Human Resources Policies

HR34 Employment Conditions for Staff Employees

Policy Status: 

Active

Policy Steward: 

Vice President for Human Resources

POLICY'S INITIAL DATE: October 1, 1992 

THIS VERSION EFFECTIVE: November 28, 2018

Contents:

PURPOSE:

To outline terms and conditions of full-time staff appointments.

PROBATIONARY PERIOD:

Full-time staff employees serve a one (1) year probationary period. The probationary period begins on the employee’s hire date. During an employee’s probationary period their employment is at-will and may be terminated without cause. University policy HR78 Staff Employee Failure to Meet Acceptable Standards of Performance does not apply to the probationary employee and the probationary period employee is not eligible to use the staff grievance procedure.

If a probationary employee voluntarily accepts a different job within the University during the probationary period, the employee will serve a new one (1) year probationary period, which will begin on the effective date of the employee’s transfer.  

WORK SCHEDULES:

Nonexempt Staff

Unless otherwise notified, the standard work week for University employees is a seven day period beginning Sunday at 12:00 a.m. and ending at 11:59 p.m. on the following Saturday.  The standard work week is 40 hours for a 100% FTE non-exempt position, and the 40 hours are to be scheduled within that period. This is not, however, a guarantee that this number of hours of work will be available each week for each employee.  

The daily hours of work for an employee will be scheduled so that provision is made for meal periods on the employee's time (except at the employee's request to forgo an unpaid meal period, when such request can be accommodated, or for certain continuous 24-hour operations). Except at the employee's request, subject to the approval of the manager, each unpaid meal period will be no less than 30 minutes. A typical work schedule is no more than five (5) days per week.  Employees will not be assigned to a regular weekly work schedule of seven days every week. If possible employees will be scheduled to allow for consecutive days off. Flexible working hours and work schedules less than 100% FTE may be established, see HRG02 and HR105 respectively.

At least one calendar week notice will be given to any employee if their regular work schedule is to be changed by the employee's manager, unless the change is caused by an emergency. In the event an employee reports to work and there is no work available, the employee is paid for three hours on a straight time basis unless the employee has been informed in advance not to report for work.

Exempt Staff

For a 100% FTE position, forty (40) hours a week is a minimum requirement. Flexible working hours and work schedules less than 100% FTE may be established, see HRG02 and HR105 respectively. Many assignments may require longer weekly work schedules than the established minimum.

VACATION:

Vacation time off for full-time staff is typically requested by the employee and is subject to the approval of the manager. When approving vacation requests, managers will consider unit and University operational needs. Employees on fixed-term I appointments may be required to take vacation time off during the appointment so that all or part of accrued vacation is expended prior to the conclusion of the appointment. There may be other circumstances where employees may be required to take vacation time off. An employee earns vacation in any calendar month in which the employee is paid for at least eighty-eight hours (88) hours of the normally scheduled work time in the month. For exempt staff, deductions from salary for time off in excess of accrued vacation may be made only for full-day absences unless allowable under the law.



Eligible employees accrue vacation on the last day of each month. Once accrued, time is immediately available for use by the employee. Monthly rates of accruals and maximum accruals allowed will be prorated based on the employee’s annual FTE, see HR105. The following accrual criteria apply:

Nonexempt Staff Vacation
Criteria Monthly Rate of Accrual Maximum Accrual Allowed
During the first 10 years of continuous employment in a standing or fixed-term I position 12 hours 192 hours
From the beginning of the 11th year to and including the 25th continuous year 16 hours 240 hours
From the beginning of the 26th continuous year and thereafter 18 hours 264 hours

 

Exempt Staff Vacation
Criteria Monthly Rate of Accrual Maximum Accrual Allowed
During the first 25 years of continuous employment in a standing or fixed-term I position 16 hours 240 hours
From the beginning of the 26th continuous year and thereafter 18 hours 264 hours

 

  1. An employee preparing for a major life event such as the birth or adoption of a child, finishing a degree, etc., may request approval to accrue a vacation balance in excess of the maximum accrual limit. To do so, the employee submits a written request to the supervisor and the work unit Human Resources office outlining the event, identifying the period of time involved, and the plan for using such time, which must include the end date of the arrangement. Requests will be considered on a case-by-case basis taking into account University business needs. In all cases, the approved accruals in excess of the maximums stated above must be used within twelve (12) months following the date of the approval. If the employee terminates employment, then the vacation payout described below will not include any vacation accrual in excess of the applicable maximum. 
  2. In the event that an unexpected work-related situation causes an employee to miss or delay using vacation accruals, a request for approval to accrue a vacation balance in excess of the maximum accrual limit may be allowed. To do so, the employee and manager submit a written request to the work unit Human Resources office outlining the work-related event, identifying the period of time involved, and the plan for using such time, which must include the end date of the arrangement. In all cases, the approved accruals in excess of the maximums stated above must be used within twelve (12) months following the date of the approval. If the employee terminates employment, then the vacation payoff described below will not include any vacation accrual in excess of the applicable maximum. 

VACATION PAYOUT:

An employee who terminates employment after completing at least one continuous year in a standing or fixed-term I appointment immediately preceding the date of termination, or an employee who satisfactorily completes a fixed-term I appointment of less than one year who separates from the University at the conclusion of the appointment, will receive the cash equivalent of unused accruals (not to exceed the maximum provided by policy).    

Some colleges or departments may require certain employees to take vacation time off during their appointment so that all or part of their accrued vacation is expended prior to the conclusion of the appointment. Employees will not receive a vacation payout for any unused time if such time was required to be expended. 

The cash equivalent of the unused vacation time is computed by using the Workday Percentage Factor Calculator. All vacation payout amounts are calculated using the employee’s full-time salary or hourly rate.

SICK LEAVE:

An employee on a 100% FTE appointment will accrue eight (8) hours of paid sick leave for each calendar month in which they are paid for at least eighty-eight hours (88) hours of the normally scheduled work time in the month. Monthly rates of accruals will be prorated based on the employee’s annual FTE, see HR105.

NOTE: Exempt staff who began exempt employment prior to October 1, 1992, continue on their former sick leave plan. 

Accrued sick leave is intended to provide employees with salary continuation in the case of illness or injury. Employees may be required to submit documentation from their healthcare provider in the event of an illness or injury prior to approval for use of sick accruals. Except as otherwise provided below, absence is chargeable as sick leave only when the employee is unable to perform their duties because of their own illness or injury. Time off for appointments with a healthcare provider may be charged to sick leave accruals when it is not possible for the employee to schedule the appointment on the employee's own time. Requests for time off are to be made as far in advance as possible. Employees may be required to submit documentation from their healthcare provider detailing the date and time of the visit. 

If an employee is charging sick leave and the employee's vacation accrual reaches the maximum, the employee may charge vacation accruals instead of sick leave, so that vacation accruals are not lost. If an employee expends all accrued sick leave, additional absence, at the option of the employee, will be charged to accrued vacation. If the employee expends all accrued vacation, or elects not to charge the absence to accrued vacation, the employee will be granted a leave of absence without pay in accordance with HR16 Leave of Absence Without Salary.  The employee may be required to submit documentation from their healthcare provider to substantiate the need for such absence(s). For exempt staff, a salary deduction will be made for absence in excess of accrued sick leave or vacation, only if such absence is for a full day unless deduction for less than a full day is permissible under the law.

An employee may use up to 40 hours of their accrued sick leave per calendar year to care for a sick family member. Family member as used in this policy is defined as persons whom the employee considers as family. The care provided may include such activities as bed-side care, accompanying the family member to a medical appointment, and emotional support. 

An employee who meets the eligibility criteria to leave the University as a retiree is eligible to receive 1/4 the cash value of the employee's unused sick leave; provided, however, such payment will not exceed an amount equal to (a) 100 hours of pay, or (b) 136 hours of pay if the employee's accrued sick leave balance is at least 3/4 of all sick leave accrued.  All sick leave payout amounts are calculated using the employee’s full-time salary or hourly rate.

SICKNESS AND ACCIDENT SUPPLEMENT:

An employee who has five (5) or more years of continuous service in a standing or fixed-term I position who is absent beyond 60 continuous calendar days for an illness or injury will be covered by the University's Sickness and Accident Supplement; provided, however, for absences not covered by FMLA, if the employee has used more than forty-eight (48) hours of accrued sick leave in the full twelve (12) month period immediately preceding the absence without doctor's certification for such absences charged in excess of 48 hours, the employee will not be eligible for the Sickness and Accident Supplement. The employee must submit to the University a written statement from the employee’s healthcare provider prior to the beginning of the absence, subject to appropriate approval processes as determined by the University.

If approved, employee will receive 1/3 of normally scheduled hours of pay for each work day missed while covered by the Sickness and Accident Supplement. In addition, the employee, at the employee's option, may charge the equivalent of 1/3 of normally scheduled hours of accrued sick leave for each work day missed and therefore receive 2/3 pay. If an employee has used all of their accrued sick leave, additional absence, at the option of the employee, may be charged as provided herein against accrued vacation.

An employee will not be eligible to continue under the Sickness and Accident Supplement for an absence that continues beyond 180 continuous calendar days from the date of the beginning of absence for the illness or injury. Any payments received from the Sickness and Accident Supplement will be reduced by payment from other sources such as Workers' Compensation, Social Security, or other non-individual disability coverages.

ABSENCE FOR ON-THE-JOB INJURY:

If an employee is absent from work as a result of an injury or illness compensable under the Workers' Compensation Act, Occupational Disease Act, or similar legislation, the following conditions apply:
  • The employee has the option to request a leave of absence without pay or to charge the absence to their accrued sick leave (or, if sick leave has been expended, to accrued vacation, personal holiday, service days, or holiday compensatory time off). An employee electing to use such paid time off will be charged 1/3 of normally scheduled hours a day for each work day of absence and will continue to receive full salary.
  • If all paid time off is exhausted, the employee will be granted a leave of absence without pay.
  • Leave of absence without pay will not exceed 24 months.
  • Any compensation checks the employee may receive while receiving full salary will be endorsed and returned to the University. The employee will retain any compensation checks received while on leave of absence without pay.
  • The employee's contribution for all group healthcare and insurance coverages in which enrolled will be paid by the University, if the employee is on leave of absence without pay following an on-the-job injury, provided the employee continues to receive Workers' Compensation insurance payments.
The employee must furnish to the University applicable healthcare provider statements related to the injury or illness, subject to appropriate approval processes as determined by the University.

HOLIDAYS:

Each holiday established by the University is intended to give an employee on a 100% FTE appointment the benefit of eight (8) hours of paid time off. Employees with schedules involving longer than eight (8) hour days do not receive additional holiday time and are required to use appropriate accruals to cover for time in excess of eight (8) hours on holidays if they would have been scheduled and are not required to work. Holiday time off benefits will be prorated based on the employee’s annual FTE, see HR105.

The following 12 days are established as holidays:

  • New Year's Day
  • Memorial Day
  • Independence Day
  • Labor Day
  • Thanksgiving Day
  • December 25 and five additional days
  • A Personal Holiday

When December 25 comes on these days - The six holidays are:

The Six Holidays
Day Holiday Days
Sunday December 25, 26, 27, 28, 29, 30
Monday December 22, 25, 26, 27, 28, 29
Tuesday December 24, 25, 26, 27, 28, 31
Wednesday December 23, 24, 25, 26, 27, 30
Thursday December 24, 25, 26, 29, 30, 31
Friday December 24, 25, 28, 29, 30, 31
Saturday December 23, 24, 25, 27, 28, 29
  1. Some areas substitute service days in lieu of some of the holidays listed above. Employees working in these areas should consult the following information.

  2. A newly hired employee commencing employment in a standing or fixed-term I position during December will receive only the December 25th holiday and the New Year's Day holiday, but will not receive paid time off for the additional University holidays in December during that first December holiday period. If such employee is required to work on any of the additional University holidays occurring that December, the employee will receive their regular pay for such day, but will not be granted holiday compensatory time off for the number of hours worked on the day. 

  3. One personal holiday is earned each calendar year on January 1. A new employee in the first year of employment earns a personal holiday for that year after completing two months of employment. Employees hired on or after November 1 will accrue one (1) personal holiday on January 1 of the following year. The personal holiday is scheduled in the same way in which vacation is scheduled. If not used, the personal holiday will be carried over into the next calendar year but not thereafter. The personal holiday(s) will not be paid out at the time of separation from employment, unless the separation is due to layoff under policy HR97 Layoff Provisions for Staff Employees.

  4. A nonexempt staff employee required to work a regularly scheduled work day on an official University holiday will receive their regular pay for the holiday and will be granted holiday compensatory time off at the rate of double time for the number of hours worked on the holiday, up to the number of hours normally worked by the employee on that day. At the option of the employee, the employee may receive the cash equivalent of 1/2 of compensatory time off earned on a holiday. Such payment will be calculated using the employee's regular rate of pay. The option to receive such payment must be made within one calendar week following the holiday or holiday period. Holiday compensatory time off not converted to the cash equivalent will be used for absences where vacation accumulation would be used. Holiday compensatory time will not be paid out to the employee at the time of separation from employment. Time worked on a holiday in excess of the employee's normal daily hours will be paid at two times the employee's regular rate of pay. Holiday compensatory time off will not be earned for such additional hours worked. If a holiday should fall on a day not normally scheduled as a work day for an employee the employee will be granted eight (8) hours of holiday compensatory time (see HR105 for positions that are less than 100% FTE). Such equivalent time off will be granted whether or not the employee works on the holiday and will be used for absences where vacation accumulation would be used, and scheduled in the same manner as requests for vacation. If the employee is required to work on such day, the employee also will be paid at the rate of two times the employee's regular rate of pay for the hours worked, but will not be granted additional holiday compensatory time off for such hours worked.

  5. An exempt staff employee required to work on a regularly scheduled work day on an official University holiday will receive their regular pay for the holiday and will be granted holiday compensatory time off at the rate of double time for the number of hours worked on the holiday. At the option of the employee, the employee may receive the cash equivalent at the employee's regular rate of pay for 1/2 of the compensatory time off earned on a holiday, not to exceed a normal day's gross pay for the employee. The option to receive such payment must be made within one calendar week following the holiday or holiday period. Holiday compensatory time off not converted to the cash equivalent will be used for absences where vacation accumulation would be used, and scheduled in the same manner as requests for vacation. If a holiday should fall on a day not normally scheduled as a work day for an employee the employee will be granted eight hours of holiday compensatory time (see HR105 for positions that are less than 100% FTE). Such equivalent time off will be granted whether or not the employee works on the holiday, will be used for absences where vacation accumulation would be used, and scheduled in the same manner as requests for vacation. If the employee is required to work on such day, the employee also will be granted additional holiday compensatory time off at the rate of double time for the number of hours worked on the holiday. At the option of the employee, the employee may receive the cash equivalent at the employee's regular rate of pay for 1/2 of such additional holiday compensatory time off earned, not to exceed a normal day's gross pay for the employee. The option to receive such payment must be made within one calendar week following the holiday or holiday period. Such holiday compensatory time off not converted to the cash equivalent will be used for absences where vacation accumulation would be used, and scheduled in the same manner as requests for vacation. 

  6. Holiday compensatory time off will not be paid out to the employee at the time of separation from employment.

  7. If a holiday occurs during the vacation or sick leave of an employee, it will not be charged as a day of vacation or sick leave.

  8. An employee on an unpaid leave of absence is not paid for holidays that occur during the unpaid leave of absence.

  9. If a holiday listed above (other than December 25) occurs on a Sunday, the University will observe it officially on the following Monday.

  10. The final date of pay status for an employee who indicates an intent to resign at a time near the December/New Year's holiday is determined in accordance with HRG14

  11. The above holiday provisions apply to work performed in the employee’s full-time position.

OTHER PAID TIME OFF:

Paid time off, other than sick leave, vacation, or holidays is outlined below. All paid time off is prorated based on the employee’s annual FTE. (See HR105 Reduced FTE Schedules).
 

Friday Following Thanksgiving

The University is not open for normal business on the Friday after Thanksgiving. Employees who are normally scheduled to work on Fridays and who are not required to work will receive their regular pay for the day. Employees who are normally scheduled to work on Fridays and who are required to work will receive, in addition to their pay for the day, compensatory time off equivalent to the number of hours worked, subject to a maximum of eight (8) hours. Employees who are not normally scheduled to work on Fridays and are not required to work on the Friday following Thanksgiving will receive eight (8) hours of compensatory time. Compensatory time off will not be paid out to the employee at the time of separation from employment.
 

Death in Family 

Absence from work because of death in an employee's family will be allowed with full pay on the following basis:
  1. For an employee's partner, brother or sister (including half-brother or half-sister, step-brother or step-sister); or for an employee's or an employee's partner's: parent (including stepparent, guardian, or foster parent), child or stepchild (including the partner of the child or stepchild), grandchild, up to forty (40) hours of leave to be used consecutively, provided such amount of leave is required. A guardian as used in this section will mean a person who raised the employee and served in the place of the parent for a substantial portion of the employee's childhood.
  2. For the employee's or employee's partner's grandparent, niece, nephew, aunt or uncle, and partners of aunts and uncles or, the employee's partner's brother, sister, and partners of same, or, the partner of employee's brother or sister, up to eight (8) consecutive hours between the date of death and the date of the funeral or memorial service.

 

Death-in-Family Chart
Family Member Employee's Employee's Partner's
Partner up to 40 hours X
Parent (including stepparent, guardian, or foster parent up to 40 hours up to 40 hours
Brother or sister (including half-brother or half-sister) up to 40 hours up to 8 hours
Partners of brother or sister up to 8 hours up to 8 hours
Child or stepchild up to 40 hours up to 40 hours
Partner of child or stepchild up to 40 hours up to 40 hours
Grandchild up to 40 hours up to 40 hours
Grandparent up to 8 hours up to 8 hours
Aunt or uncle up to 8 hours up to 8 hours
Partners of aunts and uncles up to 8 hours up to 8 hours
Nephew or niece up to 8 hours up to 8 hours

An employee who would qualify for death-in-family paid time off for regular work hours missed under the provisions of this section who already is receiving paid time off chargeable either to vacation accumulation, holiday compensatory time, a personal holiday or sick leave accumulation, will have such time off as applicable charged instead to death-in-family paid time off, up to the limits allowed under the provisions of this section. Additional time off will be charged against the employee's vacation accumulation or as a payroll deduction, at the employee's option.

 

Involuntary Jury Service 

If an employee is on jury duty, the University will pay their full salary for time absent from work. If the approved time absent results in the employee missing more than half of their regularly scheduled work shift, the employee will be excused from the remainder of the shift with no loss of salary. (See note below.)
 

Volunteer Fire Fighting 

The full pay of an employee will be paid during the time spent by the employee during their regular working hours in fighting fires or in answering other public alarms, provided that the employee is a member of the volunteer fire department that is engaged in the activity or, in the event of a forest fire, the employee is engaged in an organized forest fire fighting operation in the area in which the employee's campus or center is located. (See note below.)
 

Ambulance Driving 

The full pay of an employee will be paid during the time spent by the employee during their regular working hours in nonscheduled driving of an ambulance for a volunteer ambulance club or organization serving the community where the employee's campus or center is located. If an employee is a volunteer ambulance driver for a volunteer ambulance club or organization that does not primarily serve the community where the employee's campus or center is located, the full pay of the employee will be paid during the time spent by the employee during their regular working hours in driving an ambulance provided:
  1. The driving is limited to unplanned emergencies, and 
  2. The employee is not called from work to drive. (See note below.)

 

Subpoenaed Witness

If an employee is subpoenaed as a witness and is not a party to the legal action, the employee's full salary will be paid for the time spent by the employee during their working hours as a witness. (See note below.)
 

Civil Air Patrol Members

A member of a Civil Air Patrol Group involved in an air search and rescue mission will be paid their full salary for the time spent by the employee during their regular working hours, provided there is an authorized mission and the Civil Air Patrol authorities have requested the employee to report for duty. (See note below.)
 

Emergency Rescue 

The full pay of an employee will be paid during the time spent by the employee during the employee's regular work hours when engaged in an organized emergency rescue, provided the employee is a member of a bona fide search and rescue organization and the rescue activity is in the area in which the employee's campus or center is located. (See note below.)
 

NOTE: Paid time off covered by the Involuntary Jury Service, Volunteer Fire Fighting, Ambulance Driving, Subpoenaed Witness, Civil Air Patrol, and Emergency Rescue Sections, includes time spent in the activity described, plus travel time, time necessary for normal sleeping, etc., as determined by management.  

OVERTIME - NONEXEMPT STAFF:

Overtime is all time worked by a staff member appointed to a nonexempt position for the University that is in excess of forty (40) hours in a work week. In any week in which a University holiday occurs on an employee's regularly scheduled work day, or an employee has used other approved paid time off, such holiday or paid time off will be considered as time worked.

Overtime is permitted to be worked only after advance approval by the manager. Such approved overtime is paid for at the rate of time and one-half the hourly rate, or at the rate of two times the hourly rate if the overtime qualifies as holiday overtime. 

SHIFT PREMIUM - NONEXEMPT STAFF:

Employees in nonexempt positions will be paid a shift premium of $.60 per hour for work beginning between the hours of 1:00 p.m. and 9:59 p.m., and $.65 per hour for shifts beginning between 10:00 p.m. and 4:59 a.m. for all continuous hours worked on the shift. The shift premium will be added to the base rate before the calculation of an overtime rate.

UNAUTHORIZED ABSENCE:

Employees must follow appropriate approval processes as determined by the University in order to be approved for the use of paid or unpaid time off. Absences from work which are not approved by either the employee’s manager or, in the case of a leave of absence, by the Absence Management Team, will be considered unauthorized and will not be paid. Employees may be subject to discipline for unauthorized absences up to and including termination from employment.

If an employee is absent from work and has not notified their supervisor, the employee will be considered as having abandoned their job at the completion of the third consecutive work day of unauthorized absence, unless the manager judges the circumstances to have been emergency in nature, and it can be shown that it was impossible for the employee to have given proper notification to the employee's manager.

RE-EMPLOYMENT WITH THE UNIVERSITY:

If an employee terminates employment with the University and is rehired after break in service, the following conditions apply:
  1. The employee is a probationary employee, and will serve a new probationary period as outlined above.
  2. The employee does not receive service credit for their period of prior employment for the purpose of increasing the vacation accumulation rate, the length of leave of absence, or other working conditions related to length of service unless provided by University policy.
  3. The employee does not receive credit for any unused sick leave from a previous period of employment.

CROSS REFERENCES:

HR06 - Types of Appointments

HR16 - Leave of Absence Without Salary (Other Than For Extended Active Military Service)

HR19 - Leave of absence for Active Military Service or Training

HR50 - Use of Accumulated Vacation at Time of Resignation or Retirement, or Upon Completion of a Fixed-Term I Appointment

HR74 - Staff Vacancies Announcing Procedure

HR90 - Extra Compensation for Exempt Staff Employees

HR105 - Reduced FTE Schedules

HRG02 - Flexible Scheduling

HRG11 - Family and Medical Leave

HRG14 - Termination of Employment Near Dec-New Year Holidays

REVISIONS:

November 28, 2018 - Probationary period section updated to clarify at-will status of probationary employees. Pronouns updated to reflect and promote an inclusive culture.

January 1, 2018 - Policy rewritten to reflect University practice and  changes related to Workday.

May 1, 2011 - Layoff and Recall section deleted.

December 2, 2010 - Overtime-Nonexempt Staff Section updated.

November 5, 2010 - Added language to reflect the Competencies Classification System changes.

July 1, 2010 - Probationary period extended to 12 months and death in family language clarified.

October 10, 2003 - Major policy re-write.

Date Approved: 

November 6, 2018

Date Published: 

November 27, 2018

Effective Date: 

November 28, 2018