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Time Management for Timekeepers

To insert your company logo on this slide From the Insert Menu Select “Picture” Locate your logo file Click OK To resize the logo Click anywhere inside the logo. The boxes that appear outside the logo are known as “resize handles.” Use these to resize the object.

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Time Management for Timekeepers

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  1. To insert your company logo on this slide • From the Insert Menu • Select “Picture” • Locate your logo file • Click OK • To resize the logo • Click anywhere inside the logo. The boxes that appear outside the logo are known as “resize handles.” • Use these to resize the object. • If you hold down the shift key before using the resize handles, you will maintain the proportions of the object you wish to resize. Time ManagementforTimekeepers Resource Links: TMS Codes and Explanations (http://hr.uth.tmc.edu/Employee_Relations/employee_relations.html) Payroll Web Site (http://payroll.hsc.uth.tmc.edu/) Karla Crabtree Debbie Norris 713 500-3135 713 500-3141

  2. Agenda • Terminology • Appointment Statuses • FLSA Classification • Flexible Schedules and Alternate Work Weeks • Paid Leaves • Vacation Leave • Sick Leave • Preventive Health • Funeral Leave • Administrative Leave • FMLA • Parental Leave • Military Leave • Unpaid Leaves • FMLA • Parental Leave • Leave of Absence

  3. Appointment Type HOOP Policy: 2.16 • What are the various appointment statuses? Employees at UTHSC-H are appointed into either a Faculty, Administrative and Professional, Classified or Student employment title. Within those titles, the appointment may be any one of the following statuses. • Regular A period of at least four and one-half consecutive months or greater with a definite job assignment of at least 50% FTE or more. Entitles the incumbent to the complete range of benefits offered by the UTHSC-H • Part Time Appointment of less than 50% FTE for four and one-half months or more Eligible to participate in the Tax Sheltered Annuity program. Ineligible for paid leaves, insurances, premium sharing, UTFLEX, and retirement benefits • Temporary Appointment of not more than four and one-half months (136 days), either part time or full- time Eligible to participate in the Tax Sheltered Annuity program. Ineligible for paid leaves, insurances, premium sharing, UTFLEX Ineligible for retirement benefits (Exceptions:If the temporary appointee has a cumulative total at UTHSC-H in excess of 136 calendar days in a fiscal year in which case the appointee is eligible for TRS benefits retroactive to the start date of the most recent temporary assignment.)

  4. Appointment Type (cont’d) • Casual Appointment of less that 20 hours per week, normally discontinuous in nature and irregular, infrequent and not regularly scheduled • Student An assignment that requires the appointee be enrolled as a student at the UTHSC-H Students appointed for four and one-half months or more, for 50% FTE or more are eligible for participation in group insurance programs and UTFLEX Ineligible for participation in other benefit plans. Note: All employees and student appointees are entitled to Workers’ Compensation and Unemployment Compensation, regardless of the type of appointment.

  5. FLSA Classifications HOOP Policy: 5.05 5.06 • Employees may be required to work overtime. Overtime pay is governed by the Fair Labor Standards Act. The FLSA provides tests for exception from the overtime requirements of the Act, hence, the term "exempt" for positions that meet these criteria. • Positions that do not qualify for an exemption from the overtime provisions are referred to as "nonexempt". Nonexempt employees will be paid for or granted compensatory time at the rate of one and one-half times their regular hourly rate for all hours in excess of 40 hours per week.   • UT-Houston's standard workweek is a fixed and regularly recurring period of 168 hours during seven consecutive 24-hour periods, commencing at 12:01 a.m. Saturday and ending at 12:00 a.m. Friday. For employees working a non-traditional schedule, this information should be recorded and kept in departmental files. 

  6. HOOP Policies: 2.26 2.27 5.05 5.06 Time and Attendance • What is overtime? • Overtime is defined as any hours required or permitted to be worked over 40 hours in a work week. It may be compensated with money or with time off (compensatory time). • Who must be compensated for overtime? All non-exempt employees must be paid or may accrue compensatory time at time and a half for all hours worked over 40 hours in a work week. There is no obligation to compensate exempt employees for hours worked over 40 in a work week. All classified job titles are designated either exempt or non-exempt. • May only have a maximum of 240 hours compensatory time • Must use comp time within 12 months of earning it or UTHSC-H must pay the employee Refer to the Classified Compensation Manual (http://www.uth.tmc.edu/ut_general/admin_fin/hr/aw/c_table.htm) if you need clarification regarding the FLSA status of a particular title. • What is flextime? Flextime is a schedule by which employees may work a compressed work week or flexible schedule.It is granted at the supervisor’s discretion and must meet certain criteria. For more information, consult the Flextime Guidelines (http://www.uth.tmc.edu/uth_orgs/pub_affairs/family/flex1.htm) or contact a Human Resources’ advisor.

  7. Leaves HOOP Policies: 2.37 - 2.40B • There are a variety of leaves available for employees to cover personal time off or absences due to illness, emergency or civic duty. Information regarding the specifics of all leaves can be found in the Handbook of Operating Procedures, sections 2.37 through 2.40. (http://legal.uth.tmc.edu/hoop/complete_toc.html#chap2) The most commonly used leaves are: • Vacation Leave: Available for personal use to take a vacation. • Accrued the first day on the payroll; eligible to be used after 6 months continuous state service. • Must be approved by an employee’s supervisor before it can be taken. • Sick Leave: For use for absences necessitated by personal illness, injury or pregnancy or when needed to assist an immediate family member who is ill. • Accrued beginning the first day of employment. • Immediate family is defined as any person living in the same household of the employee who is related by kinship, adoption (including foster children certified by the Texas Department of Protective and Regulatory Services), or marriage. All minor children of the employee are considered immediate family. • An employee may use sick leave for a spouse, child or parent of the employee not residing in that employee's household but that use is limited to the time necessary to provide care and assistance as a direct result of a documented medical condition. • Use of sick leave for a condition which qualifies under the Family Medical Leave Act (FMLA) will run concurrent with the use of FMLA. • Up to eight hours per calendar year may be used for parent-teacher conferences with advance approval of the supervisor.

  8. Leaves: (cont’d) • Preventive Health Leave: Provides employees with up to eight hours of leave for preventive health care appointments for themselves or immediate family members each fiscal year. HOOP Policy 2.39F. • Funeral Leave: Emergency leave granted for up to 3 work days to attend a funeral due to the death of an immediate family member. • Immediate family is defined as a spouse, or the employee's or spouse's parents, children, brothers, sisters, grandparents, or grandchildren. HOOP Policy 2.39B. • Administrative Leave: Paid leave to cover absences caused by unusual or extenuating circumstances which do not fall under any of the existing leave. • Provides eight hours (pro-rated for less than full-time regular employees) paid leave per year for employees who have 5 years or more of service with The University of Texas Health Science Center at Houston. • It also covers a variety of other circumstances as outlined in the policy including: • closure of the institution for inclement weather • special training for volunteers who are volunteer firefighters, foster parents, EMS volunteers, or Red Cross certified disaster specialists • time off for bone marrow donor, organ donor, or blood donor • reward for outstanding performance • HOOP Policy 2.39C.

  9. Leaves: (cont’d) HOOP Policy 2.65 • Military Leave: Used to authorize training or active duty for employees with The Armed Forces of the United States, a reserve component of the Armed Forces, The Texas Army National Guard, The Texas Air National Guard, or The Texas State Guard. • Maximum time to be used is 15 workdays within a federal fiscal year (October 1 through September 30) • Employees called by the Governor of Texas to state active duty in the Texas National Guard, Texas State Guard or any other active militia or military force organized under Texas law are entitled to unlimited emergency leave with full pay, without loss of military leave or other annual leave.  This time does not count against the 15 days of annual paid military leave. • Additional Military Leave: Employees who exhaust the 15-day period of paid military leave and are called for additional military service will be placed on extended military leave. • Employee must present copy of orders to authorize absence. • Must be entered into People Soft rather than the TMS system. • Employee may choose to use available vacation and/or holiday leave first before going into unpaid leave. • The employee may choose to maintain benefits. However, the employee must contact Benefits prior to the expiration of benefits to discuss payment of insurance premiums. • The employee is entitled to differential pay if the employee’s military pay is less than the employee’s UTHSC-H salary. See the following link and contact Human Resources for more information: http://hr.uth.tmc.edu/Employee_Relations/military_rights.html .

  10. FMLA HOOP Policy: 2.40C There is much confusion surroundingFamily Medical Leave Act (FMLA) and how it intersects with the various leaves at UTHSC-H. This section is to help clear up some of the most confusing aspects of the law and UTHSC-H’s application of the law in its policy. • What is FMLA? • The Family Medical Leave Act of 1993 legislates that UTHSC-H must provide up to 12 weeks of leave in a 12 month period or a combined total of 26 workweeks of leave during a 12-month period to care for the covered servicemember and for any other FMLA-qualifying reason, to all employees who have worked for the State of Texas for at least one year and for at least 1,250 hours during the 12-month period immediately preceding the leave. It may be granted for one of the following reasons: • Birth of a child and the care after such birth; • Serious health condition of the spouse, child, or parent of the employee; or • Placement of a child for adoption or foster care; • Serious health condition of the employee; • Qualifying exigency arising out of active military duty or call to active military duty of a covered military member who is the employee’s spouse, son/daughter, or parent or; • To care for serious illness or injury of a covered servicemember who is the spouse, son/daughter, parent or next of kin of employee. • Why must an employee be placed on FMLA? • It provides protection for the employee and the employer. • It’s the law. • What is the benefit of FMLA to an employee? • FMLA ensures an employee who qualifies for FMLA that his/her job is protected as long as he/she remains on FMLA even if the employee is in an unpaid leave status. Additionally, the employee’s premium sharing will continue to be paid while the employee is on FMLA, even if the employee is in an unpaid leave status.

  11. FMLA (cont’d) • Must the twelve or twenty-six weeks be taken for only one qualifying reason? • No. For example, if an employee is off under FMLA status for 8 weeks due to the birth of a child and six months after returning to work her parent becomes seriously ill, the employee may qualify to take up to 4 additional weeks off as FMLA covered leave (with or without paid leave) to care for the parent. • When must an employee be placed on FMLA? • Employees' personal circumstances are their business. However, when a supervisor notices that an employee has repeated absences for the same condition or when an employee brings to the supervisor's attention the need for extended leave, the supervisor should discuss FMLA with the employee, explaining what it covers, placing the employee on FMLA pending certification if the leave appears to meet the criteria, and asking the employee to obtain a certification from the appropriate party to determine if the employee qualifies for FMLA. If the appropriate party certifies the employee's circumstances qualify under the FMLA, the FMLA status will stand. Any medical documentation or certification which a supervisor receives is confidential and must be maintained in an employee departmental medical file separate from the employee's departmental personnel file. • Can the employee work while on FMLA? • Yes. If the employee requires a reduced work schedule or leave on an intermittent basis, the hours when the employee is not able to work will be counted as FMLA. In such cases, the employee is eligible for a maximum FMLA leave equivalent to his/her FTE times the number of hours he/she would work in 12 or 26 weeks. For example, a full-time employee is eligible for up to 480 hours of FMLA (1.0 FTE X 40 hours per week X 12 weeks) while a 75% time employee is only eligible for up to 360 hours of FMLA (.75 FTE X 40 hours per week X 12 weeks) covered leave.

  12. FMLA (cont’d) • What is an employee's responsibility while on FMLA? • The employee must comply with the conditions of the leave. He/she may be required to present a certification from the attending healthcare provider to qualify for the FMLA protection (this is not necessary in routine pregnancy or adoption/foster care cases), and he/she may be required to present recertification from his/her healthcare provider at 30 day intervals. The employee will be required to exhaust all sick leave (if applicable), vacation, compensatory, and administrative leave while on FMLA. At that point the employee will continue in an unpaid status as long as he/she qualifies for FMLA. (The University will continue to pay the employee's premium sharing while on FMLA.) • How does Workers’ Compensation or Sick Leave Pool fit with FMLA? • Must be placed on FMLA immediately and workers’ compensation or sick leave pool runs concurrently with the FMLA. • How can I get more information on FMLA? • On the web at http://legal.uth.tmc.edu/hoop/02/2_40C.html you can access the HOOP and the Family and Medical Leave policy. At the Human Resources web site http://hr.uth.tmc.edu/forms_hr.html, there are FMLA forms and letters which may be downloaded for your use. Also, please contact one of the advisors for information regarding specific cases and questions.

  13. Parental Leave HOOP Policy: 2.40D • What is Parental Leave? • Leave available to employees who do not meet the employment qualifications for FMLA to cover absences related to the birth, adoption or placement of a child. • The leave is limited to, and begins with the date of, the birth of a natural child or the adoption or foster care placement of a child under three years of age. • Leave is not to exceed 12 weeks, providing that all available applicable paid vacation and sick leave taken pursuant to this provision.

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