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Staff Handbook
Employee Relations Procedures and Guidelines
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Staff Handbook Contents:
-Welcome to the University of Pittsburgh
-Introduction
-Nondiscrimination Policy
-At Will Employment
-Employment Status for Staff Positions
-Wage and Salary Administration
-Paid and Unpaid Time Off From Work
-Benefits Programs
-Retirement From the University of Pittsburgh
-Employee Relations Procedures and Guidelines
-General Policies and Guidelines
-Employee Services
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Wage and Salary Administration:
Wage and Salary Administration
Your earnings are based on the administration of wages and salary
according to applicable laws and the University’s Staff Classification System.
Time Keeping
Nonexempt Staff—A Staff Time Record must be completed for
all regular full-time and regular part-time classified staff to record hours
worked; sick, vacation, and personal days; and holiday and recess time. At the
end of each workweek, the administrator and you must initial the weekly record
to certify that the time record is correct.
Exempt Staff—For accrual purposes, exempt employees should complete a
Staff Time Record to record sick, vacation, and personal days, and holiday and
recess time. See Policy 07-04-01.
Compensatory Time and Overtime (Nonexempt Staff)
Prior to working any hours beyond the established schedule for any
department, nonexempt staff members must have prior approval of the
departmental administrator. Vacation days, personal days, recess time, and paid
holidays count for the purpose of calculating overtime and compensatory time.
However, the use of each day designated as one of the following—sick,
bereavement, jury duty, or compensatory—during a given workweek does not count
toward overtime or compensatory time.
Compensatory Time—Compensatory time is defined as time off awarded for
the hours worked beyond the normal workweek. If you work beyond the established
workweek, you may either be paid a straight hourly rate for those additional
hours between 371/2 and 40 or be given compensatory time off, at the discretion
of the departmental administrator. If you are entitled to compensatory time
off, you must take it by the end of the pay period following the pay period in
which it was earned, or you will be paid at your regular hourly rate.
Overtime—Nonexempt staff receive overtime compensation for hours worked
in excess of 40 in a workweek at the rate of one-and-one-half times the regular
hourly rate. Hours worked beyond the standard workweek must be approved in
advance by the departmental administrator. See Policy 07-04-01.
Reducing Pay for Hours Not Worked (Docking)
Fair Labor Standards Act (FLSA)-The FLSA
establishes minimum wage, overtime pay, equal pay, record keeping, and child
labor standards for employees who are covered by the act. Pursuant to the FLSA,
nonexempt employees are entitled to a mandated minimum wage, as well as
overtime pay of not less than one-and-one-half times their regular hourly rate
of pay for all hours worked in excess of 40 in their workweek.
If you are nonexempt, your pay may be reduced (docked) for such reasons as
absences in excess of accrued leave or sick time, tardiness, early departure,
disciplinary suspension, or absences without sufficient notification or
justification.
If you are exempt, your pay may be reduced (docked) for:
- Absences from work for one or more full days for personal reasons, other than sickness or disability.
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Absences of one or more full days occasioned by sickness or disability
(including work-related accidents) if the deduction is made in accordance with
applicable University policy and/or practice regarding sick days, disability
leave, or workers’ compensation. Deductions may be made for full-day absences
for which an employee receives such disability coverage. Deductions may also be
made for full-day absences if an employee has not yet qualified as being
eligible for otherwise applicable sickness or disability coverage, and if the
employee has exhausted the leave allowed under such coverage.
- Offsets of military pay received by an employee for a particular week for absences occasioned by military leave.
- Penalties imposed in good faith for infractions of safety rules of major significance.
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Unpaid disciplinary suspensions of one or more full days imposed in good faith
for infractions of workplace conduct rules, and imposed pursuant to a written
policy applicable to all employees.
- Absences during the initial or terminal week of employment.
- Absences that constitute unpaid leave under the Family and Medical Leave Act.
Improper Docking Complaints
The University is committed to proper pay practices and policies. If an
employee’s pay is found by the University to have been incorrectly docked, the
University will reimburse the employee for any improper deductions and will
make a good faith effort to ensure that any future deductions are in accordance
with the law. Employees who believe that their pay has been improperly docked
may follow the staff complaint procedure as defined in the University Staff
Handbook or may utilize the University’s AlertLine.
Compensation
Under the University’s Staff Classification System, positions are classified
according to the qualifications and level of responsibility assigned to the
position. Each job classification has an established salary range. For more
information, call the Compensation Section of the Office of Human Resources at
412-624-4072.
Performance Appraisal Program
You are to participate with your immediate supervisor in the performance
appraisal process at least once a year. You are asked to complete a
self-appraisal, which will be discussed in a private meeting. Your supervisor
then is to prepare a written appraisal of your performance. The discussion
includes reviewing previous feedback about job performance as well as planning
for professional development. Professional development may include
participating in professional organizations, attending professional
conventions, and reading professional literature clearly related to
professional development. In addition, your job can often serve as a source for
professional development when new assignments and increased responsibilities
widen or enhance your current skills. It is appropriate to discuss work-related
subjects that interest you during the appraisal meeting. See Policy 07-05-01.
Promotion and Transfer
If you transfer or are promoted, your salary must be increased to the minimum
salary of the range for the classification of the new position. Because of
length of service, you may already be above the minimum salary for the new
position. In that case, the department, in consultation with the Office of
Human Resources, may decide that your experience and background are sufficient
to warrant a salary above the minimum. If you transfer or are reassigned to a
position with a lower classification, your salary will be subject to review and may be reduced.
Compensation—Withholdings and Deductions
Paychecks are distributed to offices on the last working day of each month and
cannot be issued prior to the normal pay date. Paychecks are subject to the
deductions authorized by the individual or required by law. Presently, the
University is required by law to deduct federal income tax, Social Security
tax, Pennsylvania state personal income tax, City of Pittsburgh earned income
tax, City of Pittsburgh school tax, local earned income tax for municipalities
where University facilities are located, City of Philadelphia wage tax, and
emergency and municipal tax (EMS). If you live outside the City of Pittsburgh,
you must file a Pittsburgh local tax exemption certificate (Form WTEX) or other
municipality tax exemption certificate. The filing of this form with the
Payroll Department will suppress the withholding of the City of Pittsburgh
earned income tax from non-city residents. In such cases, the payment of local
tax is your responsibility.
Direct Deposit Program
You may elect to have your paycheck deposited on the scheduled payday by the
University directly to your account in an approved banking institution. The
banking institution in which the account is maintained must be a member of the
National Automated Clearing House Association (NACHA). Deposits can be made in
only one banking institution and in only one account in the banking
institution. Partial deposits will not be permitted; that is, the total net pay
must be deposited. To participate, you must complete the proper authorization
agreement, which is available in the Payroll Department. You will receive a
Statement of Deposit in lieu of a paycheck. The pay stub, listing withholdings
and deductions, will be attached to the Statement of Deposit. For more
information, contact the Payroll Department, 207P Craig Hall, or call 412-624-8070.
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