HR Policies: Flex-time, Staff Vacation, Overtime: AUPE Support Staff

1. HR Policies: Flex-time, Staff Vacation, Overtime: AUPE Support Staff

2. Course Objectives At the completion of this course, you will be able to: Explain the business process, rules and procedures of each of the policies Describe employee and manager accountabilities and responsibilities Explain how these policies integrate with other HR policies and the Authority and Accountability framework Describe which policy employees (based on their employment status or type) are eligible for Explain exceptions to each of the policies and how to manage them Describe the required forms for each of the policies

3. New Human Resources Policies Purpose: Provide a healthy work place by helping employees attain a work/life balance while ensuring the operational needs of the University are being met

4. Why new Human Resource policies? Improve efficiencies and internal controls Comply with Auditor General and Tri-Council recommendations Manage liability Utilize staff time and manage work schedules more effectively Continuous improvement and align with other upcoming enhancements designed to streamline processes and improve service New Hire /Job change / Termination

5. Why new Human Resource policies? Clarify the University’s guidelines for: the scheduling and taking of vacation time (for MaPS and Support staff) the earning and taking of flex-time (Support staff) the administration, recording and pay out of overtime hours (Support staff) Ensure that eligible employees are provided the same opportunity for vacation, flex and overtime

6. Employee Type Eligibility The table below shows the employee type eligibility for each of the policies:

7. Integration with Time Keeping Process Time Keeping process Tracks flex-time and vacation earned and taken, overtime approved and paid

8. Flex-time Policy Flex-time: Is an alternative work schedule that allows work units to have extended hours ensuring increased customer service opportunities Standardizes the process for considering, approving and implementing flex-time Clarifies the joint responsibility of the department and the employee

9. Flex-time Eligibility Applies to: AUPE Regular, Limited Term, Fixed Term or Sessional Employees who have successfully completed their probationary period Does not apply to Academic or Management and Professional staff (MaPS) staff members

10. What is the Eligible Flex-time Earning Period? Earned outside the Normal Work Day which ensures at leasta one-half (½) hour unpaid meal break at approximately the midpoint in the work day Rest periods are considered breaks Flex-time earning period will not include working through the breaks

11. Special Situations Exceptions may be made for the purpose of accommodating an Employee who must deal with an extraordinary matter Subject to the approval of the Manager

12. Responsibilities - Staff Know if their Department participates in the flex-time program Be aware of the policy and procedures Consult with Manager to discuss Flex-time proposals Submit written proposals, in the required format, and sign the approved detailed written agreement Use banked flex-time according to agreement with Appropriate Manager

13. Responsibilities - Manager Be accountable for the management and implementation of the policy and its potential to result in a fiscal liability Assess the operational impact of Flex-time requests Approve or recommend approval for Flex-time requests Manage the flex-time arrangement

14. Responsibilities - Manager Understand the proper planning required and discussions to have with staff Review the Flex-time Policy and develop a plan to reduce banked flex-time in their Department Review Flex-time Policy and develop a plan for flex-time as it applies to their Faculty / Department and staff

15. Flex-time Program Eligible employees may request to work a Flex-time schedule New form available on August 1, 2010 Must be mutually agreeable to the employee, supervisor and unit manager Should not negatively impact the overall operations of the unit Units may set up individual schedules differently based on peak user and staffing demands Flex time is earned and used on a regularly scheduled basis 

16. Flex-time Program Flex-time must be earned in 30 minute increments outside the regularly scheduled hours of work 30 minute increment must be added to all timesheets Can only be accumulated to a maximum of two days Days off must be scheduled Must be operationally viable and, at the Manager’s discretion, can be discontinued at any time

17. Flex-time Program Terminations Once an employee has handed in their resignation or retirement notice, they may no longer earn flex-time Any earned flex-time hours must be used prior to the employee’s last day

18. Scheduling To track flex-time, staff members are required to add the 30 minute increment to all timesheets Flex-time hours are to be approved by the manager and updated in the HCM timesheet system

19. Special Circumstances and Transfers Special Circumstances: Unforeseen circumstances may result in rescheduling of a previously scheduled flex day In the case of a manager requested change, the employee must be given appropriate notification (Article 18) Transfers: Earned but unused Flex-time must be used prior to a transfer (Article 44)

20. Staff Vacation Policy Joint responsibility of the department and the employee to ensure vacation leave is scheduled and taken at a mutually agreeable time. Department shall use its discretion in scheduling vacation based on: the occurrence of peak workload periods, employee’s length of Service other factors relevant to the operation of the department and the personal circumstances of the employee.

21. Staff Vacation Eligibility Applies to: Eligible Management and Professional Staff (MaPS), Alberta Union of Provincial Employees (AUPE)

22. Staff Vacation Policy Employees accrue Vacation on an hourly basis, commencing their first day of employment AUPE employees should refer to the vacation guidelines outlined in the AUPE Collective Agreement in conjunction with this policy/procedures MaPS employees should refer to the Human Resources website

23. Vacation Entitlement and Accrual Employees start earning Vacation on their first day of employment (anniversary date) Employees who have not completed one (1) year of continuous employment are entitled to a pro-rated Vacation period reflecting the period they have worked. Employees, who have not successfully completed the first six months of employment will not be entitled to utilize Vacation unless an agreement to do so was reached during the original employment contract negotiation

24. Vacation Entitlement and Accrual Recurring part-time, casual and students Earn a percentage and are paid out in lieu of vacation on their pay cycle Staff members on an approved reduced work load appointment Receive a pro-rated portion of the Vacation

25. Vacation Scheduling As per Employment Standards The Employer is permitted to determine when vacation may be taken if the employee has not taken it twelve (12) months after it is earned If the employer and employee cannot agree on a mutually agreeable date on which the employee’s vacation is to start, the employer must give the employee at least two (2) weeks written notice of the date on which the employee’s annual vacation is to start and the employee must take the vacation at that time Management Ensure employees’ schedule and take vacation, record vacation and have approval for carryover of vacation

26. Vacation Scheduling Employees: Ensure their vacation is scheduled and taken on an annual basis Record their vacation Request and receive approval for carryover of vacation Request vacation using the Time Off Request Form Requests for vacation: Time Off Request Form http://www.ucalgary.ca/hr/forms/maps_support-staff

27. Time Off Request Form

28. Carryover of Vacation Employees will not generally be permitted to carry vacation from one Vacation Year to the next Employee may request Approval from the Manager to carryover vacation from one Vacation Year to the next up to a maximum of five (5) days Specific situations may allow carryover of vacation Employee has intent to plan, schedule and request an extended vacation which requires more than the regular vacation entitlements available during that vacation year Where a long duration illness has prevented an Employee from taking scheduled vacation In extenuating circumstances, Management may request an employee to defer their vacation.

29. Carryover of Vacation Carryover vacation entitlement must be used in the subsequent Vacation Year Carryover of the maximum of five (5) days will be based on the understanding that the carryover plus the next year’s vacation entitlement will be taken prior to the end of the next vacation year Employees will not receive pay in lieu of vacation Requests for carryover of vacation should be: Made on the Time Off Request Form at least 3 months prior to the end of the vacation year Indicate the specific reason for the carryover

30. Vacation in Advance Subject to the written Approval of Management, up to five (5) working days of Vacation may be taken in Advance of having earned them Employees will submit a request for Vacation in Advance using the Time Off Request Form Include the specific reason for the Advanceof vacation

31. Special Circumstances Extenuating Circumstances May request carryover of more than five (5) days of Vacation from one vacation year to the next Employees must apply, in writing, to the Manager for approval Manager notifies Human Resources the approval of carry over vacation Employment milestones Eligible employees are awarded additional Vacation days at certain milestones of their employment relationship with the University of Calgary The Support Staff award is granted on the individual employee’s Anniversary Date ( 8yrs = 5days)

32. Termination of Service Redeployment Any banked vacation entitlement that exceeds one year of entitlement, paid out immediately upon election of the redeployment option All earned vacation will either be Used prior to the employees last day of employment or Will be paid out to the employee on his/her last pay. (Article 29.05)(e)

33. Responsibilities - Staff • Familiarize yourself with the staff vacation policy • Use accrued vacation time according to the policy and collective agreement • Consult with Manager when developing a plan to reduce banked vacation time • Submit time off request form to Manager for approval 32

34. Responsibilities - Manager • Review Vacation Policy and understand how to apply it • Develop a plan to reduce banked vacation • Understand their accountabilities and responsibilities for the reduction of the financial liability resulting from un-used vacation • Accountable for the day-to-day management and application of the policy • Recognize its potential to result in a fiscal liability for the University 33

35. Planning Department is responsible to establish vacation schedule to reduce liability Vacation schedules should be part of overall planning Staff and Managers review early in the year Vacation Entitlements Plans for vacation Establish peak work periods and minimum staffing levels model Requests for vacation submitted as early as possible Conflicts may occur; efforts should be made to reach a compromise Seniority may be used if compromise cannot be reached Staff member’s work load is covered

36. Special Circumstances Rescheduling vacation Extenuating circumstances (death, hospitalization due to illness, accident) Manager may request documentation to verify circumstances Manager should consult with HR to determine how or whether to reallocate vacation

37. Overtime Policy Purpose:Promote a healthy work experience by: • Recognizing the need for occasional overtime to meet extraordinary situations • Ensuring overtime hours and premiums are administered consistently, fairly and equitably; recorded accurately, paid correctly, are compliant with collective agreement and do not negatively impact on the individual or the University

38. Overtime Eligibility Applies to: Unionized employees. Is in addition to and does not replace Overtime provisions in the current Collective Agreement Does not to apply to academic staff members or Management and professional Staff (MaPS) members

39. Approval of Overtime and CTO (Comp Time Off) Overtime must be pre-approved and authorized by the Manager Casual, temporary, temporary relief, recurring part-time and student employees normally must be authorized to work overtime Time worked without prior approval from management may not be compensated CTO must be pre-approved and authorized by the Manager. The employee either receives pay or CTO

40. Approval of Overtime and CTO • Time worked without prior Approval from Management is deemed ineligible for overtime compensation except in emergency situations. This includes time worked by choice by the employee: • during lunch and rest periods • when arriving early or • when leaving late <Insert Text>

41. Utilization of CTO Must be pre-approved by the Manager on the Time Off Request Form and utilized within three months of the end of the pay period in which it is accumulated. An employee must have sufficient CTO accumulated to cover the time requested as CTO.

42. Funding, Emergencies and SpecialSituations Funding Overtime funded by Department with the budget authority Emergencies If OT is worked without prior authorization you need to communicate amount of OT and details to Manager as soon as possible Special situations Employer may schedule banked CTO on behalf of employee Advises employee at least three weeks before the date it is taken Employees participating in a graduated return to work plan or in reduced duties leading to retirement are not permitted to work overtime

43. Responsibilities - Staff Know the approval process for overtime Be requested and approved to work overtime Follow defined procedures relating to initiating and approving overtime 42

44. Responsibilities - Manager Be accountable for the management and implementation of this policy and its potential to result in a fiscal liability for the University of Calgary. Ensure overtime is recorded on the timesheet accurately and submitted in a timely manner Ensure overtime bank balances are accurate Ensure approved CTO does not accumulate as a liability for the employer beyond the 3 month timeframe

45. Responsibilities - Manager Develop a plan to reduce banked overtime in their dept Develop a plan to reduce the NEED for overtime in their Department May delegate authority to approve to a supervisor 44

46. Emergencies and Terminations Emergencies An employee who attends work to assist with an emergency situation is compensated for overtime worked If an employee is called back to work after regular hours, employee is compensated for call out and overtime worked Terminations All earned CTO should be used prior to last day of work and remaining CTO will paid out.

47. Reporting – Pay Advice Change to the pay advice has been made Enables employees to see the number of Flex Hours, Vacation Hours and Overtime Hours earned Accessed through MyUofC portal - Effective August 25, 2010

48. Timelines Each Department is responsible for implementing the new policies and processes with assistance from Support Services Flex-time, Vacation and Overtime policies effective August 1, 2010

49. Where to go for Help Human Resources Website (policies, forms, FAQs) http://www.ucalgary.ca/hr/about_hr/policies_procedures Support Services HR Lynne Osborne, Director losborne@ucalgary.ca Stephanie Wyne, HR Consultant swyne@ucalgary.ca Zahir Jessa, HR Consultant zfjessa@ucalgary.ca HR Help Desk

50. Course and Learning Evaluation Please complete the course evaluation