Updated Forms:

We have modified the Term Form to allow for comments to be filled out so use the attached form to initiate any terminations.  The Faculty and Staff Requisition form will be tracked based on title & position # since there are no longer pre-printed numbers on the forms.  

This is an evolving process so any updates to the forms in the future will be made and the form put on the HR Admin Tool.  That tool is still being worked on so until such point that the forms are there, you will get these updates from me.  You should start using all of these forms effective now.

Vacation Leave Accruals:

As a reminder, non-union bi-weekly staff in the school with base hours of 17.5 or greater and union employees in the School, Hospital and HJD are covered under an “accrual vacation  program”.  As outlined in the letters that we sent you that have been sent to the homes of the employees, PeopleSoft accrues time for these employees on a per pay period basis.  So the system will take the hourly accrual rate and multiply it against the employee’s base hours (not hours worked) to determine the accrual amount that will be credited toward the employee’s vacation balance.  An example is listed below:

Jennifer is a regular full-time Secretary paid bi-weekly with standard base hours of 35 weekly, hired 5/11/1998. She’s eligible for 4 weeks vacation (20 days) and 4 free days per year for a total of 24 days.  For employees who work a 35 hour work week, 24 days of time off would be equal to 168 hours per year.

 

PRIOR HR/PR SYSTEM   ·         Vacation time is accrued at the rate of 11.66 hours per month, credited on the 11th of each month (her anniversary date). ·         Free day (7 hours) added to her vacation accrual every 3rd month, on her anniversary date (total accrual of 18.66 hours every 3rd month).

NEW HR/PR SYSTEM   Annual Vacation time (168 hours) accrues at the rate of 6.461 hours bi-weekly.  Breakdown of that calculation is as follows:   35 hours per wk (70 hrs biwkly) = 1,820 hours per year 168/1820 = .092308 vacation hrs accrued per base hr .092308 times 70 hours = 6.46156 hours per pay period ·         Free days no longer accrue once every 3 months but are included in the per pay period vacation accrual.

 

Vacation hours accrued are not automatically available for use or payment; all hours are subject to plan guidelines and Departmental policies regarding use/payment of time during the year. 

Office Support (0600), Lab Assistants (job codes 40100 & 40300), Service (0700) & Ancillary (0800)-

For office support staff and Lab Assistants who get 14 days a year for the first five years, the hourly accrual rate is .053846

For office support staff and Lab Assistants who get 24 days a year after five years, the hourly accrual rate is .092308

For office support staff and Lab Assistants who get 29 days a year after 25 years, the hourly accrual rate is .111538

 

Management (0100), Research Scientists (0300), Technical (0400-excluding job codes 40100 & 40300), and Professional (0500) Staff--

Receive 24 days a year--the hourly accrual rate is .092308

For those who get 29 days a year after 25 years, the hourly accrual rate is .111538

 

RNs (job codes 502xx) and Leadership RNs (0140) Staff--

Receive 24 days a year for the first five years--the hourly accrual rate is .092308

For those who get 29 days a year after 5 years, the hourly accrual rate is .111538

 

For those employees at the affiliations who are members of 1199 in Union codes B1, G1, G2, M1 (in GEAC)

In Job codes 40100 & 40300, 6XXXX, 7XXXX, 8XXXX

Receive 14 days a year for the first five years--the hourly accrual rate is .053846

Receive 24 days a year after 5 years--the hourly accrual rate is .092308

Receive 29 days a year after 8 years--the hourly accrual rate is .111538

Receive 31 days a year after 15 years--the hourly accrual rate is .119231

 

For those employees at the affiliations who are members of 1199 in Union codes B1, G1, G2, M1 –(in GEAC)

In Job codes 4xxxx (excluding 40100 & 40300), 5XXXX

Receive 24 days a year for the first 8 years--the hourly accrual rate is .092308

Receive 29 days a year after 8 years--the hourly accrual rate is .111538

Receive 31 days a year after 15 years--the hourly accrual rate is .119231

 

For those employees at the affiliations who are members of 1199 in Union codes --C1 & H1 (in GEAC)

In Job codes 508XX (Social Workers)

Receive 29 days a year for the first 25 years--the hourly accrual rate is .111538

Receive 31 days a year after 15 years--the hourly accrual rate is .119231

When employees reach the next “plateau” of higher accrual, the system will give them an automatic credit of one week or two weeks of time (depending on if the employee is going from two weeks to four weeks or four weeks to five weeks), on their anniversary date.

In order to transition the system over, as you are aware--under GEAC, the system looked two weeks ahead beyond the pay period each time the payroll was processed to credit vacation.  When the last payroll that was run in GEAC for the pay period ending 8/13, it looked ahead to credit anyone whose anniversary day of the month was in that two week period.  In addition, everyone else was credited with their August accrual if their anniversary date preceded that period.  The August accrual under GEAC was a monthly accrual.  PS calculates vacation accrual on a per pay period basis so that everyone who is issued a check on 9/2 will get two weeks of accrual.  

In order to ensure that employees were not credited under the old system and under the new system for the same period of time, we deducted two weeks of accrual from their GEAC balance and which was then added back in by PS when their checks were issued this week.  To the employee, it will look as though their balance is the same—that is correct since PS is looking at the same period of time that they already received their accrual under GEAC.  With the next pay period, they will begin to see their balances begin to grow. 

Research Scientists—please note that their annual accrual was originally based on their being paid monthly—since they are being changed to bi-weekly, their annual accrual will be the same as the management category—24 days a year – not 26.  Please remind your Research Scientist staff to report their hours to their designated timekeeper.  We are going to remind them as well but it will take several reminders to help them get used to this process.  They are governed by the same rules as to what is payable and what is not upon termination as a managerial employee.  PR will be asking you for their existing balances that have been maintained at the department level shortly.

Sick Leave Accruals

Under PS, sick time is credited as of the first of each month, unlike vacation time which is credited every pay period.

Maximum Sick Time -90 days for staff and 120 days for Management & Scientists.

The employees who were in Managerial or Research Scientists titles as of 9/1/1991 and who are eligible for 2.5 sick days a month, will continue to accrue at that grandfathered rate up to the max of 120 days.

Timesheets

As you are aware, PR sent out a memo to all the departments and the timekeepers advising as to when time, under “E-Time” (the web based system), can begin to be input which is not until 9/6/2005 for the School bi-weekly payroll.  In order to assist you in recording the time of employees this week, they provided you with a paper timesheet so that you can then use that to input the time for this week when the system is accessible for input on 9/6.  You should not hand in those timesheets to Payroll on Monday for this week (week ending 9/3/2005).  You will begin using the new system as of 9/6 to input all hours for the weeks ending 9/3 and 9/10.

We will continue to keep you updated.  If you have any questions, please feel free to let us know.

Thanks

Nancy