leave without pay

Transcript

1 Fact Sheet: Leave Without Pay Leave Without Pay

2 KEY DEADLINES AS SOON AS YOU KNOW YOU WANT TO TAKE A LEAVE Notify your supervisor about your plans • • Start reviewing your options for continuing benefits during your leave Contact your local Payroll or Benefits Office to make • arrangements to pay the premiums for any benefits you decide to continue DURING YOUR LEAVE Soon after your last day on pay status: • Contact Fidelity Retirement Services if you have taken a loan through the Tax-Deferred 403(b) Plan and you would like to set up a repayment schedule during your leave Within 31 days after a family member becomes eligible to enroll in a benefit plan: • Enroll your family member Within 31 days after you leave your medical or dental plan’s service area, if applicable: Transfer to a UC-sponsored plan in your new service area • Within 31 days after your UC-sponsored or COBRA continuation coverage ends (if applicable to you): • Apply for conversion coverage AFTER YOUR LEAVE Within 31 days after you return to work: Restart any benefits you chose not to continue while on leave • • Re-enroll in benefits that you did continue (at some UC locations only; please check with your Benefits Office) Contact your Payroll Office to resume payroll deductions for • any 403(b) loan repayments Within 31 days after you return to your medical or dental plan’s service area: • Check with your Benefits Office regarding enrollment options Within 60 days from the date you lose medical, dental and vision coverage by reason of a qualifying event, or the date you receive notice of your continuation rights, whichever is later: • Elect COBRA if you want to continue your benefits Within 120 days after your separation from UC employment (if you separate while on leave): • Retire, if you are eligible and want to continue benefits coverage as a retiree

3 Life happens, and UC understands that. That’s why one of your benefits is the option to take a leave without pay. You may find, for instance, that you’d like to extend your maternity or bereavement leave, or accompany your partner on an overseas work assignment. If your need for unpaid leave arises because of a family or HOW TO ARRANGE FOR A LEAVE medical event, or because of disability, pregnancy, military Contact your supervisor and your local Benefits or Payroll service, a furlough or a temporary layoff, please see the specific Office as soon as the need for a leave arises. fact sheets that cover these types of leave, which you’ll find on ucnet.universityofcalifornia.edu/compensation-and-benefits/ During your leave, you may be eligible to continue many of your roadmaps/loa.html. And if you think there’s a chance you may UC benefits—some for the same cost to you as during regular end UC employment during or after your leave, be sure to review employment, and some at additional cost. For certain benefits, the at ucnet.university Termination of Employment Fact Sheet including medical and dental, you will need to pay the full ofcalifornia.edu/forms/pdf/termination-of-employment.pdf. premium (both your portion and UC’s). And you’ll need to make arrangements for those payments before you begin your leave. Before you decide to take unpaid leave, note that UC offers an You can continue coverage for your dependents as well as for option that may help you extend any paid leave for which you’re yourself, just like during regular employment. eligible. You can learn more about the Catastrophic Leave Donation Program in the “Leaves of Absence” policy document on UCnet (ucal.us/staffleave). IF YOU ARE A FACULTY MEMBER This fact sheet outlines the leave without pay benefit, how to arrange for a leave, and what you need to do to continue certain Faculty members may want to consider the following: benefits during your leave. It also explains additional options for continuing benefits under COBRA, how to make the transition • You may also be granted a leave without pay “for other good back to regular benefits when you return, and what to do if you cause”—see the Academic Personnel Manual for details: don’t return. ucop.edu/academic-personnel/_files/apm/apm-759.pdf. • Many faculty members are paid over 12 months for work over the academic year, with some payments in advance of time worked. If you begin an unpaid leave between August and December, you may be required to return pay for any period for which you received advance payments. Got questions? If you still have questions after reviewing the information here, check out UCnet (ucnet.universityofcalifornia.edu). You’ll find general information, UC publications and forms, and details on benefit plans; UC staff policy on leaves is at ucal.us/staffleave. Policies for Academic Personnel are available at ucop.edu/academic-personnel/academic-personnel-policy/ benefits-and-privileges/index.html. To review the specific benefits you’re enrolled in, sign in to your online benefits accounts, available through UCnet. You can also contact your local Benefits Office for help. 3

4 Your Benefits: What You Need to Know Your Benefits: What You Need to Know Once you’ve decided you want to take a leave, you’ll have lots of If you decide not to continue your benefits during your leave, choices for continuing your benefits. You’ll need to start sorting your coverage will end on the last day of the month for which your through your options, assessing the costs, and getting the process premiums or contributions have been paid. You won’t accrue under way as soon as possible. The information below summarizes vacation or sick leave while on leave. (For additional details, see the benefits you may and may not continue, their costs, and what the personnel policy or collective bargaining agreement that you’ll need to do to continue and/or restart them. applies to you.) HEALTH, WELFARE AND OTHER BENEFITS YOU CAN CHOOSE TO CONTINUE Length of time Cost to you* Benefit Medical, Dental, Legal, Vision Your premium and UC’s portion** 2 years Basic Life, Core Life 4 months None Accidental Death and Dismemberment (AD&D), Your premium 2 years Supplemental Life 4 calendar months, beginning the month Your premium Basic Dependent Life after your leave without pay begins (if enrolled in Basic Life only) Basic Dependent Life (if you’re enrolled in, and 2 years Your premium decide to continue, Supplemental Life) (if you’re enrolled in, Expanded Dependent Life 2 years Your premium and decide to continue, Supplemental Life) Automobile and Homeowner/Renter’s Insurance Your premium To end of the policy contract year Bright Horizons Care Advantage Length of your leave You pay only for the services of any caregiver you hire. * You’ll find information about your costs and UC’s costs on your most recent pay stub or direct deposit record, or you can calculate them online at ucal.us/totalcomp. ** For certain leaves, for example Family and Medical Leave Act, UC may continue to pay its portion of the premium. Check with your Benefits Office and review the applicable fact sheet or other information available on UCnet (ucnet.universityofcalifornia.edu). 4

5 Your Benefits: What You Need to Know BENEFITS YOU CAN’T CONTINUE WHILE ON LEAVE WITHOUT PAY What you need to know Benefit When coverage ends Last active day* at work before your leave begins N/A Business Travel Accident, Workers Compensation Basic Disability, Last active day* at work before your leave begins Exception: Voluntary Disability coverage may be continued if your leave is a qualified leave for professional develop- Voluntary Disability ment, as determined by the University. If approved, you may continue Voluntary Disability for up to two years, provided you pay the entire premium cost in advance of your leave. DepCare FSA (Dependent Care Your contributions and coverage end when you You can still be reimbursed for eligible expenses you Flexible Spending Account) incurred through the end of the pay period for which you go off pay status.** made your last contribution. Be sure to submit your claims to WageWorks by the filing deadline for the year in which your expenses were incurred; otherwise you’ll lose any money left in your account. You can still be reimbursed for eligible expenses you Your contributions and coverage end when Health FSA (Health Flexible you go off pay status** unless you continue Spending Account) incurred through the end of the pay period for which participation under COBRA. you made your last contribution. Or, if you continue participation under COBRA, you may make after-tax payments to your account through the end of the plan year (Dec. 31). Be sure to submit your claims to WageWorks by the filing deadline for the year in which your expenses were incurred; otherwise you’ll lose any money left in your account. Your contributions and coverage end when you TIP (Tax Savings on If you’re continuing health coverage during your leave, you’ll go off pay status.** pay the premiums on an after-tax basis. You may be able to Insurance Premiums) deduct these when you file your taxes; check with your tax advisor to be sure. Your last active day at work N/A Unemployment Insurance Service Credit Purchase Your payroll deductions are suspended when you N/A go off pay status.** Parking/Commuter Benefit Your contributions and coverage end when you N/A go off pay status.** * Being actively at work means that you’re being paid and on the job working. ** Being on pay status means that you are being paid, but you are not on the job working, because you might be on vacation or out sick. 5

6 Continuing Your Benefits: What You Need to Do Continuing Your Benefits: What You Need to Do FOR MEDICAL, DENTAL, VISION, LEGAL, ACCIDENTAL MORE OPTIONS FOR CONTINUING YOUR BENEFITS DEATH AND DISMEMBERMENT AND SUPPLEMENTAL LIFE COBRA AND CALCOBRA Most important: Contact your local Payroll or Benefits Office You probably know about COBRA as a way to continue health to make advance arrangements to pay your monthly premiums, coverage after you’ve left an employer. If you and/or eligible as well as UC’s portion, during your leave. You should do this as family members are enrolled in medical, wellness, dental or soon as you know you want to take a leave. vision, you have the option to continue your UC-sponsored coverage, as well as eligibility for your location’s Employee during your leave, contact your To enroll a family member Assistance Program, for 18 months under COBRA during your Payroll or Benefits Office within 31 days of the date the person leave. After that, you and/or your eligible family members may becomes eligible to enroll. You’ll be required to provide be able to extend your UC-sponsored medical coverage for an documents to verify your family members’ eligibility. (To learn additional 18 months under CalCOBRA. about other opportunities to enroll in UC-sponsored plans, see A Complete Guide to Your UC Health and Welfare Benefits , Most people choose not to go this route because it tends to available at ucal.us/healthguide) And, if a family member loses be more expensive. (Note also that your COBRA continuation eligibility for benefits during your leave, you’re responsible for period runs at the same time as any continuation provisions getting in touch with your local Benefits Office to disenroll that under UC’s Group Insurance Regulations, except for Family and person. If you don’t do this, you or your family member may be Medical Leave Act provisions. In other words, it does not extend liable for any expenses that aren’t covered. the length of time you may continue benefits while on leave.) If you’ll be away from your medical Moving during your leave? If you want to continue benefits via COBRA, you Deadlines: and/or dental HMO service area for more than two months, need to apply no later than 60 days from the date you lose contact your local Benefits Office to transfer to a UC-sponsored coverage by reason of a qualifying event, or 60 days from the medical or dental plan in your new location. You’ll need to date you receive notice of your continuation rights—whichever transfer within 31 days of the date you leave the original service is later. Talk with your local Benefits Office about how to apply, area. And check with your medical and dental plan carrier about or go to ucal.us/COBRA. whether you, and/or eligible family members, need to select a new primary care physician or dentist. Also, be sure to let UC know your current address: Update it on your online benefits accounts, available through UCnet, or let your local Benefits Office know of any changes. Tip: Remember that when you’re making changes to your benefits, it’s your responsibility to meet UC’s deadlines. Be sure to leave yourself enough time to do this. TO CONTINUE OTHER BENEFITS Benefit What you need to do Nothing. These benefits continue automatically up to the time limit of the plan. Basic Life, Core LIfe Nothing. If you’re enrolled in Basic Life, this benefit continues automatically up to the time limit of the plan. Basic Dependent Life Contact the insurance company for information. Auto/Home/Renter’s Insurance Ask your local Human Resources Office if your leave qualifies as a professional development leave. If so, Voluntary Disability before your leave, arrange with your local Benefits Office to pay your premiums as a lump sum. You must make that payment before going on leave. Nothing. This benefit continues automatically. Bright Horizons Care Advantage 6

7 Retirement and Savings Options: What You Need to Know and Do Retirement and Savings Options: What You Need to Know and Do CONVERTING TO AN INDIVIDUAL POLICY UCRP, CAP AND SERVICE CREDIT For certain plans—Medical, Legal, Basic Life, Supplemental During your leave, your University of California Retirement Plan Life, Basic Dependent Life, Expanded Dependent Life, and (UCRP) contributions and any Capital Accumulation Payment Accidental Death and Dismemberment (AD&D)—you may be (CAP) balance you have will remain on deposit. You don’t have able to convert your UC- or COBRA-sponsored coverage to the option to withdraw them, and you don’t earn UCRP service an individual policy. Note that converting to an individual credit. (You may be able to establish service credit for this period policy may provide you with fewer benefits than you’d have when you return; see “Service Credit Purchases” on page 8.) by continuing coverage through UC. And you’ll still be eligible for any UCRP benefits that you were eligible for when your leave began. For medical coverage, you need to apply for Deadlines: conversion no later than 31 days after your UC-sponsored or If you had a service credit purchase in progress, payments will COBRA continuation coverage ends. be suspended during your leave. When you return to pay status, deductions should restart automatically. If deductions do not For the other benefits, you must apply within 31 days after your restart, you’ll need to contact your local Payroll Office to get UC-sponsored coverage ends. (This assumes your coverage has them started again. been continuous; if you no longer have coverage, then you’re not eligible to convert to an individual policy.) To learn about applying for conversion coverage, see RETIREMENT SAVINGS PROGRAM ucnet.universityofcalifornia.edu. You’ll also find information there about applying for Life and AD&D coverage. Contributions to the Retirement Savings Program (the Defined Contribution Plan, Tax-Deferred 403(b) Plan and the 457(b) MAKING YOUR LIFE INSURANCE PORTABLE Deferred Compensation Plan) stop with your last paycheck. If you’re enrolled in Supplemental Life, Basic Dependent Life or Expanded Dependent Life insurance, you may be eligible for Once you return to pay status, your retirement plan the Prudential Portability benefit. This allows you to buy a contributions and retirement savings deductions will start Prudential term-life policy for amounts similar to what you carry up again automatically (although you may always change any in Supplemental Life, Basic Dependent Life, or Expanded voluntary salary contributions). Dependent Life. Deadline: You’ll need to apply for the portability benefit within 31 days after your Supplemental Life, Basic Dependent Life 403(B) LOANS or Expanded Dependent Life insurance ends. For details If you have taken a loan through the Tax Deferred 403(b) Plan, about how to apply, see the Life Insurance plan material on you may set up one of the following payment options within 90 ucal.us/lifeinsurance. days of your last day on pay status: What is a PIE? Make monthly payments • Your Period of Initial Eligibility (PIE) is the time during which Make a full payment covering the period you’ll be off pay status • you (and/or eligible family members) are allowed to enroll in Repay the total outstanding amount of the loan before you go • UC-sponsored benefit plans. After a leave without pay, your off pay status PIE starts the first day of eligibility (for example, the day you return to work or pay status). It ends 31 days later, or, Important: You may suspend 403(b) loan payments for up to if the 31st day falls on a weekend, on the next working day. 12 months during your leave without pay (24 months if you’re on UC defines a working day as a normal business day (Monday military leave). When you return to work, you’ll need to resume through Friday, excluding holidays) for your local Benefits or payments. Depending on the terms of your loan, your payment Payroll Office. amount may change, as you may need to repay the same amount over a shorter timeframe. For details on how to arrange repayment or suspend payment, contact Fidelity Retirement Services at myucretirement.com or 866-682-7787 as soon as possible. 7

8 Your Benefits after Your Leave Ends: What You Need to Know Your Benefits after Your Leave Retirement and Savings Options: Ends: What You Need to Know What You Need to Know and Do SOCIAL SECURITY If you return to work in a new appointment, that appointment will determine the benefits for which you are eligible. Contact Neither you nor UC contributes to Social Security while you’re your local Benefits Office for details. on leave without pay. If you’re a member of any other retirement plan, such as CalPERS, contact that plan directly for information. For benefits you decided to continue during your leave— including medical, dental, legal, vision, basic dependent life, supplemental life, expanded dependent life and accidental death and dismemberment—your coverage continues once you return SERVICE CREDIT PURCHASES to work. Deductions for a 403(b) Plan loan or a UCRP service credit At some UC locations, you’ll need to re-enroll for coverage purchase in progress should restart automatically. If deductions when you return to work— even if it’s coverage that you do not restart automatically, you’ll need to contact your local (See “Restarting Your continued during your leave. Payroll Office to get them started again. Benefits: What You Need to Do,” on page 9, for details If you owe additional interest on a purchase in progress for the about how to re-enroll if you need to.) period of your leave, UC will add it to your outstanding balance. Your monthly payroll deductions won’t go up; instead, the For benefits that continued automatically, or that you didn’t payment period will be extended. your coverage have the option to continue during your leave, resumes the first day you’re actively at work. You might want to consider purchasing retirement service credit for the time you were on leave. Generally, the cost of a leave For benefits you chose not to continue during your leave, purchase depends on when the leave occurred, its length, your there’s a deadline for starting them up again: generally, within age and how long you wait to elect the purchase. The sooner 31 days of your return to work, based on your Period of Initial you start this process, the less it will cost you. (For more Eligibility (PIE). The specifics of re-enrollment vary depending on details about service credit purchases, check with your Benefits the length of your leave: Office or see the UCRP Service Credit Purchase Guide , which is • If your leave was less than 120 days, you (and eligible family available on UCnet at ucal.us/purchase.) members) may re-enroll in the same plans, with the same level of coverage as before you left. You may add family members who became eligible during your leave. But even though SCHOLARSHARE you’re just starting the same coverage as you had before, you Exception: still must enroll within your PIE. If you return in a Deductions stop with your last paycheck. Go to Scholarshare. new plan year, you’ll be treated as a newly eligible employee, com or call 800-544-5248 to learn more about your options. as described below. • If your leave was 120 days or more, you’ll be treated as a newly eligible employee. You (and eligible family members) may enroll in any UC-sponsored plans for which you’re eligible, but you’ll need to do so within your PIE. If you miss the PIE window for enrollment, some benefit plans allow you to enroll during Open Enrollment, usually in November. For other plans, though, you may be required to submit a statement of health to the insurance company, with no guarantee that you’ll be accepted. That’s why it’s best to sign up during your PIE. Tip: If you don’t return to UC employment because you decide to retire, you must retire within 120 days of your separation from UC if you are eligible and want to continue your medical, dental, vision or legal coverage as a retiree. If you have been making monthly payments for a service credit purchase in progress, contact the UC Retirement Administration Service Center at 800-888-8267 to discuss your options for completing your payment before you retire. 8

9 Restarting Your Benefits: What You Need to Do Restarting Your Benefits: What You Need to Do ALL BENEFITS AUTOMOBILE AND HOMEOWNER/RENTER’S INSURANCE It’s best to contact your local Benefits Office as soon as you If you continued coverage, you can restart payroll deductions return to work. At a minimum, you’ll need to review your when you go back on pay status. If you didn’t, you can re-enroll benefits within 31 days after you return to work. When you any time by calling the insurance company directly. return, you’ll need to fill out a form called UPAY 850 (available at VACATION AND SICK LEAVE ucal.us/UPAY850) in order to restart your benefits. Once you start receiving paychecks again, you’ll begin accruing Even if your location and your situation don’t require you to vacation and sick leave. For additional details, see the personnel re-enroll in your benefits, you might want to fill out the form policy or collective bargaining agreement that applies to you. to do so anyway. It can be time-consuming, but it helps to UNEMPLOYMENT INSURANCE ensure that nothing falls through the cracks. Talk with your local Benefits Office about this option. Your coverage resumes automatically when you return to pay status. VOLUNTARY DISABILITY You’ll need to re-enroll during your Period of Initial Enrollment (PIE). If your leave is less than 120 days, you may re-enroll in the Voluntary Disability Plan(s) you had before your leave. If your leave is 120 days or longer, you may select Voluntary Short-Term Disability, Long-Term Disability or both. ACCIDENTAL DEATH AND DISMEMBERMENT You may enroll at any time. Your coverage will begin the day that your local Benefits Office or Payroll Office receives your UPAY 850 form. IF YOU’VE MOVED DURING YOUR LEAVE If you have been out of your medical or dental plan’s service area during your leave, you may transfer back to your previous plan within 31 days of your return to the area. You (and/or your eligible family members) might also need to select a primary care physician or dentist. To transfer plans, get in touch with your local Benefits Office. To change providers, contact your medical carrier or dental carrier. DEPCARE, HEALTH FSA AND TIP During your new PIE, you may re-enroll in DepCare and the Health FSA. If your leave was less than 120 days and you return in the same plan year, you may enroll for the rest of the plan year. For the Health FSA, your annual contribution must be the same as before you went on leave. For DepCare, your monthly contribution must be the same. If your leave was 120 days or longer or you return in a new plan year, you may choose a new annual contribution. For TIP, unless you choose not to participate during your PIE, your participation will restart automatically when you return to pay status. Check your pay stub Once you get your first pay stub after returning to work, check it over to make sure that you’re enrolled in the benefits you chose. You should also confirm that deductions for any 403(b) Plan loans or UCRP service credit purchases in progress have been restarted. If questions or problems crop up, contact your local Benefits or Payroll Office right away. 9

10 If You Don’t Return to UC Employment If You Don’t Return to UC Employment If you end employment, most of what you need to know, and do, is covered in the Termination of Employment Fact Sheet at ucnet.universityofcalifornia.edu/forms/pdf/termination-of- employment.pdf. You can ask your local Benefits or Human Resources Office for more information about continuing group coverage. If you have a service credit purchase in progress and have completed 12 or more monthly payments, you may make a lump sum payment within 60 days after your separation from UC employment to complete the service credit purchase. For California Unemployment Insurance, your coverage stops the last day you are actively at work. Depending on your circumstances, you may or may not be eligible for unemployment insurance benefits. Contact your local office of the California State Employment Development Department. If you work outside California, contact the state agency for your location. If you decide to retire while on leave, be sure to talk to a retirement counselor before you elect to retire. If you’re eligible for, and want to continue your medical, dental, vision and/or legal coverage as a retiree, you must retire within 120 days of your separation from UC. For additional information, please review the Retirement Handbook , which is available on ucnet.universityofcalifornia.edu. Or contact the UC Retirement Administration Service Center at 800-888-8267. 10

11 The Consolidated Omnibus Budget Reconciliation Act of 1985 By authority of the Regents, University of California Human Resources, located in Oakland, administers all benefit plans in accordance with (COBRA) provides for continued coverage for a certain period of time at applicable monthly COBRA rates if you, your spouse, or your applicable plan documents and regulations, custodial agreements, University of California Group Insurance Regulations for Faculty and Staff, dependents lose group medical, dental, or vision coverage because you terminate employment (for reasons other than gross misconduct); your group insurance contracts, and state and federal laws. No person work hours are reduced below the eligible status for these benefits; you is authorized to provide benefits information not contained in these source documents, and information not contained in these source die, divorce, or are legally separated; or a child ceases to be an eligible dependent. Note: The continuation period is calculated from the earliest documents cannot be relied upon as having been authorized by the of these qualifying events and runs concurrently with any other UC Regents. Source documents are available for inspection upon request options for continued coverage. See your Benefits Representative for (800-888-8267). What is written here does not constitute a guarantee of plan coverage or benefits—particular rules and eligibility requirements more information. must be met before benefits can be received. The University of California In conformance with applicable law and University policy, the University intends to continue the benefits described here indefinitely; however, is an affirmative action/equal opportunity employer. Please send inquiries the benefits of all employees, retirees, and plan beneficiaries are subject regarding the University’s affirmative action and equal opportunity to change or termination at the time of contract renewal or at any other policies for staff to Systemwide AA/EEO Policy Coordinator, University time by the University or other governing authorities. The University also of California, Office of the President, 1111 Franklin Street, 5th Floor, reserves the right to determine new premiums, employer contributions and Oakland, CA 94607, and for faculty to the Office of Academic Personnel monthly costs at any time. Health and welfare benefits are not accrued and Programs, University of California, Office of the President, or vested benefit entitlements. UC’s contribution toward the monthly 1111 Franklin Street, Oakland, CA 94607. cost of the coverage is determined by UC and may change or stop altogether, and may be affected by the state of California’s annual budget appropriation. If you belong to an exclusively represented bargaining unit, some of your benefits may differ from the ones described here. For more information, employees should contact their Human Resources Office and retirees should call the Retirement Administration Service Center (800-888-8267). 11

12 Fact Sheet: Leave Without Pay Leave Without Pay 4M 3003 1/18

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