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HR Newsletter July 2014

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Auburn University Human Resources 332 James E. Foy Hall Auburn University, AL 36849 334.844.4145 z z z z z z z z z z z z z z z

Exempt vs. Non-Exempt 4th of July Holiday FLSA Reminder HRD Offers Interview and Resume Course HRD to Offer a Fitness & Recreational Services Seminar HRD to Offer Intro to Outlook Internship and Part Time Job Fair Moving? Want to Continue Your Career in Higher Education? Nominations Sought for Spirit of Excellence Reminder of Nepotism Policy Requirements of Alabama Child Labor Law Spirit of Excellence Winners Student Employment Summer 2014 Work Policies TES Maximum Hours Theshold Reminder Your Newsletter Subscription

4th of July Holiday AU will observe the Independence Day Holiday this year on Friday, July 4th. Happy Birthday, USA! Employees who are scheduled to work on that day, but who are eligible for holidays (i.e. Regular employees), s equivalent time off as close to the holiday date as is practical. The 2014 Holiday schedule is summarized here. HRD Offers Interview and Resume Course Human Resource Development (HRD) will offer “The Successful Interview and the Effective Resume” on July 4:30, in room 1081 of the Beard-Eaves-Memorial Coliseum, the HRD Training Facility. Facilitated by Mr. Chr Human Resources Employment Specialist, this course explains how current University employees can best mar the University's employment system. Participants will learn what they need to do to prepare for an interview, ho themselves during the interview, and the latest advice on resume writing. Register in Fast-Train; instructions fo Train can be found at http://www.auburn.edu/administration/human_resources/hrd/fast-train.pdf. For question Elizabeth Fukai ([email protected] or 844-7363).

Internship and Part Time Job Fair There will be an Intership and Part Time Job Fair on Wednesday, August 27, 2014 at the Student Center Ball 10 AM to 1 PM. „ „ „

Meet local and campus employers Apply for available positions Business casual dress required

Students can find more information at jobs.auburn.edu under the Upcoming Events section. Employers can regi http://hire.auburn.edu/ by clicking the Internship and Part-Time Job Fair link in the Upcoming events calendar. HRD to Offer Intro to Outlook On July 22, from 8:00 a.m.to 12:00 p.m., Human Resource Development will offer the Introduction to Microsof workshop in room 105 of the Rouse Life Sciences Building. This course presents the basic skills necessary for u sending messages, setting rules, calendars, manipulating texts and files, organizing mail, customizing Outlook, Participants can register for the course in Fast-Train; instructions for Fast-Train connectivity are available at http://www.auburn.edu/administration/human_resources/hrd/fast-train.pdf. For questions contact Mary Elizabe ([email protected] or 844-7363). HRD to Offer a Fitness & Recreational Services Seminar On July 31, 2014, from 9:30 to 11:30, in the Human Resource Development (HRD) Training Facility, room 108 Memorial Coliseum, HRD will present a seminar on the health, wellness, and fitness activities available to emp Recreation Services. Presented by Bill Jackson, Associate Director of Campus Recreation, the seminar will also of a healthy lifestyle and the advantages of developing a personal, lifetime wellness and fitness program. Partic the course in Fast-Train; instructions for Fast-Train connectivity are available at http://www.auburn.edu/administration/human_resources/hrd/fast-train.pdf. For questions contact Mary Elizabe ([email protected] or 844-7363).

Student Employment Summer 2014 Work Policies In order to be eligible to work on campus as a student employee during the summer, current students mu following criteria: 1. Enrolled and taking classes during summer term(s). A copy of the student’s class schedule for the summer ter the paperwork that goes to Human Resources. 2. Not enrolled in classes for summer term(s), but was enrolled in spring semester 2014 and is registered and ha fall semester 2014. A copy of the student’s spring 2014 schedule along with a copy of their upcoming fall class included in the paperwork that goes to Human Resources. May Graduates: Students who graduated in May 2014, or before, are not allowed to work as a student employee. These individu employee. If a student graduated in May and will be entering graduate school in the fall, he/she must work durin employee and can begin work as a biweekly student employee on Monday, August 11. New Students: New students who will be entering Auburn in fall 2014 can begin work on Monday, August 11, five days prior t classes. Incoming students hired to work prior to that date must be hired as a TES employee. This applies to stu are returning for graduate school in the fall.

Work Hours: Students are permitted to work up to 40 hours per week (1.0 FTE) for all jobs combined in the summer, May 5 t applies even if a student is enrolled in classes during the summer term(s). Students must NOT be allowed to wo week. Hours worked over 40 qualify for overtime pay, which is not authorized for student employees. Students employees age 18 and younger: An Employee Information Sheet must be completed on all student employees 18 years of age or younger. This c with proof of age (driver’s license or other form of identification that lists the student’s birthday) must be sent w paperwork to Human Resources. The hiring department should also maintain a copy of this form and proof of a office. Employee Information Sheet link: http://www.auburn.edu/administration/human_resources/forms/eeinfo For questions not covered in the above policies, please contact Nancy Bernard at 844-4744, [email protected]. F paperwork or human resources processes, please contact Human Resources at 844-4145. Reminder of Nepotism Policy As summer approaches, we would like to take this opportunity to remind all of our supervisors that the Universi only applies to our regular employees, it applies to our student and TES employees as well. The University’s nepotism policy is comparable with the State of Alabama’s official policy. Both policies consi spouses, children, grandchildren, aunts, uncles, first cousins, and associated steps and halves. The policy prohibits employment of these family members where a direct supervisory relationship is in place, o member is in a position of authority to make decisions regarding work responsibilities, salary, schedule, perform other terms and conditions of employment as outlined in the policy. The official policy can currently be found at: https://sites.auburn.edu/admin/universitypolicies/Policies/AuburnUniversityNepotismPolicy.pdf TES Maximum Hours Threshold Reminder In October 2013 all HR Liaisons were asked to inform on-site supervisors utilizing TES services that there wou 1,450 hours a TES employee can work during any twelve-month period. With the assistance of Payroll & Empl Information System Services, we began tracking hours worked beginning October 6, 2013. We expect a number of TES employees to begin approaching this threshold during the May/June time period. W notifications in mid-April to on-site supervisors and TES employees regarding how many hours employees hav scheduled to work thru September/October 2014. No exceptions will be made to these maximum number of hours allowed in any non-benefits eligible assignm In addition, we continue to monitor hours worked of any employee working 50% time or more to require the on service every eleven months. This long-standing policy remains in place. FLSA Reminder It is vital to report all time worked by non-exempt employees accurately, as required by the Fair Labor Standard following are some pitfalls which we need to steer clear of: Sometimes employees prefer to arrive at the worksite before their shift starts. That's fine, so long as they're enga activities; but if they perform work before clocking in, then we must pay them (or credit comp time) for that wo phone, handling business-related emails, cleaning off one's desk -- these are all work activities. Obviously, the s

when we allow our people to work after they've clocked out. Make sure you're clear on how call-back pay applies under AU policy. Non-exempt employees are entitled to a if they are called in to work after their regular work schedule, but this applies only when they have literally left back in. If you inform your employee during her work shift that she's to stay late, or come in on Saturday morni scheduled work after hours, not a call-back situation. Scheduled work time is not subject to the call-back minim works 1.5 hours, they should be paid for 1.5 hours. Remember that non-exempt employees need to be compensated for all work performed! Exempt vs. Non-Exempt Exempt and non-exempt are two terms most people have heard but may not fully understand. One major miscon can simply choose whether a particular position is classified as exempt or non-exempt. Many people believe tha salary and not an hourly wage that an employee is exempt from receiving overtime pay. Neither of these statem The terms exempt and non-exempt come from a federal law - the Fair Labor Standards Act or FLSA. This law h including minimum wage provisions, recordkeeping, child labor standards, and overtime provisions. It is from t of the Fair Labor Standards Act that we find the terms exempt and non-exempt. The law requires employers to c either exempt or non-exempt and provides the guidelines employers use to make such a determination. Non-exe entitled to overtime pay. Exempt employees are not entitled to overtime pay; hence, they are "exempt" from the the law. For non-exempt employees, the law provides for a minimum hourly wage, the maintenance of detailed records o overtime pay of one and one-half the regular rate for work in excess of 40 hours during a seven day pay period. as Auburn University, are authorized to award compensatory time off at the premium rate equal to one and oneovertime hour worked in lieu of pay. Requirements of Alabama Child Labor Law During the summer months, a number of our local youth start looking for jobs with the University. The state of employers to purchase Certificates to allow us to hire minors ages 14-17. These Certificates are purchased unde Temporary Employment Services; therefore, employees in these age groups can only be hired thru TES. For any department wishing to place a minor under the age of 16, an additional form is required to be completed school. This is the Alabama Child Labor Eligibility Form, and it can be found on our Forms web site at: http://www.auburn.edu/administration/human_resources/forms/index.html Minors under the age of 18 are restricted as to the type of work they can perform; minors under 16 have even st may access the State's brochure covering the Alabama Child Labor Law at the following link: http://dir.alabama.gov/docs/guides/UC_ChildLabor_ChildLaborBrochure2012final.pdf Nominations Sought for Spirit of Excellence Award The Department of Human Resources is seeking nominations for the Spirit of Excellence Award. Each month th employee from each of the following employment groups: Service and Maintenance, Secretarial and Clerical, T Paraprofessional, and Administrative and Professional. To nominate an employee, a form must be completed an Excellence Award, Department of Human Resources, 332 Foy Hall. To print a form, go to this link. For more in Sonya Dixon at 844-7612 or [email protected].

Spirit of Excellence Winners Each month AU presents Spirit of Excellence awards to four employees for outstanding service.

Recipients for March 2014 are: Category Office Admin Service Maintenance Admin Professional Technical

Name Lorene Carden Harold Cummings Jennifer Salter Lisa Whitmore

Unit Pathobiology Classroom Building Management Theatre Liberal Arts Administration

Do you know a fellow AU employee whose performance is consistently beyond what is expected? One who exe professionalism and routinely puts forth extra effort? One whose contribution to the department's or university's If so, that person would be a perfect nominee for AU's monthly Spirit of Excellence award. You can link to the http://www.auburn.edu/administration/human_resources/forms/spirit.pdf. Moving? Want to Continue your Career In Higher Education? The Department of Human Resources routinely receives position announcements from other colleges and unive maintained in notebooks in the lobby of our department in 332 James E. Foy Hall. Please feel free to come by to our lobby hours of 7:45 a.m. to 4:45 p.m, Monday through Friday. Your Newsletter Subscription Subscribers to the HR Newsletter receive a brief email alert message, and a pointer to this newsletter on the web newsletter is updated. You can read the newsletter without subscribing, of course -- just visit http://www.auburn.edu/administration/human_resources/hrnews.htm. To subscribe to the HR Newsletter, send an email to [email protected]. The text of the message should r hrnews" (without quotes). To cancel your subscription to the newsletter, send a similar email to majordomo@au message "unsubscribe hrnews". Or email [email protected]. Auburn University is an EEO/Vet/Disability Employer

Last Updated: July 1, 2014