PROFESSIONAL, FACULTY AND GA/TA TIME AND ATTENDANCE Office of Admissions May 4, 2000

Attendance and Leave Responsibilities l EMPLOYEE’S RESPONSIBILITY –COMPLETE, SIGN AND FORWARD TO SUPERVISOR ALL BIWEEKLY OR MONTHLY AND SEMIANNUAL REPORTS l SUPERVISOR’S RESPONSIBILITY –VERIFY ACCURACY, CO-SIGN AND FORWARD TO T & A RECORD KEEPER

RESPONSIBILITY l TIME AND ATTENDANCE RECORD KEEPER –PROVIDE EMPLOYEES WITH ATTENDANCE AND LEAVE FORMS –UPDATE STAFF OF CHANGES IN T&A POLICIES/PROCEDURES –FORWARD COMPLETED SEMIANNUAL REPORTS TO STATE PERSONNEL

VACATION LEAVE l TEN MONTH ACADEMIC EMPLOYEES DO NOT ACCRUE VL l 12 MONTH EMPLOYEES DO ACCRUE VL l MUST BE IN FULL PAY STATUS FOR THE MAJORITY OF THE MONTH TO ACCRUE

ACCRUING VACATION AND SICK LEAVE CREDITS l FULL TIME EMPLOYEES l MONTHS1.25 DAYS PER MONTH l MONTHS1.33 DAYS PER MONTH l MONTHS1.50 DAYS PER MONTH l MONTHS1.50 DAYS PER MONTH l MONTHS1.50 DAYS PER MONTH l MONTHS1.66 DAYS PER MONTH l 73 + MONTHS1.75 DAYS PER MONTH

PART-TIME ACADEMIC EMPLOYEES WHO TEACH l ACCRUE SICK LEAVE ONLY l ACCRUALS ARE BASED ON THE NUMBER OF COURSES TAUGHT u 1 COURSE.25 DAYS PER MONTH u 2 COURSES.50 DAYS PER MONTH u 3 COURSES DAYS PER MONTH

NON-TEACHING PART-TIME ACADEMIC EMPLOYEES l NEW RATES EFFECIVE 1/1/00 l ACCRUE SICK LEAVE ONLY l ACCRUALS ARE BASED ANNUAL SALARY l $ 0 - $ 9, DAYS PER MONTH l $ 9,377 - $14, DAYS PER MONTH l $14,608 - $18, DAYS PER MONTH l $18,757 -OR HIGHER1.25 DAYS PER MONTH

PART-TIME PROFESSIONAL EMPLOYEES l EARN VACATION AND SICK LEAVE l ACCRUALS ARE BASED ANNUAL SALARY l $ 0 - $ 9, DAYS PER MONTH l $ 9,377 - $14, DAYS PER MONTH l $14,608 - $18, DAYS PER MONTH l $18,757 -OR HIGHER1.25 DAYS PER MONTH

CHANGE IN ACCRUALS RATES l ALL PART-TIME FACULTY RECEIVE AN APPOINTMENT LETTER INDICATING THE CORRECT ACCRUAL RATE l THIS MAY BE ADJUSTED ON A SEMESTER BASIS BASED ON SALARY OR COURSES TAUGHT

VACATION LEAVE ACCUMULATION l EFFECTIVE SEPTEMBER 1997: l VL MAY EXCEED 40 DAYS DURING THE CALENDAR YEAR l MUST USE THE AMOUNT OVER 40 DAYS OR FORFEIT IT ON THE LAST DAY OF THE CALENDAR YEAR (DECEMBER 31ST)

VACATION LEAVE l PER UUP CONTRACT: ON JANUARY 2ND, EACH YEAR, 1 EXTRA DAY VACATION LEAVE IS ADDED TO THE ACCRUAL BALANCE FOR FULL-TIME EMPLOYEES

VACATION LEAVE l COMPENSATED UP TO 30 DAYS VACATION LEAVE UPON SEPARATION FROM STATE SERVICE

SICK LEAVE ACCUMULATION l MAXIMUM ACCUMULATION IS 200 DAYS

Sick Leave Exchange Program Phase I l Full-time and GFT UUP represented employees were able to forfeit 2.25 days of sick leave accruals in exchange for a $225 reduced premium on their health insurance. l The program runs from April 1, 2000 to December 31, 2000 l Employees must have had their application into State Personnel no later than March 10, 2000 with a signature date no later than February 29, 2000

SL Exchange Program- Eligibility –must be full time or GFT –must be UUP represented (M/C not eligible) –must have 15 days of sick leave accrued at the time of election (Feb. 1, 2000) – be eligible to earn sick leave –be on the payroll for some portion of the election period ( 2/1/00 to 2./29/00) –be enrolled in Empire Plan or an HMO

SL Exchange Program- Timesheets –Employees earn 2.25 days less sick leave from April 1, 2000 to December 31, –Should be assessed from April 2000 until the employee forfeited 2.25 days of sick leave. –Example of calendar year employee with 7 + years of state service, earns 1.75 days per month: u April do not earn any SL accruals - forfeit 1.75 days u May 2000, earn 1.25 days SL- forfeit.50 days

SL Exchange- Employees with 200 days sick leave l Employees who have the maximum 200 days of sick leave accruals should maintain their 200 days balance as they are already forfeiting 1.75 days per month accruals

Sick Leave Exchange Program - Phase II 2001 l In 2001 an eligible employee will be able to forfeit 3 days of sick leave in exchange for a $ reduction in health insurance premiums from January 1, 2001 to December 31, l The application period for Phase II will be November 2000.

PRESIDENTIAL SICK LEAVE l THE PRESIDENT MAY GRANT ADDITIONAL SICK LEAVE AT FULL OR PARTIAL PAY l THIS LEAVE, TOGETHER WITH THE USE OF SICK LEAVE ACCRUALS CANNOT EXCEED A TOTAL OF 6 MONTHS

PRESIDENTIAL SICK LEAVE (CON’T) l SICK LEAVE ACCRUALS MUST BE EXHAUSTED IN ORDER TO RECEIVE ADDITIONAL SICK LEAVE l ADDITIONAL SICK LEAVE WITHOUT PAY MAY BE GRANTED UP TO ONE CALENDAR YEAR l DO NOT EARN OR CHARGE ACCRUALS DURING THIS LEAVE

LONG-TERM DISABILITY ELIGIBILITY l M/C AND UUP REPRESENTED EMPLOYEES l ALL ACTIVE FULL-TIME EMPLOYEES l PART-TIME EMPLOYEES WHO ARE ELIGIBLE FOR HEALTH INSURANCE –PRIMARILY TEACHING MUST TEACH TWO COURSES PER SEMESTER

LTD (CON’T) l PART-TIME PRIMARILY NON- TEACHING MUST EARN $10,196 ANNUALLY l MUST HAVE ONE FULL YEAR OF STATE SERVICE

LTD (CON’T) l LTD BEGINS ON THE FIRST OF THE MONTH FOLLOWING SIX CONSECUTIVE MONTHS OF TOTAL DISABILITY AND CONTINUES TO AGE 65 l LTD PROVIDES EQUAL TO 60% OF SALARY, NOT TO EXCEED $5,000 MONTHLY

SABBATICAL LEAVE l GRANTED FOR PLANNED EDUCATIONAL TRAVEL, STUDY, FORMAL EDUCATION, RESEARCH, WRITING OR OTHER EXPERIENCE OF PROFESSIONAL VALUE

ELIGIBILITY FOR SABBATICAL LEAVE l MUST BE FULL TIME l MUST BE TENURED l ACADEMIC EMPLOYEES HAVING CONTINUING APPOINTMENTS AND l HAVE COMPLETED 6 YEARS OF CONSECUTIVE SERVICE l HAVE COMPLETED 6 YEARS OF SERVICE SINCE LAST SABBATICAL LEAVE

TERMS AND CONDITIONS OF SABBATICAL LEAVE l MAY BE GRANTED UP TO ONE YEAR AT A SALARY NOT TO EXCEED ONE- HALF THE BASIC ANNUAL SALARY OR l MAY BE GRANTED FOR ONE-HALF YEAR AT A SALARY NOT TO EXCEED THE FULL BASIC ANNUAL SALARY

SABBATICAL LEAVE APPLICATIONS l MUST BE SUBMITTED TO THE CHAIR, DIRECTOR, DEAN, PROVOST AS FAR IN ADVANCE AS POSSIBLE – NO LATER THAN 6 MONTHS IN ADVANCE

FAMILY MEDICAL LEAVE ACT (FMLA) l ELIGIBILITY: –MUST BE EMPLOYED FOR A MINIMUM OF ONE YEAR –MUST WORK A MINIMUM OF 1250 HOURS PER YEAR (.67 FTE) –MEDICAL DOCUMENTATION IS REQUIRED

FMLA l FMLA RUNS CONCURRENT WITH WORKERS COMPENSATION OR MATERNITY AND USE OF SICK LEAVE ACCRUALS l EARN 12 WEEKS FMLA PER CALENDAR YEAR l ALLOWS EMPLOYEE TO MAINTAIN HEALTH INSURANCE AT THE EMPLOYEE SHARE

CHILDREARING LEAVE l PERIOD OF DISABILITY –FOUR WEEKS PRIOR TO THE ANTICIPATED DUE DATE –SIX WEEKS FOLLOWING CHILDBIRTH l SICK LEAVE CAN BE USED ONLY DURING THIS 10 WEEKS PERIOD –MEDICAL DOCUMENTATION IS REQUIRED FOR DISABILITIES BEYOND THIS PERIOD

CHILDREARING LEAVE (con’t) l MATERNITY LEAVE MAY BE FOLLOWED BY CHILDREARING LEAVE WITHOUT PAY AT THE EMPLOYEE’S REQUEST FOR UP TO 7 MONTHS FROM DATE OF DELIVERY OR ADOPTION l VACATION LEAVE MAY BE USED DURING THIS PERIOD

CHILDREARING LEAVE (con't') l IN THE EVENT BOTH PARENTS ARE STATE EMPLOYEES, THE 7 MONTHS OF LWOP MAY BE SPLIT INTO TWO SEPARATE BLOCKS WITH EACH PARENT TAKING ONE BLOCK OF LEAVE, NOT TO EXCEED A COMBINED TOTAL OF SEVEN MONTHS

FAMILY SICK LEAVE/ BEREAVEMENT LEAVE –15 DAYS PER YEAR FOR DEATH OR ILLNESS IN IMMEDIATE FAMILY

FAMILY SICK LEAVE l AUTHORIZATION SHOULD NOT BE UNREASONABLE DENIED

DID YOU KNOW? l AN EMPLOYEE MAY CONTINUE HIS/HER HEALTH INSURANCE AFTER RETIREMENT AT THE EMPLOYEE SHARE ! –90% OF COST FOR THE EMPLOYEE – & 75% OF COST FOR DEPENDENTS IS PAID BY THE STATE

THE GOOD NEWS IS --- l 200 DAYS OF SICK LEAVE CAN BE CONVERTED TO A DOLLAR EQUIVALENT OF AN EMPLOYEE’S SALARY TO PAY HEALTH INSURANCE PREMIUMS AFTER THEY RETIRE FROM STATE SERVICE

RESIGNATION TERMINATION RETIREMENT l SUBMISSION OF FINAL SEMIANNUAL TIME SHEET l PERSONNEL WILL COMPLETE AN AUDIT OF ALL SEMIANNUALS AND THE RESULTS ARE FORWARDED TO PAYROLL TO INITIATE THE LUMP SUM PAYMENT FOR VACATION LEAVE (IF DUE)

GRADUATE AND TEACHING ASSISTANTS l ALL GA/TA EMPLOYEES MUST COMPLETE BOTH MONTHLY AND SEMIANNUAL TIME SHEETS l EARN A MAXIMUM OF 5 DAYS LEAVE FOR PERSONAL ILLNESS PER ACADEMIC YEAR

GA/TA l PERSONAL LEAVE IS EARNED IN A LUMP SUM AFTER THE COMPLETION OF ONE SEMESTER IN STATE SERVICE (10 BIWEEKLY PAY PERIODS FOR 12 MONTH EMPLOYEES l THIS LEAVE IS NOT ACCUMULATIVE FROM ONE ACADEMIC YEAR TO THE NEXT

GA/TA l THIS LEAVE IS TO BE USED FOR PERSONAL ILLNESS OR ILLNESS OR DEATH IN THE IMMEDIATE FAMILY l IF IT IS NOT USED IT IS LOST l ONCE REAPPOINTED FOR A NEW ACADEMIC YEAR, AWARD 5 DAYS AGAIN IN A LUMP SUM l ARE NOT ELIGIBLE FOR FMLA

QUESTIONS AND ANSWERS STATE PERSONNEL LIZ DUNDON ext or