Employee Emergency Fund (Procedure)

Office of Origin: Human Resources
Responsibility: Executive Director, Human Resources
Original Date Adopted: 08-12-20
Dates Reviewed: 08-12-20
Last Date Approved: 08-12-20

The Lake Michigan College (LMC or the College) Employee Emergency Fund (EEF) assists eligible employees experiencing an unforeseen financial hardship due to an emergency. Applying for the EEF is intended to be a last resort option to address a situation that was beyond the employee’s control. The event must be unexpected and create a financial hardship for the employee, calling for immediate action.

Although the College administers the EEF, the funds to support the EEF are raised by and held at the LMC Foundation. Supporters of the College as well as employees are encouraged to contribute, and all donations are tax deductible.

Because EEF funding is dependent on donations, there is no guarantee of available funds for EEF grants. Due to generally limited availability of funds, an employee may receive a grant only once within an 18-month period. The number of grants issued are dependent on the availability of donations received specifically for the EEF fund by the LMC Foundation. Grants are issued on a first-come, first-served basis, as funds remain available.

Grants

EEF grants may not exceed $500, and do not require repayment. The grant will be paid out via a check made payable directly to the creditor or vendor only. All grants will be processed in accordance with Internal Revenue Service regulations.

Eligible Employee Criteria

  1. Full-time or regular part-time status that have worked at LMC for at least 6 months
  2. Part-time faculty that have taught at the College for at least 2 consecutive semesters
  3. Has not received a grant from the EEF within the previous 18 months
  4. Submits a complete EEF application form and provides all requested documentation of expense and need

Qualifying Emergencies or Events

The emergency or event must impact the employee directly. Qualifying emergencies or events include:

  1. Fire or other natural disaster (e.g., tornado, flood)
  2. Loss of spouse/partner employment, after her/his related benefits have been exhausted
  3. Death or life-changing accident in the immediate family, if additional hardships apply that directly impact the employee
  4. Temporary need for essential living expenses, including food and transportation to work
  5. Urgent items such as utility shut-off and eviction due to non-payment of rent or mortgage payments, etc.

Ineligible Expenses

  1. Non-essential bills, such as cable (other than internet service), credit card payment, legal fees, etc.
  2. Financing of a marriage, divorce, child support, or adoption
  3. Routine maintenance or foreseeable repair work for home/vehicles
  4. Expenses due to ongoing financial problems or lack of financial planning, income taxes and related fees, debt consolidation or bankruptcy fees, etc.
  5. Expenses that could be covered by insurance, such as medical bills or auto accident, theft

Application & Decision Process

The EEF application is available from Human Resources (HR) and on the HR site of the employee portal. Completed forms and supporting documentation should be submitted to HR in a confidential envelope or may be faxed to 269-927-6847. Confidentiality will be strictly maintained. Only HR representatives will have access to the employee’s name.

EEF funds are granted through the EEF Committee, which will include the VP, Advancement & Community Impact (chair) and Executive Director, HR. The EEF Committee will meet on an as-needed basis to review requests to determine if the request is for an eligible expense, financial need has been established, and appropriate documentation has been provided. Additional documentation may be requested; if the additional information is not received within 5 calendar days, the application will be denied.

HR will respond to the employee with a written decision on the grant application within 10 calendar days, and will complete check requests for payment directly to the vendor/creditor for approved grants.
HR will maintain confidential records of employees applying for the EEF, including the application and related documentation, record of the EEF Committee decision, and a copy of any checks issued.

References:

Lake Michigan College
Employee Emergency Fund Application

The Lake Michigan College Foundation has established the Employee Emergency Fund (EEF) to assist eligible LMC employees who are experiencing an unexpected financial emergency due to circumstances beyond the employee’s control. See the Employee Emergency Fund procedure on the HR site of the employee portal for criteria.

Employee Information

Name: ________________________________________________________________
Department & Job Title: __________________________________________________
Work Phone: _______________________ Home/Cell: __________________________
Date of Hire: ___________________________________________________________
# of Regularly Scheduled Weekly Hours: ____________________________________
Have you received assistance from EEF before? _______________________________
If yes, when did you last apply? ____________________________________________
(You may receive funds not more than once in any rolling 18-month period.)

Description of Emergency

Describe in detail your reasons for requesting financial assistance. Attach additional pages if needed.
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
Supporting documentation is required to be attached to all applications. The type of documentation needed will vary based by situation. Your application should include documents such as eviction or utility shut-off notices, copies of bills, and other paperwork demonstrating your need for financial assistance. The HR Department or the EEF Committee may request additional documents after reviewing your application.

______________________________________________________________Employee SignatureDateOnce completed and signed, return this form and supporting documentation to HR in a sealed envelope marked “CONFIDENTIAL.” ______________________________________________________________Employee SignatureDateOnce completed and signed, return this form and supporting documentation to HR in a sealed envelope marked “CONFIDENTIAL.” Actions Already Taken

Note that the EEF is intended to be a last resort after other resources have been exhausted.
Describe resources you have tried to access/use prior to applying for the EEF:
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
Have you contacted creditors to make/revise payment arrangements? If yes, explain.
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________

Assistance Requested

List specific expenses you are requesting to be paid by the EEF, including the business to be issued a check, the amount needed for each check, and due dates.
1) _________________________________________________________________
2) _________________________________________________________________
3) _________________________________________________________________
4) _________________________________________________________________
Total amount requested (may not exceed $500) $________________________

Income & Expense Information

Supporting documentation may be requested.
Employee monthly take home pay $_______________________ monthly
Spouse/partner monthly take home pay $_______________________ monthly

Other monthly take home pay by type:
_______________________________ $_______________________ monthly
_______________________________ $_______________________ monthly
Total Monthly Take Home Pay $_______________________ monthly
House Payment/Rent $_______________________ monthly
Auto Payments $_______________________ monthly
Auto Insurance $_______________________ monthly
Credit Card Payments $_______________________ monthly
Utilities $_______________________ monthly
Food Costs $_______________________ monthly
Healthcare Expenses (out of pocket) $_______________________ monthly
Child Support $_______________________ monthly
Daycare $_______________________ monthly
Education Loans $_______________________ monthly
Other monthly expense by type:
_______________________________ $_______________________ monthly
_______________________________ $_______________________ monthly
_______________________________ $_______________________ monthly
Total Monthly Expenses $_______________________ monthly

I confirm that have read and understand the Employee Emergency Fund Procedure, and that I have completed the above information completely and accurately.

_______________________________________ _______________________
Employee Signature Date

Once completed and signed, return this form and supporting documentation to HR in a sealed envelope marked “CONFIDENTIAL.”

______________________________________________________________Employee SignatureDateOnce completed and signed, return this form and supporting documentation to HR in a sealed envelope marked “CONFIDENTIAL.”

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