Course Objectives At the completion of this course, you will be able to: Explain the business process, rules and procedures of each of the policies Describe.

HR Policies: Flex-time, Staff Vacation, Overtime: AUPE Support Staff

Course Objectives At the completion of this course, you will be able to: Explain the business process, rules and procedures of each of the policies Describe employee and manager accountabilities and responsibilities Explain how these policies integrate with other HR policies and the Authority and Accountability framework Describe which policy employees (based on their employment status or type) are eligible for Explain exceptions to each of the policies and how to manage them Describe the required forms for each of the policies This course explains the new Human Resources policies and procedures: Flex-time, Vacation and Overtime. This course describes employee and manager accountabilities and responsibilities, integration with other HR policies and the Authority and Accountability Framework, employee type eligibility per policy and exceptions to each of the policies. This course describes the required forms and reports that can be executed.

New Human Resources Policies
Purpose: Provide a healthy work place by helping employees attain a work/life balance while ensuring the operational needs of the University are being met The University of Calgary has introduced the new Human Resources policies in order to provide a healthy work experience by helping employees attain this balance while ensuring the operational needs of the University are being met.

Why new Human Resource policies?
Improve efficiencies and internal controls Comply with Auditor General and Tri-Council recommendations Manage liability Utilize staff time and manage work schedules more effectively Continuous improvement and align with other upcoming enhancements designed to streamline processes and improve service New Hire /Job change / Termination The new Staff Vacation, Overtime and Flex-time policies have come out of the work Human Resources has been doing as a part of the iS2 Project. They support the core goals of the project, to comply with the Auditor General's and Tri-Council's recommendations, to increase financial controls, to improve customer services, to reduce costs and to increase efficiencies The changes in the policies allows Human Resources to manage the University’s liability with respect to vacation, flex and overtime. They also utilize staff time more efficiently and support Faculties / Departments to manage work schedules better. Human Resources is dedicated to continuous improvement and these changes align with other upcoming enhancements designed to streamline their processes and improve their service. This course focuses on the policy and procedures that are being introduced. It does not go into detail regarding the implementation plan and how the policies are applied.

Why new Human Resource policies?
Clarify the University’s guidelines for: the scheduling and taking of vacation time (for MaPS and Support staff) the earning and taking of flex-time (Support staff) the administration, recording and pay out of overtime hours (Support staff) Ensure that eligible employees are provided the same opportunity for vacation, flex and overtime In addition, these policies clarify the University’s guidelines for: • the scheduling and taking of vacation time (for MaPS and Support staff) • the earning and taking of flex-time (Support staff) • the administration, recording and pay out of overtime hours (Support staff) These policies also ensure that eligible employees across all units and departments are consistently provided the same opportunity for vacation time, flex-time, and overtime.

Employee Type Eligibility
The table below shows the employee type eligibility for each of the policies: Flex Vacation Overtime All full-time AUPE regular, limited term, fixed term or sessional Employees *Does not apply to Academic and Management and Professional staff (MaPS) staff members All eligible Management and Professional Staff (MAPS), AUPE All eligible AUPE Department participates in the flex-time work arrangement Is in addition to and does not replace Overtime provisions in Collective Agreement The above table outlines the employee type eligibility for each of the policies.

Integration with Time Keeping Process
Tracks flex-time and vacation earned and taken, overtime approved and paid The Time Keeping process and procedures which have also been implemented are closely integrated with these new policies. Employees accurately enter their time into a timesheet which subsequently is maintained in the HCM system. The HCM system tracks the amount of flex time, vacation earned and taken and any overtime that has been approved and paid. In addition, reports can be generated from the data gathered to analyze, monitor and plan resourcing requirements.

Flex-time Policy Flex-time:
Is an alternative work schedule that allows work units to have extended hours ensuring increased customer service opportunities Standardizes the process for considering, approving and implementing flex-time Clarifies the joint responsibility of the department and the employee Flex-time is an alternative work schedule to accommodate Employee needs or preferences. Flex-time allows work units to have extended hours ensuring increased customer service opportunities. It standardizes the process for considering, approving and implementing flex-time across all applicable units and departments. It clarifies the joint responsibility of the department and the employee in ensuring that flex-time is scheduled and taken at a mutually agreeable time.

Flex-time Eligibility
Applies to: AUPE Regular, Limited Term, Fixed Term or Sessional Employees who have successfully completed their probationary period Does not apply to Academic or Management and Professional staff (MaPS) staff members There are specific employee types that the Flex-time policy is applicable to: Applies to full-time AUPE Regular, Limited Term, Fixed Term or Sessional Employees who have successfully completed their probationary periods Does not apply to Academic or Management and Professional staff (MaPS) staff members

What is the Eligible Flex-time Earning Period?
Earned outside the Normal Work Day which ensures at least a one-half (½) hour unpaid meal break at approximately the midpoint in the work day Rest periods are considered breaks Flex-time earning period will not include working through the breaks What is the Eligible Flex-time Earning Period? Flex-time must be earned outside the Normal Work Day which ensures at least a one-half (½) hour meal break at approximately the midpoint in the work day Rest periods are considered breaks and, as such, the Flex-time earning period will not include working through the breaks

Special Situations Exceptions may be made for the purpose of accommodating an Employee who must deal with an extraordinary matter Subject to the approval of the Manager In some cases, there are special situations or exceptions that may occur. Exceptions to this policy may be made for the purpose of accommodating an Employee who must deal with an extraordinary matter. This is subject to the approval of the Appropriate Manager. A standardized flex-time agreement template will be created and ready for use by August 1.

Responsibilities - Staff
Know if their Department participates in the flex-time program Be aware of the policy and procedures Consult with Manager to discuss Flex-time proposals Submit written proposals, in the required format, and sign the approved detailed written agreement Use banked flex-time according to agreement with Appropriate Manager It is the responsibility of every full-time AUPE regular, limited term, fixed term or sessional employee to: Know if their Faculty / Department participates in the flex-time program Be aware of the policy and procedures Use banked flex-time according to agreement with Appropriate Manager Consult with Appropriate Manager when developing Flex-time proposals Submit written proposals, in the required forma, and sign the approved detailed written agreement

Responsibilities - Manager
Be accountable for the management and implementation of the policy and its potential to result in a fiscal liability Assess the operational impact of Flex-time requests Approve or recommend approval for Flex-time requests Manage the flex-time arrangement It is the responsibility of every Appropriate Manager to: Be accountable for the day-to-day management and implementation of this policy and its potential to result in a fiscal liability for the University of Calgary. Accountability will form part of performance management goals associated with Human and Financial resource accountabilities. Assess the operational impact of Flex-time requests Find suitable arrangements, when and where feasible Approve or recommend approval for Flex-time request Manage the approved Flex-time arrangement Inform Employees of any problems with the arrangement.

Understand the proper planning required and discussions to have with staff Review the Flex-time Policy and develop a plan to reduce banked flex-time in their Department Review Flex-time Policy and develop a plan for flex-time as it applies to their Faculty / Department and staff It is the responsibility of every Appropriate Manager to: Understand the proper planning required and discussions to have with staff Review the Flex-time Policy and develop a plan to reduce banked flex-time in their Department Review the Flex-time Policy and develop a plan for flex-time as it applies to their Faculty / Department and staff Communicate and engage with their staff about the policy

Flex-time Program Eligible employees may request to work a Flex-time schedule New form available on August 1, 2010 Must be mutually agreeable to the employee, supervisor and unit manager Should not negatively impact the overall operations of the unit Units may set up individual schedules differently based on peak user and staffing demands Flex time is earned and used on a regularly scheduled basis Flex-time Schedule Eligible employees may request to work a Flex-time schedule. A new form is being developed and will be available on August 1, 2010 The Flex-time schedule must be mutually agreeable to the Employee, supervisor and unit manager and should not negatively impact the overall operations of the unit Units may set up schedules differently based on peak user and staffing demands Must be operationally viable and, at the Manager’s discretion, can be discontinued at any time

Flex-time Program Flex-time must be earned in 30 minute increments outside the regularly scheduled hours of work 30 minute increment must be added to all timesheets Can only be accumulated to a maximum of two days Days off must be scheduled Must be operationally viable and, at the Manager’s discretion, can be discontinued at any time To support the Flex-time program, flex-time procedures have also been developed to expand and provide details on the policy. The next series of slides explains these procedures. Flex-time Schedule: At the discretion of the Department / Faculty, a Flex-time program may be implemented if operationally viable Flex-time must be earned as outlined in the policy; the use of a Flex-time program is not intended to replace overtime provisions in the collective agreement Employees who are participating in Flex-time must complete a Flex-time application form and both the manager and the employee must be in agreement. The flex-time applicable form will be available August 1. Flex-time must be earned in 30 minute increments outside the regularly scheduled hours of work. The 30 minute increment must added to all timesheets Flex-time can only be accumulated to a maximum of two days and days off must be scheduled

Flex-time Program Terminations
Once an employee has handed in their resignation or retirement notice, they may no longer earn flex-time Any earned flex-time hours must be used prior to the employee’s last day Terminations: Once an employee provides notice of resignation or retirement, the employee may no longer earn flex-time Any earned flex-time hours must be used prior to the employee’s last day If this is not operationally feasible, the department must payout all hours earned

Scheduling To track flex-time, staff members are required to add the 30 minute increment to all timesheets Flex-time hours are to be approved by the manager and updated in the HCM timesheet system Scheduling: In order to track flex-time, staff members are required to add the 30 minute increment to all timesheets It is essential that flex-time hours are approved by the manager and updated in the HCM timesheet system

Special Circumstances and Transfers
Unforeseen circumstances may result in rescheduling of a previously scheduled flex day In the case of a manager requested change, the employee must be given appropriate notification (Article 18) Transfers: Earned but unused Flex-time must be used prior to a transfer (Article 44) Special Circumstances, Retirement and Transfer: Special Circumstances: Because of sudden staffing changes, or other unforeseen circumstances, it may be necessary for a manager or an employee to request to reschedule a previously scheduled flex day. In the case of a manager requested change, the employee must be given appropriate notification (Article 30) Retirement: Once an employee has submitted an approved retirement date all efforts must be made to ensure any earned but unused vacation credits are used prior to the retirement date Transfers: Earned but unused Flex-time must be used prior to a transfer (Article 44). As each Department and Faculty determines participation in Flex-time, it is not guaranteed that any previously agreed flex-time schedule would be available in the new department. (Article 44)

Staff Vacation Policy Joint responsibility of the department and the employee to ensure vacation leave is scheduled and taken at a mutually agreeable time. Department shall use its discretion in scheduling vacation based on: the occurrence of peak workload periods, employee’s length of Service other factors relevant to the operation of the department and the personal circumstances of the employee. It is the joint responsibility of the department and the employee to ensure that vacation leave is scheduled and taken at a mutually agreeable time. The Faculty / Department shall use its discretion in scheduling vacation, based on the occurrence of peak workload periods, employee’s length of Service and such other factors relevant to the operation of the department and the personal circumstances of the employee.

Staff Vacation Eligibility
Applies to: Eligible Management and Professional Staff (MaPS), Alberta Union of Provincial Employees (AUPE) The Staff Vacation policy applies to eligible Management and Professional Staff (MaPS), Alberta Union of Provincial Employees (AUPE).

Staff Vacation Policy Employees accrue Vacation on an hourly basis, commencing their first day of employment AUPE employees should refer to the vacation guidelines outlined in the AUPE Collective Agreement in conjunction with this policy/procedures MaPS employees should refer to the Human Resources website The Staff Vacation policy is described below: Employees will accrue Vacation Credits on an hourly basis, commencing their first day of employment Vacation is earned annually, based on the completed years of continuous employment with the University AUPE employees should refer to the vacation guidelines outlined in the AUPE Collective Agreement MaPS employees should refer to the Human Resources website

Vacation Entitlement and Accrual
Employees start earning Vacation on their first day of employment (anniversary date) Employees who have not completed one (1) year of continuous employment are entitled to a pro-rated Vacation period reflecting the period they have worked. Employees, who have not successfully completed the first six months of employment will not be entitled to utilize Vacation unless an agreement to do so was reached during the original employment contract negotiation Vacation Entitlement and Accrual: A staff member’s Vacation accrual depends on the duration of service and the staff group to which an employee belongs Employees start earning Vacation on their first day of employment. Employees who have not completed one (1) year of continuous employment at the University by the end of the Vacation Year are entitled to a pro-rated Vacation period reflecting the period they have worked Employees, who have not successfully completed the first six months of employment (probationary period for AUPE employees) with the University of Calgary, will not be entitled to utilize Vacation unless an agreement to do so was reached during the original employment contract negotiation

Vacation Entitlement and Accrual
Recurring part-time, casual and students Earn a percentage and are paid out in lieu of vacation on their pay cycle Staff members on an approved reduced work load appointment Receive a pro-rated portion of the Vacation Vacation Entitlement and Accrual Recurring part-time, casual and students earn a percentage and are paid out in lieu of vacation on their pay cycle A staff member on an approved reduced work load appointment shall receive a pro-rated portion of the Vacation Entitlement Employees with one (1) or more years of service as of the anniversary date will be granted paid vacation in accordance with the schedule set out in the appropriate Staff agreement

Vacation Scheduling As per Employment Standards Management
The Employer is permitted to determine when vacation may be taken if the employee has not taken it twelve (12) months after it is earned If the employer and employee cannot agree on a mutually agreeable date on which the employee’s vacation is to start, the employer must give the employee at least two (2) weeks written notice of the date on which the employee’s annual vacation is to start and the employee must take the vacation at that time Management Ensure employees’ schedule and take vacation, record vacation and have approval for carryover of vacation Vacation Scheduling As per Employment Standards: The Employer is permitted to determine when vacation may be taken provided it is taken no later than twelve (12) months after it is earned. If the employer and employee cannot agree on a mutually agreeable date on which the employee’s vacation is to start, the employer must give the employee at least two (2) weeks written notice of the date on which the employee’s annual vacation is to start and the employee must take the vacation at that time Management will ensure employees schedule and take vacation, record vacation and have approval for carryover of vacation

Vacation Scheduling Employees:
Ensure their vacation is scheduled and taken on an annual basis Record their vacation Request and receive approval for carryover of vacation Request vacation using the Time Off Request Form Requests for vacation: Time Off Request Form Vacation Scheduling: Employees should ensure their vacation is scheduled and taken on an annual basis, and that they record their vacation and request and receive approval for carryover of vacation Requests for vacation are made on the Time Off Request Form

Time Off Request Form The Time Off Request form is required by all employees when requesting time off from work. This is completed for documentation and audit purposes. It ensures that employees have requested and have been approved for time off (i.e., vacation). This form does not apply to sick leave. The Time Off Request form and guidelines is available through the HR website. Please refer to the handout for details.

Carryover of Vacation Employees will not generally be permitted to carry vacation from one Vacation Year to the next Employee may request Approval from the Manager to carryover vacation from one Vacation Year to the next up to a maximum of five (5) days Specific situations may allow carryover of vacation Employee has intent to plan, schedule and request an extended vacation which requires more than the regular vacation entitlements available during that vacation year Where a long duration illness has prevented an Employee from taking scheduled vacation In extenuating circumstances, Management may request an employee to defer their vacation. Carryover of Vacation: Employees will not generally be permitted to carry vacation from one Vacation Year to the next. From time to time an employee may request Approval from the Appropriate Manager to carryover vacation from one Vacation Year to the next up to a maximum of five (5) days. However, there are specific situations: Where an Employee has intent to plan, schedule and request an extended vacation which requires more than the regular vacation that is available during that vacation year Where a long duration illness has prevented an Employee from taking scheduled vacation In extenuating circumstances, Management may request an employee to defer their vacation

Carryover of Vacation Carryover vacation entitlement must be used in the subsequent Vacation Year Carryover of the maximum of five (5) days will be based on the understanding that the carryover plus the next year’s vacation entitlement will be taken prior to the end of the next vacation year Employees will not receive pay in lieu of vacation Requests for carryover of vacation should be: Made on the Time Off Request Form at least 3 months prior to the end of the vacation year Indicate the specific reason for the carryover Carryover of Vacation: Carryover vacation entitlement must be used in the subsequent vacation year Approval of vacation carryover of the maximum of five (5) days will be based on the understanding that the carryover plus the next year’s vacation entitlement will be taken prior to the end of the next vacation year Employees will not receive pay in lieu of vacation Requests for carryover of vacations should be made on the Time Off Request Form at least 3 months prior to the employee’s anniversary and should indicate the specific reason for the carryover

Vacation in Advance Subject to the written Approval of Management, up to five (5) working days of Vacation may be taken in Advance of having earned them Employees will submit a request for Vacation in Advance using the Time Off Request Form Include the specific reason for the Advance of vacation Vacation in Advance Subject to the written Approval of Management, up to five (5) working days of Vacation may be taken in Advance of having earned them Employees will submit a request for Vacation in Advance using the Time Off Request Form. The specific reason for the request for advance should be indicated on the form

Special Circumstances
Extenuating Circumstances May request carryover of more than five (5) days of Vacation from one vacation year to the next Employees must apply, in writing, to the Manager for approval Manager notifies Human Resources the approval of carry over vacation Employment milestones Eligible employees are awarded additional Vacation days at certain milestones of their employment relationship with the University of Calgary The Support Staff award is granted on the individual employee’s Anniversary Date ( 8yrs = 5days) Special Circumstances: In Extenuating Circumstances, employees may request carryover of more than five (5) days of Vacation from one vacation year to the next. Employees must apply, in writing, to the Appropriate Manager for approval. The Appropriate Manager will notify Human Resources the approval of carry over Eligible employees are awarded additional Vacation days at certain milestones of their employment relationship with the University of Calgary. These awards are granted on an individual employee’s Anniversary Date. Specifics around these awards are outlined in the current Collective Agreement, or for MaPS employees on the Human Resources website, and in procedures related to this policy

Termination of Service
Redeployment Any banked vacation entitlement that exceeds one year of entitlement, paid out immediately upon election of the redeployment option All earned vacation will either be Used prior to the employees last day of employment or Will be paid out to the employee on his/her last pay. (Article 29.05)(e) Termination of Service In the event of termination of Service for employees with six months or more of continuous service, the employee will be compensated for vacation earned but not taken In the event of termination of Service for employees with less than six months of continuous service, a % of regular earnings consistent with Alberta Employment Standards and/or the current Collective Agreement, less any vacation entitlement already taken Terminated employees who opt for redeployment will have any banked vacation entitlement that exceeds one year of entitlement, paid out immediately upon election of the redeployment option

Familiarize yourself with the staff vacation policy Use accrued vacation time according to the policy and collective agreement Consult with Manager when developing a plan to reduce banked vacation time Submit time off request form to Manager for approval It is the responsibility of every Management and Professional Staff (MaPS), Alberta Union of Provincial Employees (AUPE), and exempt-by-position employees in full-time and part-time positions to: Be aware of the staff vacation policy Use accrued vacation time according to policy and with agreement from their Appropriate Manager Consult with Appropriate Manager when developing a plan to reduce banked vacation time Submit time off request form to Appropriate Manager and approval (Located on HR website) 32 32

Review Vacation Policy and understand how to apply it Develop a plan to reduce banked vacation Understand their accountabilities and responsibilities for the reduction of the financial liability resulting from un-used vacation Accountable for the day-to-day management and application of the policy Recognize its potential to result in a fiscal liability for the University It is the responsibility of every Appropriate Manager / Delegate to: Review the Vacation Policy and understand how to apply it Develop a plan to reduce banked vacation Understand their accountabilities and responsibilities for the reduction of the financial liability resulting from un-used vacation Accountable for the day-to-day management and application of this policy and recognize its potential to result in a fiscal liability for the University of Calgary. Accountability will form part of performance management goals associated with Human and Financial resource accountabilities 33 33

Planning Department is responsible to establish vacation schedule to reduce liability Vacation schedules should be part of overall planning Staff and Managers review early in the year Vacation Entitlements Plans for vacation Establish peak work periods and minimum staffing levels model Requests for vacation submitted as early as possible Conflicts may occur; efforts should be made to reach a compromise Seniority may be used if compromise cannot be reached Staff member’s work load is covered To support the Vacation policy, vacation procedures have also been developed to expand and provide details on the policy. The next series of slides explains these procedures. Planning: It is the responsibility of the Departments to set up a vacation schedule to reduce the vacation liability Vacation schedules should be part of overall department planning It is recommended that both staff members and managers review, early in the year the vacation credits a staff member is eligible for and plan vacation schedules well in advance Each year, a department may want to establish for that year, the ‘peak work periods’ and the ‘minimum staffing levels’ model to determine how many staff are needed to service the department Requests for vacation should be submitted as early in the year as possible for departmental planning purposes. Where a conflict exists between two or more vacation request, every effort will be made to work with the employees to reach a compromise. In the event that a compromise cannot be reached, seniority may be used to determine the vacation approval Managers and staff members should work to ensure that where possible, practical and desirable, the staff member’s work load is covered during the time that staff member is away

Special Circumstances
Rescheduling vacation Extenuating circumstances (death, hospitalization due to illness, accident) Manager may request documentation to verify circumstances Manager should consult with HR to determine how or whether to reallocate vacation Special Circumstances: In extenuating circumstances, (e.g., death of a family member, hospitalization due to illness or accident) during a staff member’s vacation period, the portion of the vacation period affected may be rescheduled to a time mutually agreeable to both the staff member and the manager. In such cases, the manager may request documentation to verify the need to reschedule The manager should consult with Human Resources to determine how or whether to reallocate vacation time Because of sudden staffing changes, or other unforeseen circumstances, it may be necessary for a manager to request a staff member to reschedule a previously approved vacation. The employee must be given appropriate notification and the request to reschedule must not be made lightly

Overtime Policy Purpose: Promote a healthy work experience by:
Recognizing the need for occasional overtime to meet extraordinary situations Ensuring overtime hours and premiums are administered consistently, fairly and equitably; recorded accurately, paid correctly, are compliant with collective agreement and do not negatively impact on the individual or the University The University of Calgary strives to provide a healthy workplace that supports a work/life balance and provides employees with an uninterrupted period of time away from their regular duties to promote work-life balance. The purpose of this policy is to promote a healthy work experience by: Recognizing the need for occasional overtime Ensuring overtime hours and premiums are administered consistently, fairly and equitably; recorded accurately, paid correctly, are compliant with collective agreement and do not negatively on the individual or University

Overtime Eligibility Applies to: Unionized employees.
Is in addition to and does not replace Overtime provisions in the current Collective Agreement Does not to apply to academic staff members or Management and professional Staff (MaPS) members The Overtime policy applies to unionized employees and except-by-position employees. This policy is in addition to and does not replace Overtime provisions in the current Collective Agreement. The Overtime Policy does not apply to academic staff members or Management and professional Staff (MaPS) members

Approval of Overtime and CTO (Comp Time Off)
Overtime must be pre-approved and authorized by the Manager Casual, temporary, temporary relief, recurring part-time and student employees normally must be authorized to work overtime Time worked without prior approval from management may not be compensated CTO must be pre-approved and authorized by the Manager. The employee either receives pay or CTO Approval of Overtime and CTO: Overtime must be pre-approved and authorized by the Appropriate Manager Casual, temporary, temporary relief, recurring part-time and student employees are normally be authorized to work overtime Time worked without prior approval from management may not be compensated with a premium CTO must be pre-approved and authorized by the Appropriate Manager The employee either receives pay or CTO Time worked without prior Approval from Management is deemed ineligible for overtime compensation except in emergency situations. This includes time worked by choice by the employee: during lunch and rest periods when arriving early or when leaving late

Approval of Overtime and CTO
Time worked without prior Approval from Management is deemed ineligible for overtime compensation except in emergency situations. This includes time worked by choice by the employee: during lunch and rest periods when arriving early or when leaving late <Insert Text>

Utilization of CTO Must be pre-approved by the Manager on the Time Off Request Form and utilized within three months of the end of the pay period in which it is accumulated. An employee must have sufficient CTO accumulated to cover the time requested as CTO. Utilization of CTO: CTO must be pre-approved on the Time Off Request Form and utilized within three months of the end of the pay period in which it is accumulated. An employee must have sufficient CTO credits to cover the time requested as CTO in order to be granted approval to utilize CTO for time off

Funding, Emergencies and Special Situations
Overtime funded by Department with the budget authority Emergencies If OT is worked without prior authorization you need to communicate amount of OT and details to Manager as soon as possible Special situations Employer may schedule banked CTO on behalf of employee Advises employee at least three weeks before the date it is taken Employees participating in a graduated return to work plan or in reduced duties leading to retirement are not permitted to work overtime Funding: Overtime will be funded by the department which has the budget authority Emergencies: When overtime is worked without prior authorization in an emergency situation, communication of the amount of overtime worked and the details of the emergency situation must be communicated to the Appropriate Manager as soon as possible Special Situations: Pursuant to the Overtime Article in the AUPE Collective Agreement, the employer may schedule banked CTO on behalf of the Employee and advise the Employee at least three (3) weeks before the date it is to be taken Employees participating in a graduated return to work regime or in Reduced Duties Leading to Retirement are not permitted to work overtime

Know the approval process for overtime Be requested and approved to work overtime Follow defined procedures relating to initiating and approving overtime It is every employee who is entitled to overtime responsibility to: Know the approval process for overtime Have received training on how to receive approval to earn overtime Follow defined procedures relating to initiating and approving overtime request forms 42 42

Be accountable for the management and implementation of this policy and its potential to result in a fiscal liability for the University of Calgary. Ensure overtime is recorded on the timesheet accurately and submitted in a timely manner Ensure overtime bank balances are accurate Ensure approved CTO does not accumulate as a liability for the employer beyond the 3 month timeframe It is the responsibility of every Appropriate Manager to: Be accountable for the day-to-day management and implementation of this policy and its potential to result in a fiscal liability for the University of Calgary. Accountability will form part of performance management goals associated with Human and Financial resource accountabilities. Ensure overtime forms are filled out accurately and submitted in a timely manner Ensure overtime bank balances are accurate Ensure approved CTO does not accumulate as a liability for the employer beyond the 3 month timeframe May delegate authority to approve to a supervisor

Develop a plan to reduce banked overtime in their dept Develop a plan to reduce the NEED for overtime in their Department May delegate authority to approve to a supervisor It is the responsibility of every Appropriate Manager to: Review the UofC’s Overtime Policy Develop a plan to reduce banked overtime in their dept Develop a plan to reduce the NEED for overtime in their dept 44 44

Emergencies and Terminations
An employee who attends work to assist with an emergency situation is compensated for overtime worked If an employee is called back to work after regular hours, employee is compensated for call out and overtime worked Terminations All earned CTO should be used prior to last day of work and remaining CTO will paid out. Emergencies: When an emergency situation occurs as outlined in the policy, an employee who attends to assist with the emergency situation shall be compensated for any overtime worked. (Article 20) When an emergency situation occurs as outlined in the policy and an employee is called back to work after regular work hours to assist with the emergency situation, the employee shall be compensated for the call out and any overtime worked. (Article 20) Terminations All earned CTO will either be used prior to the employees last day of employment or will be paid out to the employee on his/her last pay.

Reporting – Pay Advice Change to the pay advice has been made
Enables employees to see the number of Flex Hours, Vacation Hours and Overtime Hours earned Accessed through MyUofC portal - Effective August 25, 2010 There are proposed changes to the employee’s pay advice. These have been made to reflect a better understanding of an employee’s vacation, flex-time and overtime banks. Employees are now able to see their number of overtime hours. This will be effective on the August 25 pay.

Timelines Each Department is responsible for implementing the new policies and processes with assistance from Support Services Flex-time, Vacation and Overtime policies effective August 1, 2010 Each Faculty / Department is responsible for implementing the new policies and processes with assistance from their Human Resources Manager or Representative.

Where to go for Help Human Resources Website (policies, forms, FAQs)
Support Services HR Lynne Osborne, Director Stephanie Wyne, HR Consultant Zahir Jessa, HR Consultant HR Help Desk

Course and Learning Evaluation
Please complete the course evaluation

Course Objectives At the completion of this course, you will be able to: Explain the business process, rules and procedures of each of the policies Describe.

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Course Objectives At the completion of this course, you will be able to: Explain the business process, rules and procedures of each of the policies Describe.

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Presentation on theme: "Course Objectives At the completion of this course, you will be able to: Explain the business process, rules and procedures of each of the policies Describe."— Presentation transcript:

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