Hiring SUNY Retirees, Nepotism and Time Reporting

1. Hiring SUNY Retirees, Nepotism and Time Reporting

2. Submit Questions to: Email: studioa@hvcc.edu Phone: 888-313-4822 Or use the chat feature

3. Target Audience Campus staff responsible for RF Human Resources and Sponsored Programs Administration

4. Hiring SUNY Retirees

5. Learning Objectives Participants will be able to: • Understand the reason for the policy • Apply the RF’s documentation requirements • Hear some campus perspective • Explore case scenarios

6. Reason for Policy • Establishes certain circumstances under which SUNY employees may be hired by the RF • SUNY’s guidelines • Required to meet critical RF business operational needs • Comply with RF policies and procedures

7. Documentation • Job description • Recruitment efforts • Qualifications • Justification • Authorization

8. Guidance on Hiring Retired SUNY Employees • Perception • SUNY employee retires, is hired by RF without break in service to the exact same position/ department and makes more than SUNY salary threshold • Examples • Retired SUNY faculty member is employed by RF in research capacity • Retired SUNY employee is employed by the RF temporarily to train/transition work • Retired SUNY employee is employed by RF to complete goals of a sponsored award • Campus Perspective

9. Questions?

10. RF’s Nepotism Policy and Monitoring Nepotism Procedure

11. Learning Objectives Participants will be able to: • Understand the reason for the policy • Define Nepotism, Family Members and Related Parties • Apply the RF’s Policy on Nepotism • Recognize when an exception to the policy can be made and properly document it • Monitor nepotism in the workplace

12. Reasons for the Policy The RF’s Nepotism Policy protects against potential conflicts of interest arising from the employment of relatives or close personal relations to existing RF employees.

14. Key Policy Definitions • Nepotism • Family Members • Related Parties

15. RF’s Nepotism Policy • Family Members and Related Parties of an RF employee may be employed at the RF. • However, RF employees must not have any involvement in the hiring, termination, or supervision of any Family Member or Related Party.

16. Policy Exceptions • The campus Operations Manager (OM) can grant an exception. • Exception is subject to an approved conflicts of interest management plan: • In accordance with the RF’s Management Conflicts of Interest Procedure; or • Local campus practice for managing potential conflicts of interest.

17. Documentation OM or designee must document in writing any personnel transactions involving nepotism and any exceptions granted under the policy.

18. RF’s Monitoring Nepotism Procedure: Key Steps • Campus HR Office investigates and documents all reported complaints involving Nepotism. • Campus HR Office develops and implements action plan to address situation. • OM or designee must document any personnel transactions and exceptions covered under the Nepotism policy.

19. Monitoring (continued) • Campus administrators and managers/supervisors must notify campus HR office if they are aware of a situation involving nepotism. • Campus HR Office must ensure that applicants and new hires complete the revised RF application.

20. RF Employment Application

21. Questions?

22. Time Reporting Policy and Monitoring Procedure

23. Learning Objectives Participants will be able to: • Understand the reason for the policy • Apply the RF’s Policy on Time Reporting • Review the two reports used for employee time reporting • Describe key stakeholders’ responsibilities for monitoring, completing, submitting, receiving, reviewing, signing, and retaining time reports

24. Reason for Policy • Fair Labor Standards Act (FLSA) • NYS Labor Law

25. Statement of Policy • Nonexempt employees must complete, sign, and submit an attendance report to their supervisor every two weeks. • Exempt employees must complete, sign, and submit an exception report each month.

26. Non-Exempt Employee Time Reporting • Non-Exempt Classification: workers who are eligible for minimum wage and overtime. • Type of Report: Hourly or Biweekly Attendance Report • Frequency of Submission: every 2 weeks

27. Exempt Employee Time Reporting • Exempt Employees: Workers who are exempt from minimum wage and overtime requirements under federal and state law. • Type of Report: Exception Report • Frequency of Submission: every calendar month

28. Record Keeping and Monitoring • Manager or supervisor submits time reports to the campus office responsible for processing time reports. • Campus office reviews the time reports to ensure compliance with RF policy.

29. Record Keeping and Monitoring Campus must have a system in place for monitoring receipt of both biweekly time reports and monthly exception reports.

30. Scenario We have a nonexempt salaried employee that has not submitted time reports for quite a few pay periods. • What should we do? • Are we allowed to stop paying them until we receive it?

31. Related Policy and Forms • Time Reporting Policy • Completing and Monitoring Attendance Reports Procedure • Hourly Attendance Report • Biweekly Attendance Report • Exempt Exception Report

32. Questions?

33. Thank you!