HR Policies and Procedures · HR Policies and Procedures ... once a month; unless a HealthCare...

H R P o l i c i e s a n d P r o c e d u r e s

Updated 02.22.2018 ©2003

H R P o l i c i e s a n d P r o c e d u r e s

C o u r s e o b j e C t i v e s

Upon completion of this workshop, participants will be able to: • Describe the difference between Administrative Regulations, Governing Regulations, and Business Procedures.

• Describe the University’s attendance policy and compare with the attendance policy for the participant’s department.

• Describe the University policy for sick and vacation leave and compare with the sick, vacation, and notification policies for the participant’s department.

• Describe the difference between Student and Temporary employment. • Describe the process to follow when an employee is injured following UK Worker’s Care process.

notesH R P o l i c i e s a n d P r o c e d u r e s

HR T&D University SuperVision 3 HR Policies and Procedures

Regulation and Policy Hierarchy

Information can be found:

http://www.uky.edu/regs/files/heirarchy.pdf

http://www.uky.edu/regs/files/heirarchy.pdf



Regulations

Governing Regulations

Governing Regulations define the University, its structure, and the processes for appointing and approving administrative and academic personnel. They also define the tenure process and conditions of employment for faculty. Changes to the governing regulations must be approved by the Board of Trustees.

Where to find: http://www.uky.edu/regs/gr.htm

Administrative Regulations

Administrative Regulations define specific administrative functions and processes of the University. These are primarily regulations that have a University-wide impact. They also define many administrative committees. Changes to administrative regulations must be approved by the President.

Where to find: http://www.uky.edu/regs/ar.htm

Business Procedures

Includes processes related to the purchasing of goods and services, payroll activities, and accounting for financial transactions. Presents policy statements to aid in decision-making and procedure steps for implementation. Assists all University departments in handling their daily business transactions.

Where to find: http://www.uky.edu/ufs/business-procedures-manual

Human Resources Policies and Procedures

Administrative policies related to human resource functions and the status of staff employees at the University.

Where to find: http://www.uky.edu/hr/policies/

http://www.uky.edu/regs/gr.htm

http://www.uky.edu/regs/ar.htm

http://www.uky.edu/ufs/business-procedures-manual

http://www.uky.edu/hr/policies/



Helpful Websites

Regulations Library http://www.uky.edu/regs/index.htm

New and Revised Regulations

http://www.uky.edu/regs/updates.htm

Additional Regulations & Policies

http://www.uky.edu/regs/other.htm

Office of Legal Counsel (Code of Conduct)

http://www.uky.edu/Legal/

Employee Relations http://www.uky.edu/hr/employee-relations/

Staff Handbookhttps://www.uky.edu/hr/sites/www.uky.edu.hr/files/Handbook2017.pdf

HR Policies http://www.uky.edu/hr/policies/

Comparison of HR Policy Changes

http://www.uky.edu/hr/employee-relations/summary-recent-hr-policy-changes

Benefits Eligibility Gridhttps://www.uky.edu/hr/sites/www.uky.edu.hr/files/ELIGIBILITY-GRID-Aug-2016.pdf

If your involvement will be with faculty or Federal Work Study students, these websites might be helpful.

Faculty Resource Library

http://www.uky.edu/ofa/content/faculty-resource-library

Federal Work Study Students

http://www.uky.edu/financialaid/content/federal-work-study

http://www.uky.edu/regs/index.htm

http://www.uky.edu/regs/updates.htm

http://www.uky.edu/regs/other.htm

http://www.uky.edu/Legal/

http://www.uky.edu/hr/employee-relations/

https://www.uky.edu/hr/sites/www.uky.edu.hr/files/Handbook2017.pdf

https://www.uky.edu/hr/sites/www.uky.edu.hr/files/Handbook2017.pdf

http://www.uky.edu/hr/policies/



https://www.uky.edu/hr/sites/www.uky.edu.hr/files/ELIGIBILITY-GRID-Aug-2016.pdf

https://www.uky.edu/hr/sites/www.uky.edu.hr/files/ELIGIBILITY-GRID-Aug-2016.pdf







Employee Status

Regular staff employee:

• Positions funded on a recurring basis or funded one year or longer

• Has an employment period of at least nine (9) months, year after year. Example – Residence Hall or Dining Services

Temporary staff employee:

• In a position designated as temporary

• In a regular staff position on a temporary basis

Full-time:

• Work one hundred percent (100%) of unit’s normal work week.

Part-time:

• Work less than one hundred percent (100%) of the unit’s normal work week.

Non-exempt staff:

• Normal work week is anywhere from thirty-seven and a half (37.5) to forty (40) hours. Receives an hourly wage for each hour worked. Receives pay on a bi-weekly basis.

Exempt staff:

• Normal work week is at least forty (40) hours. Paid a set salary and receives pay once a month; unless a HealthCare employee and they are paid bi-weekly.

Policy 4.0: Employee Status

http://www.uky.edu/hr/policies/employee-status

http://www.uky.edu/hr/policies/employee-status



Attendance - Work Arrival

Work Week

The University’s work week is 12:01 a.m. Sunday through 12:00 midnight Saturday.

Work Arrival

Employees are expected to be at work by the start of the work day.

For time sheet purposes, tardiness is handled in fifteen (15) minute increments:

• If the employee arrives after the first minute but before the eighth, pay will be received for the full fifteen (15) minutes

• If the employee arrives on or after the eighth minute, pay will be lost for the full fifteen (15) minutes.

Arrival any time after the beginning of the scheduled work day or shift is considered late or tardy for performance purposes.

A department may allow an employee to compensate, by additional work time within the same week (make up time), for the loss of each 15 minute period missed. Departments which choose this practice must do so in writing and the practice must be applicable to all employees.

The 15 minute periods which are missed due to late arrival, are to be recorded to indicate the deduction of the 15 minute period(s) on payroll time reports.

Attendance - Work Departure

An employee scheduled to work is expected to remain on the job until completion of the last hour of the scheduled work day or shift.

A department may allow a nonexempt employee time during the last 15 minutes of the work day or shift for the purpose of cleaning up personally and replacing equipment and materials without loss of pay.

An employee who performs job duties for eight minutes or more in a 15 minute period following a scheduled departure time, shall be compensated for that 15 minute period.

Policy 70.0: Attendance / Hours of Work

http://www.uky.edu/hr/policies/attendancehours-work




Attendance - Rest, Meals and Flex Time

Rest Periods

Employees are not to work more than hours without a minute rest period.

Breaks cannot be added to meal time or to the end of the work day.

Meal Periods

Employees are allowed time for meals:

• No sooner than the third hour and

• No later than the fifth hour of the work day

Meal time must be at least thirty (30) minutes and no more than sixty (60) minutes. Employees are not compensated for meal time.

Flex-Time Schedules

Supervisors, deans, or directors may work with employees to create flex-time schedules to better meet the demands for department services.

Employees my request a flex-time schedule to better meet professional and/or personal needs.

All employee requests require approval of the supervisor, dean or director.

Department heads, managers and supervisors shall take the following into consideration prior to approval:

• Scheduling/adequate staffing

• Environmental and security considerations

• Operational functions in relation to other departments

Supervisors and employees should review flex-time use and schedules for appropriateness and employee performance days after starting and again on an annual basis.

A flex-time schedule may be changed by a supervisor or employee, with the approval of the dean or director, at any time with at least two week’s notice if:

1: _______________________________________________________________

2: _______________________________________________________________

3: _______________________________________________________________

Policy 70.0: Attendance / Hours of Work





Vacation Leave

Regular full-time staff

Exempt employees:

First through fifth year days

Sixth year and above days

Nonexempt employees:

First through third year days

Fourth through Ninth year days

Tenth year and above days

Regular part-time staff, 0.5 FTE and up

In proportion to the percentage of time worked per week.

Accrual

Vacation is accrued .

Use of vacation leave

• Vacation can only be used after it is earned

• Vacation requests shall be approved in advance by the department head or designee

• After 90 day new hire orientation period

Losing vacation leave

An employee shall forfeit vacation leave accrued and available if the vacation leave is not used:

• Campus employees - twelve months from the end of the fiscal year

• UK HealthCare employees - fifteen months from the end of the fiscal year

Policy 80.0: Vacation Leave

http://www.uky.edu/hr/policies/vacation-leave

http://www.uky.edu/hr/policies/vacation-leave



Shared Leave Pool Program

Overview

The Staff Shared Leave Pool is a pool of donated Vacation Leave (VL) time, which can be used by a staff employee who has exhausted all accrued paid leaves because of illness or injury affecting themselves or their family members.

Regular University of Kentucky staff employees with a 0.5 FTE (50% assignment) or greater can donate up to ten days of accrued Vacation Leave per year to the pool.

Vacation Leave issued through this program is subject to available balances in the pool. If the balance is zero, then vacation leave from the pool will not be awarded.

Donations:

• May 1 – September 30

» Campus – on or before June 25

» UK HealthCare – on or before September 30

• Up to 10 days per fiscal year

• Must be in full-day units

• Can NOT designate who will receive the vacation leave

• Irrevocable

Eligibility

• Holds a regular staff position of 0.5 FTE or greater

• Completed the new employee orientation period

• Incurred a catastrophic illness or injury to themselves, or is caring for a spouse, sponsored dependent or a child who has incurred a catastrophic illness or injury, and

• Exhausted or will be exhausting all accrued paid leaves

More information can be found at the Shared Leave Pool website.

http://www.uky.edu/hr/employee-relations/shared-leave-pool/about-staff-shared-leave-pool





Holidays

Holidays recognized by the University:

• New Year’s Day

• Martin Luther King, Jr. Day

• Memorial Day

• Independence Day

• Labor Day

• Presidential Election Day (every four years)

• Thanksgiving Day

• The day after Thanksgiving (Except employees of UK HealthCare – granted one floating holiday with pay.)

• Christmas Day

Regular full-time and part-time employees 0.5 FTE and up are entitled to regular pay on a holiday.

When an employee is scheduled to work on a holiday which falls on a Saturday or Sunday, that Saturday or Sunday shall be considered the holiday for purposes of granting equivalent time off.

When an employee is required to work or is normally off on any University holiday, equivalent time-off with pay shall be granted on another scheduled work day, within a specified period of six weeks, at the convenience of the department.

An employee who is in an unpaid status on a scheduled day immediately before or after a holiday shall not be paid for the holiday.

Policy 83.0: Holiday Leave

http://www.uky.edu/hr/policies/holiday-leave




Holidays - Bonus Days

Special holidays (bonus days) may be granted by action of the Board of Trustees or the President.

Special holidays shall be taken in accordance with a schedule as arranged by the departments within the period of time outlined by the President.

A department with special scheduling and staffing needs may schedule the bonus days at the department’s convenience, as close to the bonus days as possible, and preferably within six weeks, but no more than 12 weeks.

Only employees who are employed prior to the cut-off date established by the President shall be eligible for the special holidays.

An employee whose retirement occurs during a special or regular holiday period will receive that special or holiday pay.

Note: Departments are encouraged to be sensitive to the importance of official religious holidays. Every effort should be made to allow an employee to observe official religious holidays.

Possible alternatives may be to allow an employee to substitute one of the official University holidays (assuming this arrangement is compatible with the department’s operating schedule), or to allow the employee to use accrued vacation leave. If all accrued vacation is exhausted, a department head may grant leave without pay.

Policy 83.0: Holiday Leave





Temporary Disability Leave

Accrual

Regular full-time employees: a month

Part-time employees 0.5 FTE and up: proportionate to time worked

TDL for necessary time off due to an illness or injury of a family member may be used in accordance with this policy. For the purposes of this policy, a family member is defined as:

a. Spouse,

b. Sponsored adult dependent,

c. Child,

d. Sponsored child dependent,

e. Grandchild,

f. Mother/Father,

g. Grandmother/Grandfather,

h. Brother/Sister, (Note: b. - h. include steps, halves and in-laws of the same relationship)

i. Aunt/Uncle,

j. Niece/Nephew, (Note: i. - j. include relationships created by marriage)

k. Legal dependent of the employee,

l. Other persons with whom the employee has a “loco parentis” relationship.

Note: In cases where two family members work in the same department, use of TDL on the same day(s) for the purpose of caring for the same family member must be approved by the dean or director.

Policy 82.0: Temporary Disability Leave

http://www.uky.edu/hr/policies/temporary-disability-leave




Temporary Disability Leave - Continued

Pregnancy, childbirth, and adoption

A presumption of weeks ( working days) recovery period shall be made in the case of childbirth.

Fathers may take up to days of TDL for the birth of his child.

Both mothers and fathers may take up to days of TDL for the adoption of a child.

General Information

Departments may establish TDL policies consistent with this one.

Abuse of TDL may cause for more restrictive reporting and certification requirements for an individual employee.

TDL may be used for time off for medical or dental appointments. The employee shall have prior approval of the supervisor.

Absence more than ten days beyond all paid leave shall be reported to Compensation.

Policy 82.0: Temporary Disability Leave





Family and Medical Leave

Who qualifies?

Any employee who has been a University employee (regular, temporary, faculty or student) for 12 months (within the last 7 years) AND that has worked at least 1,250 hours during the previous 12 month period.

What for?

How much time?

Up to twelve (12) weeks in a twelve (12) month period. The time may be consecutive or intermittent.

Is this on top of TDL?

No. FML is unpaid leave that works with TDL and vacation leave. TDL and vacation are used with FML to keep the employee in a paid status as long as possible.

Additional Information:

http://www.uky.edu/hr/employee-relations/family-medical-leave

Policy 88.0: Family and Medical Leave

http://www.uky.edu/hr/policies/family-and-medical-leave

http://www.uky.edu/hr/employee-relations/family-medical-leave

http://www.uky.edu/hr/policies/family-and-medical-leave



Other LeavesFuneral Leave

An employee with a full-time equivalent (FTE) of 0.5 or greater shall be granted funeral leave, with pay, in accordance with this policy.

1: An employee shall be allowed funeral leave up to five working days for the death of:

a. A mother/father, b. A brother/sister,

(Note: a. & b. includes steps or halves of the same relationship; in the case of a step-parent, s/he must have been directly responsible for the employee)

c. A spouse, d. Sponsored adult dependent e. A child (step-child if the employee is directly responsible), f. Sponsored child dependent , or g. Other persons with whom the employee has a “loco parentis” relationship.

2: An employee shall be allowed funeral leave up to two working days for the death of

a. Step-mother/Step-father; b. Step-child;

(Note: a. & b. employee/step-parent is/was not directly responsible for care as child)

c. Grandparent; d. Grandchild;

(Note: c. & d. include steps, halves and in-laws of the same relationship) e. Aunt/Uncle; f. Niece/Nephew;

(Note: e. & f. include relationships created by marriage) g. Legal dependent of the employee.

3: An employee shall be allowed funeral leave up two working days for the death of any of the following relationships created by marriage (in-law) or by a sponsored adult dependent:

h. Mother /Father; i. Brother /Sister; j. Son /Daughter; k. Child.

In cases requiring extensive travel time, the employee may be granted an additional two days off with pay. (Applies to #1, 2 and 3 above) Note: Extensive travel is defined as travel distance greater than 100 miles, one way.

An employee may be allowed funeral leave up to one-half a working day, at the discretion of the department head, for other relatives, associates or close friends.

Note: A “day” for funeral leave purposes is defined as the number of hours an employee works in a regularly scheduled work-week, divided by five.

Policy 84.0: Funeral Leave

http://www.uky.edu/hr/policies/funeral-leave

http://www.uky.edu/hr/policies/funeral-leave



Other Attendance Policies

Voting

In cases where voting cannot be accomplished in off duty-hours, the University shall grant an employee time off to vote in consideration of provisions of Kentucky Revised Statutes (KRS) 118.035 (2) and (3)

A regular employee with a FTE of 0.5 or greater, requesting time off to vote and following the established process, will receive time off with pay, not to exceed hours.

Note: A regular employee with a FTE of 0.5 or greater who accepts a position as an election official must use accrued vacation leave for that absence.

Policy 72.0: Voting

http://www.uky.edu/hr/policies/voting

Jury Duty

Any employee who is called for jury duty shall be granted time off to fulfill this responsibility.

• A regular employee will be granted time off with pay for jury duty.

• An employee receiving jury duty pay from the court is entitled to keep that pay.

• The department head is responsible for receiving the copy of the call for jury duty and scheduling the employee’s time off.

Policy 73.0: Jury Duty

http://www.uky.edu/hr/policies/jury-duty

Uniformed Services

It is the policy of the University to comply with the Uniformed Services Employment and Reemployment Rights Act of 1994 (USERRA).

An employee who is called for training or active duty in the Uniformed Services of the United States is eligible for Uniformed Services Leave, provided the employee gives notice of the military obligations.

Eligibility for Uniformed Services Leave extends to regular employees (faculty and staff), but does not apply to temporary employees.

Upon return from Uniformed Services Leave an employee has the right to be restored to his/her position with the same seniority, status and pay they would have had if they had never left. Employees generally are entitled to these reemployment protections for up to five years under federal law.

Policy 75.0: Uniformed Services Leave (Military Leave)

http://www.uky.edu/hr/policies/uniformed-services-leave-military-leave

http://www.uky.edu/hr/policies/voting

http://www.uky.edu/hr/policies/jury-duty

http://www.uky.edu/hr/policies/uniformed-services-leave-military-leave



Equal Opportunity

All employment decisions shall be made uniformly on the basis of merit.

Equal opportunities shall be provided for all persons throughout the University in recruitment, appointment, promotion, payment, training, and other employment practices and any employee or applicant for employment shall not be discriminated against on the basis of:

• Race • Color • National Origin • Ethnic Origin • Religion • Creed • Age • Physical or Mental Disability • Veteran Status • Uniformed Service • Political Belief • Sex • Sexual Orientation • Gender Identity • Gender Expression • Pregnancy • Marital Status • Genetic Information • Social or Economic Status

The University also does not discriminate on the basis of smoking status. Of course, individuals must comply with University policy concerning smoking and tobacco use.

Policy 2.0: Equal Opportunity, Discrimination, and Harassment

http://www.uky.edu/hr/policies/equal-opportunity-discrimination-and-harassment

http://www.uky.edu/hr/policies/equal-opportunity-discrimination-and-harassment



Student & Temporary Employment

Student Employment

http://www.uky.edu/hr/employment/student-employment

HR Student Employment’s goal is to help students find off-campus jobs while attending the University of Kentucky and to help employers by advertising positions and screening students to be referred for consideration.

• Online job posting lists flexible student jobs in a variety of fields. Postings begin with the prefix “SE”.

• Screening interviews match students with jobs that fit individual skills, schedules, and interests.

• Referrals put students in contact with employers who will meet their requirements.

Temporary Employment

HR Temporary Employment is a full-service staffing agency for the University of Kentucky that fills full-time, part-time, short-term, and long-term positions throughout the UK campus and UK HealthCare. Requests for STEPS employees are submitted via the Integrated Employment System (IES).

Hiring STEPS Employees

http://www.uky.edu/hr/employment/hiring-officials/ies-resources/hiring-steps-employees

Quick Guide for Posting STEPS Positions

http://www.uky.edu/hr/sites/www.uky.edu.hr/files/employ/documents/QG_STEPS_PostNewPosition.pdf

http://www.uky.edu/hr/employment/student-employment







UK Workers’ Care

The University of Kentucky provides Workers Compensation for injuries which occur on the work site and for eligible occupational illnesses.

The plan adheres to the guidelines of Kentucky Revised Statute 342. If you are injured within the course of employment, report your injury to your supervisor as soon as possible.

The injury should be reported immediately by calling (800) 440-6285.

Policy 96.0: Workers’ Compensation

http://www.uky.edu/hr/policies/workers-compensation

Additional Information

http://www.uky.edu/hr/benefits/more-great-benefits/workers-compensation

Light Duty

Employees injured during the course and scope of employment may be offered light duty if an MCO medical provider assigns temporary physical restrictions.

• If the employee’s regular department can accommodate the temporary physical restrictions, the employee is required to perform light duty work to the best of his/her ability within the restrictions established by the MCO medical provider.

• If the employee’s regular department is unable to accommodate the temporary restrictions, the employee may be assigned to the Light Duty Program.

http://www.uky.edu/hr/policies/workers-compensation

http://www.uky.edu/hr/benefits/more-great-benefits/workers-compensation



Online Information

Tobacco-Free Policy

http://www.uky.edu/TobaccoFree/

Updates to Policy


Absence Record Form

http://www.uky.edu/hr/forms/absence-record

Holiday Announcement and Attendance / Absence Codes

https://www.uky.edu/hr/hr-home/official-staff-holiday-schedule

eForms

http://www.uky.edu/eForms/

http://www.uky.edu/TobaccoFree/


http://www.uky.edu/hr/forms/absence-record

https://www.uky.edu/hr/hr-home/official-staff-holiday-schedule

http://www.uky.edu/eForms/

notes

HR T&D University SuperVision HR Policies and Procedures22

HR Policies and Procedures · HR Policies and Procedures ... once a month; unless a HealthCare...

Documents

Transcript of HR Policies and Procedures · HR Policies and Procedures ... once a month; unless a HealthCare...