Human Resources Policies
HR34 Employment Conditions for Full-Time Staff Employees
Policy Steward:Vice President for Human Resources>
POLICY'S INITIAL DATE: October 1, 1992
THIS VERSION EFFECTIVE: August 23, 2022
- Probationary Period
- Work Schedules
- Vacation Payout
- Sick Leave
- Absence for On-The-Job Injury
- Other Paid Time Off
- Overtime - Nonexempt Staff
- Shift Premium - Nonexempt Staff
- Unauthorized Absence
- Re-Employment with the University
To outline terms and conditions of full-time staff employees.
Full-time staff employees serve a one (1) year probationary period. The probationary period begins on the employee’s most recent full-time date of hire. 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.
Unless otherwise notified, the standard work week for the University's employees is a seven-day period beginning on Sunday at 12:00 a.m. and ending at 11:59 p.m. on the following Saturday.
At least two calendar weeks notice will be given to an employee if their regular work schedule is to be changed by the employee's manager, unless the change is caused by an emergency.
Full-time staff employees may either be non-exempt or exempt.
The standard work week is 40 hours for a 100% FTE non-exempt position, and the 40 hours are to be scheduled within the work week. 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 unpaid meal periods.Flexible working hours and scheduling of less than 100% FTE may be established, see University policies HRG02 and HR105, respectively.
Non-exempt employees are subject to regulatory overtime provisions and must be paid at a rate of one and one-half their normal hourly rate for all hours worked in excess of 40 hours in a work week. All overtime worked by non-exempt employees must be approved in advance by the employee's supervisor.
Exempt employees generally work 40 hours or more in a work week. Many assignments may require longer weekly work schedules than the established standard. Exempt employees are excluded from overtime provisions, are not required to track hours worked, and are not eligible for additional compensation in excess of 40 hours in a work week for their primary position.
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 limited-term 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 (88) hours of the normally scheduled work time in the month. Overtime hours are not counted towards the eighty-eight (88) hour threshold. 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 applies to full-time staff employees:
|Criteria||Monthly Rate of Accrual||Maximum Accrual Allowed|
|During the first 10 years of continuous employment as a full-time employee||12 hours||192 hours|
|More than 10 years up to and including the 25th continuous year||16 hours||240 hours|
|More than 25 continuous years and thereafter||18 hours||264 hours|
|Criteria||Monthly Rate of Accrual||Maximum Accrual Allowed|
|During the first 25 years of continuous employment as a full-time employee||16 hours||240 hours|
|More than 25 years of continuous years and thereafter||18 hours||264 hours|
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 unit Human Resources 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 of the approval. The vacation payout described below will not include any vacation accrual in excess of the applicable maximum.
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 unit Human Resources 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. The vacation payout described below will not include any vacation accrual in excess of the applicable maximum.
An employee who terminates employment after completing at least one continuous year as a full-time staff employee immediately preceding the date of termination will receive the cash equivalent of unused vacation accruals (not to exceed the maximum provided by policy). An employee who satisfactorily completes a limited-term appointment of less than one year who separates from the University at the conclusion of the appointment, will receive the cash equivalent of unused vacation accruals (not to exceed the maximum provided by policy). See University policy HR50.
All vacation payout amounts are calculated using the employee’s full-time salary or hourly rate.
An full-time staff employee 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. Overtime hours are not counted toward the eighty-eight (88) threshold. Monthly rates of accruals will be prorated based on the employee’s annual FTE, see University policy 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. 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.
For an employee's own illness, sick leave is charged until depleted. However, if the employee's vacation accrual reaches the maximum, the employee may charge vacation as sick instead of sick leave, so the vacation accruals are not lost. For absences that extend beyond three consecutive work days, documentation must be submitted to substantiate the need for such absence. Once an employee exhausts all accrued sick leave, additional absences can be charged to vacation and/or other accrued time off to continue the employee's paid leave status, at the option of the employee. Once all accrued paid time off has been applied, the employee will be placed on an unpaid leave of absence for continuous absence, or use of unpaid time off for intermittent absence. See University policy HR16, contact Absence Management with questions.
A full-time staff 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 person(s) 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 as outlined in University policy HR54 is eligible to receive 1/4 the cash value of the employee's unused sick leave accruals, not to exceed an amount equal to 136 hours of pay. All sick leave payout amounts are calculated using the employee's full-time base pay or hourly rate.
- Leaves of absence that qualify for Family Medical Leave under FMLA run concurrently with leave for a Workers' Compensation injury or illness and will be counted against the FMLA entitlement.
- The full-time staff 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 absence and will continue to receive full salary. Any lost wage compensation will be forwarded directly to the University while the employee is receiving full salary.
- If all paid time off is exhausted, the full-time staff employee will be granted a leave of absence without pay.
- Unpaid leave of absences will not exceed 24 months.
- The full-time staff 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.
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 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 14 days are established as holidays:
- New Year's Day
- Martin Luther King Jr. Day
- Memorial Day
- Independence Day
- Labor Day
- Thanksgiving Day
- Christmas and five additional days
- A Personal Holiday
When Christmas Day and New Year's Day fall on these days, the Winter Break holidays will be:
|Day of the week||Days off|
December 23, 26, 27, 28, 29, 30
December 22, 25, 26, 27, 28, 29
December 24, 25, 26, 27, 28, 31
December 24, 25, 26, 27, 30, 31
December 24, 25, 26, 29, 30, 31
December 24, 25, 28, 29, 30, 31
|Saturday||December 23, 24, 27, 28, 29, 30, 31|
- Some areas substitute service days in lieu of some of the holidays listed above or follow alternate business schedules. Employees working in these areas should consult the following information.
- 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 and Severance Provisions for Staff Employees.
- A full-time 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.
- An full-time 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.
- Holiday compensatory time off will not be paid out to the employee at the time of separation from employment.
- 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.
- An employee on an unpaid leave of absence is not paid for holidays that occur during the unpaid leave of absence.
- If a holiday listed above occurs on a Saturday, the University will observe it officially on the Friday immediately preceding the holiday. If a holiday listed above occurs on a Sunday, the University will observe it officially on the following Monday.
- The final date of pay status for an employee who indicates an intent to resign at a time near the Winter Break Holidays is determined in accordance with University guideline HRG14.
Friday Following Thanksgiving
Death in Family
|Family Member||Employee's||Employee's Partner's|
|Spouse/Domestic Partner||up to 40 hours||X|
|Parent (including stepparent, guardian, or foster parent)||up to 40 hours||up to 40 hours|
|Sibling (including half-siblings and step-siblings)||up to 40 hours||up to 8 hours|
|Spouse/Domestic Partner of Sibling||up to 8 hours||up to 8 hours|
|Child or stepchild||up to 40 hours||up to 40 hours|
|Spouse/Domestic 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|
|Spouse/Domestic Partner of Aunt or Uncle||up to 8 hours||up to 8 hours|
|Nephew or niece||up to 8 hours||up to 8 hours|
A full-time staff 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 accruals, holiday compensatory time, a personal holiday, or sick leave accruals, 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. Subject to the approval of the manager, additional time off will be charged against the full-time staff employee's vacation accruals or as a payroll deduction.
Volunteer Fire Fighting
- The driving is limited to unplanned emergencies, and
- The employee is not called from work to drive. (See note below.)
Civil Air Patrol Members
NOTE: Paid time off covered by Jury Duty, 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 is all time worked by a full-time staff employee 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.
Full-time 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.
Full-time staff 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 Absence Management, 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 a full-time staff employee is absent from work and has not notified their manager, 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.
- The employee is a probationary employee, and will serve a new probationary period as outlined above.
- The employee does not receive service credit for their period of prior employment for the purpose of increasing the vacation accrual rate, the length of leave of absence, or other working conditions related to length of service unless provided by University policy.
- The employee does not receive credit for any unused sick leave from a previous period of employment.
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 Limited-Term 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
Date Approved:August 23, 2022>
Date Published:August 23, 2022>