 7 months of Service, you would be credited with 17 years.
  2. I have held a combination of part-time and full-time positions during my employment with EKU.  How do I calculate my years of Service?
    • Your years of Service are calculated based upon your total period of continuous employment at the University in regular full-time and part-time benefited positions.  You will be credited with Service from the date of your most recent of hire in a fully-benefited position.
  3. What date must you have started by in order to be eligible to participate in the VBP?
    • You must have started, and been continuously employed in a regular full-time or part-time benefitted position by no later than December 31, 2008,  to be eligible to participate in the VBP.
      • For example, if you were hired before December 31, 2008, (and you must have 5 years of Service as of July 1, 2013 to be eligible to participate in the VBP), you would have 4 years and 7 months of Service as of July 1, 2013; rounded up to 5 years of Service.
  4. If I have previously retired and then became re-employed by the University, am I eligible to participate in the VBP and how are my years of Service calculated for purposes of this program?
    • Returning retirees are eligible to participate in the VBP if they are currently in a regular full-time or regular part-time benefited position and have been employed more than five years of continuous Service to the University since returning from retirement.
    • Years of continuous Service are calculated from an employee’s most recent date of hire into an eligible position at the University.
  5. If I was on Family Medical Leave Act (FMLA) or another type of approved (paid or unpaid) leave, does that time off count toward my continuous Service?
    • Yes.  Time off for Approved Leave would count toward continuous Service.
  6. If I am a part-time partial benefitted (classified as working more than 20 hours per week but less than 25 hours per week) employee, am I eligible to participate in the VBP?
    • No.   To be eligible to participate in the VBP, your position must be classified as full-benefitted (25 hours per week or greater). The VBP is considered a University benefit, and in order to participate, you must hold a fully-benefitted position at the time the VBP  offered.
  7. Why are some positions excluded from participating in the VBP?
    • Strategic Budget Reallocation Task Force Members:  Task Force members are not allowed to participate in this program because they were responsible for drafting the VBP.  If Task Force members were allowed to participate, they would be receiving a personal benefit from a voluntary benefit plan they designed and recommended.  Excluding Task Force members helped to ensure objectivity during the drafting process. 
    • Vice Presidents: The Vice Presidents are all members of the Strategic Budget Reallocation Task Force, see above.
    • Written Employment Contracts:  Certain positions (University  President, Athletic Director, Head Football Coach, and Head Basketball Coach) were hired with a written employment agreement.   Because these agreements are negotiated with each employee, these agreements control how and when these employees may leave employment with the University. 
    • Grant funded Positions: Grant funded Positions are funded by agencies outside of the University.  These positions are controlled by the financial terms outlined in each grant and the University cannot make the granting agencies to pay separation benefits.  Grants funds are budgeted and managed separately from the University’s base budget, so, the University would not have any cost savings by including Grant-funded Positions in the VBP.       
    • Faculty:  Faculty will be presented with an Enhanced Retirement Transition Program.  At the time this VBP was approved, a complete review of academic programs is underway.  Because  faculty are critical to the core mission of educating EKU students, tentative plans include hiring fewer  Lecturers and  part-time/adjunct  faculty to achieve cost savings while causing  the least disruption to students.
  8. If my position is partially funded by a grant and partially funded by institutional monies, am I eligible to participate in the VBP?
    • No.  To recognize the greatest savings and to meet our grant obligations, positions must be funded  100% by the University to be eligible to participate in the VBP.
  9. If I am eligible and apply for the VBP, can I be denied the ability to participate and receive benefits?
    • Yes.  Participation may be limited by employee classification and the total dollars allocated to fund this program.  If more applications are received than the University can afford (financially or operationally), applications will be approved in order based upon seniority, with the most senior employees approved first.
  10. If I am not eligible for the VBP, can I volunteer to have my Position eliminated in the RIF?
    • While the RIF is technically an involuntary program, you can inform your supervisor that you are willing to have your Position eliminated in the RIF. While your supervisor cannot be required to eliminate your Position simply because you volunteer it, s/he can take your wishes into account when determining reorganization plans for the Work Unit.
    • If your Position is later eliminated under the RIF, you would be provided with the Severance Benefits outlined in the Staff RIF program document. And, if you sign and do not cancel the Waiver and Release, you will also receive Severance Pay.
  11. Do I need to have held my current Position for five years to be eligible to participate in the VBP? In other words, does a Position change also change your Seniority date?
    • No. To be eligible to participate in the VBP, you must have been continuously employed by EKU in any regular full-time or regular part-time position or combination of those positions for a total of five years.
    • Your University Seniority date only changes if you have a break in University Service or move into a non-benefited position.
    • In addition, your Seniority for purposes of who is accepted into the VBP is also based upon your continuous University service, not your time in your current Position.

B.   Separation Pay

  1. If I am in an “acting” or “interim” position, is my base salary/hourly rate based upon my present pay or my pay for my previous “permanent” position?
    • For purposes of the VBP, your base salary/hourly rate would be based upon your “permanent” base salary/hourly rate.
  2. If I am an hourly paid/non-exempt employee, how do I calculate my annual hours worked?
    • Annual hours are determined by multiplying your regular weekly work schedule (number of hours your position is classified to work) by the number of weeks in a year (52). Overtime hours, even if regularly worked, are NOT included in this calculation. 
    • For example:
      • 25 hours per week x 52 weeks  = 1,300 hours per year
      • 30 hours per week x 52 weeks  = 1,560 hours per year
      • 37.5 hours per week  x 52 weeks =  1,950 hours per year
      • 40 hours per week x 52 weeks = 2,080 hours per year
  3. How can I find out my annual base pay rate/salary if I am unsure what it is?
    • You can log on to EKU Direct at https://web4s.eku.edu/prod/twbkwbis.P_WWWLogin
      • Click on Employee Menu
      • Click on Employee Benefit Summary
      • Locate “Annual Salary”
        • Click on “Click here for history” to determine your prior/permanent base pay/salary if you are currently in an acting or interim position
    • You can call Human Resources at 622-5094 and select option 1.  A Human Resource Representative can verify your annual pay rate for you, as it applies to the VBP program.
  4. Which Separation Pay option will be more beneficial to me?
    • To receive a side-by-side comparison of your Separation Pay options, please call Human Resources at 622-5094 and select option 1 or send an e-mail to hrvbp@eku.edu.  A Human Resource Representative will provide you a written quote within two business days.
  5. Why do I have to sign a Waiver & Release to receive my Separation Pay?
    • The University is extending Separation Pay and Separation Benefits to employees beyond normal pay and benefits in exchange for an employee’s voluntary participation in the VBP.  In exchange for the Separation Pay and Separation Benefits, the employee is agreeing to waive their rights to sue the University.  See the Waiver and Release for a complete listing of the various rights that you are waiving.
  6. Do I need to hire an attorney or CPA to review the Waiver and Release?
    • The decision to hire an attorney, CPA, or other professional to review the Waiver and Release is entirely your choice.  The reason you might want to hire an attorney is that the Waiver and Release is a legal document and, by signing it, you are agreeing to waive your rights to sue the University.  The reason you might want to hire a CPA, or other professional, is the effect of this payment upon your financial circumstances.
  7. Why would I elect to receive my Separation Pay in payments instead of a lump sum?
    • Whether or not you elect to receive your Separation Pay in payments or lump sum is a personal decision that you must make.  The decision will depend upon your personal circumstances.  Things to consider might include (a) the tax consequences of receiving a lump sum or payments; or (b) would receiving your Separation Pay in installments make an easier transition with a continued cash flow for a period of time; and other items that are important to you and your financial situation.
  8. Can I defer my Separation Pay payment until January, 2014?
    • No. Separation Pay will be made in 2013, in either a lump sum or equal payments as selected by each participant.
  9. Is my Separation Pay added into my “base salary” for 2013, which would increase my salary for pension/retirement purposes?
    • Separation Pay is a one-time special payment and each retirement system handles “Incentive Pay outs” differently. 
    • KTRS and KERS do not add the Separation Pay payout to this year’s (2013) earnings, however:
      • KTRS  Participants:  Separation Pay does NOT apply to the annuity payment calculation.     
      • KERS  Participants:  Separation Pay does apply to the annuity payment calculation.  The effect of the Separation Pay is spread out over the total attributable months credited to retirement.
  10. Will retirement contributions be withheld from my Separation Pay?
    • KERS Participants: Yes, retirement contributions will be withheld from any Separation Pay payment(s) made to you.
    • KTRS Participants: No, retirement contributions will not be withheld from any Separation Pay payment(s) made to you.
    • ORP Participants: Yes, retirement contributions will be withheld from any Separation Pay payment(s) made to you.
    • How are Separation Pay payment(s) taxed? Is it at the same tax rate as my regular earnings?
      • Separation Pay is subject to the same taxes as regular earnings. However, it is typically taxed at the maximum federal tax rate.
    • Is there anything I can do to lessen the amount of taxes withheld from my Separation Pay?
      • You should consult a Certified Financial Manager or an independent tax professional to discuss your options and understand the implications of all of your options.
      • Some options to consider include:
        • Changing your withholdings for the paychecks that you are receiving for your Separation Pay only. You can do this by coming to HR and completing a new W4 form prior to the first payroll on which you will receive your Separation Pay, if you are choosing the option of payments from June 28, 2013 to October 31, 2013 You can make this change on your W4 during regular business hours by coming to Jones 203.
        • Deferring compensation through a 403(b) or 457 plan. Under these plans, the money is taxed when you withdraw money and the money is not taxed when it is deposited.
          • To discuss these options, please see an EKU Retirement Specialist in Coates 2 or by calling 859-622-1326 or 859-622-5893.
    • If I am not currently enrolled in EKU’s Health Insurance, will I still receive the $1,500 Health Care Equivalency payment upon separation from EKU through the VBP?
      • Yes. This $1,500 is a cash payment to you and has nothing to do with participation in EKU's health insurance plan.
    • How was the $1,500 health care equivalency payment amount determined?
      • This amount is intended to help you purchase health insurance if you leave your Position at EKU under the VBP. It is not intended to cover the cost of COBRA or any other health insurance policy in full.
      • This amount was determined by the Strategic Reallocation Task Force based upon what the University could afford at this time.
    • When will I receive my last paycheck, my separation pay, and my vacation payout?
      • If you are in a non-exempt/hourly paid position and you are accepted to participate in VBP, and elect to receive your Separation Pay in one lump sum, you will receive the following payments (less applicable taxes and deductions):
        • June 28th, 2013 - Sparation Payment
          • If in KERS, the retirement system requires that EKU withhold your regular retirement contribution from your Total Separation Pay amount.
          • If in KTRS/ORP, no retirement deductions are required by the retirement system.
        • July 5th, 2013 - Normal payroll payment for hours worked, submitted, and approved for the period of June 9th, 2013 through June 22nd, 2013.
        • July 19th, 2013 - 1 week payroll for hours worked, submitted, and approved for the period of June 23rd, 2013 through June 28th, 2013, and vacation payout for earned but not taken vacation hours.
      • If you are in a non-exempt/hourly paid position and you are accepted to participate in the VBP, and elect to receive your Separation Pay in payments,you will receive the following payment from EKU (less applicable taxes and deductions):
        • June 28th, 2013 - First Separation Payment
          • If in KERS, the retirement system requires that EKU withhold your regular retirement contribution from the entire Separation Pay amount from this first installment of your Separation Pay. This will cause the first installment of your Separation Pay to be smaller then your the remaining payments.
          • If in KTRS/ORP, no retirement deductions are required by the retirement system.
        • July 5th, 2013 - Normal payroll payment for hours worked, submitted, and approved for the period of June 9th, 2013, through June 22nd, 2013
        • July 15th, 2013 - Second Separation Payment
        • July 19th, 2013 - 1 week payroll for hours worked, submitted, and approved for the period of June 23rd, 2013, through June 28th, 2013, and vacation payout for earned but not taken vacation hours.
        • July 31st, 2013 - Third Separation Payment
        • August 15th, 2013 - Fourth Separation Payment
        • August 30th, 2013 - Fifth Separation Payment
        • September 13th, 2013 - Sixth Separation Payment
        • September 30th, 2013 - Seventh Separation Payment
        • October 15th, 2013 - Eighth Separation Payment
        • October 31st, 2013 - Final Separation Payment
      • If you are in an exempt position, and are accepted to participate in the VBP, and elect to receive my Separation Pay in one lump sum, you will receive the following payments (applicable taxes and deductions will be made from these payments):
        • June 28th, 2013 - Final paycheck, payment for earned but unused vacation time, and your full Separation Payment. For KERS participants only, your regular retirement contribution will be withheld from your Separation Pay.
      • If you are in an exempt position, and accepted to participate in the VBP, and elect to receive your Separation Pay in payments, you will receive the following payments (applicable taxes and deductions will be made from these payments):
        • June 28th, 2013 - First Separation Payment, final regular paycheck, vacation payout for earned but not used vacation.
          • If in KERS, the retirement system requires that EKU withhold your regular retirement contribution from the entire Separation Pay amount from this first installment of your Separation Pay. This will cause the first installment of your Separation Pay to be smaller then your the remaining payments.
          • If in KTRS/ORP, no retirement deductions are required by the retirement system.
        • July 15th, 2013 - Second Separation Payment
        • July 31st, 2013 - Third Separation Payment
        • August 15th, 2013 - Fourth Separation Payment
        • August 30th, 2013 - Fifth Separation Payment
        • September 135h, 2013 - Sixth Separation Payment
        • September 30th, 2013 - Seventh Separation Payment
        • October 15th, 2013 - Eighth Separation Payment
        • October 31st, 2013 - Final Separation Payment

    C.   Separation Benefits

    1. Am I eligible to receive unemployment compensation benefits if I leave my position under the VBP?
      • No. When you voluntarily end your employment with EKU, you are not eligible to receive unemployment compensation benefits.  Since participation in the VBP is voluntary, you would not be able to collect unemployment compensation benefits.
    2. I am currently enrolled in classes at EKU using my staff tuition waiver. Will I be able to complete my degree program using this benefit if I leave my position with EKU under the VBP?
      • Tuition waiver benefits will be available to VBP participants through June 30, 2014.  A Tuition Waiver Plan has been built in to the VBP to outline the tuition benefits provided to VBP participants.    
      • Staff members may finish current classes and enroll in additional classes that start before the June 30, 2014 cut-off, subject to the provisions of the Staff Tuition Waiver Plan.    
    3. I currently have a dependent who is taking classes at EKU on my staff scholarship.  How will s/he be affected if I participate in the VBP?
      • Eligible dependents may finish current classes and enroll in additional classes that start before the June 30, 2014 cut-off,subject to the provisions of the Staff Tuition Waiver Plan.   
    4. What happens to my unused but earned vacation and sick time?
      • Vacation time earned, but not yet used, will be paid to you on your last regular paycheck received from the University.
      • Sick time earned, but not used, can be donated to the EKU Sick Leave Bank if you so choose, but it is not payable to you upon separation of employment for any reason.
    5. When will my health insurance coverage and other University provided benefits end?
      • As with all terminations of employment, benefits end on the last day of the month in which an employee leaves EKU.
      • For the VBP, the last day of employment will be June 28 2013 and benefits, including health care coverage, will end on June 30, 2013.
    6. Can I continue my voluntary benefits after I leave?
      • At your expense, voluntary benefits may be continued after your employment with EKU ends.  You should contact each provider for additional information and to make payment arrangements.
      • For additional questions concerning continuity of coverage for voluntary benefits, you should attend a Benefits Information Session at EKU on either March 28th or April 3rd.  You can also contact our HR Benefits office at 859-622-8637 for directions on how to contact the benefits providers directly or refer to your Employee Benefits Guide.
    7. With my Flexible Spending Account (FSA), I elected to contribute $2,500 for 2013, but have only had $1,000 deducted from my payroll to date and have already incurred $1,200 in allowed expenses, what happens to the additional $200 or to any additional expenses I incur prior to the date of my separation from the University?
      • For purposes of the VBP, the Separation Date is June 28, 2013.  It depends upon the type of FSA you are referring to:
        • Child care is only reimbursable after it has been deducted from your paycheck.  You can submit receipts for covered expenses through your separation date and will be reimbursed for approved expenses up to the amount you have contributed to your FSA account as of June 28, 2013.
        • Medical expenses that are incurred prior to your separation date will be paid through your FSA for approved expenses, up to the amount you specified on your 2013 FSA Enrollment form.  The payment of covered expenses is not limited by the amount you have contributed through payroll deduction as of the date of separation from employment.  If approved expenses exceed the payroll deductions at the date of your separation from employment, you will not be required to reimburse the University.  

    D.    General

    1. How will I be notified if my application for participation in the VBP is accepted or rejected?
      • All applicants will be notified via e-mail from Human Resources by no later than May 13, 2013 at 4:30 pm EDT.
      • The e-mail will be sent to the employees EKU e-mail address and will contain an electronic copy of the application documents.
      • On the bottom of the application will be the VBP Administrators signature, date signed, and an indicator of approval/disapproval.
    2. Can I appeal or file a grievance if my application is not approved?
      • No. This is a voluntary plan and it not subject to the grievance process.
    3. Why is my supervisor’s signature required on the application?
      • Your supervisor’s signature is for acknowledgement purposes only, to allow supervisors an opportunity to begin planning to cover the work of employees who might leave the University through the VBP.
      • Supervisors do not have the authority to approve or deny applications for participation in the VBP, nor should they provide any advice or opinions as to if an employee should choose to participate in the VBP.
    4. Another member of my family (spouse, child, relative, etc. ) also works for EKU.  Can I submit a VBP application on his/her behalf?
      • No. Applications can only be completed by the employee himself/herself.  If an employee needs assistance completing the required forms, Human Resource Representatives are available to provide this assistance in the Jones Building Room 203.
    5. Is it possible to end active work prior to the Voluntary Separation Date?
      • No. To receive Separation Pay and Separation Benefits, you must be employed through June 28, 2013.
    6. Can I take the VBP and retire immediately?
      • If you are eligible to retire, you may participate in the VBP and retire with an effective date of July 1, 2013.
      • If you are approved for participation in the VBP but then decide to retire prior to July 1, 2013, you will not be eligible to receive any Separation Pay under the VBP.
    7. If I retire in conjunction with participating in the VBP, can I be re-employed with the University once the three year time limit expires?
      • No. Retirees are not eligible for re-employment into any regular full-time or regular part-time benefited position with the University at any point in the future.
    8. If an employoee leaves employment with EKU through the VBP, and did not retire in conjunction with the VBP, may the employee be rehired in any capacity?
      • Possible. As a voluntary Participant of the VBP, the employee is not eligible for fulltime benefited or part-time benefited or non-benefited employment at EKU for three (3) years from the Separation Date of June 28, 2013. It may be possible, under special and very limited circumstance, for the University to re-employ a VBP Participant on an intermittent basis. As an intermittent employee, he/she cannot work in excess of 15 hours a week and for a period of no longer than nine months. This status is intended to be used for a special project type assignment or something similar; limited duration; with clear beginning and end date. If a hiring official is interested in considering this option, the hiring official must complete a PAF, obtain departmental and VP approval, and submit to Human Resources.
    9. If an employee leaves employoment with EKU through the VBP and incorporate a business (form a LLC, LLP, corporation, partnership, sole proprietorship or any other business entity) can the person/entity be hired as a vendor prior to July 1, 2016?
      • No. If an employee leaves EKU through the VBP and does not retire in conjunction with the VBP, the employee in not eligible to become re-employed with EKU until after July 1, 2016. If the VBP Participant chooses to incorporate a business (serving as a Director or officer), form a LLC (serving as a member), form a partnership or LLP (serving as a partner), become a sole proprietor, or any other form of business in which the former EKU employee is the owner/director/officer/etc. of the entity, the employee/entity is similarly not eligible to be hired as a vendor by EKU until after July 1, 2016.
    10. If I apply for the VBP, am I still eligible to apply for other positions at EKU prior to my June 28, 2013 separation date?
      • Yes. However, if you accept another EKU position prior to the separation date, you will waive your rights to participate in the VBP and will not receive any Separation Pay or Separation Benefits.
    11. If I don’t participate in the VBP and my position is later selected for elimination, will I receive the same benefits as if I participated in the VBP?
      • No. Separation Benefits and Pay provided to VBP participants are not the same as those that will be provided to employees affected by a Reduction in Force (RIF).  In most cases, benefits/compensation under the VBP will be more generous than those provided under the RIF.
    12. If I apply for the VBP, can I change my mind and withdraw my application and what will happen if I do?
      • Applicants may withdraw their application and revoke (cancel) their signed Waiver and Release at any time until the end of the revocation (cancellation) period on May 20, 2013 at 4:30 pm EDT.
      • If you withdraw your application, you will remain employed in your existing position at your existing rate of pay as if you never submitted an application for the VBP.
    13. How do I revoke my application and waiver & release if I so desire?
      • If you submitted a completed and signed VBP application and signed waiver & release, you may choose to revoke it at any time prior to Monday, May 20th, 2013 at 4:30 pm
      • To revoke your application and waiver & release, you must complete the form located on the HR website at http://www.hr.eku.edu/staff-voluntary-buyout-program.  To confirm your revocation (cancellation of your application and withdrawal of your waiver & release), must sign this document confirming your intentions.
      • Completed documents must be hand-delivered or sent to the VBP Administrator via FedEx, UPS, or U.S. Mail Certified Return Receipt Requested.
    14. What if too many people apply for participation in the VBP?  How will applications be selected for approval?
      • If more people apply for participation in the VBP that EKU can afford or reasonably accommodate, applications will be approved based on seniority, with approval granted to the applicants within a Job title/Classification that have the most University Service.
    15. What will happen if enough people do not participate in the VBP to meet the strategic financial resource allocation goals of the University?
      • The number of participants in the VBP and the associated salary and benefits savings will determine the extent of a Reduction in Force (RIF) Program that will happen immediately following the VBP application deadline. 
    16. Will positions vacated by those who participate in the VBP be filled after the VBP has ended?
      • It depends.  The VBP and Staff Reduction in Force (Staff RIF) were established to assist the University in reallocating financial resources in order to move the University forward.  Both of these plans provide an opportunity for Work Units to review organizational structure and business needs to determine how to proceed.  Some critical positions may be filled with internal candidates, with the resulting vacancy eliminated to realize cost savings.  Some positions will not be filled at all and will be eliminated. Some positions will be filled with external candidates. 
    17. What if I have additional questions regarding the VBP?
      • Visit the website for the program at http://www.hr.eku.edu/staff-voluntary-buyout-program
      • Call Human Resources at 859-622-5094 and select option 1 for a Human Resource Representative.
      • E-mail hrvbp@eku.edu
      • Stop by the Human Resource Office in Jones 203 during regular business hours.
      • Attend an employee information session on March 21st or March 22nd.
    18. If I apply and am accepted to the VBP, do I still have time to think about it or change my mind?
      • Yes. Once you are notified of your acceptance into the VBP on May 13th, 2013, you will have until May 20th, 2013 at 4:30 pm EDT to revoke/cancel your Waiver and Release and application to the VBP. After this date and time, you will not be able to change your mind and must leave your position at EKU on June 28, 2013.
    19. If I currently live in University Housing and choose to leave under the VBP, when will I need to be out of my housing?
      • Leases on University Housing expire on June 30th of each year. Since VBP participants will be leaving employment on June 28, 2013, all University provided benefits, including the ability to rent University Housing, will end on June 30th, 2013. Therefore, you would need to vacate your current housing no later than June 30th, 2013.
      • Any exceptions to this require advance approval from the VBP Administrator and the Vice President of Administration.
    20. Can I leave my Position at EKU prior to the Voluntary Separation Date of June 28, 2013 if I have enough vacation time to carry me through to June 28, 2013? If I do leave early, will I still receive my Separation Pay and Benefits under the VBP?
      • You may choose to resign your Position at any time. However, resigning from your Position prior to the June 28, 2013 Voluntary Separation Date will cancel your participation in the VBP and you will not be given Separation Pay or Separation Benefits.
      • Employees, with supervisor approval, may continue to take a reasonable amount of earned vacation leave time between when they are accepted to the VBP (May 13, 2013) and the Voluntary Separation Date of June 28, 2013. However, all vacation leave time must be pre-approved by appropriate management, in consultation with the VBP Administrator.
      • Employees may not use vacation leave time solely for the purpose of leaving employment early and still receiving VBP Separation Pay and Benefits.
      • It is strongly suggested and recommended that the supervisor approve no more than two (2) weeks of vacation leave time to be taken between an employee’s acceptance into the VBP (May 13, 2013) and the Voluntary Separation Date of June 28, 2013.
    21. If I am in an exempt Position and will take vacation time prior to my departure, when do I need to turn in my leave time?
      • To ensure proper payment of your leave, all vacation time taken or planned prior to your June 28, 2013 Separation Date must be turned in to Payroll no later than June 1, 2013.
    22. If I am in a non-exempt position, which is normally paid two weeks after turning in a completed timecard, when will I receive my last paycheck?
      •  
    23. What if I am on medical leave (Family Medical Leave Act) as of June 28, 2013? Can I still participate in the VBP and what happens to my claim if I do so?
      • Yes, you can still elect to participate in the VBP if you are on FMLA, subject to the eligibility requirements of the VBP. If you leave employment with the University while you are on FMLA leave, your leave ends effective on your Separation Date.
    24. What if I am on workers compensation as of June 28, 2013? Can I still participate in the VBP and what happens to my claim if I do so?
      • If you leave employment with the University for an reason (including for the VBP) while you have an active worker’s compensation claim, any open worker’s compensation claim would remain open and would continue to be handled based on Worker’s Compensation laws.
    25. What does “reverse order of Seniority” mean for purposes of determining which VBP applications will be accepted?
      • For purposes of the VBP, if more applications are received than the University can accept for the VBP, the most senior employees in each classification (exempt or non-exempt) will have their applications approved first.