Benefits
CARE USA provides a large portfolio of benefits designed to protect and promote your health, welfare, and quality of life. CARE USA reserves the right to modify, discontinue or otherwise alter, with or without notice, at the organization’s discretion, any benefits available to our employees. Moreover, the officer or administrator charged with the administration of each plan has the authority and discretion to interpret the terms of each plan. This chapter provides general descriptions of each benefit for eligible employees on CARE USA’s payroll. Because benefits are subject to special rules and exceptions, for complete details you should refer to the summary plan description (SPD) for each benefit and other additional benefit documentation provided at the time of hire. Employees may find information on Employee/Manager Self Service or under the Benefits Center on the CARE Shares.
CARE USA reserves the right to adapt, modify, and/or change any of its compensation and benefits programs, at any time to ensure the organization’s competitive standing and compliance with any financial constraints.
Currently CARE USA offers benefits for regular employees who are regularly scheduled to work 20 hours or more per week as well as their dependents. CARE’s dependents are defined as follows:
Spouse: An employee and their spouse must be legally married to be eligible for coverage.
Child(ren): Dependent child may be a natural born, adopted, foster, or stepchild; or a child for whom the employee has been court-appointed as legal guardian or legal custodian. Eligible child(ren) may be covered up to the end of the calendar month in which the child reaches age 26 or a child of any age who becomes disabled according to Social Security Administration guidelines. Medical, dental and vision insurance coverage terminates at the end of the month of dependent’s 26th birthday. For dependent life & AD&D insurances, a dependent child refers to unmarried dependent children up to age 19, or up to age 25 if a full-time student.
Domestic Partner: Domestic partner is defined as a person of at least 18 years of age who, jointly with the CARE employee of either sex, meets all of the following criteria:
- Both individuals have declared their intentions to remain each other’s sole spousal-equivalent or life partner.
- Both have resided together for at least 12 consecutive months and intend to continue to reside together in a mutually exclusive commitment similar to that of marriage.
- Both have declared their intention to be mutually responsible for each other’s well being and debts to third parties; that is, they have entered into a contractual commitment for financial responsibility or have joint ownership of significant assets such as a home, car, and bank accounts, and have joint liability for debts such as mortgages and credit cards.
- Neither partner is married to anyone else nor has another domestic partner.
- Both are unrelated by blood to a degree of closeness that prohibits marriage.
- Please click here for the statement of domestic partnership form or contact the HR Service Center.
1 Automatic Benefits — No Enrollment Necessary
| · Accidental death and dismemberment insurance5
· Business traveler accident insurance5 · Employee Assistance Program (EAP)5 · Basic life insurance5 · Health Advocate –personal healthcare advocacy and support |
· Basic long-term disability insurance5
· Short-term disability insurance5 · War-risk insurance5 · Workers’ compensation6 |
2 Elective Benefits — Enrollment Required
| · Medical Insurance(See HIPAA Notice)5
· Dental insurance5 · Vision and supplemental vision insurance5 · Flexible spending accounts (US-Based Staff Only) 5 |
· Dependent and supplemental life insurance5
· Supplemental long-term disability insurance5 |
Unless otherwise specified, you will have the opportunity to enroll or update the above benefits at the following times:
- Upon hire or transfer from international to US-based or vice versa. Benefit elections must be submitted within thirty-one (31) days of first day of employment/transfer
- Upon hire or transfer within the U.S. Benefit elections must be submitted within fourteen (14) days of first day of employment/transfer
- When a life-change event (such as marriage, birth/adoption of a child, etc.) occurs. Changes in Benefit elections must be requested within thirty-one (31) days of qualifying event
- During the annual benefits open enrollment period each fall
Human Resources will provide information each year on the open enrollment period and process.
For complete information regarding eligibility and/or enrollment, please contact the HR Service Center.
3 Additional Benefits
3.1 CARE USA Retirement Savings Plan5
The CARE USA Retirement Savings Plan (CRSP) is a defined contribution plan. You have the flexibility (and responsibility) to choose among the options provided under the plan in a way that best meets your objectives.
Eligibility — Employee Contributions
All current regular employees on CARE USA’s payroll are eligible to make voluntary contributions to the CRSP without having to meet age or service requirements. You may join the CRSP on your hire date or any date after. Once activated, voluntary contributions may be stopped, increased, decreased, and/or reactivated at anytime.
Eligibility — Employer Contributions
Starting the first quarter after one year and 1,000 hours of service, CARE USA will contribute a designated percentage of your eligible compensation per month to the plan. All contributions, both employer and employee, are subject to any limits imposed by federal tax laws or the CRSP. CARE USA’s contribution may be changed at its discretion. If you are transferring from another CI member or CARE country office with at least one year and 1,000 hours of service, this benefit will be available on the first day of the first quarter following your start date with CARE USA.
For further information, please contact Transamerica Retirement Solutions.
3.2 Tuition Reimbursement Program
The tuition reimbursement program provides you with up to $3,000 per calendar year in tuition reimbursement assistance for traditional coursework towards a degree by an accredited institution for higher learning. The year the semester/course ended will be the reference date as to which calendar year your reimbursement will count towards.
You must be a regular employee who is scheduled to work 20 hours or more per week with at least twelve months of service to qualify for tuition reimbursement. Your study must commence after you met the eligibility criteria to be reimbursed under this policy and you can file for reimbursement after the end of each semester. All coursework must be job-related and will require your manager’s approval prior to the start of the course.
The following rules apply to CARE’s tuition reimbursement program:
- The course(s) must be related to your current job or future career plans.
- Costs covered include 75 percent (75%) of total expenses to a maximum of $3,000 per calendar year.
- The course must be graded (pass/fail, a letter grade or percentage), and you must pass the course with a minimum grade of C or an equivalent passing level.
- The cost of certification programs and job-related seminars are not covered by this program. If interested in certifications or seminars, please see your manager as they may be covered under your unit’s budget.
- The cost of language courses not offered as traditional coursework by an accredited institution for higher learning will not be covered by this program.
You may apply for tuition reimbursements after successful course completion and you must submit proof of satisfactory grades. Reimbursement requests and supporting documentation must be submitted to the HR Service Center within 60 days after each semester. Please click here for forms.
3.3 Physical Fitness Reimbursement (US-Based Staff Only)
CARE is dedicated to staff well-being and we are committed to advancing the physical, psychological, and social health of our employees. In line with this commitment, we offer a health club or physical fitness reimbursement program that allows all US-based regular employees scheduled to work 20 hours or more per week to receive reimbursements for health club memberships and/or physical fitness fees.
To qualify for the program, you must be a member of a health club or participate in other physical fitness activities, or online fitness services — whether on an annual or monthly fee basis.
In order to initiate your reimbursements you must complete and submit a Physical Fitness Reimbursement Request Form to the HR Service Center. You are eligible for reimbursement up to a maximum of $20.00 per month (state and federal income taxes apply). Eligible fees are limited to those paid under a health club contract or as a separate physical fitness fee on an invoice or receipt. All-inclusive fees (e.g. homeowner’s association dues or rent for an apartment) are not eligible unless the physical fitness activity fee is clearly listed as a separate fee on your invoice or bill.
The Physical fitness reimbursement will be effective the date the form is submitted to HR Service Center and will be included in the next administratively feasible payroll. Thereafter, you will be reimbursed continuously.
In case of change, termination, or cancellation of your membership, you must provide a written notice to the HR Service Center.
3.4 Paid and Unpaid Leave
CARE USA provides paid and unpaid leave benefits to benefits eligible employees who are scheduled to work 20 hours or more per week. Eligible part-time employees are awarded the same benefits on a pro-rated basis. CARE USA makes every effort to accommodate reasonable leave requests; however, scheduling is at the discretion of your manager according to the needs of your department. In the event of extended leave time beyond that accorded below, the decision as to whether CARE USA will be able to hold your job open will be discussed and made in accordance with current business needs of the organization.
CARE USA provides you with the following time away from work, subject to the conditions set forth below:
3.4.1 Paid Time Off
CARE USA staff shall receive 25 days of Paid Time Off per fiscal year for vacation and personal days that shall accrue according to the schedule below. As of January 1, 2019 any current employee who previously earned 30 days of Paid Time Off will continue to have 30 days of Paid Time Off during their continuous employment by CARE USA. Any such employee who leaves CARE USA for any period of time and is rehired by CARE USA shall be entitled to 25 days of Paid Time Off when rehired.
Staff who utilize Paid Time Off for 4 hours or less but who also work that day shall deduct a ½ day from their Paid Time Off balance. All other Paid Time Off Leave shall be deducted as a full day.
Paid Time Off leave days accrue each month. Approximate accrual rate per month is as follows:
| Annual PTO eligibility | Monthly Rate |
| 25 days per year | 2.083 days / 16.67 hours |
| 30 days per year | 2.5 days / 20 hours |
Employees who were not able to work the full month like for example new hires, separating employees and employees who go on unpaid leave, will accrue leave credits on a pro-rata basis proportional to the number of calendar days they worked for that month following the daily accrual rate below:
| Annual PTO eligibility | Pro-rated Daily Rate |
| 25 days per year | 0.06849 |
| 30 days per year | 0.08219 |
Likewise, benefits eligible employees who work less than 80 hours biweekly (US Based Staff) or less than 173.33 hours monthly (International Based Staff) will accrue leave credits on a pro-rata basis proportional to the number of hours they worked for the month. If the employee changed work hours within the month, the work schedule they are in majority for that month will be used as basis in calculating their pro-rated Paid Time Off.
Paid Time Off leave requests shall be approved at the discretion of managers in accordance with department needs, provided however, consideration shall be given to staff requesting leave for recognized religious, national, or ethnic observances not recognized as CARE holidays. Such leave may be taken as Paid Time Off or a Floating Holiday (US-based) and should not be denied to staff.
*See appendix for CA state laws on paid time off.
3.4.1.1 Carry Forward of Paid Time Off
Effective June 30, 2019, accrued but unused Paid Time Off may not be carried over from one fiscal year to the next (unless laws in your state provide otherwise). Any accrued but unused Paid Time Off will be forfeited at the end of each fiscal year.
3.4.1.2 Credit for Previous CARE Service
If you have transferred to CARE USA from another CARE International member or a CARE country office, your years of service earned from the CARE entity will not be counted in determining length of service for the purpose of calculating your Paid Time Off. If you have left CARE (CARE USA or any other CARE entity) for any period of time your bank of days will restart at 25 days per fiscal year.
3.4.1.3 Temporary Staff, Unpaid Interns/Volunteers, and Consultants
Temporary staff paid through agencies, unpaid interns/volunteers, and consultants are excluded from this policy. Any non-working time shall be governed by the applicable agreement (in the case of temporary staff and consultants) or as agreed-upon with People & Culture or the manager (in the case of unpaid interns/volunteers).
3.4.1.4 Paid Time Off Records
Paid Time Off (PTO) records are maintained by you in partnership with your immediate manager or department administrator. You, your manager, and department administrator share the responsibility of ensuring that your Paid Time Off balances are kept up to date, the balances on transfer or terminating checklists are accurate, and that accurate information is communicated promptly to the HR Service Center if you leave CARE.
You may use these forms in tracking your PTO usage and balance:
PTO Tracking Form for CA-based Employees
3.4.1.5 Payment of Unused Paid Time Off at Termination or Resignation
The leave accrual method will be used to determine amounts due to or from you. If you have any unused accrued Paid Time Off (a positive balance), CARE USA will pay you the monetary value of the Paid Time Off leave with your final paycheck, after the settlement of any outstanding obligations, in accordance with applicable federal and state law. If you have taken more Paid Time Off leave than you have accrued (a negative balance), CARE USA will deduct the monetary value of the used but unaccrued Paid Time Off leave with your final paycheck, in accordance with and if permitted by applicable federal and state law.
3.4.2 Holidays
3.4.2.1 US-Based Staff
CARE Holidays
Normally, CARE USA’s US-based offices are closed to observe the following official US holidays each year.
For employees who work a standard Monday through Friday workweek, and who will not be scheduled when a holiday falls on a weekend, holidays that fall on Saturday are usually observed on the preceding Friday and holidays that fall on Sunday are typically observed on the following Monday.
| · New Year’s day | · Independence day |
| · Martin Luther King’s birthday | · Labor day |
| · Thanksgiving day and the following Friday | · Memorial day |
| · Christmas day | · Juneteenth day |
CARE USA may declare other holidays at its discretion. When a CARE Holiday falls during your Paid Time Off leave, the CARE Holiday is not counted against your Paid Time Off, and you will receive holiday pay. If you need to travel or work on CARE business during a CARE Holiday, you may take a compensatory day in the future at a time agreed upon with your manager. This compensatory day must be taken within 15 business days of the CARE Holiday. For the purposes of Personnel Activity Reporting (PAR), this is considered “PTO Holiday.” Unused CARE Holidays cannot be carried over to the next calendar year.
Floating Holiday
All US-based, full-time staff receive one Floating Holiday that can be used at any time during the calendar year. All US-based, part-time staff working twenty(20) or more hours per week receive a partial floating holiday on a pro-rated basis. An unused Floating Holiday cannot be carried over to the next calendar year. Floating Holiday requests shall be approved at the discretion of managers in accordance with department needs; provided however, consideration shall be given to staff requesting leave for recognized religious, national, or ethnic observances not recognized as CARE holidays, as set forth above.
An employee whose employment ends for any reason will not receive payment for unused CARE Holidays or the Floating Holiday.
3.4.2.2 International Staff
Each country office is responsible for issuing a holiday schedule that is competitive with similar organizations in the same geographic area. Typically, such schedules do not exceed 15 days per year. International employees are not entitled to US-based holidays unless they are also observed at the local location.
CARE USA may declare other holidays at its discretion. When observed holidays fall during your leave, the holiday is not counted against Paid Time Off and you will receive holiday pay. If you need to travel or work on CARE business during a CARE USA-recognized holiday, you may take a compensatory day in the future at a time agreed upon with your manager, but within 15 business days of the holiday. For the purposes of Personal Activity Reporting (PAR), this is considered “PTO Holiday.”
3.4.3 Family and Medical Leave
FMLA is a federally mandated requirement for US-based staff. CARE offers the same benefit to all international staff who meet the eligibility requirements.
3.4.3.1 Eligibility Requirements/Leave Year
You are eligible for up to 12 work weeks of unpaid leave under the Family and Medical Leave Act (FMLA) during a rolling 12-month period under this policy if you have been employed by CARE USA for at least 12 months and you have worked at least 1,250 hours during the 12-month period prior to the commencement of the leave. CARE USA uses a rolling 12-month period measured backward from the date you use any FMLA leave. If you meet the eligibility requirements, you are also eligible for up to 26 weeks of leave to care for an injured service member, as set forth in the following section.
3.4.3.2 Reasons For Leave
An FMLA leave may be requested for any of the following reasons:
- Birth/Placement — to care for a child(ren) born to or placed for adoption or foster care with you;
- Family Medical — to care for your parent, child or spouse with a serious health condition;
- Employee Medical — because of your own serious health condition, which renders you unable to perform the functions of your position;
- Qualifying Exigency – because of any qualifying exigency as determined by the Secretary of Labor in final regulations arising out of the fact that your parent, child or spouse is on active military duty or has been notified of any impending call or order to active duty in the Armed Forces in support of a contingency operation; or
- Injured Service Member – to care for an injured service member who is your parent, child, spouse, or for whom you are next of kin. Such leave may be taken for up to 26 weeks in a single 12-month period, which period begins on the first day you take leave for this purpose and ends 12 months after that date.
3.4.3.3 Substitution of Accrued Paid Leave
FMLA leave is unpaid leave. If you request FMLA leave, any accrued Paid Time Off pay and/or, if applicable, parental leave pay, must first be substituted and used for otherwise unpaid FMLA leave, provided that use complies with CARE USA’s Paid Time Off and/or parental leave policy requirements. Such accrued paid leave will run concurrently with any FMLA leave. If you request FMLA leave for your own medical condition, CARE USA’s short-term and/or long-term disability and any leave for workers’ compensation may apply as part of the 12-week leave period in addition to the above. The substitution of paid leave time for unpaid leave time does not extend the 12 week (or where applicable, the 26 week) leave period.
3.4.3.4 Notice of Leave
If your need for FMLA leave for the birth/placement of a child or for your own or your own or a family member’s medical condition is foreseeable, you must give CARE USA at least 30 days prior notice. Failure to provide such notice may be grounds for delay or denial of leave. When the need for leave is not foreseeable, you are expected to notify CARE USA as soon as practicable, generally the same day or the next business day you learned of your need for leave. If you are taking leave for a qualifying exigency or to care for an injured service member, you should provide such notice as is reasonable and practicable. Please contact the HR Service Center for the appropriate FMLA leave forms.
3.4.3.5 Medical Certification/Second Third Opinions
If you are requesting leave for your own or a family member’s medical condition or to care for an injured service member (as defined in Section 3.3.6.3.2), you must provide a medical certification from a health care provider. You may obtain medical certifications forms from the HR Service Center. If leave is foreseeable, the medical certification should be provided when the leave is requested. If the leave is not foreseeable, the certification must be provided within 15 days after it is requested. Failure to provide requested medical certification in a timely manner may result in delay or denial of leave. In its discretion and at its own expense, CARE USA may require a second medical opinion, and if the first and second opinions differ, may request a third medical opinion. If a third opinion is requested, it will be provided by a health care provider approved jointly by the employee and CARE USA and will be binding. CARE USA may also require recertification periodically during a leave and may ask for authentication and/or clarification of any medical certification submitted. All forms must be filled out completely and legibly.
3.4.3.6 Maintaining Medical & Other Benefits During Leave
During the leave, CARE USA will maintain your group health benefits on the same conditions as if you had continued working your regular schedule. If paid leave is substituted for unpaid FMLA leave, CARE USA will deduct your portion of the health plan premium as a regular payroll deduction. If your leave is unpaid, you must make arrangements with Human Resources to pay your portion of the premium. Your group health care coverage will cease if your premium payment is more than 30 days late, but you will be notified at least 15 days before your coverage lapses. Additionally, if you fail to return from leave, CARE USA may require repayment of any premium that was paid for maintaining the health coverage for you.
3.4.3.7 Returning From Leave
If you take an FMLA leave, you are generally entitled to return to your position or to an equivalent position with equal benefits, pay and other terms and conditions of employment, subject to any applicable exceptions. In addition, you have no greater rights to reinstatement or to other benefits and conditions of employment than if you had not taken FMLA leave. If your leave is for your own medical reasons, you will be required to provide medical certification that you are fit to resume work and are able to perform all essential job functions. Employees failing to provide fitness for duty certification will not be permitted to resume work until it is provided.
3.4.3.8 Intermittent or Reduced Work Schedule Leave
Leave taken for your or a family member’s medical condition or to care for an injured service member may be taken intermittently (in separate blocks of time due to a single covered health condition) or on a reduced work schedule (reducing the usual number of hours you work per workweek or workday) if medically necessary. Leave for a qualifying exigency may also be taken intermittently or on a reduced work schedule basis. If leave is unpaid, CARE USA will reduce your salary based on the amount of time actually worked. In addition, while you are on an intermittent or reduced schedule leave for planned medical treatment, CARE USA may temporarily transfer you to an available alternative position that better accommodates your recurring leave and which has equivalent pay and benefits. If you are certified to take FMLA leave on an intermittent or reduced leave schedule basis, you must advise Human Resources at the time the absence is taken if you intend for any such absence to be FMLA qualifying.
3.4.3.9 Modifications
The application of this policy, and the procedures and definitions set forth herein, may be modified in accordance with changes in applicable law and regulations.
3.4.3.10 State Law
State law may provide additional rights. Contact the HR Service Center for details.
3.4.4 Parental Leave
CARE USA provides employees with six weeks of paid parental leave to make the initial adjustments accompanying the arrival of a new child(ren) through birth, adoption or legal guardianship of a child up to 12 years of age. To be eligible, you must have been employed on CARE USA payroll for at least 12 months consecutively.
This leave provision is granted per child or per event in the case of multiple births or the adoption of more than one child; additionally, it will be based on the date of delivery, adoption or legal guardianship. Parental leave can either be taken consecutively or intermittently (with your manager’s approval) over the course of one year. This benefit must be used within one year of the event and will not be paid out if unused.
Parental leave is provided without regard to gender and will not be deducted from your Paid Time Off leave. Spouses or domestic partners who are both employed by CARE USA are each entitled to take parental leave.
You must obtain approval from your manager prior to the leave, and documentation of the birth, adoption or legal guardianship must be provided. Please contact the HR Service Center for additional information.
Parental leave will run concurrently with any leave granted pursuant to the Family and Medical Leave Act or any other leave granted in accordance with applicable State law.
3.4.5 Personal Unpaid Leave of Absence
A personal leave of absence may be granted under certain circumstances to accommodate your request for time away from CARE USA. A personal leave of absence may also be granted if you do not qualify for FMLA.
Personal leave is typically used for unpaid absences two weeks in length or greater. However, if you are requesting time off without pay to handle a personal situation that is not covered by FMLA, it is within your manager’s discretion to support the request.
Request for personal leave must be made to your immediate manager as soon as possible before the intended time off. The decision as to whether or not CARE USA will be able to hold your job open will be made in accordance with current business needs of the organization and applicable federal and State law. If you are on an unpaid personal leave of absence for a period greater than 90 days, you are deemed as separated from CARE USA.
All unused accrued Paid Time Off are to be utilized prior to the start of the leave. In addition, all CARE property must be returned to prior to the start of any leave granted. You must repay all salary advances, travel advances, computer loans, and any other funds due to CARE USA in full before an unpaid personal leave of absence begins. All outstanding items will be deducted from your paycheck in accordance with applicable federal and State law.
3.4.6 Sick Leave
CARE USA’s sick leave policy is intended give you sufficient time off when you are ill and unable to work or need to care for an immediate family member who is ill. To be eligible for sick leave, you must be a full time or part time employee. Interns and temporary staff are not eligible for sick leave. Sick leave is not accrued and may not be carried over from one year to the next or paid out at the end of employment. CARE USA expects you to utilize this time with discretion, in line with CARE’s core values. Abuse of this policy may result in disciplinary action, up to and including termination of employment.
Personal Sick Leave: Eligible staff can take paid sick leave due to a personal illness or injury. CARE USA does not limit the total number of sick days an employee may take during a calendar year; however, sick leave is subject to the following conditions:
- You are expected to notify your manager as soon as possible when you want to use your sick leave. You should inform your manager for how long you will be absent (if possible) or notify your manager on each day that you will not be reporting to work. Employees are required to meet all established performance expectations despite absences.
- A doctor’s note is required for absences of five consecutive days or more. CARE reserves the right to require an employee to submit a doctor’s note for shorter periods of sick leave.
- Should you be absent from work for more than ten consecutive working days due to an illness or injury, you must apply for income replacement benefits under CARE’s short-term disability benefits.
- If you need to take an extended leave or to take ongoing intermittent leave for a serious health condition, you must apply for leave under the Family Medical Leave Act (FMLA) rather than taking paid sick leave.
- If an employee is unable to meet the expectations outlined above, CARE reserves the right to temporarily revoke the employee’s unlimited leave.
For more information, please contact the HR Service Center.
Sick leave to care for a family member: Employees are entitled a maximum of 5 days of paid sick leave to care for an immediate family member per calendar year. An immediate family member is a child, grandchild, spouse, parent, grandparent, or any dependent listed in the employee’s most recent tax return.
Paid state sick leave: If you are eligible for paid state sick leave for yourself or to take care of a family member, it is your responsibility to apply for any applicable leave and notify CARE if you receive any supplemental income while on CARE paid sick leave, as this may affect the rate of sick pay that you receive from CARE. For state specific regulations regarding sick leave, please visit additional information.
3.4.7 Leave Days Granted for Hardship Postings (International Staff Only)
To help compensate for the difficult environment that some of our staff live and work in, CARE provides hardship leave. Hardship leave is granted in addition to your Paid Time Off, but may not be carried over from one year to the next, nor may it be paid out at the end of employment, as its purpose is to provide you with a break from trying conditions. The following chart illustrates the hardship leave provided by CARE. Hardship leave accrues on a quarterly basis — you must be actively employed at least 15 business days during any quarter to receive credit for that quarter. Hardship is updated on an annual basis, but may also change on an ad hoc basis due to extenuating circumstances.
| Category | Annual Hardship Leave | Annual Hardship Allowance |
| C | 5 days | 0 |
| D | 10 days | $8,000 |
| E | 10 days | $15,000 |
3.4.8 Emergency and Compassionate Leave
In the event of the death or unexpected serious illness with imminent likelihood of death, of a spouse/domestic partner, child/stepchild, daughter- or son-in-law, parent/parent-in-law/stepparent, sibling/ stepsibling, grandparent or grandchild, you are eligible for five days of emergency/compassionate leave per incident as follows, not to be deducted from your Paid Time Off.
In instances where your relative is in another country, you may also be eligible for travel days in addition to the emergency/compassionate leave. Under the following conditions, CARE will reimburse you or your spouse/domestic partner for the cost of one round-trip air ticket to the relative’s place of residence:
- International staff working outside your home country
- Based in the US but not a permanent resident or in the application process for permanent residency
The ticket is available to you or your spouse/domestic partner only and will be granted to the person who is the immediate relative of ill or deceased family member. The ticket must be the most economical available, and reimbursement will be made upon presentation of supporting documents and receipts to your country office or unit.
If you request bereavement leave in excess of your leave allotment or wish to attend the funeral or services for someone other than one of the above-listed close relatives, time will be deducted from your Paid Time Off.
3.4.9 Military Leave of Absence
CARE USA provides unpaid military leave in accordance with State and federal law to employees for service in the uniformed services. Employees should request military leave as soon as possible and should present their manager and the HR Service Center with a copy of their service papers as soon as they receive them. Employees may elect to use accrued Paid Time Off during unpaid military leave. Employees on military leave will be reinstated following military leave in accordance with applicable federal and State law.
3.4.10 Jury Duty or Legal Matters
If you are called for jury duty or subpoenaed as a witness in a legal matter to which you are not a party, CARE USA will provide you with paid time off. You must inform your manager as soon as you are notified and present the summons, subpoena, or other court papers. You may be required to submit verification to the manager from either the bailiff’s or clerk’s office after jury duty. You will receive your regular salary while on jury duty or testifying.
3.4.11 Voting Time (US-Based Staff Only)
Because CARE USA has a continuing interest in encouraging responsible citizenship, you are urged to vote in local, State, and national elections either before or after your regular work hours. If you do not have sufficient time outside of working hours within which to vote, you will be allowed to take up to two hours off with pay for this purpose. Such time off should be taken at the beginning or end of your regular work schedule, whichever allows for more free time.
To receive time off for voting, notify your manager at least two days in advance to determine timing that will meet business needs and allow you to participate in this civic duty.
No action will be taken against any employee in any manner for requesting or taking any time off as provided for in this policy.
3.5 Breastfeeding in the Workplace
CARE USA provides a workplace environment and organizational culture that supports breastfeeding in order to enable the mother and child to experience the full benefits of breastfeeding.
Understanding that each country office may implement similar policies depending on their local context, CARE USA supports employees in their efforts to combine work and breastfeeding. In most cases, there are a variety of options.
3.5.1 Flexible Scheduling
Subject to the needs of your department and CARE USA’s policies concerning flexible work arrangements, your manager can work with you to develop a work schedule that eases the transition back from parental leave in order to support breastfeeding your child. Flexible or reduced working hours, telecommuting, and time off to meet infants’ health care needs are examples of adaptive scheduling.
3.5.2 Lactation Time and Space
For offices of at least 50 employees, CARE USA seeks to promote clean, comfortable, and private lactation rooms or spaces that are convenient for expressing or pumping breast milk or nursing, including access to a refrigerator, sink, and microwave. When it is not possible to provide a dedicated room, particularly in smaller offices, accommodations will be made for employees in cubicles or other non-private spaces (i.e., empty offices, conference room, etc.) that can provide privacy.
CARE USA allows and encourages breastfeeding employees to take breaks to express breast milk, recognizing that a woman who is separated from her infant needs to express her milk at least three times within an eight/nine hour work day. CARE USA considers these breaks part of the normal, paid workday and will not require employees to make up this time.
3.5.3 Infants in the Workplace
Employees may also bring their infants under six months of age to the workplace in order to breastfeed, while maintaining a conducive work environment that is not disruptive to others in the office and does not compromise other aspects of quality care for the infant. Staff with private offices may keep their children in their office. Where possible, accommodation will be made for individuals who work in cubicles to have a private space for this time period (some offices may be too small to make this accommodation).
Please click here for the full policy, process and forms, and contact the HR Service Center for more information.
3.5.4 Travel
If a breastfeeding employee chooses or is required to travel, CARE USA will not cover any charges associated with the infant, and it will be the responsibility of the employee to ensure that infant care is provided during work hours. CARE USA will also respect a breastfeeding employee’s wish to limit her travel by using creative teamwork to reduce the need for her to be separated from her baby during the breastfeeding period.
3.5.5 Mutual Responsibility
It is the responsibility of both the manager and the employee to ensure an environment that promotes breastfeeding while also meeting organizational needs. For any of the above options, an agreement must be signed ahead of time by both the employee and the manager to set mutual expectations, and will include the following:
- Nature of accommodation
- What and how work will get done
- Length of time the agreement will be in place
- Expected behaviors (example: employee will ensure that the accommodation is not disruptive to others, manager will respect and ensure privacy during breastfeeding).
3.5.6 Support
CARE’s work around the world promotes optimal breastfeeding practices to support families’ efforts to improve their food, health, and household livelihood security. As a result, there are CARE employees who are experts in lactation who are happy to support the promotion of breastfeeding among CARE’s staff. In addition, La Leche League International is an organization that strives to help mothers worldwide to breastfeed through mother-to-mother support, encouragement, information, and education, and to promote a better understanding of breastfeeding as an important element in the healthy development of the baby and mother. Resources are available in English, Spanish, French, & Arabic, and services include online as well as personal support.
CARE USA will not tolerate discrimination against or harassment of pregnant and/or breastfeeding employees. Reports of such behavior will be addressed in accordance with CARE’s policies prohibiting workplace discrimination and/or harassment.
3.6 Mail Service (Non-US-Based Staff Only)
As a convenience to overseas international staff, CARE offers a number of mail services. CARE will forward personal mail received at HQ in accordance with the following:
3.6.1 Letters
Personal mail received at headquarters for you and your family members will be forwarded to you. To ensure privacy and to ensure that your mail is delivered correctly, direct your correspondents to mark your mail “Personal and Confidential” and provide the mailroom with a list of all dependents who will accompany you overseas. This can be done through emailing mailroom@care.org or by enclosing an updated list in the pouch addressed to the international shipping representative. Personal mail will not be opened by mailroom staff unless necessary to identify for whom the letter is intended.
3.6.2 Personal Packages
Personal items such as clothing, food, books, and household items should not be sent through the mailroom at CARE. These are to be sent directly by the sender to your country office. Inclusion of personal items in the weekly pouch can cause the package to be subject to customs inspection and create delays in delivery of official mail destined for your country office.
3.6.3 Checks and Credit Cards
CARE attempts to ensure that checks and credit cards received at Headquarters are forwarded to you promptly and securely. However, CARE is not responsible for losses or thefts that may occur.
3.6.4 Forwarding Mail
Personal mail that needs to be forwarded to you must have adequate postage; any mail without proper postage will be returned. Urgent, confidential and time-sensitive materials should be handled directly by a reputable courier service to ensure receipt because the mailroom has no means of tracing letters. CARE is not responsible for losses, costs, claims or damage to your property or otherwise relating to any of the services listed above.
3.7 Coverage of Personal Effects Damaged During Uninsured Civil Conflicts (Non-US-Based Staff Only)
CARE recognizes that in most instances it is not possible for you obtain insurance coverage for items lost or damaged during civil conflict. CARE will reimburse you up to 80 percent of the value of personal effects lost or damaged during uninsurable civil conflicts.
In order to qualify for this reimbursement, you must have provided the HR Service Center with proof of non-coverage, as well as an up-to-date accounting and valuation of your personal effects. The following are some guidelines:
- Heirlooms, rugs and works of arts will be reimbursed at 80 percent of their functional value only.
- Collectibles, including coins, stamps, ancient books, manuscripts, etc., are not reimbursable.
- Jewelry will be reimbursed up to a maximum of $500.00.
- Cash is not reimbursable.
3.8 Medical Evacuation
On rare occasions, a medical evacuation may be necessary for you or one of your dependents at post. Medical evacuations may be planned or unplanned for one-time events, and will not be used for medical conditions that require travel for ongoing treatment. Each evacuation requires medical documentation.
3.8.1 Emergency Medical Evacuation
You or your dependents at post may be eligible for an emergency evacuation in the cases of an emergency illness that requires immediate medical attention and there is no available or adequate medical facility in the area, or emergency security situation. If you are in a situation that requires emergency evacuation, contact your designated country office representative.
3.8.2 Planned Medical Evacuation
Planned evacuations pertain to serious medical conditions that require medical attention, but do not necessitate immediate evacuation. These are conditions for which local medical assistance, emergency care, or hospital care is either unavailable or inadequate; or when the reasonable expectation is that failure to obtain immediate care soon places your life or long-term physical well-being in jeopardy. Such situations may qualify you for a planned medical evacuation.
Eligibility
International regular and part time staff and their approved dependents at post are eligible for Planned Evacuations. This allowance is not available to:
- Short-term staff
- Staff on TDY assignments
- Staff working in their country of citizenship
- Dependents not at post
Planned Evacuation Benefit
If you, or one of your dependents at post, are unable to obtain the needed medical assistance in the country where you are working, you may qualify for a Planned Medical Evacuation. A medical condition that is not an urgent or potentially deadly, and chronic or recurring conditions are not covered by this insurance. Also, if there are adequate medical facilities in the area, a medical evacuation may not be covered by this insurance.
CARE partners with International SOS in determining whether a medical condition qualifies as a planned evacuation. International SOS (ISOS) is the world’s leading medical and travel security services company and CARE’s evacuation provider. With both the medical expertise and the thorough knowledge of medical facilities worldwide, ISOS is the best partner to administer this benefit. In addition, International SOS partners with CIGNA Global, CARE’s medical insurance benefit provider and can help in coordinating medical related costs.
An ISOS medical representative, in conjunction with your physician, will review and make a determination on your or your dependent(s) medical case. A recommendation will be made to determine eligibility for planned evacuation, and also to refer you to the closest medical facility that is able to adequately treat the patient. Once a recommendation has been made by ISOS, CARE will reimburse for some of the costs associated with the logistics of the evacuation (shown below). If you decide to go against ISOS recommendation and seek medical attention elsewhere, you will no longer be eligible for the benefit and CARE will not reimburse you for any of the associated costs.
Plan Reimbursements
Planned Evacuation benefit provides reimbursements for costs related to the evacuation as follows:
- The round-trip airfare for the afflicted employee or their afflicted dependent.
- One-way of the round-trip airfare for one adult family member or employee to accompany the afflicted person, if necessary.
- Airfare back to the afflicted person’s home of record if continued convalescence is needed.
- Ground transportation to and from the airport.
- Travel-related expenses such as airport taxes and visa fees.
- Lodging for the afflicted person only when considered an outpatient up to 30 days.
- Lodging for an accompanying medical attendant, if necessary, up to 30 days.
- One week of lodging for an accompanying adult family member if required by the attending physician instead of a medical attendant.
Reimbursement requests related to the evacuation must include all receipts and/or airfare tickets in line with the policy. Travel arrangements should be compliant with CARE’s Travel Policy. Business class travel is not allowed. In exceptional cases the afflicted employee/dependent needs to travel on a higher fare class, International SOS shall make the determination if necessary in consideration of the doctor’s assessment or recommendation.
International SOS Contact Information
ISOS offers support 24 hours a day, seven days a week with language assistance when needed. For service, please call the closest service center using the number below. The plan number is: 11BCPA 000091
Service Call Centers:
- London, England: +44.20.8762.8008
- Singapore: +65.338.7800
- Sydney, Australia: +61.2.9372.2468
- Philadelphia PA, USA: +1.215.942.8226 or +1.215.245.4707, 1.800.523.6586 (in the US)
Process
- The patient should contact International SOS when a planned evacuation is needed.
- International SOS will review the case details, in conjunction with the physician, and make a determination on the necessity of a planned evacuation.
- If the evacuation is approved, ISOS will evaluate the diagnosis and recommend the closest facility that will be able to provide adequate services. In some situations, ISOS may also help with referrals and some of the logistic planning and help coordinate services through CIGNA Global for medical claims.
- If the evacuation is not approved, ISOS will inform the employee and CARE of the determination and the reason.
- After the evacuation is complete, the employee will be responsible for completing and submitting the Planned Evacuation Reimbursement Request Form with all receipts and/or airfare tickets to the HR Service Center.
- HR will process and pay approved costs with the next possible monthly payroll.
Please contact the HR Service Center for more information or assistance.
3.9 Pregnancy Travel Accommodation (Non-US-Based Staff Only)
3.9.1 Pre-Delivery / Pregnancy
In recognition of commercial airline restrictions on women traveling after seven months of pregnancy, CARE offers regular international female employees the opportunity to leave a country of assignment prior to delivery in the event of insufficient or inadequate medical facilities for delivery locally and to work remotely until such time they are deemed unable to work by their doctors (see short-term disability).
For approval of this arrangement, a certification from a qualified health care provider attesting to the inadequacy of local facilities and recommending the use of alternative facilities must be submitted at the earliest opportunity to your manager and the HR Service Center.
3.9.2 Pregnancy Travel Allowance
To assist in meeting the transportation costs when a pregnant employee or pregnant dependent at post spouse/domestic partner anticipate leaving the country of assignment for the delivery of a child, CARE will provide a pregnancy travel allowance. This allowance will reimburse the employee for the cost of the airline ticket associated with transporting the pregnant employee or the pregnant dependent at post spouse/domestic partner to a location mutually agreed-upon with the employee’s manager.
The airline ticket should represent the most economical, round-trip economy flight to the designated location. A request should be made at least three months prior to the expected delivery date. Transportation expenses to the designated location will be paid by CARE; other travel and living expenses are the employee’s responsibility.
3.10 Evacuation During Emergencies
All country offices are expected to have an up-to-date emergency evacuation plan, in writing, which has been shared with senior staff and the relevant Regional Management Unit (RMU), and registered with the Safety and Security Unit. This plan should be inclusive of both international and national staff, and be budgeted at the CO level. Country offices and RMUs should have a pre-established communication plan (phone tree) in the event of emergencies. All international staff and their dependents must keep their passports ready and updated at all times. If civil insurrection seems imminent then the country office will support international staff and their dependents in obtaining other required visas/travel documents.
In the event of an evacuation, international staff and their dependents generally will be evacuated to their home of record, unless the length of the evacuation is short-term (one or two weeks). The Country Director (CD) will use his/her judgment in this matter. If the decision is to evacuate to a location other than the employee’s home of record then it will be to the closest safe country. When possible, employees may be reassigned to another short-term assignment or be asked to take vacation at this time. If an evacuation is necessary, CARE will provide transportation, related travel expenses, and per diem for up to 30 days. This may be to the home of record or to the nearest safe location. During this time, the employee’s salary will remain in effect along with any applicable deductions or additions.
If an employee’s dependents must be evacuated while the employee remains, the family will receive the same benefits as above.
If the evacuees are not able to return to the country of assignment and the RMU, CO and HR are unable to find a suitable alternative post, then HR will work with the CD on separating the employee from CARE. The employee may be eligible for severance.
If agreed among the employee, CD and RD, the affected employee(s) could take an unpaid leave of absence (for up to three months) to see if the situation improves so they can then return to their assigned country.
3.11 Tax Advice and Assistance Allowance
In order to ease the burden of tax questions and filings when employees move overseas from the United States or vice versa, CARE USA will provide financial assistance for using a tax advisor. Listed below are the various categories of CARE USA employees who qualify for this tax advice and assistance allowance.
- International assignees and permanent residents for which the previous calendar year was their first year overseas with CARE;
- International assignees and permanent residents for which the previous calendar year was their last year overseas with CARE.
CARE will reimburse employees who fall into one of the above categories up to $550. If you should qualify for this allowance please contact the HR Service Center for information on how to file for reimbursement.
3.12 Passports and Visas
CARE USA will pay all fees* associated with passport renewals and/or acquisition, and will also pay for any fees associated with obtaining visas required for travel on CARE business. CARE will also pay all visa fees for eligible dependents travelling with you to an accompanied** post of assignment (dependents will need to be within the age limit as determined by the government of the country of assignment). Fees associated with dependent passport fees are not covered by CARE.
| Requestor: | Item: | CARE pays: |
| Employee | Passport | Acquisition or renewal fees if related to travel for CARE business only |
| Employee | Visa | Fees associated with obtaining/renewing work related visa related to CARE’s assignment. |
| Dependent | Passport | Not eligible |
| Dependent | Visa | Fees associated with obtaining/renewing visa relevant to being a dependent at post only. CARE will not assume responsibility or cost of obtaining work, school or other types of visas. |
* Fees are in reference to direct costs of obtaining and renewing eligible documents. Supplementary fees like those related to travel or obtaining other documents like birth certificates, supporting documentation are not included.
** For list of Accompanied locations, please visit the People & Culture site on CARE Shares.
3.13 Preventative Medicines
CARE USA insures and pays for essential immunizations and malaria prophylaxis for all employees traveling overseas on CARE USA business. It is your responsibility to determine the required immunizations and get approval from your supervisor prior to obtaining preventative medical care. You will be responsible for paying the medical charges and will be reimbursed for the cost through Accounts Payable.
[5] Summary plan description or other information available on Employee Self Service or via the HR Service Center. [6] Contact the HR Service Center for information.