Purpose Authority Responsibilities Classification of Employees

Transcription

1 SECTION 1: GENERAL PROVISIONS Section 1, Page 1 Purpose Authority Responsibilities Department Head Office of Equal Opportunity and Diversity Human Resources Department Payroll Unit of the Human Resources Department Student Employment Services Office of Budgets and Institutional Analysis Environmental Health Services Classification of Employees Academic Faculty and Administrative Professionals State Classified Personnel Non-Student Hourly Employees Student Employees Graduate Assistants, Veterinary Residents and Fellowship Grant Trainees Post Doctoral Fellows, Veterinary Interns and Clinical Psychology Interns Volunteer Services Agricultural Labor Furnished by Crew Leader Independent Contractors General Definition of an Independent Contractor Performing Artists, Athletic Officials, and Consultants Nondiscrimination Policy Discrimination Complaints Americans with Disabilities Act (ADA) Employment Accommodation Requests Employment of Minors Immigration Reform and Control Act (IRCA) Social Security Protection Act Work Provisions and Definitions Established Work Week Hours Worked Flexible Work Arrangements Page 1

2 SECTION 1: GENERAL PROVISIONS (continued)... Section 1, Page 10 Overtime Overtime Definition Overtime Use Time off Overtime Eligibility Travel Time and Overtime On-Call Status Sleep-in-Time Weekends and Periods of Paid Leave Casual, Occasional or Sporadic Employment Accrual and Recording of Overtime Charging Overtime When Working in Two or More Positions Payment of Overtime Compensatory Time When Separated from University Service Time Off for Exempt Employees Employee Privileges and Benefits CSU Benefits Plan (Cost Share) Academic Faculty on regular, special senior teaching or temporary appointments Administrative Professionals on regular, special or temporary appointments Academic Faculty and Administrative Professionals on temporary appointments Post doctoral Fellows, Veterinary Interns and Clinical Psychology Interns Federal Employees State Classified and State Classified Hourly Employees Graduate Assistant Pre Doctoral Fellowship Grant Trainees Non-Student Hourly Employees Student Hourly and Work Study Students University Study Privilege Eligible Courses Ineligible Courses Reciprocal Study Privilege Retirement Plans Public Employees Retirement Association (PERA) Defined Contribution Plan (DCP) for Retirement Student Employees Retirement Plan (SERP) Tuition Scholarship Program for Spouses, Domestic Partners, and Children Page 2

3 SECTION 1: GENERAL PROVISIONS (continued) Section 1, Page 22 University Retirement Policy Continuation of Medical Insurance under COBRA Personnel-Budget-Payroll System Form Deadlines General Payroll Information Payroll Documents Pay and Pay Periods Tax Withholding Extended Sick Leave Terminal Pay Time Limitations for Terminal Pay Taxes on Terminal Pay Moving Expense Reimbursements Advances Overseas Pay Earnings Statements Payroll Deductions Overpayments and Underpayments of Salaries and Wages and Other Amounts Recovery of Overpayments Underpayment of Salaries and Wages FICA Medicare Tax Workers Compensation Unemployment Insurance Social Security Number Name Change Family and Medical Leave Act (FMLA) Inclement Weather Policy Records Policy Outside Employment Policy on Rights and Responsibilities Related to Creative Works Oath of Allegiance Code of Ethical Behavior and Conflict of Interest Statements Political Activities Page 3

4 SECTION 1: GENERAL PROVISIONS (continued) Section 1, Page 29 Smoking in Campus Buildings Notification Procedure for Death of a Current Employee, Retiree, or Former Employee Employee Liability SECTION 2: ACADEMIC FACULTY AND ADMINISTRATIVE PROFESSIONALS Types of Appointments Academic Faculty Regular Full-Time Appointments Regular Part-Time Appointments Senior Teaching Appointments Special Appointments Temporary Appointments Transitional Appointments Other Kinds of Academic Faculty Appointments Department Heads Joint Appointments Affiliate Faculty Visiting Faculty Emeritus Faculty Administrative Professional Regular Appointment Special Appointments Temporary Appointments Joint Administrative Professional and Academic Faculty Appointments Maximum Employment Work Hours Establishing Position Academic Faculty Administrative Professional Staff Announcing Position Selection of Employee Page 4

5 SECTION 2: ACADEMIC FACULTY AND ADMINISTRATIVE PROFESSIONALS (continued) Section 2, Page 7 Appointment Reappointment Process Tenure Leave Policies Annual Leave Sick Leave Holiday Leave Military Leave Funeral Leave Injury Leave Parental Leave Jury/Court Leave Administrative Leave Leave Without Pay Sabbatical and Other Leaves Termination and Retirement Times and Methods of Salary Payments Payments to Regular Faculty Payments to Summer Session Faculty Payments for Work of Less Than a Full Year Payments for Fractional Months of Newly Hired and Terminating Employees Supplemental Pay Data Forms Required Academic Faculty/Administrative Professional Biographical and Appointment Data Collection Forms Withholding Exemptions Deductions Retirement Plan Enrollment Payment Disposition Action Supplemental Pay Sabbatical Leave Twelve-Month Pay to Nine-Month Faculty Faculty/Staff Study Privilege Employee Registration Form Sick and Annual Leave Report Page 5

6 SECTION 2: ACADEMIC FACULTY AND ADMINISTRATIVE PROFESSIONALS (continued) Section 2, Page 20 Oath of Allegiance Policy on Rights and Responsibilities Related to Creative Works Employment Eligibility Verification I Statement Concerning Employment in a Job Not Covered by Social Security Faculty Transitional Appointment Extended Sick Leave SECTION 3: STATE CLASSIFIED PERSONNEL Statement of Administrative Goals Relating to Classified Personnel Appointing Authority Delegation Classification System Positions Assignment of Duties and Responsibilities Position Classification Positions Within the Personnel System Regular Full-Time Regular Part-Time State Classified Hourly Methods of Filling Positions Establishing a Position Appointment Process Comparative Analysis Probationary Period Trial Service Period Early Certification Promotions Reinstatement Separation Resignation Retirement Lay-off/Job Abolishment Administrative Separation for Physical Inability Page 6

7 SECTION 3: STATE CLASSIFIED PERSONNEL (continued) Section 3, Page 7 Dismissal Compensation of State Classified Employees New Hires Transfers Reinstatements Demotions Promotions System Maintenance Studies In-Range Salary Movements Supplemental Pay Merit Pay Overtime Payment Shift Differential Pay Shift Differential Overtime Call Back Pay On-Call Pay Positions Brought Into State Personnel System Payment to State Classified Personnel Pay Schedule Regular Full Month s Pay Partial Month s Pay- Full-time Employees Permanent Part-time Employees Who Work a Regular Part-time Schedule Permanent Part-time Employees Who Work an Irregular or Intermittent Schedule Processing Excess Hours, Shift Differential and Overtime Processing Hours Worked by State Classified Hourly Employees Overtime Pay Examples Performance Planning and Evaluation Leave Policies Annual Leave Sick Leave Holiday Leave Military Leaves Bereavement Leave Page 7

8 SECTION 3: STATE CLASSIFIED PERSONNEL (continued) Section 3, Page 21 Jury Leave Administrative Leave Leave Without Pay Short-Term Disability (STD) Leave Victim Protection Volunteer Firefighter Leave Injury Leave Family Medical Leave Act Leave Sharing Bank Prolonged Illness Administrative Suspensions Corrective and Disciplinary Actions Grievance and Appeal Process Grievance Process Job Evaluation and Examination Action Review Process External Appeal Process Personnel Actions and Forms Required State Classified Biographical and Appointment Data Collection Forms Withholding Exemptions Deductions PERA Member Information Form/PERA Exclusion Form Payment Disposition Action Form Sick and Annual Leave Report Faculty/Staff Study Privilege Employee Registration Form Position Description Questionnaire (PDQ) Trial Service Appraisal Employment Eligibility Verification Form (I-9) Statement Concerning Employment Not Covered by Social Security (SSA-1945) State Classified Compensatory Time Agreement Performance Planning and Appraisal Hourly Time Sheet Colorado State University Time Sheet and Overtime Form ( ) Overtime Approval and Recording Policy on Rights and Responsibilities Related to Creative Works Extended Sick Leave Page 8

9 SECTION 3: STATE CLASSIFIED PERSONNEL (continued) Section 3, Page 31 Supplemental Pay Corrective Action Form Grievance Form SECTION 4: NON-STUDENT HOURLY EMPLOYEES Employment Policy Compensation of Non-Student Hourly Employees Leaves and Other Benefits Payments to Non-Student Hourly Employees Data Forms Required Non-Student Hourly Initial Employment Form Payment Disposition Action Form Withholding Exemptions Hourly Time Sheet Overtime Approval and Recording PERA Member Information Form/PERA Exclusion Form Employment Eligibility Verification Form (I-9) Statement Concerning Employment Not Covered by Social Security (SSA-1945) SECTION 5: STUDENT EMPLOYEES Program Administration Definition of a Student Employee Employment Policy University Work-Study Program International Students Compensation of Student Employees Payments to Student Employees Evaluations Name and Address Changes Terminations Page 9

10 SECTION 5: STUDENT EMPLOYEES (continued) Section 5, Page 4 Leaves and Other Benefits Sexual Harassment Policy Employment Concerns Data Forms Required Employment Verification Affirmation Form Employment Eligibility Verification Form (I-9) Payment Disposition Action Form Employee s Withholding Exemption Certificate (W-4) Hourly Timesheet SECTION 6: GRADUATE ASSISTANT, VETERINARY RESIDENT, FELLOWSHIP GRANT TRAINEE Graduate Assistants Graduate School Policy Leaves and Other Benefits Compensation Hourly Work and Payment Veterinary Residents Leaves and Other Benefits Fellowship Grant Trainees Leaves and Other Benefits Personnel Actions and Data Forms Required Graduate Assistant Appointment/Certification form (GAAC form) - Used for GA s Initial Employment Form..6-3 Payroll Disposition Action Form Withholding Exemptions Employment Eligibility Verification Form (I-9) Policy on Rights and Responsibilities Related to Creative Works Oath of Allegiance SECTION 7: POST DOCTORAL FELLOW, VETERINARY INTERN, CLINICAL PSYCHOLOGY INTERN Post doctoral Fellows Page 10

11 SECTION 7: POST DOCTORAL FELLOW, VETERINARY INTERN, CLINICAL PSYCHOLOGY INTERN (continued) Section 7, Page 1 Veterinary Interns Clinical Psychology Interns Leaves and Other Benefits Data Forms Required Other Salaried Employee, Initial Employment Forms-Used for PD s, VI s, and CPI s Payroll Disposition Action Form Withholding Exemptions Employment Eligibility Verification Form (I-9) Statement Concerning Employment in a Job Not Covered by Social Security Policy on Rights and Responsibilities Related to Creative Works Oath of Allegiance Retirement Plan Enrollment Faculty/Staff Study Privilege Employee Registration Form Leave/Termination Action Sheet SECTION 8: MANAGEMENT REPORTS Management Reports Account Summary Management Report Employee Summary Management Report Summer Session Management Reports Expense Distribution Reports Payroll Expense Distribution Changes Expense Transfers (ET) Sponsored Program Salary Clearing Numbers Departmental Administration General Specific Criteria Definitions Account Number Assignment and Use Procedures Cost Sharing Database Spreadsheet Download Files Page 11

12 SECTION 8: MANAGEMENT REPORTS (continued) Section 8, Page 5 Account Summary Sample Employee Summary Sample Summer Session Employee Summary Sample Expense Distribution Report Sample Expense Transfer Form Sample Database Download File SECTION 9: CERTIFICATION REPORTING Purpose Individuals Reported Federal Requirements Report Content Period Covered Changes Signature and Report Submission Certification Report Examples Multiple Page Certification Form SECTION 10: HUMAN RESOURCES SYSTEM USER GUIDE Contact HRIS, Human Resources, for a copy of this section. Page 12