Benefits

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Intent

The sponsoring institution wishes to provide appropriate financial support and benefit to residents, so they are able to fulfill the responsibilities of their educational program.

Policy Statement

Compensation and benefits will be determined by the College of Medicine with the advice of the Graduate Medical Education Committee.

Description

Financial Support: The College of Medicine sets the annual stipend for residents at each level. Exceptions to these stipend levels should be approved by the Associate Dean for GME. The College of Medicine pays the employer contribution of FICA. The residents are also eligible for participation in the deferred compensation plan of the State of Florida.

Insurance

The College of Medicine recognizes the need to provide insurance coverage in a variety of different categories. As the specifics of coverage change from time to time, please consult the most current plan at www.med.ufl.edu/benefits or call 352-273-5077.

Eligibility: All full-time and part time housestaff and clinical post doctoral associates appointed through a department in the College of Medicine are eligible to receive the College-sponsored fringe benefit program.

Health Insurance: This policy is underwritten by Humana Insurance Company with premiums paid by the College of Medicine for both individual and dependent coverage. It is the resident's responsibility to notify the Fringe Benefits Office of changes in family status when they occur. Refer to plan booklet for details or call the UF Fringe Benefits Office at 352-273-5077.

COBRA (Title X of the Consolidated Omnibus Budget Reconciliation Act of 1985): In the event of termination, under COBRA, residents have the option to continue their health insurance policy at the current premium plus 2% for a maximum of 18 months. Eighteen month continuation is also available in the event of reduction in hours or layoff. Thirty-six month continuation is available in the event of divorce, death, retirement and a dependent losing that status because of age. It is the resident's responsibility to notify the Fringe Benefits Office within 30 days of any of the above events.

Life Insurance: Term group life insurance of $50,000 is provided at no cost. Coverage is through Provident/UNUM Life Insurance Company. For any questions on coverage or claims, please contact the Fringe Benefits Office at 352-273-5077.

Accidental Death and Dismemberment: Premiums are paid by the College of Medicine. Coverage is through Provident/UNUM Life Insurance Company. This coverage pays an additional $10,000 on top of the $10,000 from life insurance if death is accidental. Dismemberment benefits are paid on a pro-rated basis.

Disability Insurance: All active full-time College of Medicine housestaff members working at least 30 hours a week are provided Long Term Disability Insurance. The policy is underwritten by Provident Life and Accident. The monthly benefit is equal to 60% of the first $3,333 monthly salary to a maximum monthly benefit of $2,000 reduced by benefit offsets. The benefits as set forth under this policy will begin after the insured's sixth month of total disability. The maximum benefit period due to sickness and accident is to age 65. A special conversion feature is provided.

Professional Liability Insurance: As an employee of the University of Florida, residents are personally immune from civil liabilities that may arise from any acts or omissions committed in the course of employment. Pursuant to Section 768.28 Florida Statutes, the Florida Board of Regents (BOR), the state agency which operates UF, is vicariously responsible for any civil claims or actions arising from the acts of its employees and agents. The BOR is protected for such liabilities through the J. Hillis Miller Health Center Self-Insurance Trust Fund (TF), a self-insurance program which is managed by the University of Florida.

Personal professional liability protection is afforded by the Trust Fund while residents act as a good samaritan, are involved in community service work which has been pre-approved by your college, or while on a job assignment outside of Florida. Questions regarding professional liability, should be directed to the Trust Fund at (352) 273-7006.

Vacation and Leave

Members of the housestaff shall be entitled to leave with pay for the purpose of annual and sick leave depending upon the length of appointment during the training period July 1 through June 30, as described in this section. Leave will be granted and charged in one-day increments for each workday of leave requested and approved. If specialty board regulations for annual and sick leave accrual and usage differ from that outlined in this rule, written notification of the board policy shall be completed by the program director and submitted to the Dean for approval. The total maximum time a housestaff member can be away from a program in any given year or for the duration of the residency program shall be determined by the requirements of the specialty board involved. All absences must be approved by the program director.

The College of Medicine recognizes a variety of categories of leave:

Sick Leave: All housestaff shall accrue sick leave at the rate of 10 working days per year of full employment if consistent with board requirements. If excessive time is taken, the house officer must extend his/her training to fulfill board requirements.

Housestaff shall be entitled to utilize sick leave for death, or in special cases severe illness in the immediate family (spouse, parents, brothers, sisters, children, grandparents, and grandchildren of both housestaff and spouse). The number of days allowed will be determined by the director of the housestaff program. When sick leave is taken, such leave shall be reported when used.

Annual Leave: Annual leave shall be requested and approved by the program director prior to the date taken. Annual leave should not be fragmented into less than one-week periods except under unusual circumstances and must be taken at the time approved by the program director. Annual leave may be advanced to housestaff proportionate to expected service. This advance leave cannot exceed the amount of the leave accrual rate for a one-year period. The amount of advanced leave will not exceed that which can be earned during the remainder of the housestaff leave year. Annual leave which has been granted but not earned by the housestaff member at the time of separation from the academic department will require an appropriate reduction for the value thereof in the final stipend payment. Annual leave accruals are normally based on an annual rate of fifteen (15) work days for all postgraduates, provided this does not exceed that allowed by the appropriate board. Housestaff may be permitted to carry over unused leave to a new year, as consistent with department policy; however, carryover must be approved by the program director and an excess of twenty-five (25) work days cannot be accumulated.

Military Leave: Absences for temporary military duty (e.g. two-week annual training) may be taken from annual leave or if insufficient annual leave is accumulated, the housestaff member must be placed on leave without pay for such absences. If activated from reserve to active duty status, the housestaff member will receive thirty (30) days full pay before going on leave without pay. Insurance policies will remain in effect for dependents during the period of active duty for one year. Additional extensions require special approval from the Dean of the College of Medicine.

Holidays: Housestaff shall be entitled to observe all official holidays designated by the Department of Administration for state employees except when they are on call for clinical responsibilities. Housestaff on Veteran's Administration Medical Center (VAMC) rotations shall be entitled to observe all official holidays designated by the federal government for VAMC employees except when they are on call for clinical responsibilities. When on duty or call for clinical responsibilities on designated holidays, the assignment will be considered as part of the residency and will not result in extra remuneration.

Leave of Absences:

  1. Educational Assignment: Housestaff shall be eligible for absence pertaining to educational and training provided it is allowed by the appropriate board and agreed to, in writing, by the program director.
  2. Licensure Examination Leave: Housestaff taking American specialty board and state licensure examinations will be authorized leave at the discretion of the program director. The amount of absence authorized will not exceed the time actually required for taking the examination and for travel to and from the place of examinations. Only one licensure and one specialty exam shall be authorized per housestaff member. Any additional absence will be charged to annual leave or leave without pay if annual leave is not available.
  3. Leave of Absence with Pay: The policy should be followed by the Departments when a resident/fellow requests a LEAVE OF ABSENCE WITH PAY (LWP):

Under special circumstances consistent with medically documented illness or disability, an approved leave of absence may be granted for a period not to exceed six months. During such an approved leave of absence, eligible residents will continue to receive salary and all fringe benefits. Once the long-term disability coverage begins, the resident will be taken off payroll but benefits will continue.

  1. The resident must submit in writing the request for leave of absence with pay. The letter should be addressed to the Chair of the Department and must contain the following information:
    1. The purpose of the leave of absence (disability or the specific illness)
    2. Period of leave to be taken.
    3. The number of annual leave hours being requested by the resident should be addressed in the letter.
    4. A date of expected return must be stated in the letter. This date can always be adjusted either with the resident returning earlier or extending further LWP. If an extension is needed, the resident must write a new letter indicating the new date of return.
    5. A statement acknowledging the resident's understanding that the residency program will be extended by the number of days, months, etc., taken as leave as required by the RRC
  2. After the letter has been officially accepted by the Department, the Chair shall submit a letter to the Associate Dean for Graduate Medical Education (ADGME) or Educational Affairs (ADEA), referencing the attached letter of request from the resident. The Chair's letter should contain the following:
    1. The purpose of the leave of absence
    2. The period of the leave of absence
    3. What portion of the leave he/she has approved as annual and/or sick leave and when the program director/chair expects the person to return. Start the date of leave after annual and sick day used. NOTE: each academic department is responsible for computing actual leave accruals. At the discretion of the Chair or Program Director, annual leave may be advanced to a resident proportionate to expected service but cannot exceed that which can be earned during the remainder of the resident leave year.
    4. A statement ensuring the ADGME/ADEA that the resident has been told the residency program will be extended by the number of days, months, etc., taken as leave as required by the RRC. NOTE: Since annual leave is normally taken annually, only the sick portion and those days that are actually leave with pay should be counted toward extending the program.
    5. A signature block for approval by the ADGME/ADEA. Once approved, a copy of this letter will be sent to the resident.
  3. The department should submit to the Office of Educational Affairs/Graduate Medial Education. If illness or disability extends beyond a six month period; A 255 and a coding sheet with the Status Code (Extended Leave of Absence) of the effective date of the long-term disability insurance. The Program Assistant is advised to keep in contact with the fringe benefits office regarding the date the disability insurance becomes effective.
  4. Group Long Term Disability Claim package: The package must be completed on all leave of absence with pay requests regardless of the length of time the resident expects to be on leave. It may be obtained by calling the fringe benefits office (see list of key contacts below)
  5. Fringe Benefits, insurance benefits will be covered for up to six months. After the six month period, the resident may purchase this coverage for up to 18 months, consistent with the COBRA provisions.
  6. Upon a resident's return from leave, a Return to work Notification letter must be written and signed by the Program Director indicating officially that the resident is back to work, the date of return and the status of the resident's return to work. A statement regarding the resident's ability to resume the duties of the position is required. This letter should be submitted to the ADGME/ADEA and Fringe Benefits Office.
  7. Appropriate law on ADA must be followed:

    Key contacts for Gainesville Campus:

    ADGME: Timothy C. Flynn, M.D. Associate Dean for Graduate Medical Education Office of the Dean, College of Medicine Personnel (352) 273-5074

    Fringe Benefits: Janis Smith at (352) 273-5077

    Key contacts for Jacksonville Campus: ADEA: Ann Harwood-Nuss, M.D., Associate Dean for Educational Affairs Office of Educational Affairs (904-244-3140 Fringe Benefits: Carol Gardy at (904) 244-9530

    For additional information, refer to the resident manual or http://www.med.ufl.edu/benefits/

Leave of Absence without Pay: The Policy should be followed by the Departments when a resident/fellow requests a maternity leave, or any other type of LEAVE OF ABSESE WITHOUT PAY (LWOP):

  1. The resident must submit in writing, the request for leave of absence without pay. The letter should be addressed to the Chair of the Department and must contain the following information:
    1. The purpose of the leave of absence.
    2. Period of leave to be taken without pay.
    3. The number of annual leave hours being requested by the resident should be addressed in the letter. NOTE: Residents taking LWOP can only use hours accumulated prior to the leave request: hours not on the books should not be advanced since he/she will not earn leave while on LWOP.
    4. A date of expected return must be stated in the letter. This date can be adjusted either with the resident returning earlier or extending further LWOP. If an extension is needed, the resident must write a new letter indicating the new date of return.
    5. A statement acknowledging the resident's understanding that the department will cover the insurance benefitsj for up to two months which time COBRA laws apply.
    6. A statement acknowledging the residency program will be extended by the number of days, months, etc., taken as leave, as required by the RRC.
  2. After the letter has been officially accepted by the Department, the Chair shall submit a letter to the Associate Dean for Graduate Medical Education (ADGME) or Educational Affairs (ADEA), referencing the attached letter of request from the resident, the Chair's letter should contain the following
    1. The purpose of the leave of absence
    2. The period of the leave of absence
    3. What portion of the leave he/she has approved as annual and/or sick leave and when the Program Director/Chair expects the resident to return
    4. A statement ensuring the ADGME/ADEA that the resident has been told the residency program will be extended by the number of days, months, etc., taken as leave without pay. NOTE: Since annual leave is normally taken annually, only the sick leave portion and those days that are actually leave without pay should be counted toward extending the program
    5. A signature block for approval by the ADGME/ADEA. Once approved a copy of this letter will be sent to the resident.
  3. The department should submit to the Office of Educational Affairs/Graduate Medical Education (DEA/GME):
    1. A 255 and a coding sheet with the Status Code 11-Extended Leave of absence. The effective date of leave without pay (Effective date: from _____ to ______). The "from" date is the date the resident has exhausted sick and/or annual leave. The "to" date is the expected date of return. The DEA/GME will send a copy of the 255 to fringe benefits.
    2. Six weeks after the effective date of the LWOP, call the DEA/GME to inform them when the department will stop paying benefits. (See section 5 Benefits below). The DEA/GME will notify payroll and fringe benefits of the status and code HRIS to "no benefits."
    3. Upon resident's return from LWOP, complete and submit to the DEA/GME a 255 and coding sheet with the Status Code 01-Active. Effective date: from (___ to ___) is the actual date of return to the date the academic year ends. The DEA/GME will send a copy of the 255 to fringe benefits.
  4. Payroll. No salary shall be paid to the resident for those days or weeks that are not covered by annual/sick leave.
  5. Insurance Benefits: If approved, uncompensated leave is taken, insurance benefits covered for up to two months. Thereafter, one of two options should be selected.
    1. Initially and prior to two months ending, the Program Director/Chair may request under separate cover coverage of benefits up to a six-month period, letter should be addressed to Timothy Flynn, M.D., Fringe Benefits Committee Chairman, and a copy sent to the ADGME/ADEA. After the coverage of benefits cease, the resident may purchase this coverage for up to 18 months consistent with the COBRA provisions.
    2. After two months, the resident will be responsible for payment of insurance premiums for up to six months. The resident may purchase this coverage for up to 18 months, consistent with the COBRA provisions.

      Key contacts for Gainesville Campus:

      ADGME: Timothy C. Flynn, M.D. Associate Dean for Graduate Medical Education Office of the Dean, College of Medicine Personnel (352) 273-5074

      Fringe Benefits: Janis Smith at (352) 273-5077

      Key contacts for Jacksonville Campus: ADEA: Ann Harwood-Nuss, M.D., Associate Dean for Educational Affairs Office of Educational Affairs (904-244-3140 Fringe Benefits: Carol Gardy at (904) 244-9530

    For additional information, refer to the resident manual or http://www.med.ufl.edu/benefits/

Maternity and Paternity Leave: Requests for maternity and paternity leaves must be submitted to the program director for approval. The duration of maternity leave before and/or after delivery will be determined by the housestaff member and her physician in consultation with the program director. Approved absences for greater than six months will be unusual and require special approval. The circumstances of the request and the impact on other members of the housestaff program will be considered. Pay status during such leave will be determined by the length of unused vacation and sick leave accumulated. Accrued annual leave may be used prior to the house officer being placed on leave without pay. Any illness caused or contributed to by pregnancy, miscarriage, abortion, childbirth and recover therefrom (including uncomplicated pregnancy) shall be treated as a temporary disability and the house officer shall be allowed to use sick leave credits when certified by his/her physician.

When accrued annual and sick leave time has been exhausted, leave will be unpaid. While on unpaid leave, house officer's insurance benefits will be covered by the academic department for up to two (2) months. After two (2) months, the house officer will be responsible for payment of insurance premiums. Such coverage may be purchased for a time period consistent with COBRA regulations. The total time allowed away from a program in any given year or for the duration of the housestaff program will be determined by the requirements of the specialty board involved. Any absences must be made up in accordance with specialty board policy. The house officer will be paid for makeup or extended time. Schedule accommodations may be made for a house officer who is pregnant if these changes are approved by the program director. In special circumstances, leave may be granted for house officers involved in adoption with the advance approval of the program director. Paternity leave may be granted with the advanced approval of the program director.

Unused Leave: All unused leave is considered non-payable leave, and there is no entitlement for lump-sum payment for unused leave upon separation or completion of training.

Meals

Meals or meal tickets for overnight call residents are provided by the hospitals to which the residents rotate. As a general rule residents who do not appear as on overnight call on the call schedule are not entitled to meals.

On-Call

On-Call Quarters are available at all hospitals to which the resident rotates and each provides access to bathrooms and telephones. As a general rule, living quarters and laundry are not provided by the institution. Some departmental exceptions to this may exist for residents who are sent to specific rotations outside of the immediate home area. Departmental policies will govern provision of living quarters at these sites.

Resident Assistance Program

View the Resident Assistant Program Brochure (PDF)

Last Reviewed: Institutional Committee for Graduate Medical Education June 12, 2003

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University of Florida Location: http://housestaff.medinfo.ufl.edu/policy/benefits.shtml
Updated: Sep 12, 2007, © 2005 University of Florida