< PreviousApproved by Staff Senate: January 14, 2019 • AT&T- 17% • Big Rock Bistro - 20% • Microsoft Office $9.95 • UA- PTC Bookstore - 10-25% • Center for Arts and Humanities (CHARTS) Discounts – UA-PTC employees receive discounts for many events at CHARTS. Quantities may be limited and not all events are eligible for a discount, including those sponsored by renters. Call the box office for details at 501-812-2710. • Business & Industry Center (BIC) Discounts - UA- PTC employees receive up to a 30% discount for continuing education classes offered through BIC. Culinary classes receive a 10% discount. Computer courses (Word, Excel, Outlook, etc.) are free unless you choose to keep the course book. There may be a charge for the computer course books. Call BIC for details at 501-907-6670. 10.3 Employee Assistance Program (EAP) The College recognizes that there are times when you and your family experience personal concerns that affect your ability to lead a healthy and productive life. Often you can solve problems independently; however, on occasion, individuals may need help. The Employee Assistance Program (EAP) is available to all full-time employees and can help you and your dependent family members deal with difficult issues in your personal life. These can include the full range of human concerns, such as alcohol/drug abuse, marriage and family difficulties, interpersonal conflict, financial, grief, or emotional/behavioral issues. Some can be very severe, and other concerns may only show up from time to time. The EAP can also assist you in handling issues or problems at work. The EAP can put you in contact with a trained professional to help resolve a problem you may be facing, in a completely confidential manner. The EAP provides confidential employee services at no charge to the employee to include; brief, solution-focused individual, couples and family consultation; Individual life skills training; Life/Career coaching; Referral/resource assistance; and emergency services. Visit the EAP at: www.uams.edu/eap or contact by phone at (501)686-2588; (800)542-6021. 10.4 Gym Use 10 Fitness offers a discounted joining fee and additional privilege for employees. For additional information, contact 10 Fitness. special lab fees for specified courses). The dependent child must be under the age of 24 and a full-time student or any age if permanently and totally disabled and must have met other tests as determined by the Internal Revenue Service. A copy of the Approved by Staff Senate: January 14, 2019 10.5 Notary Services Notary services are free to UA-PTC employees. For a list of certified notaries employed at the College, contact Human Resources. 10.6 Professional Development Program Each instructional division or business area through the dean or supervisor may request funds for professional development through the annual budget process. Allocations will be based on availability of funds, previous year activity, and the number of personnel in the area. Travel and professional development funds may be used for professional travel and/or professional development activities, such as a guest speaker or a seminar or workshop. All expenditures are subject to prior approval by the division Dean or area Vice Chancellor. Criteria to be considered in evaluating requests will include relevance to professional responsibilities, the applicant’s role in the activity (e.g., presenting a paper) equitable distribution of professional development opportunities, and anticipated demands on the development budget. Within two weeks after completion of a professional development activity, the applicant is expected to complete a follow-up report and submit the report to his or her supervisor. The report should be shared with others on campus that might benefit from the information. PDI provides UA-PTC employees with access to a wide range of professional development opportunities facilitated by internal and external partners. Among the types of offerings are workshops, seminars, webinars, book clubs, and academies. Funding for off-campus professional development opportunities, such as conferences and symposiums, is available on a limited basis. In exchange for funding, UA-PTC employees conduct presentations and workshops through the Professional Development Institute. 10.7 UA-PTC Tuition Waivers for Employees and Dependents Full-time employees, their spouses, and dependent children age 24 or under will be exempt from paying UA-PTC tuition and corresponding fees (with the exception of Approved by Staff Senate: January 14, 2019 employee’s income taxes will be required to verify dependent status. Employee enrollment All full-time active employees, not on leave without pay other than workers compensation, military or family medical leave, employed as of the final day of regular registration in any particular session or semester, their spouses, and their dependent children (as defined by the Internal Revenue Service) are eligible. For employees hired after May 1, 2017 eligibility as described above will begin with the final day of registration following continuous employment in a full-time position with the College for one complete fall or spring semester. All enrollees must meet normal admissions requirements, and audits should be on a space available basis only. Employee enrollment in UA-PTC courses will be subject to approval of his or her supervisor and will not interfere with College operations. Enrollment in classes in which the tuition waiver is requested will be granted once the course has sufficient enrollment by full-fee paying students to meet the minimum enrollment (as established by the offering unit) to recover the costs of offering the class. Employees and dependents may use the tuition waiver to repeat a successfully completed course only one time. UA-PTC defines “successfully completed” courses as earning a grade of A, B, C, D, or CR in the course. Additionally, all employees and dependents must meet Satisfactory Academic Progress (SAP) to be eligible for the tuition waiver. Exceptions to the SAP rule may be approved by the Chancellor when classes are deemed necessary for the scope of an employee’s position. Exceptions to the SAP standard will only be made in the event that the maximum amount of time to complete the degree or certificate has been exceeded. No exception to the SAP rule will be made when the requesting party has failed to meet minimum GPA requirements or has failed to maintain minimum pace of progression requirements per the Satisfactory Academic Progress policy. An employee who attends class during his or her normal workday will be expected to make up the time. Tuition Waiver Forms are available in Human Resources or in the Employee section on the Campus Portal. Employees interested in taking classes at another University of Arkansas campus must meet all requirements of UA Board Policy 440.1. Approved by Staff Senate: January 14, 2019 1 1 Classifications, Compensation, Paychecks, & Schedules 11.1 Classification and Compensation According to 405.1.2 UA-PTC Policy: Hiring and Dismissal of Staff Classification and Compensation of Classified Staff Classified staff positions are grouped or classed under the Higher Education Uniform Classification and Compensation Act (Act 599 of 2017) with positions that have similar duties and responsibilities and that require similar knowledge, abilities, skills, education and experience. Each classification is assigned to one of 30 pay grades which has a minimum and a maximum pay level. Classification and Compensation of Non-Classified Staff Non-classified staff positions are not assigned to a pay grade, but each non-classified title has a maximum salary for each year of the biennium, called a line-item maximum, which is specified in the campus appropriations act. The actual pay for each non- classified position is determined by the College and department budget and by the employee's qualifications; it is not usually as high as the line-item maximum. Faculty titles and most administrative titles are also non-classified. Positions included in grant and contract proposals are not classified at that time of submission. After approval of the grants and contracts, these positions are classified by Human Resources. The salary rate of the position will be in accordance with the classification assigned. 11.2 Classification of Jobs and Salary Placement Procedures Components from which staff positions’ compensation is determined along with the objective results of creating an equitable and uniform compensation system should be developed. A compensation plan should be maintained for staff positions at the College, and the plan should be reflective of the duties, responsibilities, work requirements, minimum qualifications, and essential functions of the positions. The Plan should be designed to establish and maintain a compensation system which is equitable and uniform, and which will enable the College to attract and retain a high level of qualified employees. There are numerous Compensations Plans developed by institutions of higher education that UA-PTC could model from. Approved by Staff Senate: January 14, 2019 11.3 Compensatory Time In accordance with law, compensatory time (comp time) may be granted in lieu of payment for overtime hours. • Compensatory time is intended for use only on those rare occasions when it is necessary for an eligible employee to work in excess of the regularly scheduled work week to accomplish specific tasks; • Compensatory time may be earned only with the prior approval of the Chancellor; • Compensatory time must be earned before it can be used; • Compensatory time may be used in lieu of sick leave and must be used until the balance is depleted before using annual leave; and, • No employee may accumulate compensatory time in excess of two hundred forty (240) hours, except for public safety officers who may accumulate up to four hundred and eighty (480) hours. 11.4 Extra Compensation State-supported institutions of higher education may pay additional compensation to classified or non-classified employees for the performance of additional duties assigned to them at a non-job related, institution-sanctioned events provided that those additional duties are performed at times other than normal working hours. All extra compensation must be approved by Human Resources prior to any work being performed. 11.5 Overtime Pay Nonexempt employees are compensated for all hours worked and any hours worked that exceed 40 in a work-week are compensated at 1½ time. Approved paid absences, including sick leave, vacation leave, holiday leave, FMLA, military leave, jury and witness duty, and voting time off are paid at the employee’s regular rate of pay, but are not counted as time worked for the purposes of computing overtime. 11.6 Paycheck Questions Employees with questions regarding calculations of hours or rate of pay should contact their supervisor. Supervisors may refer you to Payroll as needed. If an error has been made by the College, a correction will be made immediately if essential, or on the next paycheck, with permission of employee. If the error is due to an oversight on the employee’s part allowable corrections will be made on the next paycheck. Approved by Staff Senate: January 14, 2019 11.7 Payroll Deductions Payroll deductions for retirement, income tax, and Social Security are made automatically by the payroll system. Arrangements may also be made for deductions for annuities, health insurance, U.S. savings bonds, etc., as authorized by policy, the law and authorized by each individual employee. Employees should contact Human Resources for information regarding annuities, insurance programs, and related questions. 11.8 Pay Schedules & Direct Deposit Paychecks are distributed every two (2) weeks. There are 26 pay periods each year. Note that wages paid for a two-week period are slightly less than half of a monthly salary. This is because 14 days is less than half of a 30 or 31 day month. However, bi- weekly pay times 26 will be the same as 12 times the monthly rate. To calculate annual earning at straight time, multiply working hourly rate by 2,080 hours (52 weeks times 40 hours scheduled per week). Straight time wages for all employees paid on an hourly rate will be figured by multiplying the hourly rate by the total number of hours worked. Payroll deductions required by law are deducted from bi-weekly paychecks. 11.9 Time Keeping Time sheets or time records serves as billing to the college in exchange for employee services. These are legally binding documents supporting employee claims for wages; accuracy is essential. Shifts should begin and end during times assigned. Hourly (non-exempt) employees who vacate college premises during work shifts are require to deduct time accordingly from hours work. Only preapproved college business absences granted by a supervisor are permitted. 11.10 W-2 Distribution UA- PTC employees’ W-2 forms for the previous calendar year will be distributed prior to January 31 of each year. All employees (current and terminated) are responsible for notifying Human Resources of any change in mailing address. D.12 through 20 years: Employees must have completed twelve (12) full years of employment and be starting their thirteenth (13 th ) year. E.Over 20 years: Employees must have completed twenty (20) full years of Approved by Staff Senate: January 14, 2019 12 Leave and Breaks from Work 12.1 Rest Periods & Meal Breaks The normal work hours for an employee are determined by the position held. Generally, the work schedule is 8 hours, with allotted time for lunch and breaks, Monday through Friday. However, it may be necessary for a department to vary the normal work hours based upon departmental needs. 12.2 Annual Personal Leave UA-PTC employees accrue personal leave at set rates dependent on classification and years of employee. Accrual Rates Non-Classified, full-time, non-faculty members accrue leave at a rate of 15 hours per month. Classified, full-time, non-faculty members accrue leave at the rates shown below: AR State Employment Monthly Accrual Annual Accrual through 3 years 8 hours 12 days 3 – 5 years 10 hours 15 days 5 – 12 years 12 hours 18 days 12 – 20 years 14 hours 21 days more than 20 years 15 hours 22.5 days A.Through 3 years: Employees must have completed three (3) full years of employment before movement to the next higher accrual rate. B.3 through 5 years: Employees must have completed three (3) full years of employment and be starting their fourth (4 th ) year. C.5 through 12 years: Employees must have completed five (5) full years of employment and be starting their sixth (6 th ) year.Approved by Staff Senate: January 14, 2019 employment and be starting their twenty-first (21 st ) year. Years of service will include the total number of years of full-time employment with any agency or institution of higher education of the Arkansas state government system, whether such employment is continuous or interrupted. Employees with previous state service will be required to furnish written proof of service prior to any advanced accrual rates. Written proof must be sent to Human Resources for inclusion in the employee’s personnel records. Maximum Accrual A maximum of 30 days annual leave can be accumulated by December 31 of each calendar year. During the calendar year, accrued leave may exceed 30 days. Days in excess of 30 will be lost if not used by December 31 of each year. The minimum annual leave an employee can use is 15 minutes. Employees continue to earn annual leave at the normal accrual rate while on annual or sick leave. Requesting Annual Leave Employees should submit requests for annual leave in advance, by at least the number of hours for which annual leave is requested. Request Sick Leave Employee leave is to be requested in the Campus Portal under “Employees.” Employees will need to complete a leave request form. The form is submitted to the immediate supervisor of the employee and Human Resources. Supervisors will approve requests for leave at a time that ensures the efficient operation of the College in the employee’s absence. Leave requests will be returned to the employee within 48 hours. Separation Leave Payment Upon terminations, resignation, retirement, death, or other action by which a person ceases employment with the college, the employee or his/her estate will be paid a lump sum for all unused annual leave up to a maximum of thirty (30) days. 12.3 Annual Sick Leave Accrual A full-time, 12-month employee earns sick leave credit at the rate of one day a month for each complete month of service. Sick leave credit begins to accrue immediately with Accrued, unused sick leave will not be paid at time of termination, resignation, or other action by which a person ceases to be employed by the College. Approved by Staff Senate: January 14, 2019 the start of employment. Sick leave must be earned before it can be used. Sick leave accrues only when an employee is in the pay status, and does not accrue while an employee is on personal leave-without- pay for ten or more days in a calendar month. Maximum Sick Leave Accrual Accrued sick leave may exceed 120 days (960 hours) during the calendar year, but those days in excess of 120 will be forfeited if not used by December 31 of each year. Reasons for Using Sick Leave Sick leave may be used by employees because of illness, injury, or for medical, dental, or optical treatment. Sick leave may also be granted to employees due to death or serious illness of a member of the employee’s immediate family. Immediate family includes father, mother, sister, brother, spouse, child, grandparents, grandchild, in- laws, or any individual acting as parent or guardian of an employee. The use of sick leave is contingent upon the occurrences of one of the events listed above. If the event never occurs, the employee is not entitled to the sick leave benefits. Absence due to illness or disability is charged in the following order: (1) Earned Sick Leave, (2) Compensatory Time, (3) Earned Annual Leave, (4) Leave without Pay (LWOP). Maternity leave is treated the same as any other sick leave or disability. Request Sick Leave Employee sick leave is to be requested in the Campus Portal under “Employees.” Employees will need to complete a leave request form. The form is submitted to the immediate supervisor of the employee and Human Resources. Requests to use sick leave for medical, dental, or optical examinations, hospital stays, funerals, etc., should be made in advance, unless hospital stay is the result of emergency medical condition. Reporting Sick Leave Employee should report sick leave for an illness to the immediate supervisor at least one hour prior to the start of their shift or as soon as possible. Leave forms should be submitted within two days after the employee returns to work. Sick leave not reported in a timely manner may be charged to annual leave or leave without pay. Separation-Sick Leave Payment Approved by Staff Senate: January 14, 2019 Sick Leave at Retirement Upon retirement or death, any full-time employee or beneficiary of any full-time employee of the College will receive compensation for accumulated unused sick leave at retirement if accumulated days of sick leave are greater than 50 days up to a maximum of $7,500 according to the schedule authorized under the sick leave policy. Compensation for accumulated unused sick leave under this section will not be used by the Arkansas Teacher Retirement System in the calculation of final average salary under ACA §24-7-202(14). The College reserves the right to change or stop the Sick Leave at Retirement Compensation Program if the need is determined by the Board of Trustees. Sick Leave Transfer A public school employee transferring to a two-year college can transfer sick leave not to exceed ninety (90) days. “ Employees of a school district, an educational cooperative, a state education agency, or a two year college who leave the school district, educational cooperative, state education agency, or two year college and accept employment in another school district, an educational cooperative, a state education agency, or a two year college will be granted credit by the new school district, education cooperative, state education agency, or two year college for any unused sick leave accumulated by the employee while employed by the former employer, but not to exceed a maximum of ninety (90) days…The provisions of this section will apply to employment with another school district, educational cooperative, state education agency, or two year college on or after July 1, 1997.” (Arkansas Code 6-17-1206) 12.4 Children’s Educational Activity Leave Arkansas law provides for a specified number of hours of leave for the purpose of engaging in and traveling to or from the educational activities of a child. Full-time employees are entitled to eight (8) hours of children’s educational leave during any one (1) calendar year for the purpose of attending or assisting with the educational activities of a child. Leave may be taken in increments. “Educational activity” means any school-sponsored activity and “Child” means a person enrolled in pre-kindergarten through grade 12 who is of the following relation to a state employee: 1.Natural child; 2.Adopted child; 3.Stepchild; 4.Foster child;Next >