Leaves of Absence & PTO (DUHS Only)
A staff member on an unpaid leave will not accrue Paid Time Off (PTO). However, PTO accrual will resume upon return from an unpaid leave. An eligible staff member, approved for any leave of absence, must use the PTO bank as available on a day-to-day basis until it is depleted. PTO accrual will continue as long as s/he is being paid.
For all leaves other than FMLA, health and dental insurance benefits may be continued under the provisions of the Consolidated Omnibus Budgeted Reconciliation Act (COBRA), which requires payment of the full staff premium plus two percent (2%). COBRA eligibility is effective as of the first of the month following the last day worked. Premiums for Health Insurance, group dental, personal accident and basic life insurance plans are due before the 25th of the month. Arrangements should be made to continue payments for other optional coverage such as life insurance and personal casualty at the time of the unpaid leave.
For more information, please see the checklist for employees on personal leave.
Additionally, it is the employee’s responsibility to contact the Benefits Office when on an approved leave without pay, to arrange for premium payment for life insurance benefits such as Basic Group Life insurance and Personal Accident Insurance. Personal checks, money orders, or cashier’s checks for premium payments should be made payable to Duke University with the Duke Unique ID and reason for payment (e.g. personal LOA – life insurance) indicated on the Memo line of the check. Payments should be sent by the 25th of the month to:
Duke University Cashier’s Office
Durham, NC 27708
Smith Warehouse Bay 8, Room B-103
114 South Buchanan Boulevard, Durham, NC 27701
Failure to make payments may result in cancellation of benefit coverage and you may not be allowed to reinstate coverage until you have returned to benefits-eligible work status.
Please note: In case of death during the month that the premium is due, but prior to payment of the premium, the employee retains his/her eligibility for coverage. However, if the premium is not received by the 25th of the month in which it is due, the coverage is considered lapsed, a life insurance claim will not be filed, the employee is not eligible for a life insurance benefit to be paid, and no retroactive premiums will be accepted.
Duke continues to pay its share of health insurance premiums and retirement plan contributions for the entire 12 weeks of leave for a staff member on Family and Medical Leave (FMLA).
Payments for premiums are due by the 25th of each month, prior to the month of coverage. If your health, dental or vision premiums are not deducted from your paycheck, payments should be sent directly to Benefits Accounting, Box 90484, Durham, NC 27708. Personal checks, money orders, or cashier's checks need to be made payable to "Duke University" and the Duke Unique ID and reason for payment (i.e. FMLA) should be indicated on the Memo line of the check. Failure to make payments may result in the cancellation of benefit coverage and you may not be allowed to reinstate coverage until you have returned to full-time work status.