EMPLOYEE FRINGE BENEFITS
The Commonwealth of Virginia through Dabney S. Lancaster Community College provides a
comprehensive benefit package to employees and their dependents. The Human Resources Office is
responsible for administration and coordination of these benefits programs.
The following summary is designed to familiarize you with benefits available through Dabney S.
Lancaster Community College. It is not intended to be a complete description of the plans or programs.
ORIENTATION FOR NEW EMPLOYEES
(all full-time employees)
Each new employee attends a scheduled orientation with the Human Resources Office. This is a time to
welcome our new employee, introduce him/her to services provided the School and review benefit
options. Orientation meetings are scheduled during the first three working days of the employee’s first
day on the job.
A probationary period of one (1) year must be served by all persons upon original appointment to a
classified position. Probation is an essential part of the selection process. It should provide an effective
means for both the employee and the supervisor to determine the employee’s suitability for the job. If,
at the end of or during the probationary period, it is decided by the employee or the supervisor that the
employee is not suited for the job, the record will merely indicate the employee was terminated during
probation. There is no appeal provided an employee who is release during the probationary period
except where discrimination based on race, color, religion, national original, political affiliation, sex, age
or handicap is claimed.
VIRGINIA DEPARTMENT OF EMPLOYMENT
(classified and faculty)
Classified - The mission of the Department of Employment Dispute Resolution is to provide state
employees and agencies with a range of equitable and effective services -- including the grievance
procedure, mediation, training and consultation -- to prevent, manage and resolve workplace disputes.
EDR will provide a range of services that help state employees and agencies create a positive,
productive workplace, where conflict is addressed constructively, at the lowest level and earliest
opportunity, allowing employees to focus on service excellence.
EDR will be known as a valued and impartial resource by employees and agencies throughout the state,
who are informed of EDR's services and comfortable accessing them.
Faculty – See the VCCS Faculty Handbook Section 3.13 - Faculty Grievance Procedure
The Grievance Procedure is intended to provide a fair process for resolving complaints or disputes. If a
Complaint or dispute cannot be resolved through informal discussion; the grievant may pursue the
formal Grievance Procedure. This procedure shall include but is not necessarily limited to (i) the
Professional Employee's Appointment Policy, (ii) the Procedures for Non-reappointment, Dismissal,
Suspension or Reduction in Staff for College Personnel Holding Faculty Rank. Nothing in this procedure
is intended to neither substitute for nor repeal the policies/procedures governing tenured faculty (See
the VCCS Tenure Policy) or the Human Resource Officer for a booklet.
(classified and faculty)
Payline is a feature on the following web site for pay information and leave balances and histories.
Employees are encouraged to initialize this feature following their first direct deposited pay check if
(classified and faculty)
You may choose from the following options for health insurance. Health plan information can be
A health care application must be completed the month prior to the effective date of coverage and/or
within 31 days of hire. Employees who do not submit an application within 31 days will be set up with a
waived health record and forfeit their option to enroll until the next open enrollment. An exception may
be made in the event of a life status change.
COVA CARE BASIC
This is a state self-insured health plan administered by The Department of Human Resources
Management (DHRM through Anthem Blue Cross Blue Shield). The plan can be customized to include
additional options not included in the basic coverage. This plan does not require use of a primary care
physician, but highly recommends a physician to monitor your care. This plan does require the use of a
participating physician within the National Blue Card PPO network. Failure to use network physicians
could result in non-covered services except in life threatening emergencies. There is no waiting period
for pre-existing conditions. This program has a plan year deductible for diagnostic tests including
laboratory test, shots, x-rays, ambulance travel and durable medical equipment. Coverage is 100% of
usual, customary, and reasonable rate. Outpatient services such as office visits, emergency room
services and specialist visits require a cop-payment. An annual wellness check is provided. You can find
more detailed information at the web site below.
Physicians can be located by visiting the following Anthem Blue Cross blue Shield web site
or to find doctors in the BlueCard Network worldwide go to
Health insurance premiums are deducted on a pre-tax basis. The health rates can be located at the
Dental coverage for COVA CARE participants is provided through Delta Dental Plan of Virginia. Dental
benefits provide coverage for semi-annual preventive care and coverage for some basic services with a
$1200.00 per plan year cap. Employees can obtain further information at:
THREE-TIER PRESCRIPTION DRUG PROGRAM
Enrollment in the COVA Care health plan provides employees with membership in the outpatient
prescription drug program administered by Medco Health Solutions, Inc. This plan provides insurance
coverage for most medically necessary outpatient prescription drugs through the use of participating
pharmacies. Prescription drugs are divided into three tiers or categories, and you pay the appropriate
prescription co-payment by tier. In general, the first tier covers generic drugs, which are usually the
least expensive. The second tier includes lower cost brand name drugs. The third tier is higher cost
brand name drugs and may include newly introduced drugs. You can find more information about the
prescription drug program as well as which tier specific prescriptions will be under by visiting Medco’s
You may also contact Member Services at 1-800-355-8279 for assistance. NOTE: Some drugs require
BEHAVIORAL HEALTH AND EMPLOYEE ASSISTANCE PROGRAM (EAP)
Services are provided for Behavioral health through ValueOptions. Services include inpatient treatment,
partial day programs and outpatient treatment. ValueOptions can be found at the following web site
The EAP allows for four visits per incident. Additional information on the EAP can be found at the
COVA CARE OPTIONAL BENEFITS
Optional health insurance overage may be added to the COVA Care Basic plan as follows:
Out-of-Network - This option allows you to receive covered services at a reduced level
from non network providers –that is, providers that are not in the Anthem, Blue Card
PPO, or Value Options, Inc. (Behavioral Health and Employee Assistance Program networks).
The plan payment for covered services is reduced by 25%. You are responsible for any
applicable deductible co-payment or coinsurance. You also pay any balance above the
allowable charge. Claim payments are made directly to the member when services
are received from a non-network provider.
Expanded Dental Benefit – This option allows you to add Complex Restorative and
Orthodontic benefits to your basic dental benefits under Delta Dental. The maximum
the plan pays each plan year for the basic dental and complex restorative is $300
more than under the basic dental plan.
Vision, Hearing and Expanded Dental – This option includes a routine eye exam once
every 24 months. The participant pays the specialist co-payment to the eye doctor.
Vision coverage also pays a portion for the eyeglass frames and lenses or it will
pay a portion for contact lenses. To reduce the out-of-pocket expense, it is best
to choose an Anthem Blue Cross Blue Shield optician, optometrist or ophthalmologist.
This option also includes routine hearing benefits once every 48 months. The
participant pays the specialist co-pay for the visit for the hearing exam. Hearing
coverage will pay a portion for hearing aid(s) and other related hearing aid services
such as selection and fitting. This option also includes the Expanded Dental benefit,
which is summarized above.
Out –of-Network and Expanded Dental – This option provides you with the benefit
of out-of-network privileges with the additional benefit of Expanded Dental, both of
which are summarized above.
Out-of-Network, Vision, Hearing and Expanded Dental – This choice provides you
with the benefit of all options, as summarized previously.
Classified staff and administrative faculty (12 month continuing contract) leave accrual is based on
years of state service and is recorded at the end of each semi-monthly pay period. All annual leave
in excess of the maximum allowed shall be carried over beyond January 1 of each year. However,
the excess leave must be used by June 30 of the same calendar year. The remaining excess hours
will be converted to sick leave on an hour-for-hour basis as of July 1, except for participants in the
Virginia Sickness and Disability Program (VSDP). See chart below.
Presidents, Vice Presidents, Provosts, and faculty-rank members of the Chancellor’s Cabinet shall be
given 160 hours (20 days) annual leave on January 10. When they have 15 years of service, the
amount of annual leave given will be as indicated below. For executive-level employees who start
employment any time other than January, the amount of annual leave given will be prorated.
Termination dates before December will result in a prorating of leave eligible for payment. Faculty
selecting the Virginia Sickness and Disability Program (VSDP) shall have personal leave as specified in
Nine-month faculty not eligible for or not electing VSDP, personal leave of three (3) days shall
be granted at the beginning of the academic year to all full-time 9-month teaching faculty members. In
all cases, the smallest unit of leave shall be a half-day. For example, an absence of two hours will be
charged as 4 hours of leave. Absences of more than one-half day shall be charged on a day-for-day
basis (5 days, 40 hours, per week) regardless of the faculty member's schedule (See sick leave for
exception for faculty on Family Medical leave). This leave may be taken by faculty members at their
discretion, provided satisfactory prior arrangements have been made with the faculty members'
supervisors. Personal leave is not intended for recreational purposes. Unused personal leave shall be
converted to sick leave accrual at the end of the summer term following the academic year for which it
The personal leave policy shall not apply to participants in the Virginia Sickness and Disability Program
(VSDP) with the following exception: the smallest unit of leave charged shall be a half-day.
Twelve month faculty shall accrue annual leave at the following rate based on years of service:
Years of Semi-monthly Carryover Payment
Service Accrual Rate Limits Limits
Up to 5 years 4 hours 192 hours 192 hours
(24 days) (24 days)
5 years 5 hours 240 hours 240 hours
(30 days) (30 days)
10 years 6 hours 288 hours 288 hours
(36 days) (36 days)
15 years 7 hours 336 hours 288 hours
(42 days) (36 days)
20 years 8 hours 384 hours 336 hours
(48 days) (42 days)
25 years 9 hours 432 hours 336 hours
(54 days) (42 days)
All annual leave in excess of the maximum allowed shall be carried over beyond January 1 of each year.
However, the excess leave must be used by June 30 of the same calendar year. The remaining excess
hours will be converted to sick leave on an hour-for-hour basis as of July 1, except for participants in the
Virginia Sickness and Disability Program (VSDP).
As annual leave is used during the first six months of the calendar year, the hours used shall be deducted
from the excess hours balance. When all excess hours have been used, annual leave taken shall be
deducted from the current calendar year balance.
See website for holiday schedule. Other state holidays are shifted to the winder break to enable the college to
close during that period. Essential personnel may be required to work during these times. This leave is
noncumulative and no severance payment is made with respect to unused holiday leave.
New Year’s Day Memorial Day Veteran’s Day
Martin L. King, Jr. Day Independence Day Thanksgiving Day
Lee-Jackson Day Labor Day Day after Thanksgiving
George Washington’s Birthday Columbus Day Christmas Day
(all full-time faculty and classified employees)
Traditional Sick Leave - Full-time and 12-month administrative faculty that remained under the
traditional sick leave plan accrue 10 hours sick leave per month (5 hours per pay period).
Family and Medical Leave - Eligible employees are provided with up to 12 weeks of unpaid
leave due to the birth of a child, or option or foster care of a child, or to provide care for a family
member (child, spouse, or parent) with a serious health condition, or because the employee’s own
serious health condition makes him/her unable to do his/her job. In some cases, employees may be
able to use their personal leave balances to receive pay during these periods.
Virginia Sickness and Disability Program (VSDP) - The Virginia Retirement System (VRS)
administers the Virginia Sickness & Disability Program (VSDP) in conjunction with the Department
of Human Resource Management and UnumProvident, a third-party vendor that specializes in
disability claims management. When you join the state as a full-time or part-time salaried
employee, you are automatically enrolled in the VSDP.
VSDP provides you with income security when you cannot work because of a partial or total disability.
The program includes sick, family and personal leave; short-term disability benefits; long-term
disability benefits and a long-term care program. VSDP benefits cover non-work-related and work-
The VSDP focuses on helping you make a safe return to your full duties following your disability.
Return-to-work plans, such as job modifications or vocational/medical rehabilitation, may be developed
in consultation with your employer and treating healthcare or medical professional to assist in your
recovery and return to your regular schedule.
MEDICAL DISABILITY AND SICK LEAVE
Eligible faculty members employed as of August 15, 1999 or hired, thereafter, initially shall have
available 120 calendar days of paid disability leave. Faculty members who use all or any portion of the
initial 120 days of paid disability leave during any contract year shall be credited with up to 30
additional days of paid disability leave effective the beginning of each succeeding contract year. Faculty
members may not accumulate or use more than 120 days of paid disability leave during any contract
Sick leave for full-time 9-month teaching faculty members shall accrue at the rate of four and one-half
(4-1/2) days per academic semester, awarded on the first day of each semester. There shall be no limit
on the amount of sick leave that can be accrued.
The smallest unit of leave shall be a half-day. For example, an absence of two hours will be charged as
4 hours of sick leave. Absences of more than one-half day shall be charged on a day-for-day basis
(5 days, 40 hours per week) regardless of the faculty member's schedule. Faculty members on
Approved Family and Medical Leave will have the first eight hours of leave charged on an hour-for-hour
basis. Longer absences will be charged on a day-for-day basis (5 days, 40 hours, per week) regardless
of the faculty member’s schedule. Those on Family and Medical Leave with approved intermittent leave
or a reduced schedule will have all absences charged on an hour-by-hour basis counting class hours
and designated office hours, etc.
The VSDP Handbook is your resource for information about the services and benefits of the Virginia
Sickness and Disability Program. If you think you may qualify for benefits, talk with your supervisor
and your benefits administrator as soon as possible to be sure you understand your responsibilities and
eligibility for benefits and to go over any questions you may have about initiating a claim.
See web site below
(all full-time faculty and classified employees)
In addition to Social Security, contributions will be made for you to a retirement plan. Faculty has three
choices and all classified employees will be enrollment in the Virginia Retirement System. An
application must be submitted within 60 days of hire.
Virginia Retirement System – Choice for full-time faculty and classified employees. This is a defined
or fixed benefit retirement plan. Members must have at least five years of service and have attained
age 55 to retire early with reduced benefits. To receive full benefits, the member must be age 50 with
30 years of service or age 65 with at least five years of service. The benefits received at retirement are
determined by salary, length of service, age at retirement, the retirement income option selected. More
information can be obtained at the VRS web site at
A member is fully vested after five years of service. A member who terminates before becoming vested
can make application to receive a refund of contributions. A member who terminates after being vested
may either withdraw accumulated contributions or leave the contribution in the account until eligible to
receive a retirement benefit or roll it over to a 403(b) or an IRA.
To make the transition from employment to retirement, the Human Resource Office encourages early
planning by the employee (at least 90 days before effective date of retirement). A major component of
a planning process knows about retirement related issues, the choices available and the decisions,
which have to be made.
Optional Retirement Plan – Choice for full-time 9 and 12-month faculty only. This is a defined
contribution plan. You may elect either TIAA-CREF or Fidelity Investments. As a member, you
determine the allocation of contributions to the investment funds available within your chosen
company. Vesting is immediate with the ORP. The benefits received at retirement will depend on the
level of contributions, the duration of participation, investment gains and losses, the actual age at
retirement, and the retirement income option selected.
http://www.varetire.org/Pdf/ORPGuide5Ed.pdf or www.varetire.org
(full-time faculty and staff)
TAX SHELTER ANNUITY PROGRAMS (403B)
The College is associated with several companies that offer 403B plans. If you desire a supplemental
retirement plan, you may contribute up to $14,000.00 ($18,000.00 if over age 50) of your annual
salary to one or more of these 403B plans. The portion of your salary that you elect to contribute is not
taxed until you withdraw it.
DEFERRED COMPENSATION PLAN
The Commonwealth of Virginia also offers the opportunity to invest in a supplemental retirement plan.
This Deferred Compensation Plan offers you the opportunity to contribute up to $14,000.00
($18,000.00 if over age 50) of your annual salary. The contributions are made on a pre-tax basis.
CASH MATCH PROGRAM
Once you are contributing to one of the 403B companies or to the Deferred Compensation Plan, you will
be eligible for a cash match. The cash match program offers a 50% match with a cap. The current cap
is $20.00 per pay period as long as you contribute $40.00 per pay period.
OPTIONAL LONG-TERM CARE INSURANCE
Aetna can provide long-term care insurance for you, spouses of employees, parents and parents-in-law
of all eligible employees. You may choose from several different plan types. Employees interested in
long-term care insurance should contact Aetna directly at
1/800/894-2470 or www.aetna.com
Pre-tax: This plan allows the employee to pay for payroll deducted health insurance premiums with
“before tax” dollars. Accomplished by deducting the premiums before taxes are calculated, this plan
reduces the amount t of Federal, State and Social Security withholding. Strict IRS guidelines apply.
Participation in pre-tax is mandatory if enrolled in the health benefits plan.
Medical Care Reimbursement Account: This pre-tax deduction is designed for use in paying eligible
medical, dental, and vision expenses which are not covered by health insurance. The reimbursements
received are not subject to Federal, State and Social Security taxes. An employee is eligible to
participate in this plan as of the first day of the month following six months of employment. Due to the
tax advantages offered by this program, the IRS has strict guidelines for its use. Participation is
optional. More information can be found at the following web site
Dependent Care Reimbursement Account: This pre-tax deduction is for use in paying eligible
dependent care expenses. The reimbursements are not subject to Federal, State and Social Security
taxes. An employee is eligible to participate as of the first day of the month following the date of hire.
Due to the tax advantages offered by this program, the IRS has strict guidelines for its use.
Participation is optional. More information can be found at the following web site
A group life insurance policy is provided for you and paid for by the State. The amount is equal to your
annual salary rounded to the next highest thousand (when applicable), and then doubled. This is a
double indemnity policy that would pay twice the value of the insurance in the event of an accidental
Actively employed: Your coverage continues while you are employed in a permanent, full-time
salaried position with a participating employer.
Leave without pay: Your coverage will continue while you are on leave without pay (including military
leave) up to a total of 24 months if your employer continues to pay your premiums.
Terminating employment: Your coverage ends when you leave your job. You may elect to convert
your coverage to an individual whole-life policy at non-group rates, provided you do so within 31 days
of the last day of the month in which you terminate employment. Your human resource office or
Minnesota Life can provide you with more information about this option.
Retirement: After you retire, your life insurance continues at no cost to you if you meet the eligibility
requirements under your retirement plan. For an overview, see the below web sites
Retiree Handbook 243kb
OPTIONAL LIFE INSURANCE
The VRS optional group life insurance provider is Minnesota Life. Members who are covered for basic
group life insurance may purchase optional group life insurance coverage in an amount equal to one,
two, three or four times their salary, not to exceed $600,000. Members pay the premiums for optional
life insurance coverage through payroll deduction.
Members are not required to provide evidence of insurability if they apply for optional group life
insurance within 31 days of becoming covered by VRS basic group life insurance, which is usually the
date a member joins a VRS-covered position. Evidence of insurability is required if a member applies
after the 31st day; wishes coverage over $300,000; or later wishes to increase the amount of
Optional group life insurance also is available to the member’s spouse and dependent children. Spouses
are eligible for up to 50 percent of the maximum amount of members’ optional group life insurance
coverage. Optional coverage for minor children who are at least 15 days of age may be purchased in
increments of $10,000, $20,000 or $30,000, depending on the level of coverage selected. See the below web
site for more information
VIRGINIA CREDIT UNION
You may choose to become a member of the Virginia Credit Union. Automatic deposit and payroll
deductions are available to you. More information on the Virginia Credit Union can be obtained at the
following web site
EDUCATIONAL ASSISTANCE POLICY
Faculty - July 2005 the State Board approved a revised Educational Assistance Policy. See the VCCS
Classified – Virginia State Government provides provisions for educational assistance. Such assistance
varies is dependent upon policies and procedures of DSLCC. See Vice Presidential for Financial and
EMPLOYEE SUGGESTION PROGRAM (ESP)
ESP is designed to use employees’ suggestions to improve the successful operation of Virginia
government. If your suggestions are implemented, you may receive a monetary award or annual leave.
If you desire, you may purchase U.S. Savings Bonds through payroll deductions. You can get more
information on U.S. Savings Bonds at the web site below
1/800/4US-BONDS or www.savingsbonds.gov
CommonHealth, the College’s wellness program, is available to all faculty and staff.
AFLAC – Employees can choose from different optional policies for coverage such as cancer insurance,
intensive care insurance and disability, etc. These are optional plans.
VIRGINIA COLLEGE SAVINGS PLAN
You can save for college expenses for yourself or for someone else with one of the college savings plan.
The plans offer ways to save for tuition, room and board, textbooks and other fees. You can find
additional information as the following website
Maintaining a safe work environment requires the continuous cooperation of all employees. All
employees will be provided care, first-aid and emergency service for injuries or illnesses while on
DSLCC premises. Employees should contact their supervisor or the Human Resource Officer of an