Vacation & Sick Time. Overview

Transcription

1 Vacation & Sick Time Overview

2 Session Goals ü2016 FLSA decision üdefine Common Terms üreview Vacation and Sick Time Benefits üresources and Links

3 2016 FLSA Transition Assistance Employees transitioning from exempt to non-exempt will automatically be grandfathered into their current exempt benefits as long as you remain in your current position. Option to opt-out of the grandfathered exempt vacation and sick benefits : o o If you want to remain with your current exempt benefits, no action is needed. If you would like to transition to the non-exempt vacation and sick time benefits effective December 1, you must take action and complete the online form by Monday, November 21, 2016.

4 Common Terms Common Term Accrue Vacation Time Sick Time Definition to accumulate, collect, grow or increase over a period of time a period of time when an employee is not scheduled to work a period of time when an employee is off from work to address health or safety needs. UM Work week Starts on Thursday at 12:00AM through Wednesday at 11:59PM. Non Exempt Employee Have an hourly rate and are paid on a biweekly basis for all hours worked. They are eligible for overtime pay for all hours worked in excess of 40 hours per work week. Exempt Employee Not eligible for overtime and are paid on a monthly basis regardless of the number of hours worked.

5 Vacation Benefits Vacation benefits is based on an employee s length of service and employment status. The university provides regular full-time and part-time employees paid vacation for rest and personal convenience. Temporary employees are not eligible for vacation benefits Vacation benefits do not accrue once an employee reaches the maximum vacation accrual per policy.

6 Vacation Benefit Days Vacation: Annual Accruals (Days) Years of Service Exempt Non-Exempt < >

7 Vacation Benefits Exempt Years of Service Days Per Year Accrual Rate (Hours per Month) Maximum Vacation Balance Hours Maximum Vacation Balance Days 0 to hours 10 2 to hours or more hours 22 Years of Service Days Per Year Non- Exempt Accrual Rate (Hours per Month) Maximum Vacation Balance Hours 37.5/40 schedule Maximimum Vacation Balance Days 0 to /160 hours 20 5 to /240 hours or more /320 hours 40

8 Sick Time The university provides regular full time and part time employees paid sick time from work for personal sickness or injury, medical appointments or family illness. Temporary employees are not eligible for sick time. Sick time no longer accrues when an employee accrues the maximum number of paid sick time hours per policy.

9 Sick Time Benefits Sick Time Exempt Non-Exempt Amount Accrued 0-2 Years 12 days 12 days per year years 15 days 11 or more 22 days Monthly Accrual Rate 0-2 Years 1 day 3-10 years 1.25 days 11 or more days Maximum 132 days (6 months) No maximum Sick time is accrued each pay period (26 pay periods total) Conversion to vacation time Not eligible to convert Permitted to convert up to six days of accrued sick time to vacation time, subject to the maximum vacation balances and sick leave policy Note: Employees hired prior to September 1, 1999 will accrue 22 paid sick days for each complete year

10 Conversion of Sick Time for Non-Exempt Employees Up to 6 days of unused sick time may be converted to vacation time, based on weekly hours worked, subject to the maximum vacation accrual amounts. Sick Time Used in Fiscal Year Amount of days converted to Vacation or more 0

11 Conversion of Sick Time for Non-Exempt Employees Employees must use less than 6 days of sick time in the fiscal year (June 1st through May 31st) to be eligible to convert. Conversion of sick time is automatically completed by HR at the end of each fiscal year. Employees may elect not to convert sick time into vacation time.

12 Considerations to make in Decision Total number of sick and vacation days Possible conversion days if you elect to transition to non-exempt benefits Vacation time is paid out if you leave University If you decide to keep the exempt benefits, this is only for the current position held

13 Requesting Time Off (Sick, Vacation, Floating Holidays) Click on the Time Off icon. Click Time Off under Request. No Change in Process Click or click-and-drag on the calendar to select the days you wish to take off. If you wish to move to another month, use the arrows at the top left to navigate. To deselect a day, simply click on it again (single click).

14 Example Timesheet

15 2016 FLSA Transition Reminder If you want to remain with your current exempt benefits, no action is needed. If you would like to transition to the non-exempt vacation and sick time benefits effective December 1, you must take action and complete the online form by Monday, November 21, 2016.

16 Sample of Online Election Form As a result of the 2016 Fair Labor Standards Act (FLSA) changes, my current job is being transitioned to nonexempt status effective December 1, Employees who transition to non-exempt status as part of the FLSA changes are automatically grandfathered into their exempt vacation and sick time benefits. However, I am electing not to be grandfathered into the exempt vacation and sick benefits and voluntarily choose to transition to the non-exempt vacation and sick time benefits effective December 1, I understand this is a one-time opportunity that cannot be changed once submitted. A summary of vacation and sick time benefits can be found here. The exempt and non-exempt vacation policy can be found here. The exempt sick time policy can be found here. The non-exempt sick time policy can be found here. By submitting this form (>> button below), I understand, approve, and agree to transition to the non-exempt vacation and sick time benefits effective December 1. Employee Name Workday Employee Number (begins with a 5) Phone Number Address Campus Department Work Location:

17 Resources and Information 2016 & 2017 Holiday Schedules ü Tip Sheet Time Off: Request Time Off ü Tip Sheet Entering Time: View, Enter Time, Modify and Submit Timecards ü pdf ü ecard.pdf Policy Hours Worked, Overtime and Related Provisions ü Contact your HR Partner. Visit

18 Questions? Thank you.