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USA Operations Centers Adoption Policy May 2017
The Adoption Policy offers financial assistance to eligible employees, as well as paid time away from work to eligible employees who adopt children.
Eligibility
Full-time employees and part-time benefits-eligible employees are eligible for both the financial benefit and paid time away from work.
NOTE: If both parents are Joyner employees, the Adoption Policy may be used by both employees.
The adopted child must be under the age of 18 or physically or mentally incapable of caring for him/herself. The child may be biologically related to either adoptive parent; however, the Joyner employee must be able to legally adopt the child for benefits to be payable.
Example: Mark, a Joyner employee, is married to Marsha, a Joyner employee. Mark adopts Marsha's son David (Mark's stepson). Mark may submit eligible adoption expenses for reimbursement. Marsha cannot submit expenses for reimbursement since she is legally unable to adopt her own son.
Length of Leave
Eligible employees may take up to four weeks of paid time away from work for bonding and for activities involved in the placement of the adoptee in the home. Paid time off must be taken within one year of the adoptee being placed in the home or within a year of the finalization of adoption. An employee may request intermittent leave.
If an employee adopts more than one child at the same time, only one four-week leave is available.
Eligible Adoption Expenses
Each employee is eligible to be reimbursed up to a maximum amount of $5,000 per adopted child. A Joyner associate may submit expenses for more than one child. The Adoption Reimbursement Request must be submitted within one year of the date the adoption was finalized to be eligible for reimbursement.
Eligible adoption expenses include reasonable and necessary adoption fees, court costs, attorney fees, and other expenses which are:
directly related to, and the principal purpose of which is for, the legal adoption of an eligible child by the employee
not incurred in violation of any applicable law
not otherwise reimbursed
The following are examples of eligible expenses:
Transportation costs
Immigration and translation fees (for foreign adoptions)
Ineligible expenses include:
Medical expenses
Pay
Compensation for time off under the Adoption Policy is paid at an employee’s regular rate of pay, including shift premiums if applicable. Time off under the Adoption Policy does not count as time worked and is not included for the purposes of calculating overtime.
Adoption Reimbursement Procedures
When adoption expenses have been incurred and the adoption is final:
Complete the Employee Reimbursement Request Form
The employee completes the form, prints and signs the form.
The employee sends the following to the Human Resource & Employee Care Services Center (HRECSC):
The completed and signed form,
Receipts for the expenses paid and,
A copy of the adoption decree.
Note: All expenses submitted for reimbursement should be sent on one form after the adoption is finalized.
Human Resource & Employee Care reviews the expenses for accuracy and eligibility. If expenses are approved, the representative requests payment from Financial Services.
Human Resource & Employee Care sends a letter with information about the reimbursement to the employee.
Expenses will not be considered until the adoption is finalized. Finalization may occur several months after the child is placed in the adoptive parent's home.
Tax Implications
Employees should consult with a tax advisor to determine how best to maximize tax benefits.
Time off under the Adoption Policy is requested in advance through your supervisor or manager.
Employees will request and record time off for Adoption in the Employee Time Management Tool
For reimbursement of adoption expenses once they have been incurred and the adoption is final:
The employee completes the form, prints and signs the form.
The employee sends the following to Human Resource & Employee Care (HREC):
The completed and signed form,
Receipts for the expenses paid and,
A copy of the adoption decree.
The supervisor explains the Adoption Policy to new and on-board employees.
The supervisor discusses request procedures for time off under the Adoption Policy with employees.
The supervisor refers employees to the Human Resources & Employee Care Services (HREC) for additional information.
Human Resources staff should be familiar with the provisions of the policy in order to help leadership administer the Adoption Policy in an accurate and consistent manner.
Responds to questions from employees interested in adoption.
Provides employees with information regarding eligibility, qualifying expenses, reimbursement procedures, and reimbursement forms.
Assists employees in completing reimbursement forms.
Receives requests for reimbursement.
Reviews expenses submitted.
Requests payment from Financial Services.
Tracks usage.
Ensures overpayment does not occur.