1. Health Insurance

• At Affinity University, we care about your well-being, which is why we offer comprehensive health insurance packages. Our plans cover medical, dental, and vision needs for you and your family. With a variety of plan options—HMO, PPO, and more—you can select the coverage that best fits your needs. In addition, we provide access to preventative care, mental health services, and wellness programs to support your overall health. Your health matters to us, and we are here to help you take care of it. For more information, check out affinityuniversity.com/benefits

2. Retirement Plans

• Planning for the future is important, and at Affinity University, we make it easy for you to save for retirement. We offer a 403(b) retirement plan with competitive contribution matching. You can contribute a portion of your salary, and we’ll match it up to a set percentage to help grow your savings. Plus, our retirement team is available to help you make informed decisions with financial planning tools and guidance. We want to make sure you're set for a comfortable future after your time at Affinity University. For more information, check out affinityuniversity.com/benefits

3. Paid Time Off (PTO)

• We understand the importance of taking time off to recharge. At Affinity University, you’ll receive generous paid time off (PTO), including vacation days, sick leave, and holidays. Depending on your role and years of service, you may earn between 15 and 25 vacation days per year. We also observe a variety of public holidays and offer personal days for unexpected needs. Use your PTO as you see fit for rest, recovery, or family time—your well-being is our priority. For more information, check out affinityuniversity.com/benefits

4. Professional Development

• At Affinity University, we’re committed to your growth and success. We encourage all staff to participate in professional development opportunities. Whether it’s attending conferences, taking specialized courses, or earning new certifications, we provide funding and time off to support your continued learning. We believe that investing in your professional growth not only benefits you but also strengthens the university community. Take advantage of these opportunities to further enhance your skills and advance your career. For more information, check out affinityuniversity.com/benefits

5. Tuition Assistance

• At Affinity University, we’re proud to support your educational journey. Our tuition assistance program offers staff members (and often their families) the opportunity to take classes at Affinity University at a significantly reduced rate or even for free. Whether you're looking to pursue a degree or just take a course to enhance your knowledge, we offer tuition remission benefits to make education more accessible. We believe in lifelong learning, and we want to help you reach your educational goals. For more information, check out affinityuniversity.com/benefits

6. Employee Assistance Program (EAP)

• Life can be challenging, but you don’t have to face it alone. Affinity University’s Employee Assistance Program (EAP) provides confidential counseling services and resources to help with personal, work-related, or family concerns. Whether you’re dealing with stress, relationship issues, or just need a little extra support, the EAP is here to help. This service is available to all staff members and their immediate family members, at no cost to you. For more information, check out affinityuniversity.com/benefits

7. Life Insurance

• At Affinity University, we provide life insurance coverage to ensure peace of mind for you and your loved ones. You’ll receive basic life insurance as part of your benefits package, and you can also opt for supplemental coverage to better suit your needs. In the event of an unforeseen circumstance, your life insurance benefits will offer financial support to your beneficiaries, helping them navigate through challenging times. For more information, check out affinityuniversity.com/benefits

8. Disability Insurance

• If you’re unable to work due to illness or injury, Affinity University’s disability insurance provides you with income replacement to help you stay financially secure. We offer both short-term and long-term disability coverage, depending on your needs. With this coverage, you can rest assured knowing that you’ll have financial support while you recover and focus on getting back to full health. For more information, check out affinityuniversity.com/benefits

9. Wellness Programs

• Your health is important to us, and that’s why Affinity University offers a variety of wellness programs to help you live your best life. From gym membership discounts to mental health support and wellness challenges, we’re here to support your physical and mental well-being. Our programs are designed to make it easy for you to prioritize your health and find balance in your life. For more information, check out affinityuniversity.com/benefits

10. Work-Life Balance Initiatives

• At Affinity University, we understand that life outside of work is just as important as the work you do here. That’s why we offer flexible work schedules, remote work options, and family-friendly policies, such as parental leave, to help you achieve the work-life balance you deserve. Whether you need to adjust your hours to accommodate family needs or work from home occasionally, we’re here to support you in managing your personal and professional responsibilities. For more information, check out affinityuniversity.com/benefits

11. Job Security and Stability

• As part of the Affinity University team, you can rely on long-term job security and stability. We are committed to providing a supportive and sustainable work environment where you can thrive. Whether you’re a staff member or a faculty member on a tenure track, we offer opportunities for professional growth and long-term career development, providing you with a stable foundation for your career. For more information, check out affinityuniversity.com/benefits

12. Employee Discounts

• Affinity University offers various employee discounts to make life a little more affordable. Take advantage of discounts on campus services, local businesses, entertainment, and more. Whether it's discounted tickets to events or deals on meals at local restaurants, we want to help you save while you enjoy your time here. For more information, check out affinityuniversity.com/benefits

13. On-Campus Housing

• For staff members who are relocating or prefer to live closer to campus, Affinity University offers on-campus housing options. These are designed to provide you with affordable, convenient living arrangements in a supportive campus community. Availability may vary, so please inquire about housing opportunities as you consider making the university your home. For more information, check out affinityuniversity.com/benefits

These benefits are designed to support your personal and professional success at Affinity University. If you have any questions or need assistance with your benefits, our HR team is always here to help.

t is a best practice to review your beneficiaries annually or after major life events (e.g., marriage, birth of a child). Because life insurance and retirement plans are handled by different systems, you must update them separately.

1. Life Insurance Plans

For university-provided Basic Life, Supplemental Life, and AD&D insurance, updates are managed through the Affiniti Employee Self-Service (ESS) Portal:

• Log in to the ESS Portal using your university credentials.

• Navigate to Benefits & Wellness > Manage Beneficiaries.

• Select the plan you wish to update and follow the prompts to enter names and allocation percentages.

2. Retirement Accounts (TIAA)

Beneficiaries for your 403(b) or 457(b) accounts are managed directly through TIAA, as the university does not maintain these specific records.

• Log in to your account at TIAA.org.

• Go to Actions and select Add/Edit Beneficiaries.

• Alternatively, you can contact TIAA via phone at 800-842-2252 to request a paper designation form.

Pro-Tip: Remember that beneficiary designations on these accounts generally override instructions in a Will. Ensure your primary and contingent beneficiaries are up to date to avoid delays in processing.

The process for requesting leave depends on whether you are taking a few days for a common illness or an extended period for medical or family reasons.

1. Short-Term Sick Leave

For routine illnesses or medical appointments (less than 3 consecutive days):

• Notify your supervisor as soon as possible, following your department’s standard call-in procedure.

• Log your time in the Affiniti ESS Portal. Navigate to Time & Absence > Request Absence and select Sick Leave from the dropdown menu.

2. Extended Medical or Family Leave (FMLA)

If you need to be away for more than 3 consecutive days due to your own serious health condition, the birth/adoption of a child, or to care for a family member, you may be eligible for protected leave under the Family and Medical Leave Act (FMLA).

The Request Process:

• Submit an Intake Form: Log in to the Affiniti ESS Portal and select the Extended Leave Request tile. This notifies the Absence Management team to begin your eligibility review.

• Medical Certification: If eligible, HR will provide you with a Medical Certification form. This must be completed by a healthcare provider and returned within 15 days.

• Approval: Once reviewed, you will receive a formal notice via the portal and email regarding the approval and duration of your leave.

Types of Leave and Requirements

• Sick Leave: Best for flu, dental appointments, or minor injuries. Usually requires no documentation unless the absence exceeds 3 days.

• FMLA (Family & Medical Leave Act): Used for surgery, recovery, or chronic conditions. Requires a Doctor’s Certification for job protection.

• Paid Parental Leave: Specifically for bonding with a new child. Requires birth or adoption records.

• Caregiver Leave: Used when caring for a parent, spouse, or child. Requires medical documentation regarding the family member's condition.

Note: Whenever possible, please provide at least 30 days' notice for foreseeable events (like a planned surgery or expected birth) to help your department manage coverage.

The university uses an automated expense management system integrated with the Affiniti ESS Portal to process out-of-pocket expenses. To ensure a quick payout, please follow these steps:

1. Before You Spend

• Check Your Budget: Ensure the expense is allowable under your department's budget or grant.

• Get Pre-approval: For major purchases or travel, you must have an approved Travel/Purchase Authorization on file.

• University-Tax Exempt Status: Remember that the university is a tax-exempt institution. For local purchases, please bring a copy of our Tax Exempt Certificate (available in the ESS Portal) to avoid paying sales tax, as the university may not reimburse tax on certain items.

2. Prepare Your Documentation

You must provide proof of payment for every item. Acceptable documentation includes:

• Itemized Receipts: A standard credit card slip is not enough; the receipt must show exactly what was purchased.

• Proof of Payment: The document must show the date, merchant name, and the last four digits of the card used.

• Business Purpose: You will be asked to provide a brief "Business Purpose" for each expense (e.g., "Lab supplies for Chemistry 101" or "Registration for 2026 Academic Research Conference").

3. Submit the Request

• Access the Portal: Log in to the Affiniti ESS Portal and click the Expenses & Reimbursement tile.

• Create a New Report: Select "Create New Expense Report."

• Upload Receipts: You can take a photo of your receipts with your smartphone and upload them directly into the system. Our OCR technology will automatically read the date and amount for you.

• Submit for Approval: Once your report is complete, click "Submit." It will be routed to your Department Head and then to the Controller’s Office for final processing.

4. Payment Timeline

• Direct Deposit: Most reimbursements are processed within 5 to 7 business days after final approval.

• Check Status: You can track the progress of your claim (e.g., "Pending Approval," "Approved," or "Paid") directly in the Expense History section of the portal.

Deadlines: All reimbursement requests should be submitted within 30 days of the expense. Requests submitted more than 60 days after the date of purchase may be considered taxable income by the IRS or may be denied.

University travel involves unique rules for mileage, meals, and lodging. All travel must be pre-approved via a Travel Authorization in the Affiniti ESS Portal before your departure.

1. Personal Vehicle Mileage

If you use your own car for university business, you are reimbursed at the standard IRS rate.

• Current 2026 Rate: 72.5 cents per mile.

• What’s Included: This rate covers gas, wear and tear, and insurance. You do not need to submit gas receipts if you are claiming mileage.

• Documentation: You must provide a starting and ending address or a Google Maps screenshot to verify the distance.

2. Meals and Incidentals (Per Diem)

The university follows GSA federal guidelines for meals and incidental expenses (M&IE). This means you receive a set daily allowance based on your travel location rather than being reimbursed for exact meal costs.

• Standard Rate: The current standard rate for most locations is $68 per day, though "High-Cost" cities (like NYC or D.C.) may be higher.

• First and Last Days: On your travel departure and return days, you are typically eligible for 75% of the daily per diem rate.

• Receipts: You do not need to save food receipts if you are using the Per Diem method. However, if a meal was provided by a conference or the university, you must deduct that meal from your daily claim.

3. Lodging

• Receipts are Mandatory: Unlike meals, lodging always requires an itemized "folio" from the hotel showing a zero balance.

• Rate Limits: Be sure to check the GSA lodging limit for your destination before booking. If your hotel exceeds this limit, you must provide a justification (e.g., "Conference Site Hotel") to receive full reimbursement.

4. Other Reimbursable Travel Costs

• Transportation: Airfare (Economy class only), Uber/Lyft, tolls, and parking are fully reimbursable with receipts.

• Internet: Business-related Wi-Fi fees (on flights or at hotels) are reimbursable.

• Non-Reimbursable: The university does not reimburse for valet parking (unless it is the only option), laundry (unless the trip exceeds 5 days), or personal entertainment (like in-room movies).

Quick Checklist: Before clicking submit in the Affiniti ESS Portal, ensure you have attached your Travel Authorization number, your itemized hotel folio, and your conference agenda (if applicable).

Affinity University is committed to your growth and success, offering a variety of programs to help you advance your career and reach your educational goals.

1. Tuition Assistance (Tuition Remission)

The university offers a tuition assistance program to make education more accessible for staff and their families.

• Benefits: You can take classes at Affinity University at a significantly reduced rate or even for free.

• Scope: This benefit applies whether you are pursuing a full degree or simply taking a course to enhance your knowledge.

2. Professional Development Opportunities

The university encourages all staff to engage in continued learning and provides the necessary resources to do so:

• Funding and Time Off: We provide financial support and time away from regular duties to support your growth.

• Activities Covered: Supported activities include attending professional conferences, taking specialized courses, or earning new industry certifications.

3. Additional Growth Resources

• Career Stability: We provide a supportive environment for long-term career development for both staff and faculty members.

• Lifelong Learning: We believe that investing in your professional growth strengthens the entire university community.

Need Help? For more specific details on eligibility or to start an application, visit affinityuniversity.com/benefits or contact the HR team.

Summary of Key Professional Benefits

• Tuition Remission: Reduced or free courses for staff and families.

• Conference & Certification Funding: Financial support for external learning.

• Paid Time Off for Learning: Approved time off to attend professional development events.

• Long-term Career Support: Stable foundation for career advancement.

At Affinity University, we understand that life outside of work is just as important as the work you do here. We offer several initiatives to help you achieve a healthy work-life balance.

1. Flexible Work Arrangements

To help you manage your personal and professional responsibilities, the university supports the following options where operationally feasible:

• Flexible Schedules: You may be able to adjust your standard start and end times to better accommodate family needs.

• Remote Work: Depending on your specific role and departmental needs, there are options to work from home occasionally.

• Supervisor Coordination: We encourage you to discuss these arrangements with your supervisor to ensure work-life goals align with departmental operations.

2. Family-Friendly Leave Policies

We provide specific support for major life events to ensure you have the time you need with your loved ones:

• Parental Leave: We offer dedicated parental leave as part of our commitment to supporting growing families.

• Generous Paid Time Off (PTO): You receive a competitive amount of PTO, typically ranging between 15 and 25 vacation days per year depending on your role and years of service.

• Sick Leave and Holidays: In addition to vacation time, we observe various public holidays and provide sick leave and personal days for unexpected needs.

3. Wellness and Support Programs

• Employee Assistance Program (EAP): This is a no-cost, confidential counseling service available to you and your immediate family for personal, work-related, or family concerns.

• Mental Health & Wellness: We offer mental health support, wellness challenges, and gym membership discounts to help you prioritize your physical and emotional well-being.

Pro-Tip: For the full list of initiatives or to view specific eligibility requirements, please visit the official benefits portal at affinityuniversity.com/benefits.

At Affinity University, we understand the importance of taking time off to recharge. We provide a generous PTO package to support your well-being and allow you to balance your personal and professional life.

1. Understanding Your PTO Accrual

Your available time off is determined by your specific role and your length of service at the university:

• Vacation Days: Depending on your position and years of service, you may earn between 15 and 25 vacation days per year.

• Sick Leave: Dedicated sick leave is provided for your health and recovery needs.

• Public Holidays: The university observes a variety of public holidays throughout the year.

• Personal Days: We offer personal days to help you manage unexpected needs or appointments.

2. How to Submit a Request

All time-off requests are managed through the Affinity ESS Portal:

• Access the Portal: Log in to the Affinity ESS Portal using your university credentials.

• Request Absence: Navigate to the Time & Absence section and select Request Absence.

• Enter Details: Select the type of leave (Vacation, Sick, or Personal) and enter your start and end dates.

• Check Balances: You can view your real-time accrual balances within the portal before submitting to ensure you have sufficient time available.

• Submit: Once submitted, the request is automatically routed to your supervisor for review.

3. Guidelines for Approval

• Advance Notice: For planned vacations, please aim to submit your request at least two weeks in advance to help your department manage coverage.

• Supervisor Approval: Your supervisor will review requests based on departmental needs. You will receive a notification once your request is approved or if more information is needed.

• Flexibility: You are encouraged to use your PTO for rest, recovery, or family time as you see fit.

Note: For a full list of observed holidays and detailed accrual schedules, please visit affinityuniversity.com/benefits.

It is important to keep your personal information current to ensure you receive tax documents, benefit updates, and university communications without delay.

1. Updating Your Address or Phone Number

You can update your residential address, mailing address, and personal phone numbers directly through the Affinity ESS Portal:

• Log in to the Affinity ESS Portal using your university credentials.

• Navigate to the Personal Information tile and select Contact Details.

• Edit your information and click Save.

• Note: Updating your address in the portal will automatically notify the payroll and health insurance systems, but you should still verify your address at affinityuniversity.com/benefits if you have specific regional HMO coverage.

2. Legal Name Changes

Due to tax and payroll regulations, legal name changes require supporting documentation and cannot be completed entirely online:

• Start the Request: Log in to the Affinity ESS Portal, go to Personal Information, and select Name Change Request.

• Upload Documentation: You will be prompted to upload a digital copy of your updated Social Security card showing your new name.

• Verification: Once HR verifies the document, your name will be updated across all university systems, including your email display name and directory listing.

3. Emergency Contacts

You are encouraged to review and update your emergency contacts at least once a year:

• Access the Portal: In the Affinity ESS Portal, select Personal Information and then Emergency Contacts.

• Update: You can add multiple contacts and designate the primary person the university should reach out to in the event of an emergency.

Important: If you have moved to a different state, please contact the Payroll Office directly, as a change in residence may impact your state tax withholdings and disability insurance eligibility.

Affinity University provides comprehensive packages covering medical, dental, and vision needs for both you and your family. You can choose from various plan options, including HMO and PPO, to best fit your personal requirements.

Yes. All health plans include access to preventative care and mental health services to support your overall well-being.

The EAP offers confidential counseling and resources for personal, work-related, or family concerns. This service is provided at no cost to all staff members and their immediate family.

The university offers wellness challenges, mental health support, and discounts on gym memberships to help you maintain a healthy lifestyle and find balance.

You receive basic life insurance as part of your standard benefits package. You also have the option to select supplemental coverage if you need additional financial protection for your beneficiaries

Affinity University provides disability insurance that offers income replacement while you recover. Depending on your needs, both short-term and long-term disability coverage options are available.

We offer a 403(b) retirement plan that includes competitive contribution matching. You can contribute a portion of your salary, and the university will match it up to a specific percentage to help grow your savings.

Our retirement team provides access to financial planning tools and guidance to help you make informed decisions about your future.

Affinity University is committed to a sustainable work environment that offers long-term job security and career stability for both staff and faculty on a tenure track.

Depending on your specific role and years of service, you can earn between 15 and 25 vacation days per year.

In addition to vacation days, you receive sick leave, personal days for unexpected needs, and various observed public holidays.

To support work-life balance, Affinity University offers flexible work schedules and remote work options. You can adjust your hours to accommodate family needs or work from home occasionally

As part of our family-friendly initiatives, the university offers parental leave to help you manage your personal and professional responsibilities after the arrival of a child.

We provide funding and time off for staff to attend conferences, take specialized courses, or earn new certifications.

Staff members can take classes at Affinity University at a significantly reduced rate or for free. This benefit is designed to support lifelong learning and the pursuit of a degree.

Tuition assistance benefits are often extended to the families of staff members to make education more accessible for them as well.

Staff have access to various discounts on campus services, local businesses, entertainment, and meals at local restaurants.

For staff who are relocating or prefer to live close to campus, we offer affordable and convenient on-campus housing options.

Since availability varies, you should inquire about current housing opportunities through the HR or housing department when considering making the university your home.

The HR team is always available to assist you with questions or provide help with your benefits package. Additional information can also be found at affinityuniversity.com/benefits.

Routine maintenance requests should be submitted through the Facilities Work Order System:

• Submit: Log in and select "Create Work Order."

• Details: Provide the building name, room number, and a description of the problem.

• Emergencies: For urgent issues like flooding or gas smells, call Campus Security immediately.

Affinity University provides a Campus Safe-Walk program for all staff and faculty:

• Contact: Call the Campus Security non-emergency line or use the "Safety" button in the Affinity Mobile App.

• Service: A uniformed security officer will meet you at your office or classroom and walk you to your vehicle or on-campus housing.

In the event of inclement weather or a campus emergency:

• Alerts: Notifications are sent via email and SMS to the contact information listed in your Affinity ESS Portal.

• Website: A red banner will appear on the homepage of affinityuniversity.com with detailed instructions.

If university property (such as a laptop or research equipment) is missing:

• Security Report: File an official report with Campus Security within 24 hours.

• IT Notification: If the item is an electronic device, notify IT immediately so they can remotely lock the hardware and protect university data.

Your official job description, including your classification and pay grade, is stored in the Affinity ESS Portal under the My Career tab. This provides a stable foundation for your career development and performance reviews

Participation in university governance is encouraged as part of our commitment to a sustainable community.

• Elections: Staff Council elections are held annually each Spring.

• Volunteering: You can view a list of open committee seats (such as the Wellness Committee or Diversity Task Force) in the Affinity ESS Portal.

Affinity University provides several confidential avenues for conflict resolution:

• Employee Assistance Program (EAP): Provides confidential counseling for work-related concerns.

• HR Support: Our HR team is always here to help if you have questions or need assistance with your workplace environment.

• Ombudsman: For neutral, third-party mediation regarding university policies.