More InformationExit Procedures
Welcome to the employee benefits portion of NOVA's website. In this section you can locate benefits information by type. Benefits are an integral part of an employee’s compensation package and Human Resources is eager to assist our employees with understanding their benefits. NOVA employees can also find benefits information on the Virginia Department of Human Resource Management (DHRM) website and the Virginia Community College System (VCCS) website.
NOVA Employee Classifications:
- Administrative/Professional Faculty
- Teaching Faculty
- Classified (P-3)
- Adjunct Faculty
- Hourly (P-14)
Please contact Human Resources at Benefits@nvcc.edu if you have any questions about your benefits.
- Insurance Information
- Paid Time Off
- Voluntary Savings Options
- Legal Resources
- Discounts & Financial Programs
- Campus Parking
- Electronic Timesheet Entry and Approval System
- VRS Benefits
- Worker’s Compensation
- Special Programs
Health insurance is available to all regular and restricted full-time salaried faculty and staff (with a portion of the premium paid by the state). Part-time (salaried) staff employees are eligible to participate in the health insurance plans with no state contribution toward the premium.
The health plan options available are COVA Care, COVA HealthAware, COVA High Deductible Health Plan (HDHP), Kaiser Permanente HMO, and TRICARE Supplement (for those who are eligible for TRICARE).
Initial health insurance and flexible spending account elections received within the 30-day window are effective the first of the month following the date you become eligible to enroll. When that date is the first of the month, elections are effective that day. Enrollment is done by using the Web-based enrollment process (edirect.virginia.gov) or by submitting an enrollment paper form to Human Resources within 30 calendar days of hire.
Group Life Insurance
The College provides group term life insurance coverage at no cost for salaried employees. No enrollment forms are required. The amount of coverage is twice the employee's annual salary rounded to the nearest $1,000 for natural death and four times the rounded annual salary for accidental death.
Your beneficiaries for your life insurance are designated according to state law in the following order: your spouse, (if no surviving spouse) your children and descendants of deceased children, (if none of the aforementioned) your parents equally or to the surviving parent, (if none of the aforementioned) the duly appointed executor or, administer of your estate, (if none of the aforementioned) your next of kin.
If you would like beneficiary designations different from the order shown above, you need to fill out a Beneficiary Designation Form (VRS-2). The program is administered through the Virginia Retirement System with Minnesota Life as the insurance carrier.
Optional Group Life Insurance
Optional supplemental life insurance is available through Minnesota Life for yourself and your eligible family members. Employees may purchase up to four times his or her salary.
Evidence of Insurability required for coverage of family members above Option 1.
- Option 1 – An additional 1 times an employee’s annual salary in life insurance coverage
- Option 2 – An additional 2 times an employee’s annual salary in life insurance coverage
- Option 3 – An additional 3 times an employee’s annual salary in life insurance coverage
- Option 4 – An additional 4 times an employee’s annual salary in life insurance coverage
Maximum coverage of $700,000.
Cost of coverage varies depending on level of coverage, age of the employee and the age of participants. Coverage is effective when you sign the enrollment form (VRS-39) if you enroll within 31 days of employment. You must return the VRS-39 form either electing or waiving optional coverage within 31 days.
Employee Assistance Program (EAP)
The Employee Assistance Program (EAP) offered by the College is through the employee’s health carrier to maintain the health of a business and the well being of the employees. A wide-range of services are available. EAP services offer counseling and referral for problems such as alcohol or substance abuse, marital or family difficulties, financial problems, and mental and medical disorders. EAP services are confidential and voluntary and EAP counselors are available 24/7.
Paid Time Off
Employees accrue paid leave at the end of each pay period. Accrual is based on an employee's status and his or her years of state service. Use is subject to the supervisor's approval. Employees may use annual leave incrementally as soon as it is earned.
Part-time Classified employees accruals are prorated.
Annual Leave for 12-Month Administrative/Professional, 12-Month Teaching Faculty and President
Up Front,Upon Hire Accrual Per Pay Period Worked Maximum Accrual Per Year Maximum Carry Forward Limit Maximum Payment Limit Presidents 120 hours
10 hours 240 hours
Executive/Senior Administrators 96 hours
8 hours 192 hours
Administrators, Professional Faculty, 12-Month Teaching Faculty 84 hours
7 hours 168 hours
Annual Leave for Classified Staff
Years of Service Accrual Rate Per Pay Period Total Hours Accrued per Year Maximum Leave Carryover Maximum Leave Payout Less than 5 years 4 hours 96 hours (12 days) 192 hours (24 days) 192 hours (24 days) 5 years 5 hours 120 hours (15 days) 240 hours (30 days) 240 hours (30 days) 10 years 6 hours 144 hours (18 days) 288 hours (36 days) 288 hours (36 days) 15 years 7 hours 168 hours (21 days) 336 hours (42 days) 288 hours (36 days) 20 years 8 hours 192 hours (24 days) 384 hours (48 days) 336 hours (42 days) 25 years 9 hours 216 hours (27 days) 432 hours (54 days) 336 hours (42 days)
Traditional Sick Leave
The Traditional Sick Leave program is available to new faculty who enrolled in the ORP or opt out of the VSDP. Earn five hours per pay period. You can use 48 hours for a family member.
UNUM Long Term Disability
UNUM Long-Term Disability is designed to protect your income should you become medically unable to work. Upon claim approval, non-taxable benefit payments begin after 90 days of total disability. It is not available to VSDP participants. The plan is available through payroll deduction, so the enrollment period may vary.
When considering this coverage, ask yourself two questions:
- Is my sick leave balance sufficient to cover me in the event of a disabling illness or injury?
- Could my family survive financially if I stopped getting a paycheck?
If your answer to either question is no, UNUM Long-Term Disability is worth further deliberation.
You may purchase 25%, 40%, or up to 50% coverage of basic monthly earnings to a maximum benefit of $5,000 per month. There are no offsets for Social Security, Workers Compensation, Retirement Plans, or individual LTD plans. Benefits are payable up to the age of 65.
Employee-Paid Long Term Care
Long-term care is insurance to prepare for the possibility of needing assistance in the activities of daily living following a prolonged illness, disability or injury. You can elect to cover your spouse, parents, and parents-in-law also (subject to medical underwriting).
The VSDP Long-Term Care Plan assists you in paying for nursing home care, assisted living facility care, hospice care, at-home services and community-based care. If you apply for long-term care insurance within 60 days of your hire date, your personal coverage will not be subject to underwriting.
Genworth is the state carrier for long-term care insurance. The cost for long-term care coverage varies with your coverage selection and age.
VSDP provides state employees with income replacement when they cannot work because of a partial or total disability. VSDP benefits cover non-work-related and work-related conditions.
Employees must have one year of continuous salaried employment to be eligible in disability benefits. Benefits are paid after a seven-calendar day waiting period. Income replacement level is based upon length of employment.
Intermittent use is permitted for chronic conditions with short-term disability. You do not have a waiting period for the same recurring condition under these provisions.
VSDP Family and Personal Leave
New employees hired between January 10 – July 9 are advanced four days (32 hours) of family and personal leave each year.
New employees hired between July 10 – January 9 are advanced two days (16 hours) of family and personal leave each year.
Family and Personal leave is credited each January 10th thereafter. You may use this leave for any family or personal reason, including illness or injury. This leave does not carry forward into the next year and there is no payout made for any unused leave upon termination of employment.
VSDP Sick Leave
New employees hired between January 10 to July 9 are advanced eight days (64 hours) of sick leave each year.
New employees hired between July 10 to January 9 are advanced five days (40 hours) of sick leave upon hire.
Sick leave is credited each January 10 thereafter. You may use credited sick leave for absences due to illness or injury, or for appointments with a physician. This leave does not carry forward into the next year and there is no payoff made for any unused leave upon termination.
This VSDP leave may not be used for family illness unless the leave requested qualifies as Family Medical Leave Absence.
- Leave Sharing Donor Form - Attachment B (PDF)
- Leave Sharing Recipient Form - Attachment A (PDF)
- FML Certification of Health Care Provider for Employee’s Serious Health Condition
- FML Certification of Health Care Provider for Family Member’s Serious Health Condition
- Exiting Employment (due to resignation or termination)
- NOVA Faculty Handbook
Voluntary Savings Options
Cash Match Program
All salaried employees who participate in the 403(b) and/or 457 plan are eligible to participate in the employer cash match program. Cash match amount is 50 percent of your 403(b) or 457 contribution amount (up to a maximum of $20 per pay period). Enrollment is automatic once contributions to a 457 or 403(b) account begins.
Deferred Compensation Plan 457
Automatic enrollment -- an Enrollment Packet will be sent to your home address. This plan is a defined contribution pension plan where the participant assumes the investment risk. There is also a restrictive hardship withdrawal provision. After 90 days of employment, $20 will be deducted from your paycheck to a 457 account. You can opt out within 90 days to stop automatic enrollment or increase your contribution using the PIN number provided in VRS enrollment packet.
Tax Deferred Annuities 403(b)
The College will make payroll deductions for tax-deferred annuities of participating companies (MetLife, AIG-VALIC, TIAA-CREF). The employee or the participating company pays an administrative fee. Fill out and submit to NOVA Salary Reduction Agreement Form 105-097 to initiate the payroll reduction. There is no time period for enrolling.
Optional Retirement Plans
The Optional Retirement Plan (ORP) is a defined contribution pension plan. The plan is based on the level of contributions, investment gains or losses, retirement age and the retirement income option. The following vendors are available: Fidelity and TIAA-CREF.
Legal resources include unlimited general advice and consultation, wills and estate matters, traffic violations, family law, real estate matters, identity theft assistance, etc.
Membership costs $18 per month and covers you and your family’s attorney fees. You must enroll within 60 days of NOVA employment. During enrollment you authorize payroll deductions and choose a law firm from the Legal Resources Network. Members are responsible for all non-attorney costs such as filing fees, court costs, fines, etc.
Open enrollment for legal resources is October 1 through October 31 with coverage starting January 1st.
Discounts & Financial Programs
NOVA participates in the Commonwealth direct deposit system, which allows for the use of multiple checking/savings accounts for deposits. When using multiple accounts, pay can be allocated by dollar amounts, not percentage amount. Utilize the 105-027, Direct Deposit Authorization form to initiate any changes. Forms are processed directly through the Payroll Department. Earning Statements and W-2s are available online through Payline.
NOVA Employee Discounts
Receive Discounts as a NOVA employee on IT products and services.
Flexible Reimbursement Accounts
These accounts allow employees to set aside money each pay period that can be used throughout the plan year (July 1 – June 30) to pre-fund anticipated, eligible medical services, medical supplies and dependent care expenses normally not covered by insurance.
The funds are deducted from paychecks before federal and state taxes are calculated, creating a cost savings for employees. Two reimbursement account options available -- Medical and Dependent Care.
You do not have to elect health coverage to be eligible for a flexible spending account. If you fail to enroll during your initial enrollment period, you may enroll during open enrollment. You must enroll during open enrollment each year to maintain participation.
Medical Reimbursement Account
- You can receive a tax benefit on non-reimbursable medical expenses for yourself or your qualified dependents.
- Some examples include: deductibles, optical expenses, co-payments, out of network fees, and dental expenses in excess of plan coverage caps.
Minimum Deposit Per Pay Period: $10
Maximum Annual Deposit: $2,500 (as of July 1, 2013)
Dependent Care Account
- You can receive a tax advantage on expenses incurred for care of a child under the age of 13 or an older dependent under the IRS definition.
- You must elect dependent care within 30 calendar days of your start date.
- If you fail to do so, there is an open enrollment period in late spring of each year.
- You must re-enroll each year to maintain this account
Minimum Deposit Per Pay Period: $10
Maximum Annual Deposit: generally $5,000, but varies with tax status
Receive Discounts of up to 40% on a nationwide selection of online and store brands.
Student Advantage Costs:
- 1 year subscription = $20
- 2 year subscription = $30
- 3 year subscription = $40
Sample of Discounts Available:
- Greyhound – 20% off standard fares
- Lenovo ThinkPad – save up to 35%
- Choice Hotels – 15% off room rates
- Foot Locker - $10 off purchase of $50
- Amtrak – save 15% on rail fares
- AMC Theaters – up to 40% off on pre-paid tickets
Full-time employees are eligible for one FREE hangtag that may be used for up to THREE vehicles.
P-14 staff are eligible for one FREE hangtag per semester.
- Faculty/Staff Parking is in "A" and "C" lots.
- NOVACard allows access to parking garages.
- Parking permits are required seven-days a week, unless using pay parking.
Electronic Timesheet Entry and Approval System
Electronic timesheets allow for quick and efficient payroll processing.
The HRMS Self-Service section allows you to:
- submit time
- review absence requests
- monitor available leave time
- update personal information
For those using Denosys, utilize the Employee Self Service section to obtain the same information. All salaried, full-time and part-time non-exempt employees must record hours worked and/or leave request in HRMS and Denosys.
Exempt employees must submit absence requests in HRMS and Denosys. P-14, Student Hire, Work Study employees must record hours worked in HRMS.
Virginia Retirement System (VRS)
The VRS is a defined benefit retirement plan. VRS provides monthly retirement benefits to vested employees who have retired. These benefits are in addition to monthly benefit payments from Social Security.
VRS also provides short- and long-term disability income protection. All Employees are required to contribute 5 percent of their salary toward their retirement. The contribution is taken as a pre-tax payroll deduction.
Lifetime pension benefits are based on a formula (age, service dates and salary).
Virginia Retirement System (VRS) Hybrid Plan
The Virginia Retirement System (VRS) is adding a new retirement plan as of January 1, 2014. The VRS Hybrid Retirement Plan, combines the features of a defined benefit plan and a defined contribution plan. Most Plan 1 and Plan 2 members may elect to opt into the hybrid plan during a one-time election period beginning January 1, 2014 and ending April 30, 2014. Coverage for those who opt in will take effect July 1, 2014. Most employees hired on or after January 1, 2014 with no previous VRS service credit will be covered automatically under the hybrid plan.
You are strongly encouraged to subscribe to VRS’ Member News to stay connected to your retirement benefits news.
The Virginia Worker’s Compensation Act covers injuries and illnesses that arise specifically as a result of an individual's job duties or while on official college business. Accidents must be reported immediately to your supervisor to ensure coverage.
If medical attention is required, a list of panel physicians is provided to the employee. Any unauthorized medical treatment will not be covered. All payments for injuries and illnesses are considered to be in a pending status until a compensability decision is given.
The Commuter Choice program provides monies (tax free) to full-time salaried state employees for commuting costs. At this time, the College is authorized to provide a maximum of $255 per month towards commuting costs to and from work.
Employee Eligibility Requirements:
- Full-time and/or Part-time, salaried employees
- Using VRE, Amtrak, or MARC transit or Registered SmarTrip card (must be in the employee’s name)
- Must turn in any existing parking permits
- Must not be on extended leave
Employees can enroll in the Commuter Choice program at any time. Initial enrollment forms must be received prior to the 15th of the month for participation the following month. Forms received after the 15th but before the end of the month will still be eligible for participation the following month; however benefits for the first month will be made available via check reimbursement (must submit receipt(s) for paid fares). Benefits following the first month will then be transferred to the SmarTrip card thereafter.
Employee submits form on September 14th. Benefits should become available on the SmarTrip card on October 1st.
Employee submits form on September 27th. A check request will be processed for the employee for the month of October. Benefits will then become available on the SmarTrip card on November 1st.
Employees using VRE, Amtrak, or MARC transit service (s) must submit receipt(s) for reimbursement. Completed forms should be scanned and emailed to Human Resources. The registered SmarTrip card number should also be included with the enrollment form. Upon successful enrollment, the employee & his/her supervisor will receive an email communication from Shiwanda Key in Human Resources.
Employees may participate in the program for as little or as long as they wish. Recertification is required once per year. Human Resources will contact employees about one to two months prior to the expiration of benefits as a reminder that they need to recertify in order to continue receiving benefits.
Employees will not be allowed to have both a parking sticker and participate in the Commuter Choice Program. Employees can switch from the Commuter Program back to parking, or vice versa, with proper notification. However, changes in enrollment choices will be limited to 2 events per calendar year. If an employee currently participating in the Commuter Choice Program needs to occasionally drive to work, the employee should obtain a daily hangtag in advance (limited to 4 daily hangtags per month) or they may purchase a ‘B’ Lot parking permit.
An employee wishing to end their participation in the program must notify Human Resources.
For questions regarding this program, you may contact Human Resources at 2-3110.
Commuter Choice Resources
- Commuter Choice Employee Yearly Certification Form
- Commuter Choice Employee Enrollment Form
The Commuter Information Source for Maryland, Virginia and the District of Columbia. This site provides information on Guaranteed Ride Home, transit options, ozone action days and much more.
Tuition AssistanceTuition Assistance applies to a maximum of six credits per semester.
$1,900 per fiscal year for full-time or P-3 employees.
You must receive a passing grade of "C" or better.
Complete Education Assistance Request form (NOVA 105-043) and submit via email to Human Resources, Administrative Support Services for review and approval. This process may take up to four weeks for HR to process once the completed 105-043 is submitted. HR cannot process request after the start date of the course.
Tuition Assistance – Eligibility
Employee Group Deadline for Final HR Approval Must Be Employed for Six or More Months Six Free NOVA Credits Per Semester Up to $1,900 per Fiscal Year for External, Accredited Institutions Eligible for Continuing Education/Workforce Development Courses Adjunct Faculty Prior to course registration and start date Must be teaching in current semester and taught in two semesters previously, unless job related/required per supervisor Yes No No Faculty (9- and 12-month) Prior to course registration and start date Must have taught for at least one semester thus far, or 15+ credit hours of teaching for NOVA Yes Yes, if 40 hour/week employee, otherwise, pro-rated amount (must be job or degree related) No Faculty (administrative and professional) Prior to course registration and start date Yes, unless job related/required per supervisor Yes Yes, if 40 hour/week employee, otherwise, pro-rated amount (must be job or degree related) No P-14 Wage (20 hours+ per week) Prior to course registration and start date Yes, unless job related/required per supervisor Yes No No P-3 Classified (20 hours+ per week) Prior to course registration and start date Yes, unless job related/required per supervisor Yes Yes, if 40 hour/week employee, otherwise, pro-rated amount (must be job or degree related) Yes, if job-related, or required by supervisor Work Study, Student Hires and F-1 Visas No No No No No