HR Policies: Flex-time, Staff Vacation, Overtime: AUPE Support Staff

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HR Policies: Flex-time, Staff Vacation, Overtime: AUPE Support Staff

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Course Objectives

At the completion of this course, you will be able to:– Explain the business process, rules and procedures of each of

the policies– Describe employee and manager accountabilities and

responsibilities– Explain how these policies integrate with other HR policies and

the Authority and Accountability framework– Describe which policy employees (based on their employment

status or type) are eligible for– Explain exceptions to each of the policies and how to manage

them– Describe the required forms for each of the policies

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New Human Resources Policies

Purpose: Provide a healthy work place by helping employees attain a work/life balance while ensuring the operational needs of the University are being met

Purpose: Provide a healthy work place by helping employees attain a work/life balance while ensuring the operational needs of the University are being met

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Why new Human Resource policies?

Improve efficiencies and internal controls Comply with Auditor General and Tri-Council

recommendations Manage liability Utilize staff time and manage work schedules

more effectively Continuous improvement and align with other

upcoming enhancements designed to streamline processes and improve service

– New Hire /Job change / Termination

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Why new Human Resource policies?

Clarify the University’s guidelines for: – the scheduling and taking of vacation time (for MaPS and

Support staff)– the earning and taking of flex-time (Support staff) – the administration, recording and pay out of overtime hours

(Support staff)

Ensure that eligible employees are provided the same opportunity for vacation, flex and overtime

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Employee Type Eligibility

Flex Vacation Overtime

All full-time AUPE regular, limited term, fixed term or sessional Employees *Does not apply to Academic and Management and Professional staff (MaPS) staff members

All eligible Management and Professional Staff (MAPS), AUPE

All eligible AUPE

Department participates in the flex-time work arrangement

Is in addition to and does not replace Overtime provisions in Collective Agreement

The table below shows the employee type eligibility for each of the policies:

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Integration with Time Keeping Process

Time Keeping process

– Tracks flex-time and vacation earned and taken, overtime approved and paid

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Flex-time Policy

Flex-time: Is an alternative work schedule that allows work

units to have extended hours ensuring increased customer service opportunities

Standardizes the process for considering, approving and implementing flex-time

Clarifies the joint responsibility of the department and the employee

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Flex-time Eligibility

Applies to:– AUPE Regular, Limited Term, Fixed Term or Sessional

Employees who have successfully completed their probationary period

– Does not apply to Academic or Management and Professional staff (MaPS) staff members

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What is the Eligible Flex-time Earning Period? Earned outside the Normal Work Day which

ensures at least a one-half (½) hour unpaid meal break at approximately the midpoint in the work day

Rest periods are considered breaks– Flex-time earning period will not include working through the

breaks

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Special Situations

Exceptions may be made for the purpose of accommodating an Employee who must deal with an extraordinary matter

– Subject to the approval of the Manager

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Responsibilities - Staff

Know if their Department participates in the flex-time program

Be aware of the policy and procedures

Consult with Manager to discuss Flex-time proposals

Submit written proposals, in the required format, and sign the approved detailed written agreement

Use banked flex-time according to agreement with Appropriate Manager

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Responsibilities - Manager

Be accountable for the management and implementation of the policy and its potential to result in a fiscal liability

Assess the operational impact of Flex-time requests

Approve or recommend approval for Flex-time requests

Manage the flex-time arrangement

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Understand the proper planning required and discussions to have with staff

Review the Flex-time Policy and develop a plan to reduce banked flex-time in their Department

Review Flex-time Policy and develop a plan for flex-time as it applies to their Faculty / Department and staff

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Flex-time Program

Eligible employees may request to work a Flex-time schedule– New form available on August 1, 2010

Must be mutually agreeable to the employee, supervisor and unit manager– Should not negatively impact the overall operations of the unit

Units may set up individual schedules differently based on peak user and staffing demands

Flex time is earned and used on a regularly scheduled basis

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Flex-time Program

Flex-time must be earned in 30 minute increments outside the regularly scheduled hours of work

– 30 minute increment must be added to all timesheets

Can only be accumulated to a maximum of two days – Days off must be scheduled

Must be operationally viable and, at the Manager’s discretion, can be discontinued at any time

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Flex-time Program

Terminations

– Once an employee has handed in their resignation or retirement notice, they may no longer earn flex-time

– Any earned flex-time hours must be used prior to the employee’s last day

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Scheduling

To track flex-time, staff members are required to add the 30 minute increment to all timesheets

Flex-time hours are to be approved by the manager and updated in the HCM timesheet system

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Special Circumstances and Transfers

Special Circumstances:– Unforeseen circumstances may result in rescheduling of a

previously scheduled flex day– In the case of a manager requested change, the employee

must be given appropriate notification (Article 18)

Transfers: – Earned but unused Flex-time must be used prior to a transfer

(Article 44)

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Staff Vacation Policy

Joint responsibility of the department and the employee to ensure vacation leave is scheduled and taken at a mutually agreeable time.

Department shall use its discretion in scheduling vacation based on:– the occurrence of peak workload periods,– employee’s length of Service– other factors relevant to the operation of the department and the

personal circumstances of the employee.

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Staff Vacation Eligibility

Applies to:– Eligible Management and Professional Staff (MaPS), Alberta

Union of Provincial Employees (AUPE)

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Staff Vacation Policy

Employees accrue Vacation on an hourly basis, commencing their first day of employment

AUPE employees should refer to the vacation guidelines outlined in the AUPE Collective Agreement in conjunction with this policy/procedures

MaPS employees should refer to the Human Resources website

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Vacation Entitlement and Accrual

Employees start earning Vacation on their first day of employment (anniversary date)

– Employees who have not completed one (1) year of continuous employment are entitled to a pro-rated Vacation period reflecting the period they have worked.

– Employees, who have not successfully completed the first six months of employment will not be entitled to utilize Vacation unless an agreement to do so was reached during the original employment contract negotiation

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Vacation Entitlement and Accrual

Recurring part-time, casual and students– Earn a percentage and are paid out in lieu of vacation on their

pay cycle

Staff members on an approved reduced work load appointment

– Receive a pro-rated portion of the Vacation

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Vacation Scheduling

As per Employment Standards– The Employer is permitted to determine when vacation may

be taken if the employee has not taken it twelve (12) months after it is earned

– If the employer and employee cannot agree on a mutually agreeable date on which the employee’s vacation is to start, the employer must give the employee at least two (2) weeks written notice of the date on which the employee’s annual vacation is to start and the employee must take the vacation at that time

Management– Ensure employees’ schedule and take vacation, record

vacation and have approval for carryover of vacation

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Vacation Scheduling

Employees:– Ensure their vacation is scheduled and taken on an annual

basis– Record their vacation– Request and receive approval for carryover of vacation– Request vacation using the Time Off Request Form

Requests for vacation: Time Off Request Form– http://www.ucalgary.ca/hr/forms/maps_support-staff

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Time Off Request Form

Employee Last Name: Employee First Name: Empl ID: Empl Rcd Nbr:

Empl Class Dept ID: Department/ Faculty Name:

Type of Leave: From: To:

Vacation Prior to Completing ProbationFrom: To:

Reason:

Last Day Worked: Start Date of Leave: End Date of Leave:

Phone #: Email: Date:

Department Signature: Phone #: Email: Date:

Additional Comments:

Original Return to Work Date: Revised/Return to Work Date:

Department Signature: Phone #:

Comments:

VacBenefits Advisor: Date:

Notification of Return from Leave or Notice of Extension (Leave Without Pay & Parental Leave)

Employee Signature:

Request for Leave of Absence

Employee Information

MUST COMPLETE: Maternity, Parental, Adoption, Leave without Pay, or Apprenticeship

Approvals

Last Update: 2010/03/25HR-LAR

Date (yyyy/mm-dd):

HR Use Only

HUMAN RESOURCESAdministration 202Telephone: (403) 220-5932

Fax: (403) 284-5753Time off Request FormMaPS/ Support Staff (AUPE) - SALARIED

Competed form Must be submitted to the Appropriate ManagerManager: The completed form for Maternity, Parental, Adoption, Apprenticeship Leave

this form MUST be sent to [email protected]

-- Please Select --

MM DDYYYY MM DDYYYY

MM DDYYYY MM DDYYYY

MM DDYYYY MM DDYYYY

MM DDYYYY MM DDYYYY

-- Please Select --

MM DDYYYY

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Carryover of Vacation

Employees will not generally be permitted to carry vacation from one Vacation Year to the next

– Employee may request Approval from the Manager to carryover vacation from one Vacation Year to the next up to a maximum of five (5) days

– Specific situations may allow carryover of vacation• Employee has intent to plan, schedule and request an extended

vacation which requires more than the regular vacation entitlements available during that vacation year

• Where a long duration illness has prevented an Employee from taking scheduled vacation

• In extenuating circumstances, Management may request an employee to defer their vacation.

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Carryover of Vacation

Carryover vacation entitlement must be used in the subsequent Vacation Year

– Carryover of the maximum of five (5) days will be based on the understanding that the carryover plus the next year’s vacation entitlement will be taken prior to the end of the next vacation year

Employees will not receive pay in lieu of vacation Requests for carryover of vacation should be:

– Made on the Time Off Request Form at least 3 months prior to the end of the vacation year

– Indicate the specific reason for the carryover

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Vacation in Advance

Subject to the written Approval of Management, up to five (5) working days of Vacation may be taken in Advance of having earned them

Employees will submit a request for Vacation in Advance using the Time Off Request Form

– Include the specific reason for the Advanceof vacation

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Special Circumstances

Extenuating Circumstances – May request carryover of more than five (5) days of Vacation

from one vacation year to the next – Employees must apply, in writing, to the Manager for approval – Manager notifies Human Resources the approval of carry over

vacation

Employment milestones – Eligible employees are awarded additional Vacation days at

certain milestones of their employment relationship with the University of Calgary

– The Support Staff award is granted on the individual employee’s Anniversary Date ( 8yrs = 5days)

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Termination of Service

Redeployment– Any banked vacation entitlement that exceeds one year of

entitlement, paid out immediately upon election of the redeployment option

All earned vacation will either be– Used prior to the employees last day of employment or– Will be paid out to the employee on his/her last pay. (Article

29.05)(e)

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Familiarize yourself with the staff vacation policy

Use accrued vacation time according to the policy and collective agreement

Consult with Manager when developing a plan to reduce banked vacation time

Submit time off request form to Manager for approval

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Review Vacation Policy and understand how to apply it

Develop a plan to reduce banked vacation

Understand their accountabilities and responsibilities for the reduction of the financial liability resulting from un-used vacation

Accountable for the day-to-day management and application of the policy

– Recognize its potential to result in a fiscal liability for the University

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Planning Department is responsible to establish vacation

schedule to reduce liability– Vacation schedules should be part of overall planning

Staff and Managers review early in the year– Vacation Entitlements– Plans for vacation

Establish peak work periods and minimum staffing levels model

Requests for vacation submitted as early as possible– Conflicts may occur; efforts should be made to reach a compromise– Seniority may be used if compromise cannot be reached

Staff member’s work load is covered

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Special Circumstances

Rescheduling vacation– Extenuating circumstances (death, hospitalization due to

illness, accident)

– Manager may request documentation to verify circumstances

– Manager should consult with HR to determine how or whether to reallocate vacation

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Overtime Policy

Purpose: Promote a healthy work experience by: Recognizing the need for occasional overtime to meet

extraordinary situations Ensuring overtime hours and premiums are administered

consistently, fairly and equitably; recorded accurately, paid correctly, are compliant with collective agreement and do not negatively impact on the individual or the University

Purpose: Promote a healthy work experience by: Recognizing the need for occasional overtime to meet

extraordinary situations Ensuring overtime hours and premiums are administered

consistently, fairly and equitably; recorded accurately, paid correctly, are compliant with collective agreement and do not negatively impact on the individual or the University

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Overtime Eligibility

Applies to:– Unionized employees.

• Is in addition to and does not replace Overtime provisions in the current Collective Agreement

– Does not to apply to academic staff members or Management and professional Staff (MaPS) members

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Approval of Overtime and CTO (Comp Time Off)

Overtime must be pre-approved and authorized by the Manager– Casual, temporary, temporary relief, recurring part-time and student

employees normally must be authorized to work overtime– Time worked without prior approval from management may not be

compensated

CTO must be pre-approved and authorized by the Manager.– The employee either receives pay or CTO

Approval of Overtime and CTO

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Time worked without prior Approval from Management is deemed ineligible for overtime compensation except in emergency situations. This includes time worked by choice by the employee:

– during lunch and rest periods– when arriving early or – when leaving late

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Utilization of CTO

Must be pre-approved by the Manager on the Time Off Request Form and utilized within three months of the end of the pay period in which it is accumulated.

– An employee must have sufficient CTO accumulated to cover the time requested as CTO.

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Funding, Emergencies and SpecialSituations Funding

– Overtime funded by Department with the budget authority

Emergencies– If OT is worked without prior authorization you need to

communicate amount of OT and details to Manager as soon as possible

Special situations– Employer may schedule banked CTO on behalf of employee

• Advises employee at least three weeks before the date it is taken

– Employees participating in a graduated return to work plan or in reduced duties leading to retirement are not permitted to work overtime

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Know the approval process for overtime

Be requested and approved to work overtime

Follow defined procedures relating to initiating and approving overtime

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Be accountable for the management and implementation of this policy and its potential to result in a fiscal liability for the University of Calgary.

Ensure overtime is recorded on the timesheet accurately and submitted in a timely manner

Ensure overtime bank balances are accurate

Ensure approved CTO does not accumulate as a liability for the employer beyond the 3 month timeframe

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Develop a plan to reduce banked overtime in their dept

Develop a plan to reduce the NEED for overtime in their Department

May delegate authority to approve to a supervisor

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Emergencies and Terminations

Emergencies– An employee who attends work to assist with an emergency

situation is compensated for overtime worked– If an employee is called back to work after regular hours,

employee is compensated for call out and overtime worked

Terminations– All earned CTO should be used prior to last day of work and

remaining CTO will paid out.

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Reporting – Pay Advice

Change to the pay advice has been made

Enables employees to see the number of Flex Hours, Vacation Hours and Overtime Hours earned

Accessed through MyUofC portal - Effective August 25, 2010

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Timelines

Each Department is responsible for implementing the new policies and processes with assistance from Support Services

Flex-time, Vacation and Overtime policies effective August 1, 2010

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Where to go for Help

Human Resources Website (policies, forms, FAQs)– http://www.ucalgary.ca/hr/about_hr/policie

s_procedures

Support Services HR Lynne Osborne, Director [email protected]

Stephanie Wyne, HR Consultant [email protected] Jessa, HR Consultant [email protected]

HR Help Desk

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Course and Learning Evaluation

Please complete the course evaluation

HR Policies: Flex-time, Staff Vacation, Overtime: AUPE Support Staff

Documents

Transcript of HR Policies: Flex-time, Staff Vacation, Overtime: AUPE Support Staff