| 1. |
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:
- Long-term special projects;
- Assignment of work in another department; and/or
- 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:
- In a fixed amount, not on an hourly basis;
- Based on the conditions/terms of an agreement that is written and signed in advance; and
- 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. |
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| 2. |
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. |
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| 3. |
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. |
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| 4. |
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. |
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| 5. |
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. |
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| 6. |
Are employees in exempt positions eligible for Compensatory Time? |
| No. Only employees in non-exempt positions are eligible for compensatory time. |
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| 7. |
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. |
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| 8. |
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. |
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| 9. |
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:
- Before or after school in excess of four hours a day;
- Before 5:00 a.m. or after 9:30 p.m.,
unless the next day is not a school day;
- 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. |
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| 10. |
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. |
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| 11. |
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. |
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| 12. |
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. |
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| 13. |
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. |
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| 14. |
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. |
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| 15. |
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:
- 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;
- Time spent driving to and from work is paid as long as it does not exceed one half hour each way; and
- 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:
- 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;
- Subsequent callbacks will be paid at the premium rate of time and one half for actual hours worked; and
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Time worked during a callback does not count toward the computation of overtime pay; it has already been compensated at the premium rate.
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| 16. |
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. |
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| 17. |
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. |
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| 18. |
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. |
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| 19. |
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. |
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| 20. |
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. |
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| 21. |
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. |
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| 22. |
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. |
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| 23. |
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. |
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| 24. |
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. |
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| 25. |
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:
- Leading a group consisting of not less than the equivalent of two full-time employees;
- Assigning and scheduling the work of all group members;
- Assisting, guiding, and instructing group members in the performance of their duties; and
- Performing the same or similar work assignments as the other members of the group.
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| 26. |
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:
- Be classified as lead worker in Kronos or
- Punch into Kronos as a having a lead or charge status; or
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Have actual lead hours submitted in Kronos by the payroll reporter.
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| 27. |
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. |
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| 28. |
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. |
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| 29. |
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. |
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| 30. |
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. |
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| 31. |
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. |
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| 32. |
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. |
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| 33. |
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. |
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| 34. |
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. |
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| 35. |
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. |
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| 36. |
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. |
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| 37. |
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. |
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| 38. |
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. |
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| 39. |
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. |
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| 40. |
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. |
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| 41. |
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. |
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| 42. |
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. |
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| 43. |
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. |
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