Supervisor Handbook

Fair Labor Standards Act

Purdue University is subject to the provisions and regulations of the Fair Labor Standards Act of 1938 (FLSA) as it applies to the federal minimum wage, hours of work, overtime pay, equal pay for equal work, record keeping and child labor standards. The pay guidelines and practices for clerical and service staff are summarized in the following pages. Consistent application of these guidelines and practices are essential to ensure that pay practices are fair and equitable.

Purdue University/Department Policy

The policies and procedures in this document provide department heads, directors and persons responsible for payroll with the underlying concepts of wage administration for clerical and service staff at Purdue University. Relevant Housing and Food Services practices are included for your convenience.

Although basic information is provided, there may be unanswered questions and special problems that can only be dealt with on an individual basis. The Housing and Food Service business office and human resource staff are available to assist you.

The primary responsibility for administering pay policy and applying pay guidelines rests with employing departments' supervisors, managers and department heads.

The Compensation and Classification area of Human Resource Services is responsible for developing and monitoring the use of pay scales, pay policies and pay practices.

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Biweekly

Bi-weekly payroll change forms should be processed for the following:

• New employee
• Transferring employee
• Wage change (increase or decrease)
• Classification change (with or without wage change)
• Position change
• Leave of absence
• Budget item change

Payroll change forms should be processed for all employees, including temporaries, but not students. Student payroll transactions are submitted on the "Housing and Food Services Student Employment/ Termination Report" obtained from your departmental contact.

Monthly

A monthly payroll change Form 10 and Information Form 13 must be processed for the same reasons as listed above as well as for job title changes. Even though counselors and resident assistants are students, payroll change forms must be processed for these 90A positions.

Contact the HFS Business Office with payroll questions related to administrative and professional positions.

New Employees

Call your departmental contact with the new employee's name, Social Security number, date of birth and salary. A payroll change form will be completed and sent to your department head/director for signatures.

Your department contact will set up an appointment for the new employee to select benefits, fill out all necessary forms, etc.

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Pay Scales

Clerical and service pay scales are designed to recognize the following factors:

• Different levels of skill, effort and responsibility (as determined by job evaluation)
• The competitive labor market for various occupations groups (as determined by wage surveys)
• Job performance
• The availability of funds

There are five clerical pay levels and nine service pay levels. There are more service levels because service jobs encompass a greater diversity of skill, effort, responsibility and working conditions.

The University revises pay scales annually or as funds permit. Changes are usually effective at the beginning of the first pay period of each fiscal year. The proposed pay scales, pending approval by the Board of Trustees, are distributed at budget time to the individuals who determine employee wages.

Housing and Food Services develops its own pay scales each year which fall within the relevant University pay scale guidelines.

Pay Exceptions

Approval of pay rates for clerical and service staff appointments or changes is delegated to the director of Human Resource Services by the vice president for business services and assistant treasurer. When a rate is not within the appropriate pay bracket or if a pay rate is clearly inequitable, even though it may be within the pay bracket, approval may be withheld.

Written requests for exceptions to these policies should be submitted through the unit reporting chain and forwarded to the HFS Human Resource Office prior to final action. If an exception is approved, a written response will be provided to the requesting department.

Minimum Wage

Effective September 1, 1997, the minimum wage increased to $5.15 per hour.

Pay Rates for Temporary Employees

Employing departments should pay temporary employees at a rate within the temporary staff pay range of the approved pay level. The Revenue Reconciliation Act of 1990 has extended Social Security coverage to all employees who work fewer than 1,000 hours per year and who are not covered by a University retirement system effective July 1, 1991. Social Security taxes will be paid by both Purdue and the employee. Departments should contact the HFS-Human Resource Office for temporary classification code assignments.

Pay Rates for Student Employees

Employing departments determine the appropriate classification of student positions by using the Student Wage and Classification System . The pay rate is then determined by referring to the pay range of the proper pay level.

Regular clerical and service classification codes may be used for positions staffed by student employees who work an assigned regular schedule of at least 20 hours per week . The pay for these employees is determined by the temporary pay range from the regular clerical and service staff pay scales. Any appropriate shift differential would also apply. Departments should contact the HFS-Human Resource Office for non-student classification code assignments.

Pay Upon Regular Employment

The employee hiring rate will normally be the minimum pay rate of the appropriate pay level to which the position is assigned. The hiring rates cannot exceed the current rate paid to a non-provisional employee with the same job title and pay level, who has been employed within the department at least one year and whose work is rated as satisfactory.

Exceptions to this policy must be requested in writing, with the concurrence of the department head, and approved by the human resource service team prior to an offer of employment being made. The primary reasons for exceptions will be either:

1. The pay rates of all non-provisional employees in the same job title and pay level or higher pay levels with similar qualifications within the department will be raised to at least the higher rate; or
2. The exceptional and significantly better qualifications (i.e., prior education and/or related work experience) of the new hire over non-provisional employees who have been in the job for one year or longer; or
3. The documented unsatisfactory performance of the lowest paid non-provisional period employee. The performance difficulties must have been communicated to the employee along with performance expectations.

Advanced Hiring Rate

Economic or employment conditions which make it difficult or impossible to recruit for a particular job title at the minimum rate of pay for the assigned pay level may result in an advanced hiring rate being authorized by the HFS-Human Resource Office. In such an instance, all employees in the same job title and pay level within the division whose rate and pay is less than the advanced hiring rates will be increased to at least the advanced hiring rate.

Provisional Period of Employment

All new hires and rehires employed in regular clerical and service positions (there are special provisions for police officers and fire fighters) serve a 90-calendar-day period of provisional employment. However, if an individual is rehired into the same department where originally employed, the department head may exempt the individual from an additional period of provisional employment.

New hires and rehires are expected to complete a full period of provisional employment before requesting a move to another position within the University. Should an individual transfer to another regular clerical/service position prior to completion of the provisional period, a subsequent 90-calendar-day period of provisional employment must be completed, beginning the first day of work in the new position.

When a University-wide pay scale adjustment occurs during an employee's period of provisional employment, the provisional employee's wage rate, if less than the new minimum of the pay range for their pay level, will be increased to bring the employee up to, but not exceed, the new minimum.

Pay Following Provisional Period

Although University policy provides for merit pay increases upon completion of the 90-day provisional period, Housing and Food Services has chosen to pay the value of the position upon employment. Therefore, merit increases are not granted after 90 days.

Pay Upon Change of Position or Transfer

An employee who changes positions within a unit or transfers to a position in a different department in the same staff and pay level will receive no increase in pay for at least 90 days. Similarly it is recommended that employee pay not be reduced as a result of a lateral transfer.

An employee who changes positions from the clerical staff to the service staff or from the service staff to the clerical staff will be paid at or between the minimum and maximum of the appropriate pay range of the new pay scale and level.

The pay of an employee whose transfer or change of position involves a change in pay levels will be at or between the minimum and maximum of the appropriate pay range of the new pay level.

Pay Upon Reclassification

If a position is reviewed and reclassified to a higher pay level , the employee is placed in a new pay range. If the present pay rate falls below the minimum for the new pay level, a pay raise must be given to bring the pay rate to at least the minimum of the new range.

If a position is reviewed and reclassified laterally , the job title and classification code changes while the pay level remains the same; as a result, the employee's pay will not change.

If a position is reviewed and reclassified to a lower pay level, it is recommended that the incumbent's pay not be reduced . However, if the pay rate is greater than the maximum of the new range, pay may not be increased until the maximum of the pay range exceeds the employee's rate of pay.

An employee whose position is reclassified from the clerical staff to the service staff or from the service staff to the clerical staff will be paid at or between the minimum and maximum of the appropriate pay range of the new pay scale.

Pay Upon Return From Leave Without Pay

An employee who returns to the same position or pay level in the same job title at the end of an approved leave without pay will be paid at a rate no less than what he or she was last paid. An employee who returns to a higher pay level will be paid at or between the minimum and maximum of the appropriate pay range of the new level. An employee who returns to a lower pay level may be paid at the rate he or she was last paid with prior approval from the human resource service team.

Pay Upon Return From Layoff

When an employee resumes his or her previously occupied position following layoff status , the rate of pay will be set at a rate not less than the rate he or she was receiving before layoff. If, however, an employee voluntarily takes a position in a different pay level in lieu of layoff, the rate of pay will be set within the new pay level.

Pay Upon Temporary Assignment

An employee temporarily assigned the primary duties of a higher level position for more than 10 consecutive work days will be paid at or between the minimum and maximum of the pay range for the temporarily assigned job for the entire duration of the assignment. An employee temporarily assigned the primary duties of a higher level position for 10 or fewer consecutive work days will receive no adjustment in pay for the assignment.

Pay Upon Termination of Employment

If an employee terminates employment for any reason, he/she will be paid any accrued, unused vacation leave and any unused personal holiday leave in the final paycheck.

Purdue University provides separation pay to accommodate the need for an immediate termination to benefits-eligible staff members whose employment is terminated by the University. Eligible staff must have been employed for more than 90 consecutive calendar days immediately prior to termination. Separation pay is equal to:

• One-half of one month's regular pay for monthly-paid staff members, or
• Ten (10) regular working days for biweekly-paid staff members.

Staff members who resign in lieu of being terminated by the University will receive separation pay if they meet all other eligibility requirements for separation pay.

Pay Upon Re-Employment of a Former Employee

Former employees who return to University work will be paid according to the following:

1. An employee who terminated in good standing and later is re-employed in the previous job title and pay level may be paid up to, but no higher than, his or her separation rate unless the wage plan has been revised.
2. An employee who is re-employed in a different job title and/or pay level will be paid according to the provisions for pay upon employment.
3. Benefit eligibility will be determined in accordance with the date of re-employment.
   

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The following principles and definitions from the Fair Labor Standards Act are used to determine time that is spent as work for the University and its employing departments. University clerical and service staff members paid on the biweekly payroll must receive pay for all time spent in physical or mental exertion (whether burdensome or not). All time controlled or required by the supervisor and pursued necessarily and primarily for the benefit of the supervisor must be counted as work time. When a supervisor knows or has reason to believe that work is being performed, the supervisor must count and record the time as hours worked.

Department heads have the authority and responsibility to establish and change work schedules in order to accomplish the business objectives of the department or organizational unit. Changes in daily and weekly work schedules, regardless of whether the change is ongoing or temporary, should be arranged and discussed with employees in advance, except in cases of emergency.

The normal workweek (starting and ending day and time) cannot be changed to avoid the payment of overtime. A "workweek" is defined as a regularly recurring period of 168 hours in seven consecutive 24-hour periods. The University's defined workweek is Monday through Sunday beginning at 12:01 a.m. Monday and ending at midnight Sunday. Records must be maintained by the department for employees whose workweek differs from the normal University workweek. When a shift begins before and ends after 12:01 a.m. Monday, the hours worked during that shift are included in the workweek in which the shift begins.

The following principles serve as general definitions of "hours worked." Since every possible situation cannot be included, no assumption should be made should a particular example be missing. In case of doubt, inquiries should be directed to HFS-Human Resources or the business office.

1. Waiting Time

Whether waiting time is time worked depends upon the agreement and circumstances of the work being performed and the parties involved.

1. "On-Duty"
   When work assignments are not given by supervisors, employees engaged in "waiting time," such as a deliverer who works a crossword puzzle while awaiting a schedule, or a maintenance worker who waits for other staff to unlock doors, are in work status during such periods of inactivity.
   This time is work time even though the staff member is allowed to leave the work area or perform non-work activities during such periods of inactivity. However, the periods during which this occurs must be unpredictable and of short duration, and the employee would be unable to use the time effectively for his/her own purposes. In all of these cases, waiting is an integral part of the job.
2. "Off-Duty"
   When a staff member and his/her supervisor have agreed that the staff member is completely relieved from his/her duties (providing the relief time is long enough to enable him/her to use the time effectively for his/her own purposes), the time relieved is not counted as hours worked. The important criteria of each case is whether or not the waiting time is an integral part of the job.
3. "On-Call"
   A staff member who is required to remain "on call" either on the University premises or so close by that he/she cannot use the time effectively for his/her own purposes is working while "on call" and must be paid at least the federal minimum wage for those "on call" hours. An employee who is "on call" and not confined to his/her home or to any particular place, but may come and go as he/she pleases (provided that he/she leaves word where he/she may be reached) is not considered at work while "on call."

2. Rest And Meal Periods

1. Rest
   Rest periods or "breaks" of short duration (10 to 15 minutes) twice daily are customarily practiced at the University. They promote the efficiency of the staff member and must be counted as hours worked. However, such rest periods must be taken at the department's convenience and may not be substituted for flextime schedules or to shorten the work schedule.
2. Meal
   A meal period is a period of time during which the employee:
   • Performs no duties
   • Is in non-pay status, and
   • Is able to leave the work site or building, depending on department policy.

   A period of 30 minutes or more will qualify as a bona fide meal period. If a clerical or service staff employee is granted less than a 30 minute meal period or performs assigned duties during a meal period, he/she must be kept in regular pay status for the meal period.

3. Changing Clothes and Washing Time

When a staff member is required, either by law or rules of the employer, or an as integral part of the work, to wash up and/or change clothing on the University's premises before or after working, the time spent changing and/or washing is work time. However, when a staff member washes and/or changes clothing for his/her own convenience, or is not required by law or the employer to do so on the premises, the time spent is not counted as time worked.
Housing and Food Services allows up to 10 minutes at the beginning and end of the day for changing clothes and washing for appropriate staff classifications.

4. Lectures, Meetings and Training Programs

Attendance at lectures, meetings, training programs and similar activities need not be counted as hours worked if all of the following four criteria are met:

1. Attendance is outside of the employee's regular working hours
2. Attendance is, in fact, voluntary
3. The course, lecture, or meeting is not directly job-related and is not intended to make the staff member more efficient in his/her present job; and the employee does not perform any productive work during such attendance.

5. Course Study

Time spent by an employee studying courses at home is not compensable under the overtime provisions of the FLSA where the study allowed the employee to advance to a new job classification and there was no requirement to take the course.

6. Travel Time

Local Travel A staff member who travels from home before the regular workday and returns to his/her home at the end of the workday is engaged in ordinary home-to-work travel. Normal travel from home is not work time. Generally, an employee is not at work until he/she reaches the work site.

Time spent by an employee in travel as part of his/her principal activity, such as travel from job site to job site during the workday, or travel to and from a training event, must be counted as hours worked. When a staff member is required to report at a meeting place to receive instructions, perform work there, or pick up tools or a vehicle, the travel from one place to another is part of the workday and must be counted as hours worked.

Travel Away From the Normal Work Location A staff member who drives, or who is required to ride as an assistant and/or helper in a vehicle, is considered to be working while operating or riding in a vehicle. Any work which an employee is required to perform while traveling (even though not actually in transit) must be counted as hours worked. Bona fide meal periods are not counted as hours worked. Under certain circumstances, adequate sleeping facilities or per diem must be furnished.

Time spent in travel as a passenger is paid for during normal duty hours on regular workdays as well as during those hours on usual non-workdays such as Saturday, Sunday and holidays.
Travel time as a passenger on an airplane, train, bus or automobile outside of regular working hours relating to overnight travel is not considered work time. However, if an employee drives a car without being offered public transportation, then the travel time is considered working time.

7. Medical Attention

For work-related injuries, time spent by a staff member in waiting for and receiving medical attention on the premises, or at the direction of his/her supervisor during the employee's normal working hours on the days worked, constitutes hours worked.

8. Off Duty With Pay

Departments are encouraged to allow employees a reasonable amount of time off duty with pay to discuss concerns with pertinent University officials. Examples include discussion of future job possibilities, interviewing, job evaluation, personal counseling through the Employee Assistance Program, processing of complaints or grievances, or discussion of insurance and retirement concerns.

9. Time Clocks

If time clocks are used to record an employee's work time, the employee should be paid for the time recorded when they begin work (punch in) until the end of the shift (punch out). Overtime should be paid even if the employee clocks in for convenience and actual work will not be performed until later. Time clocks should be used to record actual work time.
Housing and Food Services allows employees to clock in or clock out up to ten minutes prior to or after the end of their scheduled shift without incurring overtime or loss of pay.

10. Early Reporting to Work/Leave Late

Employees who report to work early or leave late are considered to be in work status if they are available to perform their normal job functions. For example, an employee who is in the office before normal working hours and answers the phone would be considered in paid status since services are being performed. Employees should clearly understand when they should report for work and end their shift.

11. Work Taken Home

Employees who take work home are in work status even if the supervisor may not directly approve this arrangement. Any work performed outside of normal working hours should be approved in advance.

12. "Good Faith" Work Activities

Time spent in "good faith" activities or assisting with departmental business should be paid time.

13. Time and Attendance Records

Time and attendance records are to be maintained in each department with daily and weekly total hours of regular time and overtime identified. Overtime is reported on the biweekly time slip as actual hours worked for the biweekly pay period. Payroll computing procedures calculate the hours at one-and-one-half times the regular rate for overtime hours. Records of regularly scheduled time and overtime are maintained to the nearest one-tenth hour.

14. Processing Biweekly Payroll

• Attendance records should be completed daily.
• Attendance records should be completed in ink.
• Attendance records should be signed by the employee and supervisor before any time is submitted on the time slip to be paid.
• The supervisor and employee should initial any changes, corrections, etc.
• Supervisors are not to sign personnel activity reports in advance.
• Supervisors, after approving and signing, are to directly forward personnel activity reports to the appropriate processing office, not via the employee.
• Employees responsible for processing payroll are not to certify their own time.
• To help expedite processing biweekly time slips, do not attach any forms (i.e. Form W-4).
• Do not staple any forms together when submitting to Payroll.
• Be sure totals on Form 1415 (Time Certification-Biweekly Employees) are correct.
• Individuals with proper signature authorization should sign the Form 1415.
• Notify the Payroll Department immediately of incorrect social security numbers.
• Questions concerning payroll processing should be directed to your business office or the Payroll Department.

15. Flexible Work Schedules

Flexible work schedules embrace a wide variety of formats. Some of the most common are:

• Staggered hours (staff are scheduled to start/stop at different times during the day),
• Flexi-year (9, 10, or 11 month work schedules),
• Compressed workweek (40 hours are worked in fewer than five full days), and
• Flexitime (core hours are established with flexibility in starting and ending times revolving around the core time).

Not every work situation is conducive to such scheduling, especially where essential services or "services on demand" are involved. Nor do flexible work schedules provide a means for avoiding overtime opportunities or payment. Flexible work schedules are intended to offer variations for the mutual benefit of the employee and the organization.

Flexible work schedules do not alter the authority and responsibility of department heads to establish and change work schedules in order to accomplish the business objectives of the department or organization unit.

Sometimes the personal needs of an employee may result in a request to vary the normal daily work schedule. Typically such requests involve time off on one day to be made up on another day and may involve the employee working more than eight hours on that day (i.e. eight-and-one-half or nine hours). To accommodate these infrequent situations, a department head or designee may make an exception to the current policy of overtime pay after eight hours per day for a specific workweek. In such cases:

• The proposed schedule must be mutually agreeable to the employee and supervisor;
• Hours to be made up cannot be carried into another workweek ;
• All hours worked over 40 in the workweek must be paid at the overtime rate (hours worked include all hours paid for holidays, vacation, sick leave, jury duty, funeral leave and military duty); and
• The department head or designee must approve the schedule in advance of its implementation.

In some situations, requests may require an exception to University policy of overtime pay after eight hours per day on a continuing basis for more than one workweek. In these cases, the department must submit such requests to HFS-Human Resources .

To record hours worked on a flexible work schedule, the employee should record the actual hours worked on the "worked regular" line. If the hours exceed the normal, regular hours worked for the position (traditionally eight hours), then the employee should asterisk the hours and at the bottom of the timecard write the word "flextime" and the number of hours associated with this assignment. This will indicate to the department payroll clerk that the hours are to be paid straight time and will eliminate any confusion regarding overtime pay.

16. Compensatory Time

Compensatory time is defined as the practice of providing time off at a later date for overtime worked within a specific workweek. The use of compensatory time off for time worked is not allowed for non-exempt staff members at Purdue University . This is not to be confused with rescheduling hours within the same pay period to maintain the normal gross pay (see "Calculating Overtime Pay").

17. Additional University Employment

Members of the regular clerical and service staff who work for one department can work for another department or on another job at Purdue University only on a temporary, intermittent, or emergency part-time basis for the convenience of the employing department or for the utilization of special skills, experience or training. The supervisor or department head of the department in which the person is regularly employed must approve the additional employment.

Pay for hourly work in additional University employment will be the straight-time rate established for the additional job, except when total hours for all jobs for any individual so employed exceed eight hours daily and/or 40 hours weekly. Overtime on the additional job must be compensated at the rate of one-and-one-half times the regular rate established for the additional position. Employing departments should coordinate time reporting to ensure that overtime is paid and charged appropriately.

A flat fee or standard job rate cannot be used as a method to avoid overtime payment or to determine overtime pay. The regular rate of pay for additional work must not be lower than the minimum hourly rate established for that position.

Regular staff may be hired to provide temporary services as a "secondary appointment" without incurring overtime if:

• The temporary service differs significantly (not within the same general occupational category) from the duties and responsibilities of the employee's regular position,
• The temporary service is performed only on an occasional or sporadic basis and the hours worked cannot recur from pay period to pay period, and
• The secondary appointment and the employee's regular position are not in the same department.

The decision to work in a different capacity must be made freely by the employee and without coercion by the employer.

Exempt employees can work a maximum of eight (8) hours per week in a secondary (hourly) appointment without jeopardizing the FLSA exemption status of their regular position.

Contact human resources for assistance in determining whether a situation meets the requirements for a secondary appointment.

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Eligibility for Overtime

The overtime policy and its regulations apply to the employment of all regular and temporary staff members (including student employees), except for employees who perform work classified as exempt under the Fair Labor Standards Act.

• Positions classified as clerical or service staff are eligible for overtime after working in excess of 40 hours weekly or eight hours daily.
• Positions classified as operations assistants or technical assistants are eligible for overtime after working in excess of 40 hours weekly or eight hours daily.

Authorization for Overtime

Department heads or their designated representatives authorize overtime upon determining business need such as increased workloads, emergencies or other demands. To avoid last minute scheduling, supervisors should inform employees as soon as possible when they are needed for overtime work. The supervisor should also provide for fair and even distribution of overtime work among staff with the necessary qualifications to complete the assignment. Overtime not requested, but permitted or condoned by a supervisor, must be counted and paid as "worked overtime."

Calculating Overtime Pay

Payment for overtime is made at the rate of one-and-one-half times the employee's regular rate of pay. The regular rate of pay includes the value of any shift differential, but excludes the value of protective clothing, safety apparel and perquisite (i.e. room, board and other facilities) etc., which may be furnished.

Hours worked cannot be averaged over two or more workdays for the purpose of avoiding overtime. However, an employee may request a flexible work schedule. If the supervisor and employee develop a mutually acceptable flexible work schedule, the employee may work additional hours one day and fewer hours another day during the same workweek in order to maintain normal gross pay. Hours to be made up cannot be carried into another workweek. The department head or designee must approve the flexible schedule in advance of its implementation.

If the flexed schedule is anticipated to last longer than one workweek, an exception to the University overtime policy is required. In these cases, departments must submit a written request to HFS-HR for approval prior to implementation.

To record hours worked on a flexible work schedule, the employee should record actual hours worked on the "Worked Regular" line of the timecard. If the hours exceed the normal, regular hours worked for the position (typically eight hours), the employee should asterisk the hours and at the bottom of the timecard indicate "flextime" and the number of hours associated with that assignment. This will clarify to the department payroll clerk that the hours are to be paid straight time.

Additional Overtime Provisions

1. Vacation and sick leave credits are not earned or accrued on time worked as overtime.
2. Normally scheduled hours paid for holidays, vacation, jury duty, funeral leave, military duty and sick leave are included in the basic or normal workweek to determine the eligibility of overtime hours worked.
3. Records of regularly scheduled time and overtime are maintained to the nearest one-tenth hour.
4. The maximum amount of overtime that can be scheduled for an employee in any 24-hour period is eight hours. The maximum allowable overtime in any workweek (Monday through Sunday) is 20 hours, allowing at least one full day off work per workweek, except if an extreme emergency situation requires more overtime.
5. Supervisors and department heads are responsible for arranging overtime work schedules to provide for fair and even distribution of overtime work among their staff members. However, overtime assignments should be made according to skills required to accomplish the work.

Additional University Employment

Members of the regular clerical and service staff can work for another university department only on a temporary, intermittent, or emergency part-time basis for the convenience of the employing department or for the utilization of special skills, experience or training. The supervisor or department head of the regular employing department must approve the additional employment.

Pay for hourly work in additional University employment will be the straight-time rate established for the additional job, unless total hours for all jobs exceed eight hours daily and/or 40 hours weekly. Overtime on the additional job must be compensated at the rate of one-and-one-half times the regular rate established for the additional position. Employing departments should coordinate time reporting to ensure that overtime is paid and charged appropriately.

A flat fee or standard job rate cannot be used to avoid overtime payment or to determine overtime pay. The regular rate of pay for additional work must not be lower than the minimum hourly rate established for that position.

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Holiday Pay

The University provides ten paid holidays each fiscal year. To be eligible for holiday pay, the staff member must be a regular employee in pay status on a normally scheduled workday both immediately preceding and following the holiday. An employee on an approved, paid leave of absence (except worker's compensation leave) is in pay status for purposes of holiday pay. An employee is not eligible for holiday pay if he/she terminates the day prior to an official holiday unless he/she is an official University retiree.

Paid holidays will always occur from Monday through Friday. When a holiday occurs on a day the employee is normally off duty, he/she will be credited with another day off on a normally scheduled workday within the same workweek as the holiday.

Regular employees who are required to work on a University holiday receive pay for the holiday plus time-and-one-half for all hours worked on the holiday. Temporary employees, including student employees, who work on a University holiday are paid at the straight time rate.

Regular members of the clerical and service staff in layoff status without pay at the convenience of the department for thirty days or less, will receive holiday pay for the official University paid holidays at Christmas and New Year's (currently four days). Holiday pay will not be granted to those on layoff for any other holidays. Regular members of the clerical and service staff who are on personal leave without pay are not eligible for holiday pay at any time.

Hazardous Weather Pay Practice

During periods of adverse weather conditions, pay practices do not change unless the president of the university declares a "Snow Recess", which explicitly tells staff not to report for work. The president or executive vice president and provost are the only persons who can declare a Snow Recess.

During all other periods of bad weather, regular biweekly paid staff who are absent from work, arrive late, or leave early, must charge their time to vacation, personal holiday (if eligible) or absence without pay. This policy applies even if a department head has advised staff to be absent, arrive late or leave early due to weather conditions. Departments are encouraged to be flexible in the approval of leave time when safety is a concern.

In summary, the following pay practice will be in effect during a Snow Recess:

1. Non-exempt staff members (regular clerical/service and operations/technical assistants) who do not report for work will receive regular pay for all normally scheduled hours not worked due to the Snow Recess. Time will be recorded as "Other Leave (With Pay)" on the Attendance Record (Business Office Form 1423).
2. Non-exempt staff members (regular clerical/service and operations/technical assistants) required to work are to be paid at the regular rate plus time-and-one-half for all hours worked during the Snow Recess. Under no circumstances will an employee be paid more than two-and-one-half times the regular rate for hours worked. This time will be recorded as "Worked-Regular" and "Overtime" on the Attendance Record.
3. Temporary employees (including student employees) designated "essential personnel" will be paid at time-and-one-half of the regular hourly rate for hours worked up to eight hours/day or 40 hours/week. For hours worked in excess of eight hours/day or 40 hours/week, compensation will be at two-and-one-half times the regular hourly rate.
4. Non-exempt staff members (regular clerical/service and operations/technical assistants) who work prior to and after the Snow Recess is effective will receive regular pay plus time-and-one-half for hours worked after the Snow Recess starts. Hours worked prior to start of the Snow Recess will be paid at the regular rate.
5. Non-exempt staff members (regular clerical/service and operations/technical assistants) who are working when the Snow Recess ends will be paid for all hours worked after the Snow Recess ends in accordance with normal pay practice.
6. All staff who had previously scheduled vacation will have the time and attendance recorded as vacation.
7. All staff on sick leave both before and after the Snow Recess will have time and attendance recorded as sick leave.
8. Non-exempt staff members (including students and temporaries) who show up for work during a Snow Recess and who are not essential should be released from work. If allowed to perform non-essential work, they should be paid at the regular rate only for the hours worked. Essential employees should be identified and notified well in advance of a Snow Recess to avoid problems such as staff reporting to work unnecessarily.
   1. Administrative and professional staff (except operations/technical assistants) receive regular pay regardless of work status during the Snow Recess.

Call-Back Pay

An employee will be credited with a minimum of three-and-one-half hours as time worked and compensated at the overtime rate when:

• He/she is notified to report back to work without advance scheduling , and he/she reports for work; or
• The supervisor has pre-arranged (advance notice or pre-scheduled) with an employee to return to work, not as an extension of the regular daily work shift , and he/she reports for work.

This policy does not apply to time scheduled or arranged that immediately precedes or follows regular work hours. Regular pay practice (including overtime pay) will apply when an extension to the regular daily work shift causes a non-exempt employee to work more than eight hours daily or 40 hours weekly.

Any interruption in work time for the benefit of the employee does not change the extension of the work-shift as defined above and the employee is eligible only for payment of time worked. This type of interruption covers such times as authorized meal periods, rest breaks, time to take co-workers home, time scheduled solely for the convenience of the employee, etc.

Employees who work on their regular day off, which extends their regular weekly work shift, will be paid a minimum of three-and-one-half hours at the overtime rate.

Non-exempt employees normally scheduled less than full time are covered by the overtime provisions of this policy only when they work in excess of eight hours daily or 40 hours weekly.

Regular pay practice (including overtime pay) will apply for those activities of mutual benefit to the employee and the University and do not involve performance of the employee's normal work responsibilities . Examples of such activities are attendance at Clerical/Service Advisory Committee meetings, attendance at a grievance hearing on behalf of an active employee, or training events not required, but encouraged by the supervisor.

Pay During Emergency Building Search

All staff members will be in regular pay status during an emergency building search. Both staff members who are directed to leave and those who leave voluntarily will be expected to return to their workplaces within 30 minutes after the search is completed and the building declared safe.

It is the policy to grant a minimum of two (2) hours in pay status for the building to be searched and to allow 30 minutes for staff members to return to their workplaces after the search has been completed. When the building search requires more than two hours, staff members continue in pay status for the actual time of the building search plus the 30-minute check-in allowance. It is the staff member's responsibility to determine whether or not the search has been completed by calling their employing department, the campus switchboard operator, or the Safety and Security Department.

Staff members who do not return to their workplaces within 30 minutes after the search has been completed and the building declared safe will not be paid for the remainder of their normal workday unless their supervisor has approved the use of vacation time.

Pay During Selective Shutdowns Due to Environmental Conditions

Occasionally, environmental conditions in buildings and/or work areas become so unbearable or inappropriate (i.e. lack of heat or power) that staff members are unable to perform their assigned tasks. In these instances, the department head may decide to excuse clerical and service staff employees from further work during the day if other alternatives are not practical. This action would not impair the efficiency of the University, be detrimental to the health of the employees, nor penalize hourly paid employees.

In this event, employees may be excused without loss of time or pay. Such an excused absence shall apply only to employees who have reported for work at the time the decision is made. Employees who are on vacation, sick leave or other types of excused absence will continue in that status. Excused absences due to shutdowns caused by extreme environmental conditions will be reported on the biweekly time slips as "Other Leave" and explained.

Shift Differentials

Shift differentials are used to compensate regular clerical and service staff members who normally work on one of the following shifts.

 

The differential rate is added to the normal hourly pay rate and must be applied to all hours worked on the shift. The value of the shift differential is subtracted from the cash pay in order to determine if a pay rate is within bracket. Student and temporary employees are eligible for shift differentials when they work 40 or more hours biweekly.

Perquisites

The University furnishes perquisites, such as board and housing, to some staff members when it is a convenience to the employing department and it is considered a condition of employment.

 

Prerequisite	Value
Board	Established on the basis of actual raw food cost
Housing and Facilities	Various amounts, determined as the fair value of the facility provided to the employee

The perquisite value (housing only) is used to determine Group Insurance entitlement.

To determine the base rate of pay (rate to be used on the payroll change form), deduct the value of any perquisites received from the hourly base rate of pay.

For example: The value of the perquisite is added to the cash pay rate in order to determine if a pay rate is within bracket.

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Bi-weekly employees use a time clock to record their work hours on a time card. Make sure a new employee has a time card. The supervisor certifies all paid and/or unpaid hours by their signature on the time cards.
Check time cards for accuracy of dates, times, sick leave and vacation. Check the leave reports to ensure the employee has accrued leave time available. If sick leave is exhausted, the computer does not automatically charge vacation.

Send bi-weekly time cards to the account clerk on Monday morning after the end of the pay period, unless otherwise notified.

Common Errors Found on Time Cards

• Employee uses the wrong time card. This is especially easy to do with preprinted time cards.
• Hours do not add up to 8 hours worked.
• Time card is not signed by supervisor.

Note: Family illness must be designated as "Family Illness" in the description area, even though it is charged as sick leave.

Clock In and Clock Out

Supervisors have the authority and responsibility to establish and change work schedules in order to accomplish the business needs of the organizational unit. Employees are expected to clock in and out as close to the scheduled work times as practical.
The University allows a ten minute "window" of time for changing clothes, as needed, at the beginning and end of the shift in paid status. This "window" also allows flexibility for avoiding a logjam at the time clock as well as for special circumstances. Employees will not lose pay, for example, for occasionally arriving a few minutes late due to being detained by a train or other traffic emergency. Similarly, with supervisor approval, an employee may be allowed to leave the workplace up to ten minutes early to reach a critical appointment without loss of pay as well.
Supervisors must authorize any work prior to the normal shift start time and after the normal shift end time. Employees should not report to their work area more than ten minutes prior to their scheduled shift, nor leave the work area until the end of the shift.
However, an employee who regularly arrives after the normal start time or leaves early, even within the ten minute "window" may be subject to disciplinary action.

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Bi-weekly

Bi-weekly checks are distributed every other Wednesday from the departmental business office.

Monthly

Monthly checks are distributed the last working day of the month.

All Staff

An employee's first paycheck may have incorrect tax or insurance deductions, depending on when the employee's processing and paperwork were completed. Problems or errors on paychecks should be reported to the HFS-Business Office. Most corrections will be made on the employee's next check.

Employees may have their net pay deposited in the Purdue Credit Union or any bank after completing an automatic deposit form. Deposits are not valid until the pay date, even though a bank statement may occasionally show it deposited in the employee's account the day before the pay date.

Lost paychecks should be reported immediately to the HFS-Business Office. The University Disbursements Office will stop payment on the check right away and set up a time for the employee to complete some paperwork so a new check can be issued.

No one may pick up a check or deposit slip prior to the scheduled payday.

Terminal vacation (and personal holiday, if applicable) will be included in the employee's final normal paycheck, if the Report of Termination of Employment Form 4 is received in the HFS-Business Office during that last pay period.

Memorandum No. 142 outlines the policy regarding termination of employment for Clerical/Service staff.

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The definition of a change in family status is: marriage, divorce, birth, death, adoption, or change in dependent status (for example, a child turning 19 years old and no longer a full-time student).

The form(s) you will need to complete will depend on the change(s) you are making, but includes changes in benefits coverage, change in beneficiary, etc. Contact your departmental business office to obtain the appropriate form(s). Fill out the form(s) completely and correctly and return them to the proper location.

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The word "termination" applies to anyone who departs from Housing and Food Services for reasons including retirement, transfer, death, University-initiated, or self-initiated resignation.

Memorandum No. 142 outlines the termination of employment policy for clerical and service staff. Refer to Memorandum B-55 regarding the termination of administrative and professional staff.

Expectations for Notice of Resignation

Employees may resign at any time for any reason. Hourly employees are expected to notify his/her supervisor or department head in writing at least two weeks in advance of the resignation effective date. Failure to give at least one week of notice may make an employee ineligible for reemployment at the University. Should an employee give a verbal resignation, but not put it in writing, the supervisor should write a formal letter of acceptance of the resignation.

Salaried staff members are expected to give at least one month notice of resignation.

Documentation

Be sure to immediately notify your account clerk of the termination date of a salaried employee, particularly if the last workday falls in the middle of the month. The account clerk needs to pro rate pay and vacation accrual for that month and submit necessary paperwork so the terminating employee will not be overpaid.

Complete a Form 4 Report of Termination of Employment for the employee and submit it to the business office as soon as possible. COBRA notification is initiated by this form. Accuracy in completion of this form is vital, especially "reasons for leaving." If an employee has exhausted his/her available leave and is continuing on LTD, please check reason code "26" and state this in the explanation. Do not assign a retirement status at this time UNLESS that is the ONLY reason for termination of employment.

Other Issues

Employees must be present on their last day of work unless termination is due to illness. If the last day worked is immediately before a holiday, a retiree is eligible for that holiday pay.

Notify the departmental business office as soon as you are aware of an employee's death, so that paperwork for the beneficiary may be started, etc.

If termination is for disciplinary reasons, the supervisor will discuss with HFS-Human Resources prior to termination. If, after consultation with HFS-Human Resources, it is determined that the employee should be terminated immediately, the University provides separation pay for eligible staff members. Staff members who resign in lieu of being terminated will receive separation pay if they meet all eligibility requirements. Even if an employee has been discharged, terminal vacation is to be paid.

Arrange an exit interview between the employee and HFS-Human Resources (49418). Information gained by HFS-Human Resources at the exit interview will be shared with appropriate directors and supervisors.

Complete and approve final time cards. Obtain any uniforms, tools and keys. Collect parking stickers and identification cards. Contact HFS Information Systems staff to terminate computer access for those employees who are leaving.

Individuals electing to continue medical coverage under COBRA will be billed for their appropriate premium within 45 days of electing the coverage.

Refer to Purdue University Policy IV.14.01 (May 1, 2002) regarding Separation Pay .

Retirement

Executive Memorandum C-32 addresses Early Retirement Alternatives. Business Office Memorandum No. 187 outlines the sick leave conversion plan for clerical and service staff.

Employees should contact a Benefits Counselor in Staff Benefits to prepare for and plan retirement.

To be an official University retiree, a staff member must be age 60 or more with at least 10 years of continuous employment immediately prior to retirement, or age 55 or more with at least 15 years of employment, 10 of which must be continuous and immediately prior to retirement. For additional eligibility requirements see the Business Procedures Manual.

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The Consolidated Omnibus Budget Reconciliation Act (COBRA) was signed into law in 1986. In compliance, Purdue and other employers now make available group medical insurance for up to 18 months in the following situations:

• An employee terminates employment with Purdue for any reason other than gross misconduct.
• An employee retires but does not have enough years of service to qualify for one of the regular Purdue retiree insurance programs.
• An employee's work hours are reduced to a level making them ineligible for benefits.

COBRA also allows dependents of Purdue employees to be insured when they would otherwise lose coverage, such as when the age cap is reached or the dependent finishes school. Spouses may elect COBRA coverage in the event of a divorce or if the employee dies.

Notification

The University will notify terminated employees of their COBRA rights upon completion of a Personnel Services Form 4 Report of Termination of Employment. For other situations it is the responsibility of the individual to notify Human Resource Services within 31 days of the qualifying event by completing a Change in Family Status form. Information explaining the costs, billing procedures and allowable duration of the coverage will be sent to the person(s) eligible for COBRA. Premium for coverage will be 102 percent of the full cost of the medical plan selection (full cost = employee plus University premiums).

Eligibility

Group health coverage through Purdue may be continued until the earliest of the following:

• The date eligible for coverage through another group plan, unless the new plan has pre-existing condition coverage.
• Failure to pay the appropriate premium when due.
• Date of entitlement to Medicare benefits.
• 18 months after eligibility for COBRA began (unless totally disabled, then 29 months).
• The date of return from leave and resumption of duties at the University.

Coverage for dependents may be continued until the earliest of the following:

• The date eligible for coverage through another group plan, unless the new plan has pre-existing condition exclusions.
• Failure to pay the appropriate premium when due.
• 36 months after eligibility for COBRA began.

The former employee and covered dependents have 60 days (from date of COBRA notification) to elect continuation of coverage in the same category chosen during active service at Purdue. Or, if coverage is not needed for everyone, individual family members may continue coverage separately.

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Existing (Non-Standard) Positions

Contact the HFS-Human Resources Office to discuss the general need for the update/review of a regular position description. A general guideline is that a position description typically needs to be updated about every five years or when twenty percent of the job has changed. Once the need is agreed upon, submit a request outlining the changes that have occurred and your recommended outcome (i.e. change in classification or title, upgrade, downgrade, etc.). Also submit a draft description reflecting the significant changes identified in the cover letter.

The position description (Form 10) can be accessed on line at: http://www.purdue.edu/hr/Compensation/comp_forms.htm

Send the form as an email attachment to the Human Resource Specialist handling classification.

Upon receipt of the request and draft description, the Human Resource Specialist may call the supervisor for further clarification and/or may schedule a meeting with the incumbent for further details.

Once the specialist has compiled all necessary information, the position description will be returned to the supervisor for review. The supervisor may share the job description with the relevant employee(s) as appropriate. Once it is determined that the description is an accurate reflection of the position duties and qualifications, the supervisor and department head will sign and return the original document to the Human Resource Specialist, who will establish the appropriate title and classification level.

The supervisor will receive notification of the results of the review in writing along with an official copy of the approved job description. The results may be no level change, downward level, upward level, staff change or title change.

The supervisor should provide a copy of the job description to the employee(s) and discuss the results with them.

New Positions

Your director's authorization is required prior to creating new position descriptions. After receiving approval, discuss the responsibilities of the position with a Human Resource Specialist. Please submit a new position description form. At this point, the process is identical to Existing Positions, beginning with the review.

Standard Job Descriptions

Many of the positions in Housing and Food Services are covered by standard job descriptions, in which one description reflects the general duties in a large number of similar positions. A review of these positions is considered a major project due to its wide scope and effort. As such it is usually prioritized with other large projects being conducted by the HFS-Human Resource office.

Task Analysis Forms

Job task analyses are conducted on positions in order to provide physical, mental and environmental data to doctors for “fitness for duty” determinations and other purposes. These analyses include specific limits and frequencies of common work activities. These forms can be developed in conjunction with a new job description or in response to a specific request. Contact a HFS HR Specialist for assistance.

Departmental Temporary Positions (Up to 1,000 hours)

If an approved standard job title and classification code does not exist for the temporary position needed, please complete the temporary position form at: http://www.purdue.edu/hr/Compensation/comp_forms.htm and forward to a Human Resource Specialist to determine the appropriate job title and level for payroll purposes.

Recurring Temporary Positions

These are positions that are utilized from year to year, yet not exceeding 1,000 hours per year. These positions must be classified through HFS-Human Resources.

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