Employee Benefits & Services
Employee Benefits & Services jgastley3Employee Benefits
Employee Benefits jgastley3Awards Policy
Awards PolicyThe Georgia Institute of Technology supports recognition of outstanding employee contributions at all organizational levels. Awards recognize employees who perform "above and beyond" expectations. Awards must be paid from non-State funds and may be made in the form of cash payment, plaque, trophy, pin, certificate, meals or reception.
Guidelines
- All awards are designed for individual’s whose contributions demonstrate a benefit to the Institute or unit operations.
- All units shall have documented nomination/selection criteria for any award. If a unit chooses to have a selection committee, all members’ names should be documented.
- Nominations for awards are open to any regular, temporary, or student employee of the sponsoring unit.
- Nominations for all awards must be made to the designated official within each unit of the Institute.
- All nominees must be in good standing (no current disciplinary action and a minimum of fully successful/meets requirement performance level) with the Institute.
- All competitive awards must include a minimum of two (2)-qualified nominees. There may be up to three winners if there are multiple nominees or competitors. In no case will more than one half of the nominees be declared winners of awards.
- The names of all winners of Awards will be submitted to the Director of Grants and Contracts.
- All awards must comply with the State of Georgia and Board of Regents compensation policies.
- No award may represent extra compensation or overtime payment to the employee.
- All awards are subject to the appropriate federal, state and local taxes (see Employee Awards and Prizes).
Employee Benefits
Employee Benefits jgastley3Benefits eligible employees are provided benefits through the University System of Georgia. For information on USG benefits including eligibility, plans and programs for you and your eligible dependents visit https://hr.gatech.edu/benefits/health-welfare-benefits
Georgia Tech Foundation Flower Fund
Georgia Tech Foundation Flower FundThe Georgia Tech Faculty-Staff Flower Fund is available to pay for flowers or other expressions of concern to be sent:
- On the occasion of the death of a faculty or staff member or upon the death of a family member of such person (limited to spouse, children, parents, brother, sister or retired faculty/staff member).
- On the occasion of hospitalization for illness or accident of a faculty or staff member, or, the hospitalization for illness or accident of the faculty or staff member's spouse, children, parents, brother, sister or retired faculty/staff member.
In order to have flowers sent for an occasion mentioned above, the person/organization desiring such should contact the Georgia Tech Foundation, (404) 894-5072. The Foundation will order the flowers, with a card reading "From the President, Faculty, and Staff of the Georgia Institute of Technology," and pay for them from the flower fund.
Worker's Compensation
Worker's Compensation jgastley3All employees on the Institute's payroll are protected under Workers’ Compensation. For information on how to report an injury or illness under Workers Compensation go to https://careers.gatech.edu/workers-compensation
Flexwork Arrangements
Flexwork ArrangementsThe Georgia Institute of Technology provides a variety of flexible working arrangements, including Compressed Workweek, Flextime, and Telecommuting at the discretion of individual units to enable employees to serve students and customers, meet Institute and unit level goals, and balance professional and personal responsibilities. Participating in a flexible working arrangement is a privilege and not a right.
Flexwork in General
The University System of Georgia (USG) has approved flexible working arrangements for employees who work in positions that are eligible for telecommuting and/or flextime and approved by the designated authority. Exceptions may be granted to provide reasonable accommodations under the Americans with Disabilities Act (ADA). Requests for accommodations should be made through the Georgia Tech Human Resources, Employee Relations unit. Employees may find additional information about requesting a reasonable accommodation at: Human Resources Disability Services
Employees and supervisors should discuss the flexible work request; however, supervisors make the final decision and employees must maintain the agreed upon arrangement. Flexible working arrangements may be discontinued at any time. The employee and/or the supervisor may end the arrangement by providing written notice a minimum of 14 calendar days in advance. The Working@Tech Arrangements form should be reviewed on an annual basis and should be resubmitted whenever schedule and/or work location changes are requested.
Flexible working arrangements should not cause a non-exempt employee to work overtime or cause any employee to work on existing holidays or conflict with leave allocation practices. Exceptions should be approved in advance by the Georgia Tech Human Resources (GTHR). Occasionally, an adjustment to an employee's work schedule may be required on a short-term basis and such adjustments do not require updates to the flexible working arrangement. Employees who occasionally request to telework must get supervisor approval first, but do not need to update the Working@Tech Arrangement form.
Performance Expectations
While working under a flexible working arrangement, employees are expected to maintain satisfactory performance. This includes turning in assignments by applicable deadlines, producing a quality work product, attending meetings, and following proper leave procedures for time off. In addition, employees must follow established state laws and departmental policies and procedures. Failure to do so may subject the employee to revocation of the flexible working arrangement agreement and/or disciplinary action, up to and including termination.
Retention of Agreement Forms
Supervisors are responsible for retaining the Working@Tech Arrangements form until superseded or obsolete.
Employees can learn more and request flexible working arrangements here.
This policy applies to all Georgia Institute of Technology employees.
Compressed Workweek
A compressed workweek is the scheduling of a traditional 40-hour week into fewer than five full days by adjusting the number of hours worked per day. An example of a compressed schedule is working four ten-hour days with one full day off each week.
Flextime
A work schedule with variable arrival, departure and / or lunch times. It is typically designed to enable employees to come in earlier or leave later than the organization's normal hours of operation. This approach also enables the department to ensure necessary office coverage, customer service and staff interactions are maintained during the core business hours.
Telecommuting
The performance of normal work duties at a location away from the conventional or main office. This off-site location is most often the employee's home, but can also be a satellite office or, if traveling, a virtual office. Telecommuting is a privilege and not a right for employees.
Supervisors
Supervisors are responsible for engaging in individual conversations with all team members to determine Institute, department, and employee needs prior to agreeing on the employee's flexible working arrangement.
Employees
Employees are responsible fro submitting accurate location and schedule information in compliance with this policy. In addition, employees must adhere to the Flexwork Arrangement Guidelines.
Parking
ParkingAll motor vehicles parked by faculty, staff, students, visitors, contractors/vendors of the Georgia Institute of Technology on Institute controlled parking areas must display a valid parking permit or be parked in designated visitor/metered parking areas. Parking permits may be purchased at the Office of Parking and Transportation Services (PTS), located at 828 West Peachtree Street N.W. Complying with the Institute's parking rules and regulations will help ensure an effective parking control program for the benefit of the entire campus community. Everyone's cooperation is essential. Penalties and fines have been established for violation of the campus parking regulations.
Carpooling, and using alternative transportation to single-occupancy vehicles, such as MARTA, Georgia Regional Transportation Authority, Cobb County Transit, and Gwinnett County Transportation are encouraged. Payroll deduction is available for some of the transit alternatives. Check with the PTS office at 404/385-RIDE (7433) for more information.
A parking permit may be obtained by bringing a copy of the vehicle registration and BuzzCard (or other photo identification) to the Office of Parking and Transportation Services. Full-time (benefits-eligible) faculty and staff may also choose payroll deduction as a payment option. Temporary employees are not eligible for this option, and must make payment in full at the time of purchase via cash, check, or charge.
Visitors may purchase temporary parking permits from the Office of Parking and Transportation Services, or park in designated visitor parking areas or at meters and pay the posted rate. Vehicle registration and a driver’s license are required to purchase visitor temporary permits.
Please visit Parking and Transportation Services' web page at: http://www.pts.gatech.edu to obtain a campus parking map, a complete set of parking rules and regulations, lot designations, parking rates, visitor and special event parking, and alternative transportation options.
Parking and Transportation Services’ telephone number is 404-385-PARK (7275).
| Revision Date | Author | Description |
|---|---|---|
| 01-12-2015 | Parking and Transportation | Update to verbiage |
Service to the Institute
Service to the InstituteIt is important to provide clear guidance and support regarding the participation of employees.
Service to the Institute is valued and encouraged by Georgia Tech. Service to the Institute includes participation in Institute service programs or activities that are separate and in addition to the employee's ordinary job duties. Some examples include institutional governance, service as an advisor to one or more recognized student organizations, or participation in any other Institute service program. All such authorized activities shall be considered within the scope of the employee's employment.
Exempt and non-exempt employees
are defined in accordance with prevailing employment law. An exempt employee is generally salaried and not employed on an hourly basis.
Service to the Institute
Although employees usually contribute to the Institute primarily through their job responsibilities in their home and work departments, they may also contribute significantly to the development of Georgia Tech by offering appropriate services to the Institute in other parts of campus life. In the context of this policy, service to the Institute includes properly authorized activities outside one's home and work departments as documented in the records of the Institute.
Faculty members who provide services to the Institute may refer to the Faculty Handbook for applicable policies and guidelines.
Information regarding serving as an advisor to a student organization may be found at www.involvement.gatech.edu
| Party | Responsibility |
|---|---|
| Student Involvement Director | Ensure compliance with policy |
| Student Affairs | Offer assistance with policy interpretation |
Training and Development
Training and Development jgastley3Staff Tuition Reimbursement Assistance Program (STRAP) Policy
Staff Tuition Reimbursement Assistance Program (STRAP) PolicyThis policy reinforces Georgia Tech’s Strategic Plan focus area: Leading by Example to develop a world-class workforce committed to enhancing employee skills and providing a diverse, equitable, and inclusive environment.
The Staff Tuition Reimbursement Assistance Program (STRAP) provides employees with an opportunity to acquire skills and knowledge needed for career development and advancement. This program supports the Institute's commitment to foster professional growth and development of its eligible employees. Course work must be applicable to a career at Georgia Tech.
Employees are encouraged to use the University System of Georgia’s (USG) Tuition Assistance Program (TAP) whenever possible. However, if an employee is pursuing an accredited program not offered within the USG they may be reimbursed through STRAP for course work taken from accredited private educational institutions or Technical College System of Georgia (TCSG) vocational / technical colleges that lead to a degree. Employees attending USG institutions must use the USG TAP.
STRAP funds are limited. Applications are processed on a first-come, first-served basis and are subject to the approval of GTHR.
Eligibility
Benefits-eligible, full-time (1.0 FTE) staff (exempt and non-exempt) who have a minimum of one full year of employment with Georgia Tech by the STRAP application deadline date may apply for the program. Eligibility ends upon termination of employment at Georgia Tech. STRAP participants must be employed at Georgia Tech through the completion of the course in order to receive reimbursement. Eligible employees must submit a new application for consideration and approval by the deadline for each academic term. The deadline dates can be found at: http://ohr.gatech.edu/staff-tuition-reimbursement-assistance-program.
Work Schedule Arrangements
To the extent possible, employees should not take courses that would require them to be absent from work during regularly scheduled work hours. If attendance in an approved STRAP course requires that an employee be absent from their assigned workstation during normal work hours, various accommodations may be possible, depending upon the needs of the unit/department and of the employee. Supervisors are encouraged to make a reasonable effort to find an appropriate work schedule accommodation; however, alternate work arrangements are within the sole discretion of the immediate supervisor. The supervisor must ensure that the employee’s participation in STRAP will not adversely affect departmental services, or, result in undue hardship for other employees.
Acceptable Courses and Schools
STRAP provides partial reimbursement for classified Georgia Tech employees seeking a degree at any accredited private institution.
Employees not living in the State of Georgia
Institute employees who reside outside the State of Georgia who are pursuing accredited degree programs not offered within the USG as distance learning may be eligible for reimbursement if enrolled in a public accredited institution. Employees hired by the Institute who are in the process of relocating to the State of Georgia while currently enrolled in a program at a public institution outside of Georgia, may be eligible to complete their program with STRAP reimbursement provided the employee and their accredited classes are not transferable within the University System of Georgia.
Course Work (Applies to degree programs)
Course work must be taken for academic credit toward completion of a degree and must be related to a career field at Georgia Tech. Each employee must meet the admission requirements of the educational institution, acquire approval from their immediate supervisor and department head, submit application by the deadline date, and receive approval from GTHR for each course to be reimbursed. Non-credit continuing education courses, non-credit certificate programs, and Executive Programs are not eligible for reimbursement.
Please contact the Administrative Services Center (ASC) at (404) 385-1111 or submit a General HR Request at asc.gatech.edu.
Reimbursement
For degree programs: Approved applicants may be reimbursed for their complete or partial tuition cost up to six (6) credit hours per semester. Upon completion of course work with a grade of C or better, the Institute will reimburse tuition costs up to a maximum of six (6) credit hours per semester. Please visit the STRAP website for the most up to date reimbursement amount.
The original tuition receipt showing a zero balance and an official transcript must be submitted via Workday for reimbursement. Expenses for fees, books, and other costs will not be reimbursed.
This policy applies to all staff within the Georgia Institute of Technology. Learn more about participation eligibility above.
|
STRAP |
Staff Tuition Reimbursement Assistance Program offered through the Georgia Institute of Technology. |
|
TAP |
Tuition Assistance Program offered through the University System of Georgia. |
|
Workday |
System used to process tuition reimbursement requests. |
Application
The STRAP online application may be accessed at: https://hr.gatech.edu/education-assistance. A complete application must be submitted before the published deadline date. Employees will be notified via e-mail of the approval or denial of their application.
Reimbursement
Within thirty (30) days following the completion of course work, submit a Workday expense. Instructions can be found on the STRAP website. If there are any questions, please contact the Administrative Services Center (ASC) at (404) 385 - 1111 or submit a General HR Request at asc.gatech.edu.
Tuition Assistance Program Manager
The Tuition Assistance Program Manager is responsible for processing STRAP Applications.
Director, Benefits and Retirement
The Director, Benefits and Retirement is responsible for owning and maintaining the policy.
| Revision Date | Author | Description |
|---|---|---|
| August 2022 | Human Resources | Updated to remove professional certifications in compliance with USG policy and procedures. |
| December 2021 | Human Resources | Updated Policy to include professional certifications. |
| November 2018 | Human Resources | Updated Policy |
| January 2004 | Human Resources | New Policy |
Training Programs
Training ProgramsThe Office of Organizational Development schedules job related training programs for regular employees during regular working hours (8:00 a.m. -5:00 p.m.). Eligible employees must obtain prior approval from their supervisors/department heads and submit a registration form through our on-line system. Registration is on a first-come, first-serve basis. A training program schedule is available to all full-time employees via the web. Employees may attend training programs during regular working hours with no reduction in pay, and there is no need to make up time spent in class. For staff employees, time spent in required training programs is considered time worked.
Employees Working Shifts
Staff employees whose normal working schedules are not 8:00 to 5:00 p.m. are eligible to attend training programs providing they meet the same requirements and follow the same registration procedures as employees working regular hours. Such employees must be compensated for the time spent in class or may be granted compensatory time off within the same pay period, at the discretion of the immediate supervisor.
General
Georgia Tech follows the University System of Georgia (USG) procedures for employee training outlined in the Human Resources Administrative Practice (HRAP) Manual on General Criteria for Employment.
An employee who registers and is confirmed for any training program must notify the Office of Organizational Development of a cancellation no later than 5 working days prior to the program. The registration fee will not be refunded or credited for any cancellation after that time. Substitution of employees is encouraged in lieu of a cancellation. If 3 or more employees from a department cancel the same class, there must be at least 10 working days notice. Without 10 working days notice, the department will be charged the full fee. Training fees are charged to the employee's department for expenses incurred in the program (note the exception below).
If a supervisor or department head will not approve attendance in a training program, an employee may pay the course fee by personal check. If the class is scheduled during the employee's normal working hours, the employee will need supervisory approval to take vacation leave.
Tution Assistance Program (TAP) Policy
Tution Assistance Program (TAP) PolicyThis policy ensures alignment between University System of Georgia (USG) requirements for and Georgia Tech’s administration of the Tuition Assistance Program (TAP).
Georgia Tech adheres to USG’s policy on the established assistance program, called TAP (Tuition Assistance Program), for eligible employees to develop and grow through education. Refer to the USG Human Resource Administrative Manual regarding Employee Continuing Education and Tuition Assistance Program (TAP).
Eligible employees are required to submit a new TAP application to the Tuition Assistance Coordinator by the deadline each semester in order to be eligible for reimbursement. TAP application deadline dates can be found here.
TAP applications received after the TAP application deadline will be denied. There is no exception or appeal to this requirement.
When extenuating circumstances such as hospitalization, death of an immediate family member, or other catastrophic events occur a one-time exception may be granted when documentation is provided to the Tuition Assistance Program Coordinator.
Employees that register for classes prior to the TAP registration period for the teaching institution that they are attending will not be eligible for TAP for that semester.
This policy applies to all regular, benefits-eligible, full-time (1.0 FTE) employees that have satisfactorily completed their six (6) month provisional period as of the date of the Tuition Assistance Application deadline.
|
Academic Certificate Program |
A program where a student takes academic courses and received academic credit and a letter grade towards an academic certificate program which does not include a professional certification or continuing education certification. |
| Acceptable (Academic) Coursework | Certificates, diploma, or degree programs taken for academic credit. Must be related to a career field at Georgia Tech. Non-credit continuing education courses, non-credit certificate programs, and Executive Programs are not eligible for reimbursement. |
| Staff Tuition Reimbursement Assistance Program (STRAP) | Program offered by the Georgia Institute of Technology. Provides reimbursement to eligible employees taking academic coursework at an accredited private (nonUSG) educational institution or Technical College System of Georgia (TCSG) vocational/technical college. |
| Tuition Assistance Program (TAP) | Program offered through the University System of Georgia. Provides a waiver of tuition for eligible employees taking academic coursework at a USG institution. |
Employees
Each employee must:
- meet the admission requirements of the educational institution,
- acquire approval from their immediate supervisor and department head,
- submit the TAP application by the deadline date,
- and receive approval from GTHR each semester for each course to be reimbursed.
Supervisors
Supervisors are encouraged to make a reasonable effort to find appropriate work schedule accommodations; however, alternate work arrangements are within the sole discretion of the immediate supervisor. The supervisor should ensure that the employee’s participation in TAP will not adversely affect departmental services or result in undue hardship for other employees.
Supervisors’ approval is needed on TAP applications and tax waivers (if applicable). Please visit the TAP website for information on tax implications for TAP.
Employees and Supervisors should consult with their HR Business Partner or Coordinators for questions or concerns about alternative work arrangements.
Tuition Assistance Coordinator
The TAP Coordinator is responsible for processing TAP applications, approves participation, reviews documentation for extenuating/catastrophic events exception, and makes the final tax determination for evaluating tax treatment of tuition reimbursement.
Georgia Tech Chief HR Officer
The Chief HR Officer is responsible for supporting compliance to this Policy and reviewing appeal requests.
| Revision Date | Author | Description |
|---|---|---|
| 3-2016 | Human Resources | Editorial Changes |
| 3-2024 | Human Resources | Updated to remove procedures, update verbiage, and outline exceptions for late applications. |