Hrproj Policyquickref 907

Quick Reference Policy Summaries
For

Administrative / Professional Exempt

Overtime Eligible Non-Bargaining Unit

Clerical Technical (HUCTW)

The following Policy Summaries do not apply to
Temporary and Less than Half Time Employees

This is provided as a general overview of policies. In the event of inconsistency between
these summaries and the relevant manual(s) or plan document(s), the applicable manual or
benefit plan document will govern. For further information please reference: HUCTW
Personnel Manual and Administrative/Professional Personnel Manual or contact Labor and
Employee Relations at (617) 495-2786.

Labor and Employee Relations, Summary Guideline, November 2002

Quick Reference Policy Summaries

Bereavement ...................................................................................................................... 1
Compensatory Time Banks.............................................................................................. 2
Child Labor Laws: Hours of Work for Minors ............................................................ 3
Extra Comp / Additional Earnings, Temporary Concurrent Jobs .............................. 4
Grievance / Problem Solving............................................................................................ 5
Holiday Accrual and Pay for HUCTW Staff and Overtime Eligible Non-Bargaining
Unit Staff............................................................................................................................ 6
Holiday Accrual and Pay for Exempt ............................................................................. 7
Layoff ................................................................................................................................. 8
Maternity Leave .............................................................................................................. 10
Meal Allowance ............................................................................................................... 11
Military Leave ................................................................................................................. 12
Orientation and Review (Probationary Period)........................................................... 14
Parental Leave................................................................................................................. 15
Pay for Hours Worked over 40 in a Week – OT Calculation ..................................... 16
Pay Increase Program .................................................................................................... 17
Personal Days .................................................................................................................. 18
Release Time.................................................................................................................... 19
Shift Differential.............................................................................................................. 20
Short Term Disability ..................................................................................................... 22
Sick Pay............................................................................................................................ 23
Timesheets for Hours Worked....................................................................................... 24
Unpaid Leaves Personal Career Development, Government Appointments ............ 25
Vacation Accrual & Longer Service Bonus Days ........................................................ 27
Winter Recess in FY03 and FY04.................................................................................. 29

This is provided as a general overview of policies. In the event of inconsistency between this summary and the relevant manual(s) or
plan document(s), the applicable manual or benefit plan document will govern. For further information please reference: HUCTW
Personnel Manual and Administrative/Professional Personnel Manual or contact Labor and Employee Relations at (617) 495-2786

Bereavement
Policy
A staff member will be excused with pay for up to three days absence for a death in the
immediate family or household. A longer paid absence may be appropriate in circumstances of
logistical difficulty or severe emotional distress, if approved by the supervisor.

For the purpose of this policy, immediate family includes husband and wife, son and daughter
(including stepchildren), grandchildren, son and daughter-in-law, parents (including stepparent),
grandparents, father and mother-in-law, brother and sister (including stepbrother and stepsister),
and brother and sister-in-law; and household includes individuals regularly sharing staff
member’s residence.

Overtime Eligible In addition to above bereavement policy:
Clerical/Technical, HUCTW
In exceptional circumstances, a paid absence similar to
bereavement leave described above may be appropriate for
mourning the death of a person whose relationship is not
defined in the above statement but whose impact is
comparable to that of the immediate family. Such
arrangements will be made in consultation with the
employee’s supervisor and/or local human resources office.

Eligibility
Overtime Eligible
Clerical/Technical, Confidential
The bereavement policy applies to all.
“Grandfathered”
Formally classified as Exempt
Non-Bargaining Unit

Exempt

1
This is provided as a general overview of policies. In the event of inconsistency between this summary and the relevant manual(s) or plan
document(s), the applicable manual or benefit plan document will govern. For further information please reference: HUCTW Personnel Manual
and Administrative/Professional Personnel Manual or contact Labor and Employee Relations at (617) 495-2786

Compensatory Time Banks
Policy
Overtime for Hours under 40 and Use of Compensatory Time
An employee who works more hours than his/her regular schedule but not more than
forty hours during a particular workweek may either:

Be paid straight time (regular hourly rate) for these additional hours,
Or
Assign to him/herself the right to receive compensation for these hours at a future date
by banking these hours in a non-interest-bearing compensatory time-off account for
future use as paid time off.
While the time off should be arranged with the supervisor, employees may request the
financial compensation at any time. Employees will not be able to accrue more than 40
unused compensatory hours, and although these hours may be carried over from year to
year, they must be paid out at termination and will ordinarily be paid out at the time of
transfer to another position.

Eligibility
Overtime Eligible Compensatory Time Bank policy applies to all.
Clerical/Technical Confidential
“Grandfathered”
Non-Bargaining Unit

Exempt Not eligible for compensatory time.

2

Child Labor Laws: Hours of Work for Minors
Restrictions of Hours of Work
Restrictions on Types of Employment
Permit and Posting Requirements
Significant Penalties for Violations
Applies to all types of employees (regular and temporary)

• Driving or acting as an outside helper on a motor vehicle.
Minors under age 18 may • Work involving exposure to radioactivity.
not be employed in
• Work involving operation of certain power-driven machinery.
hazardous occupations such
as: • Work in places where alcoholic beverages are sold.

• With some exceptions, may work only between the hours of
6 a.m. and 10 p.m.
Minors ages 16 and 17 • May work up to 6 days and 48 hours in a week, but no longer
than 9 hours per day.
• Employer must obtain an educational certificate from the
school district.
• Work hours, including breaks and meal times, must be posted.
• May work a maximum of 3 hours on a school day, 8 hours on
a non-school day.
Minors under age 16 • May work 18 hours per week on a school week, 40 hours in a
non-school week.
• May only work between the hours of 7 a.m. and 7 p.m. (may
work until 9 p.m. June 1 to Labor Day).
• May not work more than 6 days per week.
• May not work during school hours.
• Employer must obtain an educational permit from the school
district.
• Work hours, including breaks and meal times, must be posted.

3

Extra Comp / Additional Earnings,
Temporary Concurrent Jobs
Policy
Extra compensation is defined as an unusual, nonrecurring, and extraordinary payment for Harvard
work that falls entirely beyond a staff member's normal, regular job assignment. Extra compensation
should not be used as a regular supplement to an employee’s salary.

Normally, work to be compensated is performed outside the staff member's normal work schedule.
If the extra compensation will be performed in a department other than a staff member's regular
department, prior approval for the work should be obtained from the regular department.

In the new HR System extra comp assignments will normally be set up as a concurrent
Temporary Job (limited to a duration of 3 months). In some instances, such work may be
compensated through Additional Earnings.

The above conditions do not necessarily apply to acting appointments. If an employee is temporarily
promoted to an acting position, the hiring department should discuss with the local human resources
office what, if any, salary increase might be appropriate.

Pay Rate and Overtime Obligations

If the additional work performed is comparable to the staff member's regular duties, his/her normal
rate of pay shall apply. If the additional work is significantly different from the normal duties, the
local human resources office may approve a different rate of pay.

All hours worked over 40 in a regular workweek by an overtime eligible employee must be
compensated at time and one half, regardless of whether or not the work is done in the same
department, or whether the work is the same or significantly different from the employee’s regular
work.

If an overtime eligible employee is paid for additional work at a different rate of pay and the hours in
his/her workweek exceed 40, the overtime rate will be established by calculating the blended rate of
the regular rate and the rate for the extra work.

4

Grievance / Problem Solving
Eligibility
Overtime Eligible Problems are often solved at the most local and informal level, that is, between
Clerical/Technical, HUCTW individual members and supervisors/managers. However, there will be times
when a problem cannot be resolved this way and should be referred to a
Regional Problem Solving Team.

There are four Regional Problem Solving Teams (RPSTs) at the University:
FAS, the Longwood Campus, Central Administration, and Professional Schools
(including the Radcliffe Institute). Each team has equal numbers of union
members and managers.

If a mutually agreeable outcome is not reached a the RPST level, the case may
go on to the next step, the University Problem Solving Team (UPST). The
UPST is composed of equal numbers of union leaders and University
administrators or HR officers. They work in the same fashion as the Regional
Teams, but accept cases from across the University.

RPST and UPST resolutions to which all parties have agreed are binding, but
are not precedent-setting.

If resolution is not reached at the UPST level, the next and last step of the
negotiated problem-solving process is Mediation to Conclusion. Mediation
resolutions are legally binding.

Overtime Eligible Staff may request formal review of work-related problems and work-related
Clerical/Technical, Confidential decisions such as discipline or termination of employment. The grievance
process is not available when employment will not be extended beyond a
“Grandfathered”
previously established term and when termination of employment was due to
layoff or reduction in staff.
Non-Bargaining Unit
Request for review must be timely. The initial review will be conducted by the
Exempt local Human Resources Office. A second review may be conducted by the
Dean/Vice President (or their designee) responsible for the unit.

In the case of termination of employment (except as noted above) additional
formal review at the University level may follow.

5

Holiday Accrual and Pay for
HUCTW Staff and Overtime Eligible Non-Bargaining Unit Staff
Holiday Accrual: Calculating the Holiday Benefit
HUCTW Staff Non-Bargaining Unit Overtime Eligible Staff
Holidays are not pro-rated for part-time or flex schedule Non-bargaining unit overtime eligible staff who work part
employees. HUCTW staff who are scheduled to work on a time earn pro-rated holidays based on their percent of work
holiday will be paid their regular pay for the day. effort. (A ½ time employee earns ½ a holiday for each
Therefore, a part time, or full-time flex time employee will observed holiday.) These employees may need to
not need to supplement holidays with other paid time off supplement their pro-rated holiday with other paid time off
(personal time, vacation, compensatory time). (personal time, vacation, compensatory time) in order to be
paid their usual pay for a holiday. Staff who work a full time
flex schedule earn holidays at 1/5 their regular weekly
schedule. They may need to supplement the holiday earned
with other paid time off to receive regular pay for the
holiday.

Example for part time schedule: Example for part time schedule:
Miriam works ½ time with the following regular schedule: Joan works ½ time with the following regular schedule:
Mon 7, Tues 7, Wed 3.5 Mon 7, Tues 7, Wed 3.5
On a Monday holiday (a day scheduled for 7 hours), On a Monday holiday (a day scheduled for 7 hours), Joan
Miriam will receive regular pay for 7 hours of work has earned ½ a holiday and therefore must supplement the
without using other paid time off. earned holiday with other paid time off (personal time,
vacation, compensatory time).

Example for full-time flex schedule: Example for full-time flex schedule:
John works 35 hours per week with the following Mark works 35 hours per week with the following schedule:
schedule: Mon 10, Tues 10, Wed 10, Thurs 5 Mon 10, Tues 10, Wed 10, Thurs 5
On a Monday holiday (a day scheduled for 10 hours), John On a Monday holiday (a day scheduled for 10 hours), Mark
will receive regular pay for 10 hours of work without using has earned 7 hours for a holiday and therefore must
other paid time off. supplement the earned holiday with other paid time off
(personal time, vacation, compensatory time).

Holiday Pay and Floating Holidays
The following is the same for both groups:
Working on the Holiday Floating Holidays
If a staff member works on a holiday, s/he is paid 1.5 If the holiday falls on a day the employee is not scheduled to
his/her regular rate for the hours worked and can either work, the employee may take a floating holiday (based on 1/5
receive an additional day’s pay (based on 1/5 his/her his/her regular weekly scheduled hours) at another time within
regular weekly schedule) or take another paid day off the same fiscal year.
(floating holiday, based on 1/5 his/her regular weekly
schedule) within the same fiscal year.
Continued on next page

6

Holiday Accrual and Pay for Exempt

Eligibility Policy
Exempt Holidays that Fall Within the Work Schedule
Exempt staff who are normally scheduled to work on a day on which a holiday falls (and
do not work that day) will be paid their normal salary for that week. This applies to flex-
time and part-time staff as well.

Holidays that Fall Outside the Work Schedule
Exempt staff who are not scheduled to work on a holiday will be paid their normal salary
for that week, and will be allowed to bank 1/5 of their regular weekly schedule as a
holiday day for use at another time within the same fiscal year.

7

Layoff
Policy
Job elimination (layoff) should not be viewed as common practice in departmental
reorganizations or other administrative changes; every effort should be made to ensure the
security of employment. Following notification of a pending layoff, a staff member will meet
with his/her local human resources officer to identify a case manager who will work with the
staff member to develop a transition plan. The transition plan may include services such as
skills assessment, resume creation/revision, effective interviewing training, career assessment
and exploration, and/or assistance in identifying other job opportunities both inside Harvard and
beyond.

A department or organizational unit laying off a staff member continues to have an obligation to
him/her for two years following the layoff. During this time, the department or unit must (1)
make an offer of employment to the staff member should the same job become available again,
or (2) give strong preference to him/her in filling any new job having similar duties and
responsibilities, provided the laid-off staff member is qualified to perform the duties of the open
position. If a staff member on layoff status is being considered to fill a comparable or higher
level position anywhere within the University, the posting requirements may be waived with the
approval of the local hiring human resources officer.

If a laid-off staff member is re-employed in a Harvard position before his/her severance pay has
been exhausted, the staff member will refund the excess severance to the University.

Layoff provisions are not applicable when:
• A position is transferred directly from one Harvard payroll to another payroll
• When a staff member or his/her position is transferred within Harvard from one
department or school payroll to another as a result of organizational changes
• The employee was hired for a specified term of employment

A laid-off staff member may continue his/her medical and/or dental plan coverage for up to 18
months under provision of the COBRA law. A staff member who has been laid off and elects
this extension of coverage will be entitled to coverage for the first 12 months at the rate of one
and one-half times the share of the premium which Harvard staff pay (layoff rate), and at 102
percent of the total cost (which includes both the staff member’s and the University’s share of
the premium) for the remaining six months.

The University has a basic right to lay off or eliminate jobs.

8

Eligibility
Overtime Eligible Notice
Clerical/Technical, HUCTW Required to notify HUCTW in advance
60 days written notice
(or pay in lieu of, under appropriate circumstances)

30 days written notice for grant funded positions.

Severance
1-15 years of service = 1 week pay per year of
service
15+ years of service = 2 weeks pay per year of
service

Work Security
Eligible for continuation of pay and benefits for up to
3 months from last work day – pay continuation is
granted, usually through the HR Office, on a month-
by-month basis during an active job search with the
case manager.

Overtime Eligible Notice
Clerical/Technical, Confidential 90 days written notice
(or pay in lieu of)
“Grandfathered”
Severance
Non-Bargaining Unit 1-7 years of service = 1 week pay per year of
service
Exempt 7-15 years of service = 1.5 weeks pay per year of
service
15+ years of service = 2 weeks pay per year of
service

Outplacement / Training Opportunities
Outplacement and/or training may be appropriate for
longer service employees.

9

Maternity Leave
Policy
The 13 week maternity leave begins with the birth of the child. A birth mother is eligible for 13 weeks leave
with assurance of return to the same position. It is University practice to designate this leave as Family and
Medical Leave. This 13 week leave may be covered by a combination of the following:

• Up to 8 weeks of Short Term Disability (STD) (must be taken within 8 weeks of birth of baby).

STD pays 100% for employees with 7 or more years of service, and 70% for employees with
less than 7 years of service.
STD may not be supplemented by other accrued paid time.
The 2-week waiting period for STD is waived if the mother works until the baby is born.

• 4 weeks of Parental Leave (providing she certifies in writing that she is the primary
caregiver). The paid leave must be taken within 13 weeks following the birth of baby.

Parental Care Options:
Birth mothers who will be the Primary Care Givers are eligible for up to 4 weeks paid for
parental leave. Leave pays 100% to employees with 7 or more years of service and 70% for
employees with less than 7 years of service. Paid parental leave may be supplemented with
vacation or personal (not sick) time.

• 1 week of accrued time (vacation, personal, compensatory bank, or sick (if eligible)).

Sick and vacation time continue to accrue while employee is on maternity or parental leave.
Birth mothers may request an extended maternity leave which will end no later than one year from the date the
absence began, and cannot exceed the period of prior employment. There is no guarantee of reinstatement after
a maternity leave that lasts longer than 13 weeks unless agreed to in advance and in writing by the supervisor
and the local human resources officer.
Birth Fathers and Foster and Adoptive Parents are not eligible for maternity disability coverage. See Parental
Leave Policy for leave and pay provisions.

Eligibility
Overtime Eligible
Maternity Leave policy applies to all.
“Grandfathered”
Non-Bargaining Unit

Exempt
10

Meal Allowance

Eligibility Policy
Overtime Eligible Employees will be entitled to receive a cash
Clerical/Technical, HUCTW meal allowance of $7.00 if they are required to
work a total of two or more hours in addition to
their normally scheduled full-time workday, or
“Grandfathered” if they are required to work for at least four
Formally classified as Exempt hours on a weekend or a holiday (outside of
Non-Bargaining Unit their normal work schedule).

The additional hours need not be contiguous.
Meal allowance is not intended for situations
where staff members, working at events,
partake in meals served.

Exempt Not Applicable.

11

Military Leave
Policy
Military Leave of Absence and Reemployment Rights

Harvard grants leaves of absence and extends reemployment rights to staff members who engage in military service, in
accordance with applicable law. Because many circumstances and specific provisions that are not listed here can affect
the interpretation of an individual case, the local human resources office and/or the Office of Labor and Employee
Relations should be consulted about the University's policy and obligations. If an employee enlists or is called to active
military duty or training, he or she should notify his or her human resource officer immediately.

1. Eligibility for Reemployment Rights

Subject to the conditions listed below, Those staff who are inducted or who enlist in the Armed Forces of the
United States or who are reservists or national guardspersons called to active duty or training are eligible for
reemployment rights.

2. Conditions Governing Reemployment Rights

A. General Conditions

1) The staff member left his/her position to enter active military training and service, active duty for training
or inactive duty training in the U.S. Armed Forces, Reserves, National Guard or the commissioned corps
of the Public Health Service
2) The former staff member is still qualified or able to become re-qualified to perform the duties of his/her
former position.
3) Circumstances have not changed so as to make it impossible or unreasonable to rehire the former staff
member.
4) The cumulative length of the staff member’s absence for military duty does not exceed five years.

B. Additional conditions are applicable to certain servicepersons; consult with the local human resources office
and/or the Office of Labor and Employee Relations Department (617-495-2786) for details.

3. Reemployment

A former staff member returning from a military service who satisfies the requirements listed above will be restored
to his/her former position or one of like seniority, status, and pay provided he or she applies for reemployment within
the applicable statutory time frame (which ranges from one to 90 days after completing military duty, depending on
the length of military service Individuals so restored cannot be discharged without cause for one year after initial
reemployment if his or her period of military service was 181 days or more. Individuals whose employment is
stored after a period of military service of 31 to 180 days, cannot be discharged without cause for six months after
initial reemployment.

If the former staff member, because of disability sustained during service, is not qualified or not able to become re-
qualified to assume his/her former position or a position similar to it, but is qualified to fill any other position, s/he
will be given another position that he or she is qualified to perform, most like his or her prior position in status and
pay. Posting the position in such circumstances may be waived with the approval of the Associate Director of
Employment and Training.

12

4. Pay and Benefits Coverage

Harvard will pay the difference between an eligible employee’s base military pay and his/her base University salary for up
to 90 days of military service per year. The staff member must submit his/her military leave and earnings statement to
receive such pay. The staff member may (but is not required to) use any accrued vacation or personal days during any part
of the leave that would otherwise be unpaid. The employee’s department is responsible for the 90 day pay supplement.

As of January 28, 2003, the University will supplement the pay of Harvard employees called to active military service for
the balance of calendar year 2003 in addition to the first 90 days’ supplement paid by the Department.

Eligibility
Overtime Eligible
Military Leave policy applies to all.
“Grandfathered”
Non-Bargaining Unit

Exempt

13

Orientation and Review (Probationary Period)
Policy
The first three months of a new staff member's employment is an orientation and review period,
sometimes referred to as a probationary period. During this time both the staff member and the
supervisor should consider and evaluate the suitability of the placement.

During this 90 day period, supervisors are encouraged to review and discuss with the staff member
his/her progress in meeting the requirements of the position and in adapting to the work
environment.

Normally, no vacation or personal days may be taken during the probationary period, although they
are accrued by the staff member.

If it appears that the placement is not suitable, the disciplinary process is not required to terminate
employment.

Employees who transfer within the University are not subject to another Orientation & Review
(Probationary) Period unless they are transferring from non-HUCTW bargaining units.

Eligibility
Overtime Eligible The orientation and review period is 90 calendar days from the hire
Clerical/Technical, HUCTW date.

Extension of the three-month period is possible only under
extraordinary circumstances and only by agreement between the
Office of Labor and Employee Relations and an HUCTW
Representative.

If a Temporary employee is hired without a break into a regular
position with the same responsibilities, the Orientation & Review
period is waived for the period they were employed as a Temporary.

Overtime Eligible The probationary period is 90 calendar days from the hire date. In
Clerical/Technical, Confidential rare situations, the probationary period may be extended for up to 30
days. The extension must be agreed to in writing by the employee.
“Grandfathered”
Extension is only appropriate when without this action the staff
Non-Bargaining Unit member would be terminated, but the supervisor feels an additional
trial period could result in the staff member's successfully meeting
Exempt the employment requirements.

14

Parental Leave
Policy
Birth and adoptive parents are eligible for a 13 week leave following birth or adoption.
Paid Leave
Paid Parental Leave must be used within 13 weeks following the child’s birth or adoption, unless there are
special circumstances (i.e. premature birth). It is University practice to designate this absence as Family
and Medical Leave.

Parental Leave Options:
Primary Care Givers are eligible for up to 4 weeks of paid parental leave. Leave pays 100% to employees
with 7 or more years of service and 70% for employees with less than 7 years service. Paid parental leave
may be supplemented with vacation or personal (not sick) time. Employees should use a Family Medical
Leave Form to request leave as a Primary Care Giver.
or
A 1-week paid leave (paid at 100%) may be taken by birth fathers or adoptive parents who are not the
Primary Care Giver.
Sick and vacation time continues to accrue while employee is on parental leave.
Extension of Parental Leave
Extended parental leave must end no later than one year from when the leave began. Extended leave
cannot exceed period of prior employment. There is no guarantee of return-to-work after 13-week leave,
unless agreed upon in writing with supervisor and local HR officer.

Parental Leave for Foster Care. Employees who need leave for placement of a child in foster care are
entitled to 12 weeks of job-protected leave, and may use accrued, unused vacation time, personal, or
banked compensatory time (if applicable) during such foster care leave.

Eligibility
Overtime Eligible
Parental Leave policy applies to all.
“Grandfathered”
Formally classified as Exempt Leave for placement of a child in foster care applies
Non-Bargaining Unit to all.

Exempt

15

Pay for Hours Worked over 40 in a Week – OT Calculation
Eligibility Policy
Overtime Eligible Every overtime eligible employee who works beyond his/her regularly
Clerical/Technical, HUCTW scheduled hours has a right, guaranteed by law, to be appropriately
compensated for time worked.
“Grandfathered” An employee who works over forty hours during a particular workweek
Formally classified as Exempt must be paid time and a half the regular rate of pay for all hours worked
Non-Bargaining Unit over forty hours in that workweek.

Hours between 35 and 40 hours (or hours beyond regular schedule and
under 40) in one week are paid at the regular hourly rate.

In calculating hours worked for overtime purposes, all hours “paid” are
considered hours “worked.” That is, extra hours worked in a week where a
paid absence also occurs (a holiday, sick day, vacation, etc.) are
compensated according to overtime policy. There is one exception: Comp
time hours “paid” are not considered hours “worked.” (Harvard Policy,
HUCTW Contract).

In a situation where an employee has several rates of pay, a blended rate is
used to determine the premium ½ time pay rate.


16

Pay Increase Program
Eligibility Policy
Overtime Eligible Structure Increases in July
Clerical/Technical, HUCTW All employees on the active payroll on July 1 receive structure increases.
July 1, 2003 = 2.5% increase.

Progression Increases in January
• Employees with 1 or more years of University service receive full
progression increases.

• Employees with over 6 months and under 1 year of University service will
receive half progression increases.

• The Structure Increase and Progression Increase may not cause an
employee’s salary to exceed the maximum rate of his/her salary grade.
Any amount over the maximum is paid as a bonus and is not added to the
base pay rate (but must be taken into account when calculating overtime
pay).

Pre-Progression Bonuses
Employees with less than 6 months service will receive a $250 bonus in
January 2003 and January 2004.

Other Salary Increases
Additional salary adjustments may be awarded at the department’s discretion.

For more information, consult the HUCTW Agreement.

Overtime Eligible
Clerical/Technical, Confidential The Merit Based Salary Increase Program is determined by local units and
OHR Compensation/VPs and Deans.
“Grandfathered”
Non-Bargaining Unit

Exempt

17

Personal Days
Policy
Each year the University grants employees three personal days off with pay. These days may be taken
at the discretion of the employee, where possible by agreement with the supervisor. Because personal
days do not accrue from year to year, they must be taken prior to the beginning of the next year.
Normally, new employees must complete the Orientation and Review Period before using any
personal days. Employees leaving the University will not be paid for unused personal days.

Beginning in FY03, personal days will be awarded on a calendar year basis rather than fiscal year
basis. To implement the transition, personal days will be awarded as follows:

Transition Period (July 1, 2002 – December 31, 2002)
• Employees hired prior to July 1, 2002 will receive 2 personal days on July 1, 2002.
• Employees hired between July 1, 2002 and September 30, 2002 will receive 2 personal days.
• Employees hired after September 30, 2002 will receive no personal days until January 2003.
• Personal days not used by December 31 will be forfeited.

Beginning January 1, 2003
• Employees hired before April 1 will receive 3 personal days for the calendar year.
• Employees hired between April 1 and June 30 will receive 2 personal days.
• Employees hired between July 1 and September 30 will receive 1 personal day.
• Employees hired October 1 or after will receive no personal days until the next calendar year.
• Personal days not used by December 31 will be forfeited.

Eligibility
Overtime Eligible
“Grandfathered” Personal Days policy applies to all.
Non-Bargaining Unit

Exempt

18

Release Time
Policy
Release time is time released from work, with pay. Most often release time is used in
conjunction with TAP (Tuition Assistance Plan).

In some cases, where release time is not possible because of the workload (a busy time of year,
or other staff are using release time), staff and supervisors may work out a flexible schedule that
allows regular work to be performed at other times.

Eligibility
Overtime Eligible After 2 years of service, these staff members are eligible for up
Clerical/Technical, HUCTW to 3 hours per week of release time to attend classes. Release
time must be requested and is granted contingent upon
operational needs of the department.
“Grandfathered”
Formally classified as Exempt Classes / Education
Non-Bargaining Unit With 2 or more years of continuous service, staff members may
use up to 3 hours per week to attend classes (proportionately less
for part time staff) as operational needs permit.

Retirement Planning
Employees with 10 or more years of continuous service and who
are at least 60 years of age are eligible for up to 3 hours per
week for retirement planning.

Voting
If necessary, time off with pay to vote.

Exempt Classes / Education
Exempt staff may request time to attend class during regular
work schedules. In such cases, operational needs are considered.

Retirement Planning
Employees with 10 or more years of continuous service and who
are at least 60 years of age may be granted time off for the
purpose of pursuing retirement-oriented development if, in the
opinion of the supervisor, staffing and workload permit.

Voting
If necessary, time off with pay to vote.

19

Shift Differential
Eligibility Policy
Overtime Where an employee is regularly required to work a scheduled evening,
Eligible night, or weekend shift, the payment of a shift differential is appropriate.
Clerical/Technical, Shift differential for part of a regular shift is also appropriate. To receive
HUCTW differential pay, the employee must work at least the first full hour of the
higher paid shift. For example, if someone is regularly scheduled to work
a Tuesday through Saturday slot, she would receive the differential for the
Saturday hours worked; someone who is scheduled to work from 3:00
p.m. – 11:00 p.m. would receive the differential for the hours worked
after 5:00 p.m. The amount of differential will be determined locally,
either in a dollar amount or a percentage for the evening and/or weekend
hours. For employees hired on July 1, 2001 and after, the premium or
differential portion of the hourly rate should be identified separately from
the base pay. Any disagreement will be resolved by the University and
Union Administrators of the Agreement.

When an employee has a fixed and regular schedule and is regularly
required to work scheduled evening, night and/or weekend hours, a shift
differential is appropriate for those hours worked. A shift differential is
appropriate when an employee covers for fixed and regularly scheduled
hours that are eligible for a shift differential. However, a shift differential
is not appropriate for flexible work schedules arranged at an employee’s
request.

A shift differential is appropriate where an employee is regularly
scheduled to work more than one full hour after 5 p.m.

In 2002, HUCTW and the University negotiated a standard differential
which may be adopted by local units if they have not previously
negotiated a differential agreement.

The differential rate is paid for all eligible evening, night and weekend
hours worked during the period of July 1, 2001 through June 30, 2004 as
follows:

• FY ’02 and ’03 - $.90/hr
• FY ’04 - $1.10/hr

20

Overtime Eligible
“Grandfathered” In some areas, shift differential may be applied.
Non-Bargaining Unit

Exempt Normally not applicable.

Some employees receive additional pay amounts
for evening, night or weekend schedules.

21

Short Term Disability
Policy
Short Term Disability coverage is available, at no cost, for a benefits-eligible employee who
provides evidence of disability resulting from a non-work-related illness or injury. Benefits do not
begin until after employee is not able to perform his/her normal or comparable job duties and is
absent from work in excess of two consecutive weeks.

An application and acceptable medical documentation must be completed and received in the
Disability Claims Unit prior to receipt of benefits.

Employees on Short Term Disability are paid at 100% of their regular base pay provided they have 7
or more years of benefits eligible University service. Employees with less than 7 years of service
are paid at 70% of their regular base pay. Short Term Disability pay at 70% cannot be
supplemented with other pay, but employees may elect to use any number of previously banked sick
days at 100% pay instead of STD. Use of such sick days will not extend the Short Term Disability
eligibility period.

An employee is eligible for a maximum of 26 weeks (including the 2-week waiting period) of Short
Term Disability within a 52-week period commencing from the last day worked. An employee must
return to work before a new 26-week period can begin.

Employees on Short Term Disability continue to accrue vacation and sick time, but are not entitled
to holidays.

Eligibility
Overtime Eligible • A 2 week waiting period is required before STD
Clerical/Technical, HUCTW payments begin.
• Must use 25 sick days before STD payments
begin (but not below 40 days of sick bank).

Overtime Eligible
“Grandfathered”
A 2 week waiting period is required before STD
payments begin.
Non-Bargaining Unit

Exempt

22

Sick Pay

Policy
Sick Pay Accrual
Each employee accrues sick pay days at the rate of one day per month of completed service.
Accrued days that are not used are “banked” for future use up to a maximum of 130 working
days.

A part-time employee accrues sick pay on a prorated basis, i.e., in proportion to the percent of
time worked during the accrual period.

Sick pay does not accrue while an employee is on an unpaid leave of absence.

Use of Sick Days for Ill Dependents
An employee may use up to twelve accrued sick days a fiscal year for the care of ill dependents
or household members. Dependent is defined as: child (including a court-appointed
guardianship relationship), parents/parents-in-law, spouse, domestic partner.

Termination of Employment
An employee will not be paid for any accrued sick pay days that have not been used. If an
employee is rehired, his/her sick bank from the previous job will be re-instated. This bank
cannot exceed 24 days.

Eligibility
Overtime Eligible
Sick Pay policy applies to all.
“Grandfathered”
Non-Bargaining Unit

Exempt

23

Timesheets for Hours Worked

Policy

To comply with Federal and State Wage & Hour Laws, the University is
obligated to collect accurate time records for all overtime eligible staff.

Eligibility
Overtime Eligible
The University will keep a record of
hours worked each day of the week and
“Grandfathered” total hours for each workweek.
Non-Bargaining Unit


24

Unpaid Leaves
Personal Career Development, Government Appointments
Policy
Leave terms and conditions must be agreed to by the staff member and his/her supervisor/department head and
human resource office in advance of leave. To initiate any type of leave, a Leave of Absence Form must be
processed.
A staff member is not permitted to work in a position with benefits while on leave, unless agreed to in advance.
Working in such a position while on leave (except for approved government service) will result in forfeiture of
the leave of absence and termination of University employment.
Vacation and sick time do not accrue while staff member is on unpaid leave.
A staff member on leave of absence may elect to continue coverage under the Comprehensive Medical
Program, Dental Assistance Plan, Group Life Insurance Plan, and Total Disability Plan.
Return to work arrangements must be agreed to in advance of granting the leave. A long term leave agreement
will ordinarily include return to the same position, an equivalent position or preferred consideration for similar
position.

Personal Leaves:
Leave of absence of 31 to 90 days may be granted depending on the staffing needs of the department. Staff on a
seasonally based short term leave may accept temporary employment (no benefits included) within or outside
the University.

Jobs must be held for staff on seasonal leave.

Career Development, Long Term Personal Leaves
After 5 years of service, staff are eligible for leaves lasting 3 months to one year. Reasons may include
publication, research or continuing education. Extensions may be granted. Staff with less than 5 years service
may be granted leave under special conditions.

FMLA:
12 weeks unpaid, job protected leave for specified family and medical reasons.


25

Eligibility
Overtime Eligible Government Leave:
Clerical/Technical, HUCTW No provisions.
Overtime Eligible Government Leave:
Clerical/Technical, Confidential Granted to staff member for service in an appointive capacity
at the federal, state, or local level for a period equal to prior
“Grandfathered”
service, not to exceed two years.
Non-Bargaining Unit

Exempt

26

Vacation Accrual & Longer Service Bonus Days
Policy
Managers and Supervisors should encourage staff to use their vacation time, as it is beneficial for
employees to have time away from work.

Vacation Accrual & Longer Service Bonus Days: Part time employees accrue vacation on a pro-rated
basis in proportion to the percent of time worked. Because of part time accrual and the flexible work
schedules, vacation is recorded in hours. Vacation accrual is subject to a maximum cap. Once this
maximum has been reached, accrual ceases until vacation is used and the accrual is below the
maximum cap. Longer service bonus days are tracked separately from regular accrual. Bonus days are
awarded on the service year anniversaries and must be used within 5 years of the award. Bonus days
not used within 5 years are forfeited.

Vacation Records: Until Paid Time Off reporting is available centrally, Tubs should provide notice to
employees of their vacation balance and provide notice that accrual ceases when maximums are
reached.

Transfer or Termination of Employment: When an employee transfers to a new department, the “old”
department is responsible for financing the vacation transfer balance to the new department.

Inter tub (e.g. FAS to HMS): Across tubs, an employee may choose to buyout and/or transfer
unused vacation.
Exception days are not transferable
Local units may not mandate either option

Intra tub (e.g. Chemistry to Physics within FAS): Within a tub, an employee may transfer unused
vacation. Any buyout option is at the discretion of the tub level HR Dean/Director.
Exception days are not transferable

Unused accrued vacation days and longer service bonus are paid out when an employee terminates
his/her employment with the University.

Exceptions: Exceptions to the maximum accrual cap are expected to be rare and non-recurring.
Exceptions must be documented in writing, approved by the appropriate Tub HR Dean or Director,
and maintained in local Tub HR personnel file. Exception days must be used within six months of
approval date.

27

Eligibility
Vacation Accrual Rate Maximum Accrual Longer Service Bonus Days
Overtime Eligible 3 weeks per year 30 days Years of Service Bonus Days
accrued at 1.25 15 5
days per month. 20 10
Clerical/Technical, 25 20
Confidential 4 weeks per year 40 days at 5 years 30 25
At 5 years of 35 30
service accrued at Regularly accrued vacation 40 35
1.67 days per cannot exceed the maximum 45 40
month. of 40 days. 50 45
Overtime Eligible 40 days
15 5
4 weeks per year,
“Grandfathered” 20 10
accrued at 1.67 At 11 years of service,
Formally classified as 25 20
days per month maximum accrual increases to
Exempt 30 25
60 days.
Non-Bargaining Unit 35 30
40 35
45 40
Exempt 50 45

28

Winter Recess in FY03 and FY04

Policy
For Winter Recess in FY03 and FY04, employees will be granted paid recess days on December
26 through 31, in addition to holidays observed for Christmas Day, New Year’s Day, and ½ the
working day before Christmas.

Essential personnel who may be required to work on the days specified as “paid recess” may take
those days as personal time off at another time consistent with the provisions of the personnel
manual. Essential personnel designations are determined locally.

Eligibility
Overtime Eligible
Winter Recess policy applies to all.
“Grandfathered”
Non-Bargaining Unit

Exempt

Winter Recess and Holiday Schedule December 2002 - January 2003

Tuesday Wednesday Thursday Friday Monday Tuesday Wednesday
December 24 December 25 December 26 December 27 December 30 December 31 January 1
1/2 day holiday Holiday Recess Recess Recess Recess Holiday

Winter Recess and Holiday Schedule December 2003 – January 2004

Wednesday Thursday Friday Monday Tuesday Wednesday Thursday
December 24 December 25 December 26 December 29 December 30 December 31 January 1
1/2 day holiday Holiday Recess Recess Recess Recess Holiday

29

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