1. Policy objective

       To provide a comprehensive benefits plan that attracts and retains highly skilled and talented employees for all positions.

2. Eligibility/compliance requirements

2.1. Social insurance

2.1.1. Social insurance includes five items: Pension, Unemployment, Medical, Injury and Child-bearing.

2.1.2. Those staff do not reach the retirement age will participate in the above five insurance items. Overseas staff can choose to participate in social insurance or not, depending on their own decision.

2.1.3. In China, retirement age for male is 60 years old; while there are two retirement age for female, retirement age for female cadre is 55 years old, for female worker is 50 years old.

2.1.4. The total social insurance contribution amount of a staff member is jointly paid by the employee himself (herself) and the college.

2.1.5. Contribution proportion of each item of social insurance：

2.1.6. Contribution amount = Contribution base * Contribution proportion

2.1.7. Contribution base（From July 2022）：

  2.1.7.1. Related regulations on contribution base by Zhuhai Insurance Bureau:

A. Minimum contribution base (monthly salary) ：

a) Pension/ Medical: lower limit of RMB 3,958

b) Unemployment/ Labor Injury: lower limit of RMB 1,900

B. Maximum contribution base (monthly salary)

a) Pension: capped at RMB 24,930

b) Medical /Unemployment: capped at RMB 19,791

b) Other insurance items: without upper limit

2.1.7.2. Contribution base carried out in UIC is the same as a staff member’s monthly salary. For one whose monthly salary is over RMB 24,930，the contribution base of Pension insurance is capped at RMB 24,930，contribution base of Medical and Unemployment insurance are capped at RMB  19,791.

2.2. Commercial insurance

2.2.1. UIC provides commercial insurance for staff who are not entitled to benefits in the PRC social insurance scheme. The coverage and sum insured are as follow:

2.2.2. For those staff who are covered by the social insurance scheme, the College also provides supplementary Accidental commercial insurance. The coverage and sum insured are as follow:

2.2.3. Upgraded insurance

        Staff may upgrade their insurance by paying additional cost on an optional basis.

        Additional cost = Upgrade insurance cost – Basic insurance cost

        The coverage and sum insured are as follow:

2.2.4. Extend commercial insurance coverage to family members

Staff may choose to extend commercial insurance coverage (in different kinds of policy) to family members at their own expenses.

2.3. Housing benefits

2.3.1. Housing Allowance will be provided to all full-time staff members at different rate which subject to the rank of the position.

2.3.2. Housing Fund

   2.3.2.1. UIC provides housing benefits for all Chinese staff（including HK，Macao and Taiwan）. Staff from HK, Macao and Taiwan can choose whether to participate in this scheme.

      2.3.2.2. Housing fund contribution base is the same as a staff’s monthly salary：Housing fund contribution base is capped at RMB 30,362 from July 2022. The contribution amount of individual and employer each equals to 12％ of the contribution base. The total amount will be entirely put into the staff’s individual housing fund account. Contribution amount=contribution base * contribution proportion.

2.4. Education allowance

2.4.1 Education Allowance is only provided for staff who served at UIC more than one year

2.4.2 For Full-time staff whose children attending UIC, the college will subsidize 50% of the tuition fee.

2.4.3 For Part-time staff whose children attend UIC, the college will subsidize 25% of the tuition fee.

2.5.  Service Allowance

             Full-time staff members with the service period longer than 12 months will be granted monthly Service Allowance at the following rate:

             Position  Amount

             Teaching  RMB600

             Admin and Teaching Support RMB600

             Admin Support  RMB200

2.6. Other subsidies

        Staff members who have completed over one year of service at UIC will be granted subsidies under the following two circumstances when verified by the HR Office:

 Items Amount Note

        Marriage  RMB 1000

        Funeral RMB 500 Only for nuclear family members（Spouse、Children、Parents）

2.7.  Holidays

         UIC celebrates 10 holidays per year. They are as follows:

         New Year's Day
         Chinese Lunar New Year Holiday (College Holiday includes 3 days of Public Holidays)

         International Women’s Day (Half Day Off for female Staff)
         Ching Ming Festival

         Labour Day

         Dragon Boat Festival

         Mid-Autumn Festival

         National Day Holidays

        Holidays schedule can be referred to academic calendar or announcement made by HR office

        Generally holidays are paid as working days to all staff, but staff may be charged for the additional holidays of Lunar New Year they have taken in lieu of annual leave or salary in proportion to their     appointments if they fail to fulfill their first year of appointment.

2.8. Leave (Teaching staff below rank of Lecturer)

          2.8.1. Annual Leave

             2.8.1.1. All staffs who have over one year of service in UIC shall be entitled to 18 working days of annual leave in each year.

   2.8.1.2. The leave year shall begin on September 1 and end on August 31 the next year.

   2.8.1.3. Chinese Lunar New Year Holidays include part of annual leave.

   2.8.1.4. A new staff whose appointment is less than a year and who has successfully passed his/her probation will be entitled to a proportion of annual leave period.

   2.8.1.5. Annual leave must be taken during the leave year in which it is earned (preferably during the Summer Vacation).

   2.8.1.6. Application of Annual Leave is calculated in 0.5-days unit.

   2.8.1.7. Untaken annual leave may not be carried forward from one leave year to the next.

   2.8.1.8. Any untaken annual leave will be forfeited. The Annual Leave balance will be calculated on Aug 31^st every year.

   2.8.1.9. Authority to grant permission to take annual leave rests with the staff’s Dean of Faculty/School, or if the staff is himself/herself Dean, with the Vice President (Academic) or Provost.

   2.8.1.10. On resignation or retirement, the outstanding annual leave will be limited to no more than five days in salary payment.

   2.8.1.11. Staff entitled to FAP policy would not be entitled to leave reward. Entitled staff that had finished their 10th service year would be rewarded 2 days of extra annual leave. However, staff had entered their 10th service year would be rewarded annual leaves by method of apportionment on a pro rata basis by 0.5 day per quarter of a year.

2.8.2. Special Leave

2.8.2.1. Special leave may be granted by the Dean of Faculty/School or the Vice President for any academic or professional purpose, for example:

a. Attending a conference, learned meetings, seminars etc...

b. Collecting teaching and/or research data;

c. Visiting another academic or research or industrial or administrative institution;

d. Participating in consultancy or internship or exchange programs, etc.

   2.8.2.2. Special leave may be granted on the condition of its not affecting the teaching schedule.

2.8.2.3. Application for special leave may be made at any time to the staff’s Dean of Faculty/School, or if the staff is himself/herself Dean to the Vice President. If special leave is granted the Dean of Faculty/School or the Vice President must inform the Human Resources Office in writing.

          2.8.3. Sick Leave

2.8.3.1. A Dean of Faculty/School (or if the staff is himself/herself Dean, the Vice-President) may grant sick leave to a staff upon application.

2.8.3.2. One day of sick leave per month for the first year of service, and thereafter two days of sick leave per month may be granted.

2.8.3.3 Sick leave can be accumulated; Maximum accumulation: 45 working days for those with less than 6 years of service, and 90 working days for those with 6 or more years of service.

2.8.3.4 Full-pay will be provided for the above period of sick leave. Above that, 50% pay will be provided for the next three months, and then the pay will be 40%.

2.8.3.5 Full-pay sick leave will be calculated in terms of working days. 50% and 40% pay sick leave will be based on calendar day; official holidays will be inclusive as well. Application of Sick Leave is on 0.5-days basis.

2.8.3.6 Applicants for sick leave for 2 days or more must produce a Medical Certificate and invoice. The Medical Certificate and invoice should specify the reason and the recommended length of sick leave. Absence not supported by Medical Certificates and invoices will be treated as absence without leave. Extension of sick leave shall be considered only if a further medical certificate is provided.

2.8.3.7 A staff whose sick leave (need to provide medical documentations) period extends beyond three months may be requested by the Dean of the Faculty/School or the Vice-President to discontinue his/her contract.

2.8.3.8 All sick leave regulations are in compliance with state law.

        2.8.4. Home Leave

2.8.4.1. A period of up to 7 calendar days may be granted as home leave for staff whose appointment is not less than a year. It could only be taken once during the academic year.

2.8.4.2. Application for home leave may be made at any time to the Dean of a Faculty/School or the Vice-President. If home leave is granted the Dean of a Faculty/School or the Vice-President must inform the Human Resources Office in writing.

        2.8.5. Unpaid Leave

              2.8.5.1  Applications for a period of unpaid leave of absence must be made to the Dean of  the staff’s Faculty/School or the Vice-President.

              2.8.5.2 Teaching staff applies unpaid leave for 1 semester or more will be regarded as  suspension from duty without pay, applicant shall complete the “Check-out List for Staff of No-pay Leave” before leave.

              2.8.5.3 During the unpaid leave, all of the annual leave, sick leave, marriage leave, maternity leave and paternity leave would not be entitled.

        2.8.6. For marriage, maternity, paternity and funeral leaves, please refer to leave for non-teaching staff.

2.9 Leave (Non-teaching staff)

Application for any leave should be made in advance, with a reasonable length of notice. The staff member is advised to take his/her annual leave during the period of lower administrative activities.

            2.9.1.  Annual Leave

  2.9.1.1. All non-teaching staff who have over one year of service in UIC shall be entitled to 18 working days of annual leave in each year. Unit Heads shall be entitled to 4 more working days of annual leave in each year.

  2.9.1.2. For the purpose of calculating leave, the year period shall begin on September 1 and end on August 31.

  2.9.1.3. Chinese Lunar New Year Holidays include part of annual leave.

  2.9.1.4. A new staff member who has successfully passed his/her probation and the first three evaluation months is entitled to a proportion of working days according to his/her grade and the months reported for duty.

  2.9.1.5. An employee in the probation period and the first three evaluation months shall not be entitled to take annual leave.

  2.9.1.6. Application of Annual Leave is on 0.5-days basis.

  2.9.1.7. An employee is only allowed to carry forward half of the entitled and outstanding annual leave to the next year; the unutilized days will be forfeited. The Annual Leave balance will be calculated on Aug 31^st every year.

  2.9.1.8. On resignation or retirement, the outstanding annual leave will be limited to no more than five days in salary payment.

  2.9.1.9. Staff entitled to FAP policy would not be entitled to leave reward. Entitled staff that had finished their 10th service year would be rewarded 2 days of extra annual leave. However, staff had entered their 10th service year would be rewarded annual leaves by method of apportionment on a pro rata basis by 0.5 day per quarter of a year.

2.9.2. Overtime Compensation Leave

  2.9.2.1. All non-teaching staff under Unit Heads grade will get 1:1 compensation leave when they have to take overtime work in weekdays or weekends; the overtime should be verified by their supervisor.

  2.9.2.2. The overtime compensation leave must be taken within 6 months after they did the overtime work. The unutilized days will be forfeited.

2.9.3. Sick Leave

  2.9.3.1. One day of sick leave per month for the first year of service, and thereafter two days of sick leave per month.

  2.9.3.2. Maximum accumulation: 45 working days for those with less than 6 years of service, and 90 working days for those with 6 or more years of service.

  2.9.3.3. Full-pay will be provided for the above period of sick leave. Above that, 50% pay will be provided for the next three months, and then the pay will be 40%.

  2.9.3.4. Full-pay sick leave will be calculated in terms of working days. 50% and 40% pay sick leave will be based on calendar day, official holidays will be inclusive as well. Application of Sick Leave is on 0.5-days basis.

  2.9.3.5. Applicants for sick leave for 2 days or more must produce a Medical Certificate and invoice. The Medical Certificate and invoice should specify the reason and the recommended length of sick leave. Absence not supported by Medical Certificates and invoice will be treated as absence without leave. Extension of sick leave shall be considered only if a further medical certificate is provided.

  2.9.3.6. All sick leave regulations are in compliance with state law.

2.9.4. Unpaid Leave

               2.9.4.1 Applications for a period of unpaid leave of absence must be made to the unit heads, Vice-President or the President.

              2.9.4.2 Admin staff applies unpaid leave for 3 months or more will be regarded as suspension from duty without pay, applicant shall complete the “Check-out List for Staff of No-pay Leave” before Leave.

              2.9.4.3 During the unpaid leave, all of the annual leave, sick leave, marriage leave, maternity leave and paternity leave would not be entitled.

                   2.9.5. Marriage Leave

All staff is entitled to 3 calendar days’ marriage leave. The marriage leave must be taken within 180 calendar days after the marriage.

2.9.6. Funeral Leave

In case the nuclear family member (parents, spouse, and children) dies, staff may get 3 days’ vacation. In case the spouse's parent dies, authorized by the unit, staff may get 3 days’ vacation. The distance break can be entitled to1 to 2 days accordingly.

2.9.7. Maternity Leave

           Normal maternity leave is entitled to 98 calendar days (including 15 calendar days pre-maternity leave) and 30 calendar days of award leave after the implementation of two-child policy on 1st January 2016. 30 calendar days will be added for the difficult labor.  

2.9.8. Paternity Leave

           Maternity leave period gives a nursing vacation to the father for 15 calendar days. The Paternity leave must be taken within three weeks after the birth.

         Note: The Funeral Leave, Marriage Leave, Maternity Leave, Paternity Leave should be arranged continuously, staff who have already taken those leaves that covered the official holiday will not get extended leaves.

2.9.9.  Cession of Employment

           2.9.9.1 Once upon the application of resignation, the staff will not be entitled to take annual leave. Staff resigns in probation period by giving 3 days’ notice period to human resource office. Staff resigns during a contracted period (after the probation) by giving 1 month’s or 3 months’ written notice in advance to human resource office. Leave shall not be included as part of the notice period of resignation.

           2.9.9.2 If on the last day of service, annual leave taken does not correspond to entitlement of the annual leave accumulated within that academic year, then one of the following applies:

a) More annual leave taken than service entitles – employees are required to repay the cash value of the excess leave taken. This payment will be deducted from the employee’s final pay.

b) Less annual leave taken than service entitles - The outstanding annual leave will be paid for through the employee’s final pay and will be limited to no more than five days in salary payment.

2.10  Leave (Teaching Staff with rank of Lecturer or above)

Leave policy for teaching staff with rank of Lecturer or above applies to HR-18 Policy on Free Allocation Period (FAP).

2.11 Leave (Administrative Support Staff)

Leave policy for administrative support staff applies to F/HR-07-05 Policy for  Administrative Support Staff

3. Process /procedures

3.1. Social insurance

3.1.1. Insurance Participation

Staff members who have not reached legal retirement age are requested to participate in the PRC social insurance scheme, including 5 insurance items: Pension, Medical, Maternity, Unemployment and Work-related Injury.

In China, legal retirement age for male is 60, for female is 55.

3.1.1.1. HR Office will deal with the social insurance participation of a staff member on the right month he/she reports to work. For usual practice, the HR office will deal with the participation on 15^th every month. For those staff report to work after 15^th of the month, the HR office will deal with the participation at the end of the month according to the cut-off date requested by the Finance office.

For general cases, the participation for staff will be dealt via the website of local tax department. For special cases, the participation will be dealt in the reception desk of the tax office. Meanwhile, a form named “social insurance sheet” is needed to be completed and a copy of it with the signature of the HR director is requested to be handed over to the Finance Office every month.

3.1.1.2. Staff participating in social insurance for the first time can apply for the Social Insurance Card around 30 days after the starting month at a local bank. The HR office will send a “Notice for Social Insurance Card Application” to the staff via email.

3.1.2. Social Insurance termination

Contribution will be ended by HR Office on the resignation of an employee.

3.1.3. Acquire more details about social insurance:

             3.1.3.1. Log on the website of the social insurance office to inquire the related information;

             3.1.3.2. Or dial“12345”，choose “Operator Service” for more information.

3.2. Commercial insurance

3.2.1. Insurance participation

           The College provides commercial insurance to those staff members who have reached legal retirement age. In China, legal retirement age for male is 60, for female is 55.

           There are basic insurance and upgraded insurance in the commercial insurance program. Staff members can choose either of them to participate in.

           Basic insurance is free while upgraded insurance request’s additional cost would be at the staff member’s own expenses.

     l A staff member will receive a “Social and Commercial Insurance Information Form” to choose which insurance they would like to participate in on the first day they report to work.

    HR Office will deal with the commercial insurance participation of a staff member on the right day he/she reports to work.

3.2.1.1. The participation of insurance will be dealt via authorized mailbox of the suppliers.

3.2.2. Insurance termination

       Commercial insurance will be terminated by HR Office on the resignation of an employee.

       The termination of  will be dealt via the authorized mailbox of the suppliers. Pinan website:

3.2.3. Reimbursement/Compensation

       HR Office will apply for the reimbursement/compensation after receiving the materials/invoices from the insured staff.

3.2.3.1. The agent of the basic insurance company will come to HR office to pick up the claim materials about twice a month. Please refer to the insurance company policy for the details of the claim material. The insurance company will feed back the claim result in about 7-10 working days via email.

3.2.3.2. For the claim below a certain amount, staff members can apply for the reimbursement via the APP of the supplier of the upgraded insurance. For other claim or special cases, the HR office will send the claim materials to the supplier via courier about twice a month. The insurance company will feed back the claim result in about 7-10 working days via email.

3.3. Housing fund

3.3.1. Housing fund deposit

              China Mainland staff will join in the housing fund scheme.

      HK, Macao and Taiwan staff will receive a “Housing Fund Information Form” to choose whether to join in the housing fund scheme.

     The college will start the housing fund deposit on the month for staff who report on/before 15th every month and on the next month for staff who report on/after 16th.

     The HR office will send a “Notice for Housing fund deposit book Application” to the staff via email.

3.3.2. Housing fund termination

      The college will end his/her housing fund deposit when a staff resigns. For staff leaving before 15^th every month, no housing benefits will be paid the right month; for staff leaving on/after 16^th of a month, housing benefits will be paid on the right month, and will be terminated on the next month.

3.3.3. Housing Fund Withdrawal

3.3.3.1 Withdrawal condition

3.3.3.1.1 Non-Zhuhai residents can withdraw their housing fund after 6 months of their resignation.

3.3.3.1.2 Other withdrawal conditions such as unemployment, retirement, buying house, renting house, decorating house etc.

Papers needed: Log on the housing fund administration center website for the details.

3.3.4. For relevant information about housing fund, dial “12345” to inquire.

3.4. Education allowance

         Application: Fill in the <Application form for children’s education allowance>，and then report to the relevant person in charge. The allowance will take effect when approved.

3.5. Other subsidies

         Application: Fill in the <Personal Claim Form> (Finance Office) attached with related certification, then get approval from Dean/Head and HR Director for operational approval and Managing Director for financial approval.

3.6. Leave

3.6.1. A staff member must fill out a leave application form for any leave. All applications for leave should be approved by his/her Unit Head.

3.6.1.1 For attending conference, learned meetings, seminars etc., fill out <Staff Conference Trip Application Form>；

3.6.1.2 For other Special Leaves, fill out<Teaching Staff Special Leave Application Form>；

3.6.2. For Sick Leave and Married Leave, the staff must provide relevant certificate (see the details before).

3.6.3. The applicant should hand in the approval form to HR Office. HR Staff keep the leave record.

4. Form templates

4.1. F/HR-07-01 UIC Staff Leave Application Form

4.2. F/HR-07-02 Over Time Work Confirm Sheet

4.3. F/HR-07-03 Staff Business Trip Application Form

4.4. F/HR-07-04 Teaching Staff Special Leave Application Form

4.5. F/HR-07-05 Policies for Administrative Support Staff

4.6. F/HR-07-06 Check-out List for Staff of No-pay Leave

The benefits & allowance policy was approved at the Staff Review and Development Committee (SRDC) on 6th May 2008.