HR Policies and Procedures
Updated 09.22.16 ©2003
HR Policies and Procedures Course Objectives
Upon completion of this workshop, participants will be able to: ¾¾
Describe the difference between Administrative Regulations, Governing Regulations, and Business Procedures.
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Describe the University’s attendance policy and compare with the attendance policy for the participant’s department.
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Describe the University policy for sick and vacation leave and compare with the sick, vacation, and notification policies for the participant’s department.
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Describe the difference between Student and Temporary employment.
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Describe the process to follow when an employee is injured following UK Worker’s Care process.
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Regulation and Policy Hierarchy
Information can be found: http://www.uky.edu/regs/files/heirarchy.pdf
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Regulations Governing Regulations Governing Regulations define the University, its structure, and the processes for appointing and approving administrative and academic personnel. They also define the tenure process and conditions of employment for faculty. Changes to the governing regulations must be approved by the Board of Trustees. Where to find: http://www.uky.edu/regs/gr.htm
Administrative Regulations Administrative Regulations define specific administrative functions and processes of the University. These are primarily regulations that have a University-wide impact. They also define many administrative committees. Changes to administrative regulations must be approved by the President. Where to find: http://www.uky.edu/regs/ar.htm
Business Procedures Includes processes related to the purchasing of goods and services, payroll activities, and accounting for financial transactions. Presents policy statements to aid in decisionmaking and procedure steps for implementation. Assists all University departments in handling their daily business transactions. Where to find: http://www.uky.edu/EVPFA/Controller/BPM.htm
Human Resources Policy and Procedure Administrative policies related to human resource functions and the status of staff employees at the University. Where to find: http://www.uky.edu/hr/policies/
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Helpful Websites Regulations Library New and Revised Regulations
http://www.uky.edu/regs/index.htm http://www.uky.edu/regs/updates.htm
Additional Regulations & Policies
http://www.uky.edu/regs/other.htm
Office of Legal Counsel (Code of Conduct)
http://www.uky.edu/Legal/
Employee Relations Staff Handbook HR Policies Comparison of HR Policy Changes Benefits Grid
http://www.uky.edu/hr/employee-relations/ http://www.uky.edu/hr/sites/www.uky.edu.hr/files/hrgeneral/documents/Handbook2015.pdf http://www.uky.edu/hr/policies/ http://www.uky.edu/hr/employee-relations/summaryrecent-hr-policy-changes http://www.uky.edu/hr/benefits Lower-right corner of page.
If your involvement will be with faculty or Federal Work Study students, these websites might be helpful.
Faculty Resource Library Federal Work Study Students
http://www.uky.edu/ofa/content/faculty-resourcelibrary http://www.uky.edu/financialaid/content/federal-workstudy
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Employee Status Regular staff employee:
•• Positions funded on a recurring basis or funded one year or longer •• Has an employment period of at least nine (9) months, year after year. Example – Residence Hall or Dining Services
Temporary staff employee:
•• In a position designated as temporary •• In a regular staff position on a temporary basis Full-time:
•• Work one hundred percent (100%) of unit’s normal work week. Part-time:
•• Work less than one hundred percent (100%) of the unit’s normal work week. Non-exempt staff:
•• Normal work week is anywhere from thirty-seven and a half (37.5) to forty (40)
hours. Receives an hourly wage for each hour worked. Receives pay on a bi-weekly basis.
Exempt staff:
•• Normal work week is at least forty (40) hours. Paid a set salary and receives pay once a month; unless a HealthCare employee and they are paid bi-weekly.
Policy # 4.0: Employee Status http://www.uky.edu/hr/policies/employee-status
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Attendance - Work Arrival Work Week The University’s work week is 12:01 a.m. Sunday through 12:00 midnight Saturday. Work Arrival Employees are expected to be at work by the start of the work day. For time sheet purposes, tardiness is handled in fifteen (15) minute increments:
•• If the employee arrives after the first minute but before the eighth, pay will be received for the full fifteen (15) minutes
•• If the employee arrives on or after the eighth minute, pay will be lost for the full (fifteen) 15 minutes.
Arrival any time after the beginning of the scheduled work day or shift is considered late or tardy for performance purposes. A department may allow an employee to compensate, by additional work time within the same week (make up time), for the loss of each 15 minute period missed. Departments which choose this practice must do so in writing and the practice must be applicable to all employees. The 15 minute periods which are missed due to late arrival, are to be recorded to indicate the deduction of the 15 minute period(s) on payroll time reports.
Attendance - Work Departure An employee scheduled to work is expected to remain on the job until completion of the last hour of the scheduled work day or shift. A department may allow a nonexempt employee time during the last 15 minutes of the work day or shift for the purpose of cleaning up personally and replacing equipment and materials without loss of pay. An employee who performs job duties for eight minutes or more in a 15 minute period following a scheduled departure time, shall be compensated for that 15 minute period.
Policy # 70.0: Attendance / Hours of Work http://www.uky.edu/hr/policies/attendancehours-work
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Attendance - Rest, Meals and Flex Time Rest Periods Employees are not to work more than ____ hours without a _____ minute rest period. Breaks cannot be added to meal time or to the end of the work day. Meal Periods Employees are allowed time for meals:
•• No sooner than the third hour and •• No later than the fifth hour of the work day Meal time must be at least thirty (30) minutes and no more than sixty (60) minutes. Employees are not compensated for meal time. Flex-Time Schedules Supervisors, deans, or directors may work with employees to create flex-time schedules to better meet the demands for department services. Employees my request a flex-time schedule to better meet professional and/or personal needs. All employee requests require approval of the supervisor, dean or director. Department heads, managers and supervisors shall take the following into consideration prior to approval:
•• Scheduling/adequate staffing •• Environmental and security considerations •• Operational functions in relation to other departments Supervisors and employees should review flex-time use and schedules for appropriateness and employee performance ______ days after starting and again on an annual basis. A flex-time schedule may be changed by a supervisor or employee, with the approval of the dean or director, at any time with at least two week’s notice if: 1: _______________________________________________________________ 2: _______________________________________________________________ 3: _______________________________________________________________ Policy # 70.0: Attendance / Hours of Work http://www.uky.edu/hr/policies/attendancehours-work
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Vacation Leave Regular full-time staff Exempt employees: First through fifth year
___ days
Sixth year and above
___ days
Nonexempt employees: First through third year
___ days
Fourth through Ninth year
___ days
Tenth year and above
___ days
Regular part-time staff, 0.5 FTE and up In proportion to the percentage of time worked per week. Accrual Vacation is accrued _____________________. Use of vacation leave
•• Vacation can only be used after it is earned •• Vacation requests shall be approved in advance by the department head or designee
•• After 90 day new hire orientation period Losing vacation leave An employee shall forfeit vacation leave accrued and available if the vacation leave is not used:
•• Campus employees - twelve months from the end of the fiscal year •• UK HealthCare employees - fifteen months from the end of the fiscal year
Policy # 80.0: Vacation Leave http://www.uky.edu/hr/policies/vacation-leave
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Shared Leave Pool Program Overview The Staff Shared Leave Pool is a pool of donated Vacation Leave (VL) time, which can be used by a staff employee who has exhausted all accrued paid leaves because of illness or injury affecting themselves or their family members. Regular University of Kentucky staff employees with a 0.5 FTE (50% assignment) or greater can donate up to ten days of accrued Vacation Leave per year to the pool. Vacation Leave issued through this program is subject to available balances in the pool. If the balance is zero, then vacation leave from the pool will not be awarded. Donations:
•• May 1 – September 30 »»Campus – on or before June 25 »»UK HealthCare – on or before September 30 •• Up to 10 days per fiscal year •• Must be in full-day units •• Can NOT designate who will receive the vacation leave •• Irrevocable Eligibility
•• Holds a regular staff position of 0.5 FTE or greater •• Completed the new employee orientation period •• Incurred a catastrophic illness or injury to themselves,
or is caring for a spouse, sponsored dependent or a child who has incurred a catastrophic illness or injury, and
•• Exhausted or will be exhausting all accrued paid leaves More information can be found at the Shared Leave Pool website. http://www.uky.edu/hr/employee-relations/shared-leave-pool/about-staff-sharedleave-pool
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Holidays Holidays recognized by the University:
•• New Year’s Day •• Martin Luther King, Jr. Day •• Memorial Day •• Independence Day •• Labor Day •• Presidential Election Day (every four years) •• Thanksgiving Day •• The day after Thanksgiving (Except employees of UK HealthCare – granted one floating holiday with pay.)
•• Christmas Day Regular full-time and part-time employees 0.5 FTE and up are entitled to regular pay on a holiday. When an employee is scheduled to work on a holiday which falls on a Saturday or Sunday, that Saturday or Sunday shall be considered the holiday for purposes of granting equivalent time off. When an employee is required to work or is normally off on any University holiday, equivalent time-off with pay shall be granted on another scheduled work day, within a specified period of six weeks, at the convenience of the department. An employee who is in an unpaid status on a scheduled day immediately before or after a holiday shall not be paid for the holiday. Policy # 83.0: Holiday Leave http://www.uky.edu/hr/policies/holiday-leave
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Holidays - Bonus Days Special holidays (bonus days) may be granted by action of the Board of Trustees or the President. Special holidays shall be taken in accordance with a schedule as arranged by the departments within the period of time outlined by the President. A department with special scheduling and staffing needs may schedule the bonus days at the department’s convenience, as close to the bonus days as possible, and preferably within six weeks, but no more than 12 weeks. Only employees who are employed prior to the cut-off date established by the President shall be eligible for the special holidays. An employee whose retirement occurs during a special or regular holiday period will receive that special or holiday pay. Note: Departments are encouraged to be sensitive to the importance of official religious holidays. Every effort should be made to allow an employee to observe official religious holidays. Possible alternatives may be to allow an employee to substitute one of the official University holidays (assuming this arrangement is compatible with the department’s operating schedule), or to allow the employee to use accrued vacation leave. If all accrued vacation is exhausted, a department head may grant leave without pay. Policy # 83.0: Holiday Leave http://www.uky.edu/hr/policies/holiday-leave
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Temporary Disability Leave Accrual Regular full-time employees: ______ a month Part-time employees 0.5 FTE and up: proportionate to time worked TDL for necessary time off due to an illness or injury of a family member may be used in accordance with this policy. For the purposes of this policy, a family member is defined as: a. Spouse, b. Sponsored adult dependent, c. Child, d. Sponsored child dependent, e. Grandchild, f. Mother/Father, g. Grandmother/Grandfather, h. Brother/Sister, (Note: b. - h. include steps, halves and in-laws of the same relationship) i. Aunt/Uncle, j. Niece/Nephew, (Note: i. - j. include relationships created by marriage) k. Legal dependent of the employee, l. Other persons with whom the employee has a “loco parentis” relationship.
Note: In cases where two family members work in the same department, use of TDL on the same day(s) for the purpose of caring for the same family member must be approved by the dean or director. Policy # 82.0: Temporary Disability Leave http://www.uky.edu/hr/policies/temporary-disability-leave
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Temporary Disability Leave - Continued Pregnancy, childbirth, and adoption A presumption of _____ weeks (_____ working days) recovery period shall be made in the case of childbirth. Fathers may take up to ______ days of TDL for the birth of a child. Both mothers and fathers may take up to ______ days of TDL for the adoption of a child.
General Information Departments may establish TDL policies consistent with this one. Abuse of TDL may cause for more restrictive reporting and certification requirements for an individual employee. TDL may be used for time off for medical or dental appointments. The employee shall have prior approval of the supervisor. Absence more than ten days beyond all paid leave shall be reported to Compensation.
Policy # 82.0: Temporary Disability Leave http://www.uky.edu/hr/policies/temporary-disability-leave
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Family and Medical Leave Who qualifies? Any employee who has been a University employee (regular, temporary, faculty or student) for 12 months (within the last 7 years) AND that has worked at least 1,250 hours during the previous 12 month period. What for?
How much time? Up to twelve (12) weeks in a twelve (12) month period. The time may be consecutive or intermittent. Is this on top of TDL? No. FML is unpaid leave that works with TDL and vacation leave. TDL and vacation are used with FML to keep the employee in a paid status as long as possible. Additional Information: http://www.uky.edu/hr/employee-relations/family-medical-leave Policy # 88.0: Family and Medical Leave http://www.uky.edu/hr/policies/family-and-medical-leave
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Other Leaves Funeral Leave
An employee with a full-time equivalent (FTE) of 0.5 or greater shall be granted funeral leave, with pay, in accordance with this policy. 1: An employee shall be allowed funeral leave up to five working days for the death of: a. A mother/father, b. A brother/sister, (Note: a. & b. includes steps or halves of the same relationship; in the case of a step-parent, s/he must have been directly responsible for the employee) c. A spouse, d. Sponsored adult dependent e. A child (step-child if the employee is directly responsible), f. Sponsored child dependent , or g. Other persons with whom the employee has a “loco parentis” relationship. 2: An employee shall be allowed funeral leave up to two working days for the death of a. Step-mother/Step-father; b. Step-child; (Note: a. & b. employee/step-parent is/was not directly responsible for care as child) c. Grandparent; d. Grandchild; (Note: c. & d. include steps, halves and in-laws of the same relationship) e. Aunt/Uncle; f. Niece/Nephew; (Note: e. & f. include relationships created by marriage) g. Legal dependent of the employee. 3: An employee shall be allowed funeral leave up two working days for the death of any of the following relationships created by marriage (in-law) or by a sponsored adult dependent: h. Mother /Father; i. Brother /Sister; j. Son /Daughter; k. Child. In cases requiring extensive travel time, the employee may be granted an additional two days off with pay. (Applies to #1, 2 and 3 above) Note: Extensive travel is defined as travel distance greater than 100 miles, one way. An employee may be allowed funeral leave up to one-half a working day, at the discretion of the department head, for other relatives, associates or close friends. Note: A “day” for funeral leave purposes is defined as the number of hours an employee works in a regularly scheduled work-week, divided by five. Policy # 84.0: Funeral Leave http://www.uky.edu/hr/policies/funeral-leave HR T&D University SuperVision
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Other Attendance Policies Voting In cases where voting cannot be accomplished in off duty-hours, the University shall grant an employee time off to vote in consideration of provisions of Kentucky Revised Statutes (KRS) 118.035 (2) and (3) A regular employee with a FTE of 0.5 or greater, requesting time off to vote and following the established process, will receive time off with pay, not to exceed ______ hours. Note: A regular employee with a FTE of 0.5 or greater who accepts a position as an election official must use accrued vacation leave for that absence. Policy # 72.0: Voting http://www.uky.edu/hr/policies/voting Jury Duty Any employee who is called for jury duty shall be granted time off to fulfill this responsibility.
•• A regular employee will be granted time off with pay for jury duty. •• An employee receiving jury duty pay from the court is entitled to keep that pay. •• The department head is responsible for receiving the copy of the call for jury duty and scheduling the employee’s time off.
Policy # 73.0: Jury Duty http://www.uky.edu/hr/policies/jury-duty Uniformed Services It is the policy of the University to comply with the Uniformed Services Employment and Reemployment Rights Act of 1994 (USERRA). An employee who is called for training or active duty in the Uniformed Services of the United States is eligible for Uniformed Services Leave, provided the employee gives notice of the military obligations. Eligibility for Uniformed Services Leave extends to regular employees (faculty and staff), but does not apply to temporary employees. Upon return from Uniformed Services Leave an employee has the right to be restored to his/her position with the same seniority, status and pay they would have had if they had never left. Employees generally are entitled to these reemployment protections for up to five years under federal law. Policy # 75.0: Uniformed Services Leave (Military Leave) http://www.uky.edu/hr/policies/uniformed-services-leave-military-leave HR T&D University SuperVision
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Equal Opportunity Equal opportunities shall be provided for all persons throughout the University in recruitment, appointment, promotion, payment, training, and other employment practices without regard to:
•• Sex •• Race •• National Origin •• Creed •• Age •• Political Belief
•• Sexual Orientation •• Ethnic Origin •• Color •• Religion •• Marital Status
The University shall not discriminate against any employee or applicant for employment in regard to any position for the employee or applicant is qualified because of:
•• Vietnam-era veteran status •• Disabled veteran status •• Physical or mental disability It is a violation of University policy to discriminate against an employee or prospective employee on the basis of application for or service in the Uniformed Services. The University also does not discriminate on the basis of smoking status. Of course, individuals must comply with University policy concerning smoking and tobacco use.
Policy # 2.0: Equal Opportunity, Discrimination, and Harassment http://www.uky.edu/hr/policies/equal-opportunity-discrimination-and-harassment
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Student & Temporary Employment Student Employment http://www.uky.edu/hr/employment/student-employment HR Student Employment’s goal is to help students find off-campus jobs while attending the University of Kentucky and to help employers by advertising positions and screening students to be referred for consideration.
•• Online job posting lists flexible student jobs in a variety of fields. Postings begin with the prefix “SE”.
•• Screening interviews match students with jobs that fit individual skills, schedules, and interests.
•• Referrals put students in contact with employers who will meet their requirements.
Temporary Employment HR Temporary Employment is a full-service staffing agency for the University of Kentucky that fills full-time, part-time, short-term, and long-term positions throughout the UK campus and UK HealthCare. Requests for STEPS employees are submitted via the Integrated Employment System (IES). Hiring STEPS Employees http://www.uky.edu/hr/employment/hiring-officials/ies-resources/hiring-stepsemployees Quick Guide for Posting STEPS Positions http://www.uky.edu/hr/sites/www.uky.edu.hr/files/employ/documents/QG_STEPS_ PostNewPosition.pdf
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UK Workers’ Care The University of Kentucky provides Workers Compensation for injuries which occur on the work site and for eligible occupational illnesses. The plan adheres to the guidelines of Kentucky Revised Statute 342. If you are injured within the course of employment, report your injury to your supervisor as soon as possible. The injury should be reported immediately by calling (800) 440-6285. Policy # 96.0: Workers’ Compensation http://www.uky.edu/hr/policies/workers-compensation Additional Information http://www.uky.edu/hr/benefits/more-great-benefits/workers-compensation
Light Duty Employees injured during the course and scope of employment may be offered light duty if an MCO medical provider assigns temporary physical restrictions.
•• If the employee’s regular department can accommodate the temporary physical restrictions, the employee is required to perform light duty work to the best of his/her ability within the restrictions established by the MCO medical provider.
•• If the employee’s regular department is unable to accommodate the temporary restrictions, the employee may be assigned to the Light Duty Program.
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Online Information Tobacco-Free Policy http://www.uky.edu/TobaccoFree/ Updates to Policy http://www.uky.edu/hr/employee-relations/summary-recent-hr-policy-changes Absence Record Form http://www.uky.edu/hr/forms/absence-record Time Entry / Absence Codes http://www.uky.edu/hr/hr-home/time-entry-codes eForms http://www.uky.edu/eForms/ Holiday Announcements http://www.uky.edu/hr/hr-home/official-staff-holidays-year
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