Building a University for the Global Century

1. Building a University for the Global Century Presented by: Terri Phillips and Sheila Wright Associate Vice President for HR and Compensation Manager

2. 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

3. 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

4. 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

5. 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

6. 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

7. 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 31st or they can receive an extension requested by their supervisor to use the hours by December 31st

8. 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

9. 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

10. 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

11. 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.

12. 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

13. 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.

14. 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)