BUILDING A UNIVERSITY FOR THE GLOBAL CENTURY Presented by: Terri Phillips and Sheila Wright Associate Vice President for HR and Compensation Manager

Plan  Evaluate your current/future business needs Do you need a current employee(s) to take on additional/new responsibilities? Do you need a new employee? How will the current/new employee(s) meet your future needs?  Write and submit a new/revised Role Description (RD) that is clear and concise  Consult with Compensation regarding the RD and your intent for writing it

How Position Type is Determined  Is the position as described eligible for overtime? Yes – Determine the appropriate staff title based on the MUS Staff Compensation Plan No - Determine whether the position is staff or contract  If the position is a contract, it will fall into one of the following types: Administrator, Contract Professional or Faculty  Contract Professionals are: MUS Contracts or Letters of Appointment

Budget  Compensation will determine or help you determine appropriate rates of pay for: New positions –  MUS Staff Compensation Plan (SCP) titles have established low entry rates  Administrators and Contract Professionals are determined based on market data Current positions –  Change in title and/or pay is determined based on applicable policies and guidlines – SCP, MUS Contract, LOA renewal  Find the budget

Implement  New positions – Consult with Recruitment to begin a search utilizing the assigned/applicable classification and compensation Be thoughtful in your creation/review of vacancy announcements  Current positions - Utilize appropriate tool to facilitate change in title and/or pay – SCP, MUS Contract, LOA renewal

Assess  Determine if the addition or change to the operating structure is working Do you foresee additional changes in personnel or duties and responsibilities? What will meet your needs? Are you experiencing challenges with your hire? Does the reassignment of duties and responsibilities still make sense?  Consult with Compensation regarding possible solutions – return to the planning stage

Annual Leave  Eligible employees can accrue up to two years leave balance  Annual leave balance is verified at the end of each calendar year  Hours in excess of the two year maximum are converted to “excess annual leave”  Employees receive a memo from HRS with information about the excess leave balance  Employees must use the excess balance by March 31 st or they can receive an extension requested by their supervisor to use the hours by December 31 st

Annual Leave Accrual  Faculty Academic year faculty accrue no annual leave Fiscal year faculty and academic administrators accrue 14 hours per month  Administrators/Contract Professionals/Staff 1 day through 10 years = 15 working days per year 10 years through 15 years = 18 working days per year 15 years through 20 years = 21 working days per year 20 years + = 24 Working days per year  Eligible employees at less than a full time FTE receive a pro-rated amount of annual leave each pay period

Sick Leave  All employee types except students accrue sick leave at the monthly rate of 8 hours per month  Eligible employees who are less than a full time FTE receive sick leave on a pro-rated basis  There is no limit to the number of sick leave hours that an employee can carry

Overtime / Comp Time  Overtime hours, as defined by Federal Labor law, are any hours worked over 40 in a work week.  On the UM campus, overtime for staff is generally defined as anything over 8 hours per day as established by negotiated union agreements.  Comp time is overtime. The employee and employer have agreed to substitute the accrual of hours, to be used as time off at a future mutually agreeable time, in lieu of payment of actual wage dollars.  Faculty, Administrators, and Contract Professionals are not eligible for overtime

Staff – Comp Time  Eligible for overtime Can accrue comp time hours at the rate of 1.5 hours for each hour worked – in this way the employee is fully compensated for worked overtime. Can carry a balance up to 240 hours.  Exempt from overtime (salaried staff) Can accrue comp time hours at the rate of 1 hour for every hour worked. Can carry a balance up to 160 hours.

Students  Work study funded students and non-work study students are subject to the overtime regulations of the Federal labor law in all categories Must work over 40 hours in a work week (which runs from Sunday to Saturday) to earn overtime  Graduate students must not work over the number of hours identified on their graduate contract in order to remain in compliance with minimum wage requirements – No overtime should occur

Miscellaneous Options – pg 1  Fiscal year faculty who convert to Academic year faculty must make a one time decision to either have their annual leave hours paid out to them in full, or carry their annual leave hours on the books until they either terminate or go back to a fiscal year job. Annual leave can not be used while on an academic year contract.

Miscellaneous Options – pg 2  Staff who are eligible for overtime and terminate with a comp time balance must be paid in full for those comp time hours.  Staff who are not eligible for overtime payment and terminate with a comp time balance will not be paid for those hours.  Employee types not eligible for overtime/comp time, must be paid a minimum of $455/week to maintain exemption (excludes faculty)