Welcome to The Boyce Thompson Institute’s Human Resources & Payroll home page. The following web pages are your best resource for immediate access to employment, pay and benefits information at BTI.
Jane Calder Director of Human Resources
Heidi Volk Payroll Accountant
All Regular full and part time employees working 20 hours or more per week are eligible for benefits.
BTI offers the BlueEPO plan to its employees. The EPO allows participants to go to any Blue Cross Blue Shield EPO provider to receive services. Participants do not need to select a primary care physician or receive referrals for specialty care. Office visits are subject to a $20 copay. For medical services there is an annual deductible of $250 for individuals and $750 for families, followed by a participant coinsurance of 20%. The annual out of pocket maximum is $1,000 for per individual up to $3,000 for the family. Pre-authorization is required for all in-patient admissions, home health, infusion therapy, DME over $200, MRIs, CAT scans and PET scans.
BTI offers Guardian dental insurance to its employees. The PPO plan allows employees to go to any provider to receive services. Cleanings (every 6 months), oral exams, sealants and x-rays are covered at 100%. Basic care is covered at 80%, and major care at 50%. There is a $50 deductible, $150 per family, for basic and major care, and a $1,500 maximum annual benefit. There is no coverage for orthodontia. Guardian Claim Form.
Accessing your FSA Account:
What can I do here?
View your FSA balance, past claims submitted and claims pending.
Submit claims for yourself and your dependents.
Sign up for direct deposit.
Look for the link on the left hand side of the main page.
Provides up to $170 per week for up to 26 weeks while you are out of work for a disability.
7-day elimination period before benefits begin.
Premiums paid in full by BTI.
Salary continuation of up to 3-7 weeks is available for employees on short-term disabilities based on length of service.
Provides up to 2/3 of pay after 26 weeks of disability.
Premiums paid in full by BTI.
Death benefits, medical coverage & repatriation while traveling for BTI.
Premiums paid in full by BTI.
Medex Business Travel Insurance.
Personal Cancer Indemnity Plan:
BTI offers supplemental insurance for cancer through AFLAC. This supplemental protection is designed to pick up where traditional medical and disability plans leave off. Employees pay 100% of the premium, which is deducted each paycheck. Should you be diagnosed with cancer, AFLAC would reimburse your for various expenses incurred, such as hospital confinement, radiation & chemotherapy, nursing services, surgery, anesthesia, transportation, lodging, hospice, etc. There is a 30 day waiting period.
Supplemental Accident Indemnity Advantage Coverage:
BTI offers supplemental insurance coverage for accidents. Includes an emergency treatment benefit, accident follow up and physical therapy and initial accident hospitalization benefits.
Supplemental Hospital Protection:
BTI offers supplemental insurance coverage for daily hospital visits. Includes a daily hospital confinement benefit, surgical benefits, and pays benefits for hospitalization due to childbirth.
BTI offers a 403(b) plan to all eligible employees. Employees regularly working 20 hours per week are eligible to enroll in this plan beginning on their first day of employment. A brief description of the retirement plan is outlined below. For complete information, please see the summary plan description (SPD).
Employees are eligible to participate in the 403(b) immediately upon date of hire. These are self-directed accounts with a wide variety of investment options. At the end of each plan year, BTI makes an employer contribution equaling a percentage of compensation based on years of service (see schedule above). You must work 1,000 hours during the calendar year, and have completed twelve months of service, to receive this contribution. You are vested in the employer contribution after 3 years of service. Employees may also contribute from 1% to 100% of annual compensation into a 403(b) plan account. IRS limits apply, which is $17,000 in 2012, and $5,500 for catch-up contributions. BTI will match 100% of your deferral up to 4% of compensation. Vesting is immediate for the BTI match. If you are age 50 or older and make the maximum allowable deferral, you are entitled to contribute an additional “catch up” contribution.
Accessing your 403(b) Account
What can I do here?
Check your 403(b) balance, and its gains or losses Change your contribution deferral Change your investment elections- one time changes or for all future contributions.
How do I login?
First time user: Click the “Enroll Now” button under New Users.
Enter your login information. If you have not changed it, your login ID is your Social Security Number, and password is the last four digits. Forgot your password? Click on “forgot my password”.
Guardian Group Term Life Insurance
Eligible BTI employees receive coverage of two times their annual salary up to $150,000 per year. Regular employees working 20 hours or more per week are eligible for life insurance coverage.
Guardian Supplemental Life Insurance
Employee, spouse, and child term life insurance coverage is available to employees. Premiums are based on employee’s age and coverage election.
- New Year’s Day (January 1)
- Memorial Day (Last Monday in May)
- Independence Day (July 4)
- Labor Day (First Monday in September)
- Thanksgiving (Fourth Thursday in November)
- Day after Thanksgiving
- Winter Holiday – The working days between Christmas and New Year’s Day
Eligible employees are allowed up to a maximum of 3 days paid time off to attend the funeral and make any necessary arrangements associated with the death of an immediate family member. Immediate family member is defined as the employee’s spouse, parent, child, sibling; the employee’s spouse’s parent, child, or sibling; son or daughter-in-law; grandparents or grandchildren; mother or father-in-law; brother or sister-in-law. Special consideration will also be given to any other person whose association with the employee was similar to any of the above relationships. If attending the funeral of other relatives or friends, employees should use PTO.
The Institute encourages employees to fulfill their civic responsibilities by serving jury or witness duty when required. Employees will be paid at their regular rate of pay while serving jury or witness duty. Leave for up to 3 months will be granted for each occurrence, and consideration will be given to extensions when required. It is expected that extended jury duty will occur no more than every 2 years. Employees must show the jury or witness duty summons to their supervisor as soon as possible so that arrangements may be made to accommodate the employee’s absence. Employees are expected to report for work whenever the court schedule permits. Other court appearances that an employee may be required to make, such as where the person is a defendant, will be counted against accrued PTO.
Your Employee Assistance Program – Support When You Want It
Everyone can use assistance and support at times.
This is when your Employee Assistance Program will make a positive difference for you.
Confidential, Professional Assistance for Diverse Issues – And with Fast Response.
You can call your employee assistance program (EAP) for any work or personal concern that you have.
Here’s How It Works
You identify the situation you want to explore and improve. We have provided consultation and assistance in matters involving career, parenting, workplace issues, relationships, finances, health matters, major life changes, anxiety, low self-esteem, anger, abuse, depression, alcohol or drug abuse, grief and loss, and many other issues to thousands of regional residents for more than forty years.
Call Family & Childrens Service of Ithaca (your EAP) for consultation. Call 273-7494 or 1-800-834-1239. During the day, you will reach our offices. In the evenings and on weekends, your will reach our 24 hour answering service. State that you are an EAP participant seeking consultation. You will be asked a few brief questions, and your call will be forwarded to the appropriate staff person, who will return your call if unable to speak with you immediately.
You will be directed as to the next step. This is usually a phone consultation leading to an appointment or a referral. In most cases, you will be able to set up an appointment within days, and urgent situations will be given immediate attention, depending on the nature of the matter. In situations involving children, extreme care is given to ensuring that the most appropriate assistance is offered for you and your child. Additional time may be required to schedule a meeting with the staff member best suited to meet your request.
The assistance you receive will be confidential and professional. Your employer has already made financial arrangements for your EAP coverage. Later, use of your health insurance may be required if you want to pursue continued service.
Your Employee Assistance Program – For Your Family too! And Flexible Hours!
The EAP is available to your eligible family members as well. They too can simply call for consultation
and assistance, and confidential, professional service will be provided to them. Every effort will be made to accomodate you and your family member’s scheduling needs, and evening hours are available.
Family & Children’s Service of Ithaca, EAP
204 North Cayuga Street, Ithaca, NY 14850
The Tuition Reimbursement Plan provides eligible employees with the opportunity to maintain or improve job-related skills through participation in course work at accredited colleges, universities and other educational institutions. BTI offers three different types of tuition reimbursement: 1) undergraduate and graduate level course work; 2) professional certification; and 3) lifetime learning. Tuition reimbursement is subject to current tax regulations. These programs, eligibility guidelines and reimbursement methods are outlined below.
Undergraduate and Graduate Level Courses
Eligibility: After one year of service, employees who regularly work 30 hours or more per week may apply for reimbursement for undergraduate or graduate level courses. Courses may be part of a degree program, or may be taken in a non-matriculated status. Courses must be taken through an accredited college or university.
Summary: BTI establishes an annual budget each year for tuition reimbursement. Employees will be reimbursed for 80% of tuition, books and applicable course fees for job related course work, up to a maximum of $5,250 per calendar year. Classes that are not job related, but are part of a degree program, will also be reimbursed, however preference will be given to classes that relate directly to career advancement. Whether a class relates directly to career advancement will be determined on a case-by-case basis by the Human Resources Manager. BTI will consider all requests for reimbursement up to the annual budgetary limit. Staff intending to undertake such coursework will be requested to notify Human Resources in writing by September 1 of each calendar year as part of the annual budgetary process.
Non-degree courses at Cornell: BTI employees are eligible to participate in the extramural education program at Cornell University after 6 months of employment. Cornell University guidelines apply. Eligible employees may take up to 4 credits per semester at Cornell in a non-degree status. Registration forms are available from Human Resources. Coursework must be approved in advance by the employee’s supervisor and the course instructor.
For undergraduate or graduate level coursework, tuition and eligible fees are reimbursed only for courses taken and completed with a final grade of at least “C” or equivalent.
Reimbursement must be approved by Human Resources within 7 days of receipt of the final grade.
Reimbursements are subject to IRS regulations.
Application fees, transcript fees, test preparation fees, admission testing fees, placement fees, course waiver fees, late fees, parking fees, equipment purchase, tutoring fees, deferred tuition fees, student activity fees, and other similar fees.
Fees are not reimbursable when an employee voluntarily terminates employment.
Fees are not reimbursable if they have not been approved in advance.
Participation in the tuition reimbursement program should not in any way interfere with the employee’s ability to perform his or her job. Unless specific approval of both the employee’s supervisor and Human Resources is obtained in advance, an employee may not take a course during scheduled working hours. With supervisor and Human Resources approval, employees may use flex time to adjust their hours around their course work. Hours spent taking classes do not count as hours worked for the purposes of computing overtime.
Professional Certification Programs
Eligibility: After 6 months of employment, regular full and part time employees working 30 hours or more per week may apply for reimbursement for coursework leading to professional certification. Certification programs may include propriety programs and/or college level certification programs.
Summary: Programs leading to professional certification must be job-related, and should provide the participating employee with knowledge and skills applicable to their current position or career path.
Reimbursement: BTI will reimburse employees for 100% of course fees and books, upon successful completion of the course, up to $1,000 per calendar year, based on funds available. Employees will not be reimbursed if they do not complete all courses related to the certification program. For multi-class certification programs, employees may be reimbursed after completion of each class. If, however, all coursework is not completed for certification, employees will be required to pay BTI back 20% of the cost of each class completed.
Lifetime Learning and Wellness
BTI will reimburse employees for up to $100 per calendar year for non-college coursework, or for participation in wellness programs, including health club membership. Eligible employees must work a minimum of 20 hours per week and have been employed for 6 months. To be reimbursed for a lifetime learning program, a receipt and proof of class completion should be submitted to Human Resources. Life time learning classes do not need to be approved in advance.
Employees must apply for tuition reimbursement in advance of taking classes. To apply, the employee must complete a Tuition Reimbursement Application Form and submit it to Human Resources. In addition to the application form, the employee should submit material describing the program and courses. Human Resources will notify the employee in writing as to whether the application has been approved.
To request reimbursement, the employee should submit the Tuition Reimbursement Form, along with a copy of the receipt for tuition, books and eligible fees, and a copy of their grade. If the course is incomplete, or a grade of below a “C” is received, the employee will not be reimbursed.
Employees will be reimbursed through accounts payable within 30 days of submitting reimbursement to Human Resources.
For more information see Summary Plan Description.
Employees are eligible for transportation benefits, and have a choice of an annual bus pass or a parking pass. Bus passes are available at no cost to the employee, and provide service anywhere in Tompkins County, 24 hours a day, seven days a week. An allotment of one-day parking passes is included, free of charge. Employees may choose to purchase an annual parking pass instead. Payment for the parking pass may be arranged through pre-tax payroll deduction.
Direct Link to Cornell’s Transportation Website:
For more information see Identity Theft 911
In the event of a workplace accident, please contact Human Resources immediately. It is your responsibility to report all accidents to HR.
Employees receive an annual evaluation on either January 1 (Administrative and Support staff) or their anniversary date (Postdoctoral Associates and Research Associate). Evaluations include an employee self-statement, and a supervisor review. Evaluations may be completed in HROnline.
Retirees and Past Employees
Past employees of BTI may have 403(b) accounts with First Niagara, Fidelity, TIAA CREF or T. Rowe Price. For distributions of funds with First Niagara, please contact Jane Calder. For distributions of all other funds, please contact the service provider directly.
Pension & Distributions
Please contact Jane Calder for questions regarding pension distributions.
Employees are eligible to enroll in COBRA, continued health and/or dental insurance coverage, for up to 18 months after ending employment. Employees must enroll within 60 days to be eligible. For more information, and to enroll, please contact Lisa Christian.
For changes to tax withholding, direct deposit or address changes, please contact Jane Calder.
Links to Tax Resources
International Employee or Visitor
Applying for a Visa Stamp
All visiting scholars must have a valid Visa Entry Stamp in order to re-enter the country.
For more information, please visit the http://travel.state.gov/visa/questions/what/what_4429.html
BTI offers ESL classes to employees and family members. For more information contact the HR Assistant
What is a J1 Visa?
J1 Health Requirements
To comply with visa regulations, you must obtain 1) a health insurance policy AND, 2) a repatriation insurance policy that will cover you for the length of your stay in the U.S. The Boyce Thompson Institute offers health insurance to its exchange visitors and their families. You are responsible for purchasing repatriation insurance. If you have any questions regarding insurances, please contact the HR Assistant.
Traveling With your J1 Visa
Visiting Scholars need to have the following documents to re-enter the U.S.
2. Visa Stamp
3. DS-2019 with Travel Signature on the right hand side (contact the HR Assistant if you need a signature)
4. Letter from BTI confirming your stay
Applying for an H1-B Visa?
To apply for an H1-B visa, please complete the forms below and return to the HR Assistant:
1. Applicant Checklist (direct link to current form)
2. Employment Record (direct link to current form)
Traveling with your H1-B Visa
Visiting Scholars need to have the following documents to re-enter the U.S.
2. Visa Stamp
3. Form I-797 (original)
4. Form I-129
5. Labor Condition Application
6. Letter from BTI confirming your stay
If you are unsure about whether to pay through payroll or a stipend, please contact Jane (jmc498).
If you are hiring an hourly student for the summer, you must bring a new hire form to to Jane, including their wage, start date and the grant to charge.
If you are hiring a permanent (benefits-eligible) employee, you must bring a new hire form and an applicant log to Jane.
If you are unsure about which the employee is, please contact Jane (jmc498).
The new employee, regardless of whether it is a student or permanent position, MUST bring in photo ID. This must be presented to HR within THREE days of their first day of work. This can be a passport, employment authorization document or green card OR a photo ID AND a social security card or birth certificate. If the employee does not present this ID to HR within THREE days, they will no longer be able to work at BTI. This is federal law.
HR Orientation for benefits-eligible employees is held on Tuesday mornings at 10:00am. IT orientation is Tuesday afternoons at 1:30, and greenhouse orientation is Wednesday afternoons at 2:00pm. Please email the person responsible if you have a new employee starting in advance, so that they may be prepared. If this time is not convenient, please contact the department involved, and alternative arrangements can be made.
If you have a new student starting, please emailTiffany (tlk48) to set up a time to meet. She is flexible with her schedule; however, more notice is better.
Resources for Managers
New hire orientation
Bi-weekly time sheet
Direct deposit available
Check request for summer required w/copy of intern letter
No taxes withheld