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Hrproj Policyquickref 907
 

Hrproj Policyquickref 907

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    Hrproj Policyquickref 907 Hrproj Policyquickref 907 Presentation Transcript

    • 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 Labor and Employee Relations, Summary Guideline, November 2002
    • 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, HUCTW 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 Labor and Employee Relations, Summary Guideline, November 2002
    • 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, HUCTW Clerical/Technical Confidential “Grandfathered” Formally classified as Exempt Non-Bargaining Unit Exempt Not eligible for compensatory time. 2 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 Labor and Employee Relations, Summary Guideline, November 2002
    • 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 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 Labor and Employee Relations, Summary Guideline, November 2002
    • 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 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 Labor and Employee Relations, Summary Guideline, November 2002
    • 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” Formally classified as Exempt 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 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 Labor and Employee Relations, Summary Guideline, November 2002
    • 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 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 Labor and Employee Relations, Summary Guideline, November 2002
    • 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 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 Labor and Employee Relations, Summary Guideline, November 2002
    • 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. Continued on next page 8 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 Labor and Employee Relations, Summary Guideline, November 2002
    • 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” Formally classified as Exempt 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 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 Labor and Employee Relations, Summary Guideline, November 2002
    • 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 Clerical/Technical, HUCTW Clerical/Technical, Confidential Maternity Leave policy applies to all. “Grandfathered” Formally classified as Exempt Non-Bargaining Unit Exempt 10 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 Labor and Employee Relations, Summary Guideline, November 2002
    • 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 Clerical/Technical, Confidential 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 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 Labor and Employee Relations, Summary Guideline, November 2002
    • 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. Continued on next page 12 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 Labor and Employee Relations, Summary Guideline, November 2002
    • 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 Clerical/Technical, HUCTW Clerical/Technical, Confidential Military Leave policy applies to all. “Grandfathered” Formally classified as Exempt Non-Bargaining Unit Exempt 13 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 Labor and Employee Relations, Summary Guideline, November 2002
    • 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” Formally classified as Exempt 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 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 Labor and Employee Relations, Summary Guideline, November 2002
    • 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 Clerical/Technical, HUCTW Clerical/Technical, Confidential 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 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 Labor and Employee Relations, Summary Guideline, November 2002
    • 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. Clerical/Technical, Confidential “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. Exempt Not Applicable. 16 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 Labor and Employee Relations, Summary Guideline, November 2002
    • 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” Formally classified as Exempt Non-Bargaining Unit Exempt 17 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 Labor and Employee Relations, Summary Guideline, November 2002
    • 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 Clerical/Technical, HUCTW Clerical/Technical, Confidential “Grandfathered” Personal Days policy applies to all. Formally classified as Exempt Non-Bargaining Unit Exempt 18 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 Labor and Employee Relations, Summary Guideline, November 2002
    • 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 Clerical/Technical, Confidential 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 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 Labor and Employee Relations, Summary Guideline, November 2002
    • 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 Continued on next page 20 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 Labor and Employee Relations, Summary Guideline, November 2002
    • Overtime Eligible Clerical/Technical, Confidential “Grandfathered” In some areas, shift differential may be applied. Formally classified as Exempt Non-Bargaining Unit Exempt Normally not applicable. Some employees receive additional pay amounts for evening, night or weekend schedules. 21 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 Labor and Employee Relations, Summary Guideline, November 2002
    • 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 Clerical/Technical, Confidential “Grandfathered” Formally classified as Exempt A 2 week waiting period is required before STD payments begin. Non-Bargaining Unit Exempt 22 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 Labor and Employee Relations, Summary Guideline, November 2002
    • 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 Clerical/Technical, HUCTW Clerical/Technical, Confidential Sick Pay policy applies to all. “Grandfathered” Formally classified as Exempt Non-Bargaining Unit Exempt 23 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 Labor and Employee Relations, Summary Guideline, November 2002
    • 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 Clerical/Technical, HUCTW The University will keep a record of Clerical/Technical, Confidential hours worked each day of the week and “Grandfathered” total hours for each workweek. Formally classified as Exempt Non-Bargaining Unit Exempt Not Applicable. 24 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 Labor and Employee Relations, Summary Guideline, November 2002
    • 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. Continued on next page 25 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 Labor and Employee Relations, Summary Guideline, November 2002
    • 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” Formally classified as Exempt service, not to exceed two years. Non-Bargaining Unit Exempt 26 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 Labor and Employee Relations, Summary Guideline, November 2002
    • 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. Continued on next page 27 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 Labor and Employee Relations, Summary Guideline, November 2002
    • 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 Clerical/Technical, HUCTW 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 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 Labor and Employee Relations, Summary Guideline, November 2002
    • 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 Clerical/Technical, HUCTW Clerical/Technical, Confidential Winter Recess policy applies to all. “Grandfathered” Formally classified as Exempt 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 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 Labor and Employee Relations, Summary Guideline, November 2002