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QuestionSubject
1. Am I eligible for benefits? Benefits, Benefits Enrollment
2. How do I sign up for benefits? Benefits, Benefits Enrollment
3. When will my benefits take effect? Benefits, Benefits Enrollment
4. How do I bridge my previous employment with the University with my current employment? Benefits, Bridge-in-service
5. How can I change my address? Benefits, Changing Personal Information
6. How do I contact the Benefits Department? Benefits, Contact Information
7. What is a Flexible Spending Account (FSA)? Benefits, Flexible Spending Account
8. What is a Health Flexible Spending Account (FSA)? Benefits, Flexible Spending Account
9. What is a Dependent Care Flexible Spending Account (FSA)? Benefits, Flexible Spending Account
10. How do I enroll in a Flexible Spending Account? Benefits, Flexible Spending Account
11. Where can I find a Flexible Spending Account reimbursement form? Benefits, Flexible Spending Account
12. How do I find out the balance of my Flexible Spending Account? Benefits, Flexible Spending Account
13. What is FMLA? Benefits, FMLA
14. What events qualify for FMLA? Benefits, FMLA
15. Do I qualify for FMLA? Benefits, FMLA
16. How do I apply for FMLA? Benefits, FMLA
17. Can I use my sick and vacation accruals while on FMLA? Benefits, FMLA
18. What is Intermittent FMLA? Benefits, FMLA
19. How many days can I request for funeral leave? Benefits, Funeral Leave
20. Regarding funeral leave, who is considered an immediate family member? Benefits, Funeral Leave
21. How can I add my new child or new spouse to my health care coverage? Benefits, Health Care
22. After my employment with the University is terminated, how long does my health care coverage stay in effect? Benefits, Health Care
23. How can I get new Health Care Plan ID cards? Benefits, Health Care
24. What is Open Enrollment? Benefits, Open Enrollment
25. When does Open Enrollment take place? Benefits, Open Enrollment
26. Can I contribute to my University retirement account? Benefits, Retirement
27. When does my family qualify for Tuition Reduction? Benefits, Tuition Reduction
28. How do I apply for Tuition Reduction? Benefits, Tuition Reduction
29. What are the responsibilities of the employee and supervisor when a work related injury or illness occurs? Benefits, Worker\'s Compensation
30. Where can I find the workers\' compensation Employers First Report of Injury Form? Benefits, Worker\'s Compensation
31. Since employees in exempt positions are not eligible for overtime pay or compensatory time off, what options are available for additional compensation for employees in exempt positions? Compensation, Additional Compensation
32. Can departments establish bonus or incentive plans to pay employees additional compensation for reaching specific goals or objectives? Compensation, Bonus/Incentive Programs
33. Where does one locate the Compensatory Time Agreement? Compensation, Compensatory Time
34. At what rate is compensatory time off calculated for non-exempt employees? Compensation, Compensatory Time
35. Who decides--the supervisor or the employee--that compensatory time off will be accrued instead of overtime pay? Compensation, Compensatory Time
36. Are employees in exempt positions eligible for Compensatory Time? Compensation, Compensatory Time
37. How much compensatory time off can an employee accrue? Compensation, Compensatory Time
38. What happens to an employee\'s compensatory time off that has been accrued if the employee resigns, retires or is discharged from a University department? Compensation, Compensatory Time
39. Can the University hire minors (persons under the age of 18)? Compensation, Employment of Minors
40. If an employee works on a holiday, regardless of whether it is a regular holiday or a premium pay holiday, does he/she receive a day off at a later date to make up for working the holiday? Compensation, Holiday Pay / Overtime / Time Off
41. Do employees receive extra pay (known as holiday premium pay) for working holidays and how is it administered? Compensation, Holiday Pay / Premium Pay
42. Do employees get paid for holidays if they are on a leave of absence? Compensation, Holiday Pay / Premium Pay
43. Are holiday hours considered as time worked in the computation of overtime? Compensation, Holiday Pay / Premium Pay / Overtime
44. Do departments ever require certain employees to be on-call? Compensation, On-Call / Callback
45. What are the procedures when an on-call employee is required to return to work (known as \"call back\")? Compensation, On-Call / Callback
46. What happens if an on-call employee cannot be contacted or fails to report to work when called back? Compensation, On-Call / Callback
47. Do employees receive on-call and callback pay for additional scheduled shifts, such as for inventory or staff meetings held outside regular work hours? Compensation, On-Call / Callback
48. What is overtime pay and when is overtime pay appropriate? Compensation, Overtime
49. At what rate is overtime calculated for non-exempt employees? Compensation, Overtime
50. What if an employee continues to work overtime after being informed by his/her supervisor that working overtime is not appropriate? Compensation, Overtime
51. Are employees in exempt positions eligible for overtime pay? Compensation, Overtime / Additional Compensation
52. Does a department have an alternative to paying overtime for employees in non-exempt positions? Compensation, Overtime / Compensatory Time
53. What is compensatory time off and when is it appropriate? Compensation, Overtime / Compensatory Time
54. What are pay differentials and how do they work? Compensation, Pay Differentials
55. What is a lead worker? Compensation, Pay Differentials / Lead Worker
56. What is the pay differential for a lead worker? Compensation, Pay Differentials / Lead Worker
57. What is a shift differential? Compensation, Pay Differentials / Shift
58. What is position classification? Compensation, Position Classifications
59. What is a new classification? Compensation, Position Classifications / New Classification
60. What is the estimated length of time to complete a new classification? Compensation, Position Classifications / New Classification
61. Where does one locate the new classification paperwork? Compensation, Position Classifications / New Classification
62. What is a reclassification? Compensation, Position Classifications / Reclassification
63. What is the estimated length of time to complete a reclassification? Compensation, Position Classifications / Reclassification
64. Where does one locate the reclassification paperwork? Compensation, Position Classifications / Reclassification
65. Are employees automatically eligible for a salary increase when they finish a degree? Compensation, Raises / Probationary Period
66. Am I automatically eligible for a salary increase once I complete my probationary period? Compensation, Raises / Probationary Period
67. Who do supervisors contact in Human Resources to get a salary calculated for employees or potential hires? Compensation, Raises / Salary / Pay Adjustments
68. Do departments have to keep time and attendance records on its employees? Compensation, Record Keeping
69. How does the University determine an employee\'s salary/wage? Compensation, Salaries
70. What is a transfer? Compensation, Transfer / Lateral Move / Promotion Demotion
71. How does the University define a lateral transfer? Compensation, Transfer / Lateral Move / Promotion Demotion
72. How does the University define a promotion? Compensation, Transfer / Lateral Move / Promotion Demotion
73. How does the University define a demotion? Compensation, Transfer / Lateral Move / Promotion Demotion
74. What is Employee Relations? What do you do? Employee Relations, About Employee Relations
75. Where can I find more information on the disciplinary procedure? Employee Relations, Disciplinary Action
76. Who should I talk to if I want to discuss taking disciplinary action against one of my employees? Employee Relations, Disciplinary Action
77. What is an Exit Survey and how do I complete an Exit Survey? Employee Relations, Exit Survey
78. Can I use sick leave for vacation? Employee Relations, General
79. Can I use vacation for sick leave? Employee Relations, General
80. What options do I have if I need additional sick leave after exhausting all accrued sick leave? Employee Relations, General
81. Will my conversation with Employee Relations remain confidential? Employee Relations, General
82. What are the most common policies/procedures that are used? How do I find more information regarding University policies and procedures? Employee Relations, General
83. Employees don’t get any support from the University or Human Resources. Why can’t I get an advocate, someone to support me? Employee Relations, General
84. Can I have someone from HR sit in on a meeting with my supervisor or my performance evaluation? Employee Relations, General
85. What does it mean to be “at will”? Employee Relations, General
86. What do I do if I am injured on the job? Employee Relations, General
87. Does the University have a dress code? Can my department tell me how to dress? Employee Relations, General
88. Doesn’t my department have to give me lunch and breaks? Employee Relations, General
89. Can my department require me to work overtime? How is overtime compensation paid out? Employee Relations, General
90. I was just issued a disciplinary letter and do not agree with it. What can I do? Employee Relations, Grievance Procedures
91. How and where do I file a grievance? Employee Relations, Grievance Procedures
92. What do I do if one of my employees has filed a grievance? Employee Relations, Grievance Procedures
93. How do I resign from my job? Employee Relations, Terminating Employment
94. Don’t I have to get a warning before I get terminated? Employee Relations, Terminating Employment
95. How do I appeal a termination that happened during my probationary period? Employee Relations, Terminating Employment
96. How do I appeal a termination that happened after my probationary period ended? Employee Relations, Terminating Employment
97. How do I apply for unemployment insurance? Employee Relations, Terminating Employment
98. Do you hire at the University of Utah? Employment Process, Application Process
99. I’m working a part time job at the University; can I work another position at the University? Employment Process, Application Process
100. How do I apply for employment at the U? Employment Process, Application Process
101. Do I need a resume to apply for a job at the U? Employment Process, Application Process
102. Can I e-mail you my resume? Employment Process, Application Process
103. Do you accept paper applications? Employment Process, Application Process
104. Since I am attaching an electronic resume do I need to fill out the Employment History section of the application? Employment Process, Application Process
105. Can I contact the hiring manager directly? Employment Process, Application Process
106. How do I know if the hiring manager received my application? Employment Process, Application Process
107. Will the hiring manager contact me if the job has been filled? Employment Process, Application Process
108. Is it easier to get a job if you are working at the University already? Employment Process, Application Process
109. I don’t remember my username and password, how do I find that? Employment Process, Application Process
110. What immunizations are required for new Hospital staff employees? Employment Process, Immunizations
111. Where can I get a copy of my immunization records? Employment Process, Immunizations
112. Where do I go to get my immunizations and how much will they cost? Employment Process, Immunizations
113. Where do I go to get a copy of my shot records from work? Employment Process, Immunizations
114. Who is the OEO/AA? Office of Equal Opportunity and Affirmative Action, About OEO/AA
115. What is Affirmative Action? Office of Equal Opportunity and Affirmative Action, Affirmative Action
116. Doesn’t affirmative action mean special preference is given to minority groups or that there are “quotas?” Office of Equal Opportunity and Affirmative Action, Affirmative Action
117. What is the Americans with Disabilities Act, or ADA, and who is protected? Office of Equal Opportunity and Affirmative Action, Disabilities
118. What is a reasonable accommodation and how do I request one? Office of Equal Opportunity and Affirmative Action, Disabilities
119. What is discrimination? Office of Equal Opportunity and Affirmative Action, Discrimination vs. Illegal Discrimination
120. How do I file a complaint? Office of Equal Opportunity and Affirmative Action, Filing a Complaint
121. Can my complaint be anonymous? Office of Equal Opportunity and Affirmative Action, Filing a Complaint
122. Are all ages protected? Office of Equal Opportunity and Affirmative Action, Illegal Discrimination
123. What is a Hostile Work Environment? Office of Equal Opportunity and Affirmative Action, Illegal Discrimination
124. What is a religious accommodation? Office of Equal Opportunity and Affirmative Action, Illegal Discrimination
125. How is pregnancy protected under University policy and state and federal law? Office of Equal Opportunity and Affirmative Action, Illegal Discrimination
126. Do I have to follow a particular chain of command to complain about illegal discrimination or sexual harassment? Office of Equal Opportunity and Affirmative Action, Illegal Discrimination and Sexual Harassment
127. If I’m a patient of the University Hospitals and Clinics and I don’t speak English very well, do I have to bring my own interpreter to my doctors’ appointments? Office of Equal Opportunity and Affirmative Action, National Origin, Patient
128. Can a supervisor or anyone else retaliate against me for having complained to the OEO/AA? Office of Equal Opportunity and Affirmative Action, Retaliation
129. What is Sexual Harassment? Office of Equal Opportunity and Affirmative Action, Sexual Harassment
130. Can administrators, supervisors, or faculty members keep my complaint of sexual harassment to themselves? Office of Equal Opportunity and Affirmative Action, Sexual Harassment
131. Where can I turn if I feel like my supervisor is treating me unfairly, but it doesn\'t fall into the protected categories? Office of Equal Opportunity and Affirmative Action, Unfair Treatment
132. Who is eligible to be paid off the additional compensation form? Payroll, Additional Compensation Form
133. How do I process the additional compensation form, and which employees are eligible to be paid from this form? Payroll, Additional Compensation Form
134. Why am I now getting a check when I have had direct deposit for X number of years? Payroll, Direct Deposit
135. I cancelled my bank account, how do I get my money for payday? Payroll, Direct Deposit
136. My money isn\'t showing in my account, what happened? Payroll, Direct Deposit
137. How do I get into Kronos? My password doesn\'t work! Payroll, Kronos
138. One of my recently terminated employees has dropped off my Kronos list. How do I enter their time this pay period? (for Departments) Payroll, Kronos - Department Questions
139. Can I sign off Kronos before the end of the pay period? (for Departments) Payroll, Kronos - Department Questions
140. I am a new hire. How do I log on Kronos for the first time? Payroll, Kronos - Employee Questions
141. I have forgotten my Kronos password. What do I do? Payroll, Kronos - Employee Questions
142. I turned in a PAN form for a new hire. Why aren’t they on Kronos? Payroll, PAN Form
143. If an employee is not hourly and is not 100% FTE how do I make an additional payment to them? Payroll, PAN Form
144. How do I get to the website to view my paycheck? Payroll, Paycheck
145. Where can I get payroll forms? Payroll, Payroll Forms
146. Is there a deadline for submitting an additional compensation, prize and award, and clinical incentive form for payment? Payroll, Payroll Forms Submission
147. Where should completed Payroll forms be submitted? Payroll, Payroll Forms Submission
148. How long does a stop payment take? Payroll, Stop Payment of Lost or Stolen Paychecks
149. I was hired a week ago and my accruals are not showing up. Why? Payroll, Vacation and Sick Accruals
150. Will my vacation pay-out be on my last check? Payroll, Vacation Pay Outs
151. Will my Vacation pay-out be direct deposited? Payroll, Vacation Pay Outs
152. How can I contact Training and Development Training and Development, About Training and Development
153. Where do I go to get my U Card? Training and Development, New Employee Orientation
154. Do I need to attend Orientation? Training and Development, New Employee Orientation
155. How do I register an employee for Orientation? Training and Development, New Employee Orientation
156. When, and how long is Orientation? Training and Development, New Employee Orientation
157. If I\'m non-benefited, do I need to stay for the Benefits presentation? Training and Development, New Employee Orientation
158. If I am a newly benefited UUHSC employee, but not a new employee, do I need to come to all of Orientation? Training and Development, New Employee Orientation
159. What resources do you offer managers? Training and Development, Professional Development - Leadership Development Services
160. What are 360 degree evaluations? Training and Development, Professional Development - Leadership Development Services
161. What is Coaching? Training and Development, Professional Development Services - Coaching
162. How do I find what workshops are available? Training and Development, Skill Building Workshops
163. How do I register for a workshop? Training and Development, Skill Building Workshops
164. What if I need to cancel my registration? Training and Development, Skill Building Workshops
165. Can you come teach the workshops to my department? Training and Development, Skill Building Workshops
166. Can you customize the workshops? Training and Development, Skill Building Workshops
167. What is Strategic Planning? Training and Development, Training and Development
168. What is Process Improvement? Training and Development, Training and Development
169. Does Training and Development help facilitate meetings or project teams? Training and Development, Training and Development
170. How can I volunteer? Training and Development, Volunteering
1. Am I eligible for benefits?
To be eligible for benefits, you must be employed by the University in a benefit-eligible position. A benefit-eligible position is one that is permanent (expected to last at least 9 months or longer) with an FTE of 50% or greater. Some benefits are only available if the FTE of your position is 75% or greater. If you don’t know your FTE or if your position is benefit-eligible, talk to your supervisor or payroll reporter or contact the Benefits Department at 581-7447.
 
 
2. How do I sign up for benefits?
During New Employee Orientation, you will receive information regarding available benefits and enrollment forms. You may enroll in benefits within 3 months of the date you are hired into a benefit-eligible position (this is your Initial Enrollment Period.) If you do not enroll in benefits during your Initial Enrollment Period, you may still enroll in some benefits, but may be required to provide evidence of insurability. Check the Benefits Department’s individual web pages for each benefit plan or contact the Benefits Department at 581-7447 for additional information on late enrollment.
 
 
3. When will my benefits take effect?
If you enroll in benefits during your Initial Enrollment Period and your hire date is the first of the month, your benefits begin on that day; if your hire date is on any other day of the month, your benefits begin on the first day of the next month. If you enroll during Annual Open Enrollment, your benefits will begin on the first day of the next Plan Year.
 
 
4. How do I bridge my previous employment with the University with my current employment?
A bridge in service is available if you are working in a position with an FTE of 75% or greater and previously worked for the University in a position with an FTE of 75% or greater. After you have completed a 6-month waiting period, you can apply for a bridge in service by completing the reinstatement of prior service form available at the following link: www.hr.utah.edu/forms/lib/bisrqst.pdf.
 
 
5. How can I change my address?
You can change your address with your department\'s payroll reporter or by logging on to the Campus Information System at https://gate.acs.utah.edu/psp/plpr/EMPLOYEE/EMPL/h/?tab=PAPP_GUEST.
 
 
6. How do I contact the Benefits Department?
You can contact the Benefits Department at:

420 Wakara Way, Suite 105
Salt Lake City, Utah 84108
TEL: 801-581-7447
FAX: 801-585-7375
www.hr.utah.edu/ben

You may also contact the Benefits Department by email at Benefits@hr.utah.edu.
 
 
7. What is a Flexible Spending Account (FSA)?
A Flexible Spending Account allows you to use pre-tax dollars to pay for eligible health and dependent care expenses.
 
 
8. What is a Health Flexible Spending Account (FSA)?
A Health FSA allows you to use pre-tax dollars to pay for eligible health care expenses incurred by you and/or your eligible dependents. You may elect to have up to $6,000 per Plan Year deferred from your paycheck to a Health FSA for reimbursement of eligible health care expenses.

For more information, visit www.hr.utah.edu /ben/summ/standard/flexspend.php.
 
 
9. What is a Dependent Care Flexible Spending Account (FSA)?
A Dependent Care FSA allows you to use pre-tax dollars to pay qualified dependent daycare expenses. Dependent care expenses can be reimbursed if the care is for your child or children age 12 or younger, or expenses for your incapacitated spouse or other disabled dependent (who spends at least 8 hours per day in your home). The care must be necessary in order to allow you to work.
 
 
10. How do I enroll in a Flexible Spending Account?
  • You may enroll in Flexible Spending during your Initial Enrollment Period by completing a Flexible Spending Account Enrollment Form (available at New Hire Orientation or in the Benefits Department.)
  • You may enroll during open enrollment each year for the following Plan Year by completing your Open Enrollment Form.
  • You may also enroll after you experience a Status Change Event (as defined by the IRS), such as marriage or birth or adoption of a child (contact the Benefits Department at 581-7447 for additional information).
 
 
11. Where can I find a Flexible Spending Account reimbursement form?
This form can be found at the following link, www.asiflex.com/forms/claimforms/allotheremployers/claim.pdf
 
 
12. How do I find out the balance of my Flexible Spending Account?
Contact ASI at (800) 659-3035. You can also look at your account on their website at www.asiflex.com.
 
 
13. What is FMLA?
The Family Medical Leave Act (FMLA) allows eligible employees to take an unpaid leave of absence for up to 12 weeks within a 12-month period for certain qualifying circumstances. To be eligible for FMLA leave, you must have worked for the University for one full year and at least 1,250 hours during the 12-month period immediately preceding the leave. During an FMLA leave, health benefits will be maintained as though you were actively at work. If you return to work at the end of your approved FMLA leave, you will be returned to the same or an equivalent position.
 
 
14. What events qualify for FMLA?
The birth and first year care of a child; the placement of a child for adoption or foster care in the employee\'s home; the care of the employee\'s spouse, child, or parent with a serious health care, the employee\'s own serious health condition which renders him/her unable to perform the essential functions of the employee\'s position.
 
 
15. Do I qualify for FMLA?
If you have worked for the University for at least one year and 1250 hours, you can apply for FMLA.
 
 
16. How do I apply for FMLA?
You can apply for FMLA by completing the following documents and submitting them to the Benefits Department: Request for FMLA, Certification from a Health Care Provider, the Release of Information Form (Self) if you are applying for FMLA for yourself, or the Release of Information Form (Family Member) if you are taking FMLA because of a family member.
 
 
17. Can I use my sick and vacation accruals while on FMLA?
The University requires that you exhaust all of your sick and vacation time while on FMLA. However, you can request to reserve up to 10 days of vacation when you complete your Request for Family and Medical Leave of Absence. Once your sick and vacation leave time has been exhausted, your FMLA leave is unpaid.
 
 
18. What is Intermittent FMLA?
Leave may be taken intermittently or on a reduced leave schedule when medically necessary. The need for intermittent leave must be certified by a health care provider. You may be required to transfer temporarily to an available alternative position where the department can better accommodate your recurring periods of leave. The alternative position must have the equivalent pay and benefits as your regular position.
 
 
19. How many days can I request for funeral leave?
If you are employed in a benefit-eligible position at 75% FTE or greater, you may request funeral leave in the case of the death of an immediate family member. Your supervisor may grant funeral leave with pay to the extent he/she deems reasonable and necessary. Paid funeral leave cannot exceed three working days.
 
 
20. Regarding funeral leave, who is considered an immediate family member?
With regard to funeral leave, University policy defines “Immediate Family Member” as a parent, spouse, or child, sibling, parent-in-law, brother-in-law, sister-in-law, grandparent or grandchild.
 
 
21. How can I add my new child or new spouse to my health care coverage?
If you recently married or added a dependent by birth or placement for adoption or foster care, you can enroll in health care coverage or add your new dependent to your existing health care coverage by filling out and submitting a Health Care Coverage Change Form. You have 3 months from the date of the event to submit this form. If you do not add the dependent during this 3 month period, you may add the dependent during Annual Open Enrollment.
 
 
22. After my employment with the University is terminated, how long does my health care coverage stay in effect?
Through the last day of the pay period in which you terminate.
 
 
23. How can I get new Health Care Plan ID cards?
If you are enrolled in the Indemnity, ValueCare Preferred or ValueCare Basic medical options, contact Blue Cross/Blue Shield at (801) 333-2110. If you are enrolled in the UUHP medical option, contact UUHP at (801) 587-6480.
 
 
24. What is Open Enrollment?
Open Enrollment is your opportunity to enroll, change, or discontinue your U health care coverage. You may also enroll in a Flexible Spending Account and enroll or cancel the Group Legal Plan during Open Enrollment. A personalized Open Enrollment packet is sent to your home address in April. Any changes to your medical or dental coverage will take effect July 1st.
 
 
25. When does Open Enrollment take place?
Open Enrollment occurs every year during the month of April. A personalized Open Enrollment Packet is sent directly to your home address. To ensure that you receive your Open Enrollment Packet each year, you should check your address with your department\'s payroll reporter or by logging on to the Campus Information System at https://gate.acs.utah.edu/psp/plpr/EMPLOYEE/EMPL/h/?tab=PAPP_GUEST to make sure it is accurate.
 
 
26. Can I contribute to my University retirement account?
No, your University-sponsored retirement plan is a non-contributory plan. If you wish to save for retirement, you may enroll in the 403(b) and/or a 457(b) Plans. Contact the Benefits Department for further information at 581-7447.
 
 
27. When does my family qualify for Tuition Reduction?
Tuition reduction is available:
  • For you after you have worked for the University in a benefit-eligible position for 6 months;
  • For your spouse after you have worked in a benefit-eligible position for 1 year; and
  • For your eligible dependent children under age 26 after you have worked in a benefit-eligible position for 3 years
 
 
28. How do I apply for Tuition Reduction?
You may apply for tuition reduction benefits by completing the for Application Tuition Reduction and submitting it to the Benefits Department prior to the first day of the semester. You (or your dependent) must be eligible for tuition reduction benefits by the first day of the semester. If the application is not received and processed before the day tuition is due all classes may be dropped.
 
 
29. What are the responsibilities of the employee and supervisor when a work related injury or illness occurs?
The employee\'s responsibilities are listed at www.hr.utah.edu/ben/summ/standard/wcerc.php.

The supervisor\'s responsibilities are listed at www.hr.utah.edu/ben/summ/standard/wcmrc.php.
 
 
30. Where can I find the workers\' compensation Employers First Report of Injury Form?
This form can be found at the following link, www.hr.utah.edu/forms/lib/E1.pdf.
 
 
31. Since employees in exempt positions are not eligible for overtime pay or compensatory time off, what options are available for additional compensation for employees in exempt positions?
Additional compensation may be given to employees in exempt positions whose workload has significantly deviated from the job’s normal expectations.

Examples of significant deviations are:
  1. Long-term special projects;
  2. Assignment of work in another department; and/or
  3. Performance of a specific function that is significantly different from the position for which the employee was hired.
The total additional compensation shall be paid:
  1. In a fixed amount, not on an hourly basis;
  2. Based on the conditions/terms of an agreement that is written and signed in advance; and
  3. At the time the service is provided.
Supervisors should contact Human Resources for guidance in processing additional pay. If any portion of the total compensation paid by the University is from federal grants and contracts, the additional compensation is subject to approval by the Governmental Accounting Department (581-5981). Employees in non-exempt positions are paid over-time pay for additional hours worked and are not eligible for additional compensation.
 
 
32. Can departments establish bonus or incentive plans to pay employees additional compensation for reaching specific goals or objectives?
Yes. The purpose of bonus and incentive plans is to encourage employees to exceed normal job expectations in support of departmental and institutional goals. Bonus and incentive plans follow a formalized program based on predetermined goals or achievements. Bonus and incentive plans require prior review and approval from Human Resources, department administration and the Vice President/Dean. Once the bonus and incentive plans have been finalized, they are administered at the department level.

Caution: If a department receives funds from federal grants and contracts, the department must first contact the Governmental Accounting Department at 581-5989 to determine if the department\'s funds allow eligibility for a bonus or an incentive program.
 
 
33. Where does one locate the Compensatory Time Agreement?
The Compensatory Time Agreement can be found online at www.hr.utah.edu/forms/lib/CompTimeAgreement.pdf, by contacting a Human Resource Generalist or by calling the Compensation Department at 581-6206.
 
 
34. At what rate is compensatory time off calculated for non-exempt employees?
Compensatory time off for non-exempt positions is calculated at one and one-half of the times the hours worked in excess of 40 hours/week. Similar to overtime pay, compensatory time off is accrued at one and one-half (1 & 1/2) times the hours worked. For example, if an employee works 10 hours of overtime in a given workweek, he/she receives 15 hours of compensatory time off. Employees in non-exempt positions must obtain supervisory approval prior to working overtime regardless of whether they are receiving overtime pay or compensatory time off. All compensatory hours must be recorded and tracked in Kronos.
 
 
35. Who decides--the supervisor or the employee--that compensatory time off will be accrued instead of overtime pay?
A supervisor may offer compensatory time off in lieu of overtime pay. However, the employee has the option to accept or decline compensatory time instead of overtime pay. In situations where an employee declines compensatory time, and a department cannot fund overtime pay, the department should not authorize the employee to work overtime. If compensatory time is acceptable to the employee, then the supervisor must ask the employee to sign a Compensatory Time Agreement.
 
 
36. Are employees in exempt positions eligible for Compensatory Time?
No. Only employees in non-exempt positions are eligible for compensatory time.
 
 
37. How much compensatory time off can an employee accrue?
The maximum compensatory time off (comp time) that can be accrued is 240 hours. At the point that comp time reaches 240 hours, any additional comp time must be paid out at the rate of one and one-half (1 & 1/2) times the employees regular rate of pay for hours worked.
 
 
38. What happens to an employee\'s compensatory time off that has been accrued if the employee resigns, retires or is discharged from a University department?
All accrued compensatory time off must be paid out to employees in non-exempt positions when they resign, retire, transfer within the University or are discharged.
 
 
39. Can the University hire minors (persons under the age of 18)?
Yes, but there are certain restrictions that must be followed: Persons under the age of 18 are not allowed to work in a job that is deemed hazardous according to state and federal law, including, but not limited to, the operation of vehicles, hoists, power tools, saws, or shears, as well as jobs involving exposure to hazardous materials.

Persons under the age of 16 are not permitted to work:
  1. Before or after school in excess of four hours a day;
  2. Before 5:00 a.m. or after 9:30 p.m.,
    3. unless the next day is not a school day;
  3. In excess of eight hours in any 24 hour period; and 4) more than 40 hours in any work week.
Departments should consult with Human Resources prior to employing persons 16years of age or younger.
 
 
40. If an employee works on a holiday, regardless of whether it is a regular holiday or a premium pay holiday, does he/she receive a day off at a later date to make up for working the holiday?
Yes. Both Campus/School of Medicine and Hospital employees who are required to work on a holiday receive an alternative holiday (not to exceed 8 hours or prorated at the employees FTE) at the mutual convenience of the employee and the employing unit. This applies to permanent and probationary employees in both exempt and non-exempt positions. The alternative holiday will be scheduled within the current fiscal year. However, if the employee terminates or management is unable or chooses not to reschedule the holiday time off, the eight hours will be paid at the current hourly rate.
 
 
41. Do employees receive extra pay (known as holiday premium pay) for working holidays and how is it administered?
Full-time permanent and probationary staff employees in non-exempt positions who are required to work on designated holidays other than a personal preference holiday receive holiday premium pay. Campus/School of Medicine employees in non-exempt positions are paid premium pay at the rate of one and one-half (1 & 1/2) times the employees regular rate of pay for hours worked during all University holidays.

The Hospital and Clinics have two different types of pay for holidays--regular holidays and premium pay holidays. Hospital employees in non-exempt positions are paid their regular rate of pay (straight pay) for regular holidays and premium pay at the rate of one and one-half (1 & 1/2) times the employees regular rate of pay for premium pay holidays.

Please refer to Policy and Procedure 2-40, Holidays and Holiday Premium Pay, for a list of designated University holidays. However, employees of the Hospital and Clinics will be eligible for holiday premium pay on holidays as determined annually by Hospital Administration during the budget process.
 
 
42. Do employees get paid for holidays if they are on a leave of absence?
Payment for a holiday that occurs during a leave of absence without pay will be made only when the individual works at least one full day during the workweek in which the holiday occurs or otherwise receives compensation for a portion of the work week by being on sick leave or paid vacation status.
 
 
43. Are holiday hours considered as time worked in the computation of overtime?
For Campus/School of Medicine employees in non-exempt positions, time worked on a holiday does not count toward the computation of overtime pay (the time worked has already been paid at the premium rate).

For Hospital and Clinic employees in non-exempt positions, time worked on both regular and premium pay holidays do count toward the computation of overtime pay.
 
 
44. Do departments ever require certain employees to be on-call?
Yes, University departments may require employees (both exempt and non-exempt positions) in certain jobs to remain on-call, i.e. the availability to return to work immediately when contacted. Employees in non-exempt positions are paid an hourly rate to compensate for the time they are on-call. On-call time does not count toward the computation of overtime pay. A scheduled on-call shift may not exceed 24 consecutive hours.
 
 
45. What are the procedures when an on-call employee is required to return to work (known as \"call back\")?
When called back to work, employees receive callback pay. (During callback, employees do not receive on-call pay. On call pay resumes after completing the work required during callback.)

Callback pay for Campus and School of Medicine departments is as follows:
  1. Employees responding to callback, whether or not they are on-call, are guaranteed pay for a minimum of 3 hours at straight time for each callback;
  2. Time spent driving to and from work is paid as long as it does not exceed one half hour each way; and
  3. Time spent driving and the actual time worked count toward the computation of overtime pay.
On-call pay for the Hospital and Clinics is as follows:
  1. Employees responding to callback, whether or not they are on-call, are guaranteed pay for 3 hours at the premium rate of time and one-half for the first callback;
  2. Subsequent callbacks will be paid at the premium rate of time and one half for actual hours worked; and
  3. Time worked during a callback does not count toward the computation of overtime pay; it has already been compensated at the premium rate.
 
 
46. What happens if an on-call employee cannot be contacted or fails to report to work when called back?
An employee who is on-call but cannot be contacted or fails to report for work when called will forfeit the on-call pay for that time increment and may be subject to disciplinary action, pursuant to Policy and Procedures 2-9.
 
 
47. Do employees receive on-call and callback pay for additional scheduled shifts, such as for inventory or staff meetings held outside regular work hours?
No. Employees participating in these activities must be paid their regular rate of pay. These hours count toward the computation of overtime.
 
 
48. What is overtime pay and when is overtime pay appropriate?
Overtime pay is available to all employees in non-exempt positions who work in excess of 40 hours in a work week. The work week begins at 12:01 a.m. Saturday and ends at midnight the following Friday. Time absent from work for vacation, holiday, sick, or other paid leave is not counted as time worked for the purpose of computing overtime hours. Employees in non-exempt positions must obtain supervisory approval prior to working overtime.
 
 
49. At what rate is overtime calculated for non-exempt employees?
Overtime for employees in non-exempt positions is calculated at one and one-half (1 & 1/2) times the employees regular rate of pay. For example, if an employee\'s regular wage is $10/hour and the employee works 10 hours of overtime, he/she should receive $150 as overtime pay ($15 per hour x 10 hours). Employees in non-exempt positions must obtain supervisory approval prior to working overtime. All hours worked must be recorded in Kronos.
 
 
50. What if an employee continues to work overtime after being informed by his/her supervisor that working overtime is not appropriate?
Employees in non-exempt positions must obtain supervisory approval prior to working overtime. However, employees who work overtime without supervisory approval may be subject to disciplinary action, pursuant to Policy and Procedure 2-9.

Please note: Any employee who works overtime (with or without supervisory approval) must be paid for hours worked. Disciplinary action may not involve changing timecards nor requiring employees to not record unauthorized time worked.
 
 
51. Are employees in exempt positions eligible for overtime pay?
No. Only employees in non-exempt positions are eligible for overtime pay. However, exempt positions may be eligible for additional compensation under certain conditions.
 
 
52. Does a department have an alternative to paying overtime for employees in non-exempt positions?
Compensatory time off, calculated at the rate of one and one-half (1 & 1/2) times the hours worked may be given in lieu of overtime pay. However, the employee has the option to accept or decline compensatory time instead of overtime pay. In situations where an employee declines compensatory time, and a department cannot fund overtime pay, the department should not authorize the employee to work overtime. If compensatory time is acceptable to the employee, then the supervisor must ask the employee to sign a Compensatory Time Agreement.
 
 
53. What is compensatory time off and when is it appropriate?
Compensatory time off is similar to overtime pay in that the employee is compensated for working in excess of 40 hours in a work week. Instead of receiving overtime pay for hours worked the employee receives time off work at a later date--this \"later date\" should be mutually agreed upon by the supervisor and employee.
 
 
54. What are pay differentials and how do they work?
A pay differential refers to additional pay for employees in non-exempt positions who work specific shifts. Departments who elect to use pay differentials must have prior approval by Human Resources. Examples of pay differentials are shift differentials and lead worker differentials.
 
 
55. What is a lead worker?
A lead worker is an employee who has been temporarily or permanently assigned lead worker duties.

Lead worker duties are identified as:
  1. Leading a group consisting of not less than the equivalent of two full-time employees;
  2. Assigning and scheduling the work of all group members;
  3. Assisting, guiding, and instructing group members in the performance of their duties; and
  4. Performing the same or similar work assignments as the other members of the group.
 
 
56. What is the pay differential for a lead worker?
A seven percent lead worker differential is added to the employee’s base salary. The differential is applied only to the hours worked as a lead worker and is not applied to vacation, personal preference, sick or holiday hours.

In order for lead worker differentials to be processed in Kronos, the employee must:
  1. Be classified as lead worker in Kronos or
  2. Punch into Kronos as a having a lead or charge status; or
  3. Have actual lead hours submitted in Kronos by the payroll reporter.
 
 
57. What is a shift differential?
A shift differential is paid for consecutive hours worked within an assigned differential zone. The employee is paid for hours worked in each applicable differential zone. For example, a department may elect to pay a shift differential for an employee who works the graveyard shift on a weekend. The differential is recorded for the employee through Kronos. Differentials can be used for a variety of different circumstances. Department administration should coordinate with Human Resources when establishing differentials.
 
 
58. What is position classification?
Position classification is the process by which the title, grade, minimum requirements and job responsibilities of a position are determined. This process is completed by a Compensation Analyst in Human Resources.
 
 
59. What is a new classification?
A new classfication is a position that will be used for the first time in a department. It is not a position that is being vacated by a previous employee. For example, a new classification audit would need to be conducted in a department that currently has three Executive Secretaries and wants to add a fourth. The supervisor requesting the new position must fill out a Job Analysis Questionnaire (JAQ) - New Position Classification Instructions, in which the supervisor will list the duties and responsibilities of this new position and submit it to his/her HR Generalist. A Compensation Analyst will review the JAQ and, based on the job duties and responsibilities, will determine the appropriate title, grade and exemption status for the new position.
 
 
60. What is the estimated length of time to complete a new classification?
New classifications are generally completed within two business days from the time that Human Resources receives the completed Job Analysis Questionnaire (JAQ) and associated documentation.
 
 
61. Where does one locate the new classification paperwork?
New classification paperwork can be found online at www.hr.utah.edu/forms/lib/newclass.pdf, by contacting a Human Resource Generalist or by calling the Compensation Department at 581-6206.
 
 
62. What is a reclassification?
A reclassification occurs when the duties of a position no longer correspond to the duties indicated on the job description from which the employee was hired. A request to reclassify a position must be initiated by a supervisor, at which time an employee will fill out a Job Analysis Questionnaire (JAQ) - Reclassification Requisition Instructions. The employee will list the duties and responsibilities of his/her position and, after a supervisory review, will be submitted to the department\'s HR Generalist. A position is eligible for reclassification after the employee in the position has been performing the new and/or expanded duties for a period of six consecutive months.
 
 
63. What is the estimated length of time to complete a reclassification?
Reclassifications are generally completed within two business weeks from the time that Human Resources receives the completed Job Analysis Questionnaire (JAQ) and associated documentation.
 
 
64. Where does one locate the reclassification paperwork?
Reclassification paperwork can be found online at www.hr.utah.edu/forms/lib/reclass.pdf, by contacting a Human Resource Generalist or by calling the Compensation Department at 581-6206.
 
 
65. Are employees automatically eligible for a salary increase when they finish a degree?
There is no automatic salary increase once an employee finishes a degree. Such an increase is at the discretion of individual departments and approved by Human Resources. Employees should talk with their supervisor about departmental practices regarding this issue.
 
 
66. Am I automatically eligible for a salary increase once I complete my probationary period?
There is no automatic salary increase at the time an employee completes his/her probationary period. Such an increase is at the discretion of individual departments and approved by Human Resources. Employees should talk with their supervisor about departmental practices regarding this issue.
 
 
67. Who do supervisors contact in Human Resources to get a salary calculated for employees or potential hires?
Supervisors needing a salary calulated for a current employee or a potential new hire should first attempt to contact his/her Human Resource Generalist or Human Resources Representative . The Compensation Department (581-6206) can also help facilitate this process.
 
 
68. Do departments have to keep time and attendance records on its employees?
Yes. Departments must maintain accurate time and attendance records for all employees within the department. Employees in non-exempt positions must record the total number of hours actually worked each day including start and stop times. All time is to be recorded accurately with any corrections to timecards being adequately documented.
 
 
69. How does the University determine an employee\'s salary/wage?
Every position at the University has a salary grade attached to it. The salary grade determines the salary range for that specific position. Where an employee is placed in the salary range is determined by the employees education and experience above the minimum qualifications of the position. Additional education and experience above the minimum qualifications for a job generally results in a higher salary/wage.
 
 
70. What is a transfer?
A transfer occurs when a staff member changes from one job to another and/or from one employing department to another. A transfer may result in a lateral move, a promotion, or a demotion.
 
 
71. How does the University define a lateral transfer?
A lateral transfer results in a change from one job to another job that has the same salary grade. A pay increase generally does not occur with a lateral transfer.
 
 
72. How does the University define a promotion?
A promotion is the process of changing from one job to another job that has a higher grade and may result in a pay increase. Department administration should consult with Human Resources to determine if a pay increase is appropriate.
 
 
73. How does the University define a demotion?
A demotion is the process of changing from one job to another job that has a lower grade. A pay reduction does not automatically occur with a demotion. Department administration should consult with Human Resources to determine if a pay reduction is appropriate. Demotion, as defined in this section, does not include demotions that are the result of disciplinary action. Those seeking additional information regarding demotions that are the result of disciplinary action should contact Employee Relations.
 
 
74. What is Employee Relations? What do you do?
As part of the Human Resources Division, the Employee Relations Office is a resource for supervisors and managers to contact concerning work-related issues. This office advises managers who are initiating corrective and/or disciplinary action and reviews all Employee Relations actions (written warnings, final written warnings, suspension, demotion, termination, separation, reduction in force) before they are issued, to ensure compliance with University policies and procedures. This office also coordinates the Staff Employment Grievance process. For other Employee Relations services, please visit www.hr.utah.edu/er/services.
 
 
75. Where can I find more information on the disciplinary procedure?
Polices and Procedures about the disciplinary process at the University can be found in the University of Utah’s Policy and Procedures Manual at No. 2-9 Corrective Action and Termination Policy for Staff Employees and No. 2-25 Staff Employment Grievances. With questions, you may also call Employee Relations at 581-5469.
 
 
76. Who should I talk to if I want to discuss taking disciplinary action against one of my employees?
Please contact your HR Employee Relations Specialist. The Specialist will assist you in determining the correct level of corrective or disciplinary action to administer.
 
 
77. What is an Exit Survey and how do I complete an Exit Survey?
An Exit Survey is designed to obtain feedback from departing employees to help us improve the work environment at the University. The information you provide is completely confidential and your name and specific responses will not be revealed to your supervisor and/or department.

Exit Surveys can be completed on-line or downloaded at www.hr.utah.edu/er/exit/.
 
 
78. Can I use sick leave for vacation?
Sick leave is available to employees working 75% FTE or greater (30 hours per week). Employees may only take sick leave for their own illness or injury, or to care for an ill or injured spouse or child.
 
 
79. Can I use vacation for sick leave?
Once all sick leave is depleted, an employee may substitute vacation time for days missed due to illness or injury.
 
 
80. What options do I have if I need additional sick leave after exhausting all accrued sick leave?
Please contact Benefits at 581-7447 to discuss the options available to you.
 
 
81. Will my conversation with Employee Relations remain confidential?
Confidentiality of all parties involved in a complaint investigation shall be strictly respected insofar as it does not interfere with the University’s legal obligation to investigate allegations of misconduct and to take corrective action or as otherwise provided by law.
 
 
82. What are the most common policies/procedures that are used? How do I find more information regarding University policies and procedures?
The most common policies/procedures that are used in Employee Relations are: For a complete list of personnel policies, please go to www.admin.utah.edu/ppmanual/2-tbl.html .
 
 
83. Employees don’t get any support from the University or Human Resources. Why can’t I get an advocate, someone to support me?
Human Resources is here to support managers as they address employee problems in the workplace. We are also charged with oversight of the grievance process to ensure that the process is fair and that University policies and procedures are followed when corrective and disciplinary actions are taken. If you would like to speak to someone about work or non-work related issues, contact the Employee Assistance Program at 587-9319 to find out if you qualify for their services.
 
 
84. Can I have someone from HR sit in on a meeting with my supervisor or my performance evaluation?
Human Resources will attend these meetings when requested, as appropriate. Another program offered through Human Resources is mediation. For more information, go to www.hr.utah.edu/oeo/mediation or call 581-8365.
 
 
85. What does it mean to be “at will”?
An “at will” employee may be terminated from employment without proceeding through the disciplinary process outlined in University Policy and Procedures 2-9. Further, “at will” employees do not have access to the Permanent Staff Employment Grievance process outlined in University Policy and Procedures 2-25. To review these policies, please go to www.hr.utah.edu/policies. Employees considered “at will” are: staff members serving their six month probationary period, those employees who are regularly scheduled to work less than 20 hours per week, employees whose employment is for a period expected to last less than nine months, and those who are appointed to positions by the University President.
 
 
86. What do I do if I am injured on the job?
Please contact Benefits at 581-7447 for any questions regarding injuries occurring on the job.
 
 
87. Does the University have a dress code? Can my department tell me how to dress?
The University of Utah as a whole does not have a dress code. Each department has been given the responsibility to decide the type of clothing that they will allow in their workplace.
 
 
88. Doesn’t my department have to give me lunch and breaks?
Currently, Utah State law only requires lunch and breaks for employees who are under the age of 18. The University recommends that each department allow time for its employees to take lunch and/or breaks, however, this may not always be possible. Please contact your supervisor for the break/lunch policy in your department.
 
 
89. Can my department require me to work overtime? How is overtime compensation paid out?
A Department may require employees to work overtime; however, supervisors should keep overtime hours to a minimum. The University provides overtime pay (1 ½ time pay) or compensatory time off to non-exempt employees whose work exceeds 40 hours in a workweek. Employees shall obtain their supervisor’s approval prior to working overtime hours. Employees who do not obtain approval prior to working overtime hours may be subject to disciplinary action.
 
 
90. I was just issued a disciplinary letter and do not agree with it. What can I do?
First and foremost, you need to meet the performance expectations listed in the Warning. Not following the expectations could result in further disciplinary action. Second, you can submit a letter to be included in your personnel file. Third, you have the right to appeal the disciplinary action (file a grievance) in accordance with the provisions of University Policy and Procedure No. 2-25. Time parameters for filing an appeal are stringent (see below). For assistance, please contact your HR Generalist.
 
 
91. How and where do I file a grievance?
If an employee has a complaint or grievance regarding matters of illegal discrimination, s/he should contact the University’s Office of Equal Opportunity and Affirmative Action (OEO/AA) at 581-8365.

If an employee successfully completes the probationary period and decides to grieve an employment-related adverse action such as reduction in force, termination, suspension without pay, demotion, written warning or final written warning, s/he should contact the HR Generalist within five (5) days to discuss what portion of the grievance process applies to the employee’s issue. See PPM 2-25 for more information.
 
 
92. What do I do if one of my employees has filed a grievance?
If an employee files a grievance, the supervisor will be contacted by Employee Relations. If you have any questions, please contact Employee Relations at 581-5469.
 
 
93. How do I resign from my job?
By informing his/her supervisor—either verbally or in writing—that he/she is resigning. At minimum, the resignation should indicate the last day of work. As a guideline, exempt employees who resign should provide at least four (4) weeks advance notice, and non-exempt employees should provide at least two (2) weeks advance notice.
 
 
94. Don’t I have to get a warning before I get terminated?
If a University of Utah employee has not completed his/her probationary period or is an “at-will” employee, a warning letter is not required before termination. If a regular University of Utah employee has successfully completed the probationary period requirement, the University’s Policies and Procedures 2-9 will be applied to situations involving deficiencies in an employee’s job performance (warning given) and/or personal conduct (warning may not be required) while at work. To view the University’s Policies and Procedures Manual on-line, please go to www.hr.utah.edu/policies.
 
 
95. How do I appeal a termination that happened during my probationary period?
While you are a probationary or “at will” employee, you may be terminated from employment without proceeding through the disciplinary or grievance process outlined in University Policy and Procedures 2-9 and 2-25. However, if you feel you were terminated due to discrimination, please contact the Office of Equal Opportunity and Affirmative Action (OEO/AA) at 581-8365.
 
 
96. How do I appeal a termination that happened after my probationary period ended?
If you completed your probationary period, and are terminated or released from your employment as a regular staff member, you have the right to file a grievance within five (5) days of your termination. You may also file a complaint of discrimination with OEO/AA at 581-8365. (See PPM 2-32) If you have questions, contact Employee Relations at 581-5469.
 
 
97. How do I apply for unemployment insurance?
Unemployment insurance can be applied for with the Department of Workforce Services. For more information, visit the website at http://jobs.utah.gov.
 
 
98. Do you hire at the University of Utah?
The University of Utah posts new job openings weekly. All benefited staff positions are posted at www.jobs.utah.edu. Temporary non-benefited positions are available through the UTemps program. For further information visit www.hr.utah.edu/utemps.

Student positions are posted through UCareerLink at careers.utah.edu. Phone: 801-581-6186.

The Tenure Track Faculty hiring process is handled by the University’s Office of the Vice-President for Diversity. These positions are listed at www.diversity.utah.edu/facultyhiring/index.html.

The Auxiliary Faculty hiring process is handled by the University’s Academic Vice President’s Office. Contact information is listed at www.admin.utah.edu/academic/personnel.html.
 
 
99. I’m working a part time job at the University; can I work another position at the University?
In some cases, you can work more than one job as long as your combined hours do not exceed 40 hours a week. However, if you are enrolled in Work Study or graduate study programs you should check program requirements which may specify a maximum allowable number of hours worked per week.
 
 
100. How do I apply for employment at the U?
All benefited staff positions are posted online at www.jobs.utah.edu. You are required to submit an online application. For detailed instructions, please visit www.hr.utah.edu/careers/starting-a-job-application.php.
 
 
101. Do I need a resume to apply for a job at the U?
No, you do not need to have a resume to apply. However, a resume is recommended and should be submitted online as an attachment (or cut-and-paste into the text box in the application form).
 
 
102. Can I e-mail you my resume?
University Human Resources cannot accept unsolicited resumes. You must complete an online application for each job you are interested in at www.jobs.utah.edu and attach and/or cut-and-paste your resume.
 
 
103. Do you accept paper applications?
University Human Resources cannot accept paper applications. You must complete an online application for each job you are interested in at www.jobs.utah.edu.
 
 
104. Since I am attaching an electronic resume do I need to fill out the Employment History section of the application?
It is recommended that you complete all sections of the application form, including Employment History, even when attaching and/or cutting-and-pasting your resume.
 
 
105. Can I contact the hiring manager directly?
Due to the volume of applications, our system does not provide an option for contacting the hiring manager directly. However, you will be advised of the status of your application through by e-mail.
 
 
106. How do I know if the hiring manager received my application?
You will be notified through e-mail if/when your application has been forwarded to the hiring department.
 
 
107. Will the hiring manager contact me if the job has been filled?
You will be notified through e-mail when the job has been filled or cancelled.
 
 
108. Is it easier to get a job if you are working at the University already?
Some job postings specify that they are limited to current University employees. However, the majority of job postings are open to external as well as internal candidates.
 
 
109. I don’t remember my username and password, how do I find that?
Contact the University Help Desk at 581-4000 for assistance.
 
 
110. What immunizations are required for new Hospital staff employees?
A list of required immunizations can be found at www.hr.utah.edu/hsc/imm/.
 
 
111. Where can I get a copy of my immunization records?
Contact the Immunization Clinic at the University of Utah Hospital and Clinics at 581-2227.
 
 
112. Where do I go to get my immunizations and how much will they cost?
Immunizations are provided at the University of Utah Hospital and Clinics for new employees at no cost. New Employees should contact the Hospital Employee Clinic at 581-2227.
 
 
113. Where do I go to get a copy of my shot records from work?
Contact Occupational Health at 581-2227.
 
 
114. Who is the OEO/AA?
The Office of Equal Opportunity And Affirmative Action or OEO/AA is a professional resource committed to developing and sustaining an educational and work environment where respect, trust, and equality of opportunity enable members of the university community to achieve their goals and objectives. The OEO/AA is able to accomplish its mission by implementing and enforcing the University’s policies on nondiscrimination in employment. The OEO/AA provides services that help create and maintain a fair and equitable work environment. Specifically, the OEO/AA enforces, and provides training about: Discrimination and Equal Opportunity (PPM 2-6), Sexual harassment (PPM 2-6A), Americans with Disabilities Act (ADA, PPM 2-14), and Affirmative action.
 
 
115. What is Affirmative Action?
Affirmative Action is a program created by the Federal government in 1964. It’s designed to remedy past discrimination in employment and eliminate current and future race and gender discrimination. Affirmative Action at the University of Utah promotes race and gender diversity in employment by recruiting women and minorities into the applicant pools.
 
 
116. Doesn’t affirmative action mean special preference is given to minority groups or that there are “quotas?”
No. Affirmative Action at the University of Utah does not give people an advantage in getting hired or promoted. There are no “hiring quotas” and no special treatment should ever be given for any reason unrelated to job qualifications. Only the best person for the job should be hired or promoted. These decisions should never be based on someone’s minority status, and all candidates must meet the minimum qualifications for the position.
 
 
117. What is the Americans with Disabilities Act, or ADA, and who is protected?
The Americans with Disabilities Act (ADA) was created to ensure that people with disabilities are protected from discrimination and have an equal opportunity to utilize services and resources in our society. University policy and the ADA prohibit discrimination against disabled: Staff (regardless of full-time employment status or probationary period), Faculty, Students / Athletes, Visitors, University Student Residents, and Participants in University activities. Also, in support of the ADA, the University provides for equal access to University programs and activities, and for reasonable accommodation in both academic programs and in the workplace.
 
 
118. What is a reasonable accommodation and how do I request one?
Any requested modification or adjustment to job duties or schedule, or to the work environment, that enables a qualified applicant or employee with a disability to participate in the application process or to perform essential job functions. Reasonable accommodation also includes adjustments to ensure that a qualified individual with a disability has rights and privileges in employment equal to those of employees without disabilities. To request an accommodation, complete the Request for Disability Accommodation Form (Spanish), available online by clicking on the link given, and submit it to the OEO/AA. If you are a student and would like to request an academic accommodation, please contact the Center for Disability Services at 581-5020.
 
 
119. What is discrimination?
Discrimination is partiality or bias in the treatment of a person or group that is unfair or illegal. Not all discrimination is illegal. One can be subject to unfair treatment that is not illegal under University policy or state or federal law. An example would be being treated unfairly because someone doesn’t like you or because of your political affiliations.

Illegal discrimination is treating someone differently based on a protected class. A protected class is a group of people protected against discrimination by University policy or by State and Federal law. At the University of Utah there are nine protected classes: Color, Race, National Origin, Age, Religion, Disability, Veteran’s Status, Sex, or Sexual Orientation (University policy only).
 
 
120. How do I file a complaint?
The OEO/AA is where to go if you have a question, problem, or complaint of discrimination. There are internal and external complaint processes (PPM 2-25). In order to file an internal complaint (a complaint with the OEO/AA), you must submit a Complaint Form (English and Spanish) to the OEO/AA. There are two types of internal complaints: Negotiation/Facilitation or Investigation. Unless you are alleging sexual orientation discrimination, the remaining eight protected classes are also protected by state and federal law and complaints may be filed with the external state or federal agencies.
 
 
121. Can my complaint be anonymous?
No. Under University policy, an individual against whom protected class discrimination or sexual harassment allegations are made has the right to know what the specific allegations are and who made the allegations so that they can respond to those allegations, as they may be subject to disciplinary action if the OEO/AA finds that they violated University policy after conducting an investigation.
 
 
122. Are all ages protected?
No, University policy and the Age Discrimination in Employment Act (ADEA) prohibit discrimination against individuals who are over the age of 40 both in the academic and employment settings.
 
 
123. What is a Hostile Work Environment?
A hostile work, living, or any other type of environment is one in which an employee, student, patient, or any other participant in a University activity are subject to unwelcome and unwanted disparaging or derogatory conduct that is based on one (or more) of the nine protected classes. The conduct has to be sufficiently pervasive or severe so as to create an offensive, intimidating, threatening, or hostile environment.
 
 
124. What is a religious accommodation?
University policy and Federal law require employers to accommodate the religious practices or observances of employees who make a request for a religious accommodation, so long as the requested accommodation does not pose an undue hardship to the employer. If you need a religious accommodation please contact the OEO/AA (581-8365). Additionally, while not required by state or federal law, students may request religious accommodations under University accommodation policy. To obtain information about the University’s accommodation policy, please read PPM 9-7 section 16.
 
 
125. How is pregnancy protected under University policy and state and federal law?
Pregnancy (also protected under the Pregnancy Discrimination Act [PDA]) prohibits discrimination in all employment related practices and decisions (including benefits and fringe benefits) based on pregnancy, childbirth, or any related medical condition. Therefore, women affected by pregnancy or related conditions must be treated in the same manner as other applicants or employees with similar abilities or limitations.
 
 
126. Do I have to follow a particular chain of command to complain about illegal discrimination or sexual harassment?
No. If you have concerns or complaints of illegal discrimination or sexual harassment, you may go to any supervisor with that concern or you may go directly to the OEO/AA.
 
 
127. If I’m a patient of the University Hospitals and Clinics and I don’t speak English very well, do I have to bring my own interpreter to my doctors’ appointments?
No. The law requires that all healthcare providers provide interpreter services to patients with limited English proficiency. The University has a Language Assistance Program for limited English proficient patients at the University of Utah Hospitals & Clinics. If you have a patient whose primary language is NOT English, ALWAYS:
  1. inform patients of the availability of language assistance (translation) regardless of whether they bring their own interpreter, and even if it is a family member;
  2. if the patient would like a translator, provide language assistance to the patient at no cost to the patient;
  3. never require the patient to use family members to translate;
  4. if the patient prefers to use a family member, acquaintance or friend, document it in the chart; and,
  5. for questions on contacting a translator, call Customer Service at 581-2423.
 
 
128. Can a supervisor or anyone else retaliate against me for having complained to the OEO/AA?
The University has a non-retaliation policy under which all individuals who initiate or participate in an OEO/AA proceeding are protected, including witnesses who cooperate with an OEO/AA proceeding or individuals who make a request for disability accommodation. If you feel as though action has been taken against you for having initiated or participated in an OEO/AA proceeding, you may file a complaint with the OEO/AA.
 
 
129. What is Sexual Harassment?
Sexual harassment is unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature when:
  1. It is made either explicitly or implicitly a term or condition of an individual\'s employment, education, living environment or participation in a University activity;
  2. Submission to or rejection of such conduct is used as the basis for or a factor in decisions affecting that individual\'s employment, education, living environment, or participation in a University activity; or
  3. Such conduct has the purpose or effect of unreasonably interfering with an individual\'s employment or educational performance or creating an intimidating, hostile, or offensive work, education, or living environment, or participation in a University activity.
 
 
130. Can administrators, supervisors, or faculty members keep my complaint of sexual harassment to themselves?
Administrators, supervisors, and faculty members are obligated under University policy to inform the OEO/AA of any sexual harassment complaint that is made to them since the OEO/AA evaluates those concerns to determine what course of action is appropriate given the allegations that are made.
 
 
131. Where can I turn if I feel like my supervisor is treating me unfairly, but it doesn\'t fall into the protected categories?
You may want to contact your Human Resources Generalist or an Employee Relations Specialist to find out what your options and rights are for resolving issues you feel are not illegal discrimination or sexual harassment.
 
 
132. Who is eligible to be paid off the additional compensation form?
The form is for employees who are exempt full time employees only. These employees must be 100% FTE in their job. If you wish to pay an hourly employee extra pay then this is done on a paper timesheet.
 
 
133. How do I process the additional compensation form, and which employees are eligible to be paid from this form?
Go to the HR website at www.hr.utah.edu and click on payroll forms, select additional compensation . The form can be filled out online. When completed print out the form and obtain the appropriate signatures. Submit the completed forms to Payroll Department at 420 Wakara Way.
 
 
134. Why am I now getting a check when I have had direct deposit for X number of years?
There is a termination date in the pay system. You must go into the Direct Deposit Self Service, located on the Campus Information System, and update your information.
 
 
135. I cancelled my bank account, how do I get my money for payday?
Please call the Payroll Department at 581-7873 immediately so we can stop your direct deposit from going into the closed account. If you do not notify us immediately it usually takes the bank two days to return the money to the University before we can issue of a special check.
 
 
136. My money isn\'t showing in my account, what happened?
The University does not guarantee direct deposit of pay until noon on payday. If money is not showing in your account by then, please call the Payroll Department at 581-7873 so we can check with your bank.
 
 
137. How do I get into Kronos? My password doesn\'t work!
Campus employees should contact Telecommunications at 581-4000. Hospital employees should contact the Hospital Help Desk at 587-6000.
 
 
138. One of my recently terminated employees has dropped off my Kronos list. How do I enter their time this pay period? (for Departments)
Go to the “Quickfind” function under “My Genies. Enter the terminated employee’s last name or UID#. Change “Time Period” from current to previous and select the “find” button. This procedure pulls up the terminated employee’s timecard and allows the needed changes to be made.
 
 
139. Can I sign off Kronos before the end of the pay period? (for Departments)
No. The pay period must end before the sign off functionality becomes available. Usually it is the next business day after the end of the pay period.
 
 
140. I am a new hire. How do I log on Kronos for the first time?
The default is your 6 digit birth date, mmddyy, and your UND#. Please contact the Campus Help Desk at 581-4000 if you cannot log into the system.
 
 
141. I have forgotten my Kronos password. What do I do?
Please contact the Campus Help Desk at 581-4000.
 
 
142. I turned in a PAN form for a new hire. Why aren’t they on Kronos?
The employee does not show up on Kronos until all the new hire paperwork is completed. Please allow 24 to 48 hours after submission of the PAN for the employee to show up.
 
 
143. If an employee is not hourly and is not 100% FTE how do I make an additional payment to them?
Please use a one time PAN form to make a miscellaneous money payment to this employee. This employee must be exempt.
 
 
144. How do I get to the website to view my paycheck?
Paycheck information is available on the Campus Information System.
  1. Signon to the CIS and click the Employee tab (if it is not your default tab).
  2. Click Payroll, Taxes and Salary.
  3. Click View Paycheck, and you will see your current check.
  4. Click W-4 Tax Information, and you can view/update your W-4 Tax Information.
  5. Click Direct Deposit, and you can view or edit your direct deposit accounts. Please remember if your net pay is being direct deposited, it will not be in your bank account until NOON on pay day. If you receive a check you will have to pick it up in your department on the normal scheduled time of distribution on pay day.
Additional training on the self service applications are available at http://www.payroll.utah.edu/downloads/powerpoint epay.ppt
 
 
145. Where can I get payroll forms?
Payroll forms are available on the Payroll web site at www.payroll.utah.edu. Completed forms must be sent to the Payroll Department at 420 Wakara Way or faxed to 585-3030.
 
 
146. Is there a deadline for submitting an additional compensation, prize and award, and clinical incentive form for payment?
Yes. Please visit the HR website at www.hr.utah.edu and click on Payroll Schedule/Deadline calendar.
 
 
147. Where should completed Payroll forms be submitted?
In an envelope addressed to Payroll Department at the front desk of HR at 420 Wakara Way.
 
 
148. How long does a stop payment take?
It depends on the time of the pay period. If we are processing payroll, then it could take a few days longer. But normally, they will be done within 48 hours of when it is received.
 
 
149. I was hired a week ago and my accruals are not showing up. Why?
The Benefits Department must enter all your paperwork into the pay system before the accruals are loaded into Kronos. This process takes about 2 weeks.
 
 
150. Will my vacation pay-out be on my last check?
It all depends on timing. If the termination paperwork was submitted in the same pay period that the employee terminated then the system will automatically pay-out the vacation. If not, we try to get it on the very next payroll run.
 
 
151. Will my Vacation pay-out be direct deposited?
Yes. As long as you do not change any of your bank account information. We stop your account information one month to the day of your termination. If your vacation pay out occurs later then that, then it will be a special check.
 
 
152. How can I contact Training and Development
You can call us at 585-2300 for more information about any of our resources. Or, visit us online at www.hr.utah.edu/ods.
 
 
153. Where do I go to get my U Card?
Main campus employees should go to the UCard Office in room 154 in the Union Building.

Hospital employees should go to the Hospital Cafeteria or call 581-2273.

School of Medicine employees can get their UCard at either locations.
 
 
154. Do I need to attend Orientation?
If you are a new employee, a new transfer to UUHSC, or newly benefited, you should attend an orientation session.
 
 
155. How do I register an employee for Orientation?
If you are a Campus or School of Medicine Department, please contact your service team to register. If you are a UUHSC department, you may register online at www.hr.utah.edu/ods/register/allclasses.php. If the new employee is a faculty member, please contact the benefits department at 581-7447.
 
 
156. When, and how long is Orientation?
UUHSC Orientation is held every Monday from 8:00 AM until 4:30 PM. Campus Orientation is held every Wednesday from 8:00 AM until 1:30 PM. Faculty Orientation is held every other Thursday from 2:00 PM to 4:30 PM. Orientation dates that fall on a holiday are rescheduled or cancelled.
 
 
157. If I\'m non-benefited, do I need to stay for the Benefits presentation?
No, you may leave when the Benefits presentation begins.
 
 
158. If I am a newly benefited UUHSC employee, but not a new employee, do I need to come to all of Orientation?
No, you may attend only the Benefits presentation of UUHSC Orientation.
 
 
159. What resources do you offer managers?
We have a number of services that are especially for managers. We offer some specific Leadership Development Workshops that are restricted to those in supervisory positions. We can facilitate meetings, customize workshops, facilitate strategic planning and goal setting, help you plan departmental retreats, and coordinate proccess improvement efforts within your department. Additionally, we offer coaching services and 360 degree evalutation. Please call us at 585-2300 or visit our website for more information about any of these services.
 
 
160. What are 360 degree evaluations?
360 degree evaluations are an opportunity for leaders to receive confidential feedback from their staff, managers, peers, and customers. Our web-based tool compiles the feedback from selected evaluators, and then our trained coaches help you use the confidential report to identify your personal strengths as well as opportunities for improvement.
 
 
161. What is Coaching?
Coaching is an opportunity for one on one consultation for employees seeking to meet specific professional goals. Trained coaches confidentially help individuals create specific action plans to achieve their own goals. Please call 585-2300 for more information or to be connected to our Coaching Coordinator.
 
 
162. How do I find what workshops are available?
We offer a wide variety of workshops. Descriptions of each are posted at www.hr.utah.edu/ods/register/allclasses.php.

A full listing of workshops can also be downloaded at www.hr.utah.edu/ods/.
 
 
163. How do I register for a workshop?
You can register online by selecting the desired workshop at http://www.hr.utah.edu/ods/register/allclasses.php, and selecting \"register.\" You may also call us at 585-2300.
 
 
164. What if I need to cancel my registration?
If you need to cancel, please contact us as soon as possible at 585-2300 and let us know you will not be able to attend. If you want, we can help you reschedule at that time.
 
 
165. Can you come teach the workshops to my department?
Yes, we can do training at your location. These dates generally need to be scheduled at least a month in advance.
 
 
166. Can you customize the workshops?
Yes, we can customize most of our trainings to your needs, or develop new workshops for you. The level of customization will determine the development time, so please schedule these dates at least a month in advance.
 
 
167. What is Strategic Planning?
Strategic planning is the process of translating your vision and mission into an executable plan of action. Training and Development can help your department clarify the strategic direction of your department. We can facilitate sessions to create or revise vision, mission, and value statements. We also assist in setting short and long term goals, and creating action plans to align resources and effectively implement your strategy.
 
 
168. What is Process Improvement?
Process improvement is a systematic methodology for analyzing processes and identifying opportunities to streamline and strengthen. Training and Development can help your department analyze existing processes for improvement opportunities and develop strategies for new processes.
 
 
169. Does Training and Development help facilitate meetings or project teams?
Yes, we can provide a trained facilitator to help you run meetings or projects. Our facilitators are objective and skilled at bringing diverse viewpoints out in constructive and productive ways.
 
 
170. How can I volunteer?
Contact volunteer services at the Hospital 581-2278 or Campus 581-4811.