Guide to the Payroll Card
for Staff Represented by UCPEA and Unclassified Non-Represented Staff
Effective July 1, 2001 to June 30, 2007
GENERAL INFORMATIONLeave records are maintained by the Payroll Department for payroll verification, internal and state audit and administrative review. Leaves of absence with or without pay and leave time accruals are reported on the employee's leave record card. Each type of leave will be covered in the following procedures. These procedures constitute the policy for all staff using the leave record, unless specifically addressed in the collective bargaining agreement or other official memoranda of agreement.
AUTHORIZED FORMThe Leave Record - Professional Employee (Form Pay No. 16) must be used to report absences. The face of the card is used as a biweekly calendar on which dates of occurrences, as well as summaries of the accrual and use of leave time are recorded. Only employees who are determined to be non-exempt under the Fair Labor Standards Act use the back of the card.
GUIDELINES FOR SUBMISSIONA report is due biweekly at the Payroll Department (Unit 2111) for each employee with a title covered by the UCPEA contract and for selected non-represented unclassified staff at 3:00 p.m. on the last working day of the pay period. If a card is late, it may be necessary to withhold a paycheck, pending determination of the employee's status.
SPECIAL DEADLINESThe Payroll Department must have timely notice of any changes in employees' work time or work status in order to properly adjust checks. As soon as a department knows that an employee should be removed from the payroll or that another adjustment is required (e.g., a reduction in percent of time employed, termination, resignation, authorized/unauthorized unpaid absences, death), a call must be made to the Payroll Department. A written notice from the Dean, Department Head or Director explaining the necessary action must follow. In some cases a corrected leave record might be necessary.
The first line supervisor outside the bargaining unit and each employee are accountable for the accuracy of the records and must sign them. If an employee is absent without preparing a leave record, the supervisor or other designee may sign and submit a card. The signing supervisor(s) must verify that the cards are in compliance with these procedures, make any corrections and forward them to the Payroll Department. The Payroll Department will direct any questions they may have to the department for resolution.
MANAGERIAL and CONFIDENTIAL EXEMPT STAFF(Unclassified Non-Represented Staff)
Certain unclassified staff who are management exempt, unrepresented or confidential exempt also submit the blue payroll cards in accordance with these guidelines. See "Benefits for Managerial and Confidential Exempts" at **THIS LINK** for more information. Variations from the procedures include the following:
Payment for accruals upon leaving the University. The employee or the employee's estate, if deceased, is entitled to full pay for each unused vacation day up to a maximum of 60 days.
Determination of length of workday for unrepresented staff. Staff in University Educational Assistant (UEA) titles in administrative offices are paid for a 40-hour workweek. Any determination of pro-rated time for these employees is based upon an 8-hour day.
UNCLASSIFIED PART-TIME LESS-THAN-50% STAFFUnclassified non-teaching professionals who work less than 50% do not receive paid medical benefits, paid leave (vacation, sick, personal) or other benefits which are the outcome of union membership. The UCPEA agreement excludes "Part-time professional employees on the regular payroll who are employed less than 1/2 time...." (Article 1.1)
PROCEDURES FOR USING LEAVE TIME(UCPEA contractual language precedes each section.)
ANNUAL VACATION(Article 6, UCPEA Contract)
Vacation Leave ProceduresA month of employment is defined as a month in which no unauthorized days off are taken, and not more than three authorized days without pay are taken. New appointments after the third normal working day in the month earn no vacation for that month.
Normally, terminating employees are considered to terminate at the conclusion of their last day at work. Such employees shall not be carried on accrued vacation time for the purpose of gaining holiday pay or for completing the month to gain additional vacation accrual. The appropriate Vice President, Director or designee (Article 7.1) may waive this requirement. Exceptions to this include employees who retire on the last day of the month and employees who are on unpaid leave. UCPEA end date staff whose appointments are not renewed are also an exception, provided they do not resign in advance of their end date. Questions concerning vacation accruals for terminating employees may be directed to the Payroll Office.
Vacation credits are added at the end of the month and are not used prior to the first day of the succeeding month. One additional day is added on the card, which includes December 31 and is not used until after January 1.
Full-time employees should mark their use of vacation time on the leave record in increments of no less than 1/4 of a day.
Twelve-month part-time (50% or more) employees accrue vacation credit on a prorated basis of the full-time rate, earning and using hours rather than days. The following formula shall be used to determine the approximate accrual rate: 7 (hour day) x 1.75 = 12.25 hours (full time) x % employed = accrual rate in hours (round on third decimal). Example: 7 x 1.75 = 12.25 x 75% = 9.188 hours. The year-end addition of the extra day would be 5.25 hours for that same 75% employee (7 hours x 75% = 5.25).
With this exception reporting system, the Payroll Department has no knowledge of the basic schedule of each part-time (50% or more) employee; therefore, on the day the employee uses vacation, indicate the hours to be charged along with the vacation symbol, i.e., 6.50 V. The total of such hours should be subtracted on the face of the card.
Part-time (50% or more) employees should mark their use of vacation time in increments of no less than one hour.
The maximum vacation accrual in a calendar year is 60 days, except by special permission of a University Chancellor, Vice President, Director or Designee. The only exceptions are the few cases where a "grandfathered" amount from prior to July 1, 1977 has been accepted. Since the 60 days is a calendar year maximum, an employee may exceed the maximum at any time during the year (but not more than 120 days), provided that the year-end (December 31) balance does not exceed 60 days. When an employee receives permission to exceed the maximum, the written approval should include the date by which the accrual will be reduced to the contractual maximum. Once below 60 days, it cannot be accumulated beyond 60 again.
Note: Under Article 6.f an approval to carry over more than 60 vacation days at the calendar year end does not supersede the provision of the UCPEA collective bargaining agreement to pay up to 44 vacation days to a terminated employee.
HOLIDAYS(Article 8, UCPEA Contract)
Holiday Leave ProceduresWhen designated holidays are taken on the days that they fall, indicate this on the calendar side of the leave record with the code "H". It is not necessary to indicate this in the holiday column, since it would be a self-canceling entry.
When a designated holiday is worked, the appropriate day on the calendar should be marked "+H" and proper credit indicated in the "earned" space of the holiday column.
When a previously earned holiday is used, the notation on the calendar should be "-H" and the "taken" space of the holiday column notated accordingly.
Full-time employees should mark their use of holiday time on the leave record in increments of no less than 1/4 of a day. Employees whose full-time schedule is on a flexible arrangement accrue holiday credit if a holiday falls on a day they are not scheduled to work.
Should a designated holiday fall on a day when an employee is absent on any other paid leave, the holiday shall be treated as though the employee were absent from work for the purpose of observing that holiday and not charged to other leave time. The only exception to this is unpaid leave, when the working days before and after the holiday are unpaid leave. No holiday credit is given in the latter instance.
The use of the "floating" Good Friday holiday should be identified, if used before the designated day of observance, by the symbol "GFH". If used after that date, record it as any other previously earned holiday. It may not be used prior to January 2nd of the calendar year in which it falls.
On January 1 of any year, an employee may carry over earned holiday accruals only for holiday time earned in the preceding year. Any accruals remaining from the second preceding year shall be dropped. For example, at the end of 2002 all holiday credits earned in 2001 must be dropped. A resigning or terminating employee shall be paid for the value of any holiday accrual remaining on the last day of work. Holiday accruals while on a State Voluntary Leave or Schedule Reduction differ from these procedures. Please refer to the Voluntary Leave regulations at http://www.hr.uconn.edu/benefits/volredpr.html.
Procedure for Part-time EmployeesPart-time employees (50% or more) maintain holiday time in hours. The value of a holiday for these individuals is determined by multiplying the percent employed by 7 hours. For example, the value of a holiday for a 75% employed person would be 5.25 hours.
Should a part-time employee's regular schedule on a holiday call for a number of hours more than the value of a holiday, other accrued time is used to bring the day up to the total hours in the regular schedule. For example, the 75% time person who is regularly scheduled to work 7 hours on a Monday on which a holiday falls and who takes the day off, would indicate 5.25 H and use -1.75 vacation or other accrued time to account for a 7 hour day taken off from work.
If that same 75% employee worked a regular 7-hour schedule on the holiday, a prorated accrual of 5.25 hours would be added to the holiday column. If a holiday falls on this employee's normal day off, the individual would earn the pro-rated holiday and add 5.25 hours to the holiday column.
Entries for some part-time (50% or more) employees do not necessarily reflect their true leave status, but serve to maintain a proper account of accruals and/or use. Part-time employees should mark their use of holiday time in increments of no less than one hour.
PERSONAL LEAVE(Article 9, UCPEA Contract)
Both full-time and part-time (50% or more) employees receive 1 and 1/2 days of personal leave per contract year. For individuals with days of varying length, their ordinary workday is considered a day of personal leave time.
The "EML" column on the leave record is notated when personal leave is used. On each July 1 the card that includes that date should show 1 1/2 days as a beginning balance of personal (EML) leave time.
Those part-time employees who normally indicate accruals and use of vacation and holiday time in hours should maintain their use of personal leave time in days.
CIVIC OBLIGATIONS(Article 10, UCPEA Contract)
Jury Duty ProceduresAmounts received by employees from the court as a fee for jury duty should be paid by personal check or money order made payable to the University of Connecticut in the exact amount due and forwarded to the Payroll Department at Unit-2111. Along with the check employees should forward the court's verification of the date(s) and location of actual service, the employee's name, employee number and social security number. In the case of court appearances under a subpoena that is employment-related, forward a copy of the subpoena. The employee retains any reimbursement for meals or mileage.
The calendar side of the leave record is coded "JD" for days served on jury duty or under a work-related subpoena. Any day on which an employee is excused from jury duty or court appearance and not paid will be charged to either accrued vacation, holiday or personal time, if the employee does not report to work.
Civic Emergencies ProceduresEmployees should record "WF" on days used for civic emergencies. Documentation from the police or fire chief, etc. under whom the employee performed the emergency service is required.
The supervisor responsible for approving time off for such emergencies is responsible for the implementation of these controls.
SICK LEAVE(Article 11, UCPEA Contract)
Sick Leave ProceduresEmployees and their departments (first level supervisor outside the bargaining unit) must maintain a control record of the number of sick days used in a contract year (July 1-June 30). There is no accrual of sick leave. Record it by using the codes below on the calendar side of the payroll card and marking the total used in the "Sick" column.
Full-time staff mark their use of sick time in increments of no less than 1/4 of a day.
Supervisors should direct employees with serious or chronic health conditions to the Leave Administrator in Human Resources at 486-0410. This will ensure the University's compliance with Federal and State Family and Medical Leave (FMLA) laws. Refer to http://www.hr.uconn.edu/benefits/loa.html for additional information.
Once the first 15 days have been exhausted, employees may make a written request for additional paid time by accessing their "as if accrued" sick time (based on prior use of sick time in UCPEA) or prior "banked" classified time. Once the Dean or Director approves, the leave record must be signed by two supervisors/managers, including the approving Dean or Director, before it is sent to the Payroll department. The approval form must be sent to Human Resources for notification to the Board of Trustees.
Since there is no accrual of sick leave, separating employees will not be paid for unused sick leave. Some retiring employees may be eligible for payment of one quarter (1/4) of "banked" sick leave time that was banked for them when they left classified State service, up to a total of 60 days. The Payroll Department maintains the records for prior "banked" sick time from classified service.
NOTE regarding prior "banked" sick leave:
Sick leave that an employee would have been eligible for had the University had an accrual sick leave system, "as if accrued" sick leave, and prior "banked" sick days are separate and mutually exclusive. Prior "banked" sick time is available only to certain employees as follows:
Procedures for part-time (50% or more) employeesFor part-time employees, the 15 days are prorated on an hourly basis in accordance with the percent employed on July 1, the beginning of the contract year. Since 15 days represents 105 hours based on a 7-hour day; 105 hours multiplied by the per cent employed rounded to the second decimal place will be the annual equivalent of 15 days for a part-time person. Should an employee's percent employed change, an adjustment to the sick leave availability corresponding with the per cent employed will be made at the beginning of the next contract year.
Part-time employees should mark sick time as used in increments of no less than one hour.
Procedures for Applying to the Sick Leave BankAn application for paid time from the sick leave bank may be accessed at http://vm.uconn.edu/~ucpea/poliform/sickform.pdf. Applications are submitted to Human Resources and reviewed. The Sick Leave Bank Committee then meets with a representative from Human Resources to review the application and supporting documentation. The committee makes a determination on the applicant's request and Human Resources notifies the applicant of the committee's decision.
When an employee is out of work due to a work-related injury or illness, the procedures and provisions of the Workers' Compensation Statutes will be followed. Should an employee's absence be for less than the duration required for Workers' Compensation coverage to begin, the use of either existing or "as if accrued" sick time shall not disadvantage any future needs for sick time up to the amount utilized. If an employee chooses to supplement the Workers' Compensation pay with his or her own time balances up to 100% of salary, that time shall be deducted and will not be available for future utilization.
Procedures for work-related injuries or illnesses
Supervisors must file the "First Report of Occupational Injury or Disease" (Form WC-207) at http://www.hr.uconn.edu/forms.html with the workers' compensation coordinator at the Department of Human Resources as soon as an injury or illness occurs at work. Because administrative requirements vary on a case-by-case basis, supervisors should contact the Payroll Department at (860) 486-2423 for Leave Record procedures when there is a work-related injury.
MATERNITY AND PARENTAL BENEFITS(Article 12, UCPEA Contract)
Procedures for Maternity and Family LeavesStaff who will be requesting maternity leave must contact the Human Resources Leave Administrator in advance for FMLA confirmation. Forms and guidelines for maternity and family leaves are at http://www.hr.uconn.edu/benefits/loa.html.
The date of a half time return to work (Article 12.4) will begin upon the expiration of the sick leave entitlement for the birth of a child. The half-time return to work is intended as an alternative to an unpaid family leave under the State's FMLA regulations. Employees normally are not permitted both of these arrangements.
The 30-day maternity leave will be extended by the number of holidays that occur during the leave. In the case of a Cesarean delivery, the University customarily provides an additional 10 days of maternity leave. The payroll code for maternity leave is MLS. For the 5 days of paid leave the father may use at the time of birth, the payroll code is BL.
UNION LEAVE(Article 40, UCPEA Contract)
Procedure For Released Time For Union BusinessDesignated employees who receive released time for union business will mark the leave record "UT"; attendance at conventions is marked "UC". See paragraphs 40.1 and 40.2 for required procedures. Memorandum of Agreement of September 30, 1997 designates those occasions when union leave may be utilized.
NOTICE OF INTENT TO LEAVE(Article 7, UCPEA Contract)
Procedure For Notice of Intent to LeaveThe Vice President, Director or designee should be notified through the normal channels of any occasion where insufficient notice of intent to leave is given, so that appropriate mention may be made of this in the letter accepting the employee's resignation. If the employee requests and receives a waiver of the contractual requirement to serve 10 workdays before leaving, a copy of the approval letter from the Vice President or Director should be sent immediately to the Payroll Department, with a copy to Human Resources, for action. In the event of short notice, a phone call to Payroll is in order.
Employees should keep in mind that their last day at work (except for retirements on the last day of the month and end date non-renewals) is their last day on the payroll. Accrued vacation or other leave balances may not be used to extend one's time on the payroll (see "Vacation Leave Procedures" above) for the purpose of gaining holiday pay or for completing the month to gain additional vacation accruals. Terminating employees are eligible to receive pay for unused vacation days and holidays, subject to the terms of Articles 7.1 and 6.1.f. No other leave time is paid off (see "Compensatory Time", Article 18 for specific rules). Questions concerning vacation accruals for terminating employees may be directed to the Payroll Office.
It is important that a copy of the letter of resignation and the Department Head's forwarding memo to the Dean or Director is sent at once by the Department Head to the Payroll Department. In the event of short notice, a phone call to Payroll is in order.
COMPENSATORY TIME(Article 18, UCPEA Contract)
Compensatory Time Procedure For Non-Exempt EmployeesTo meet requirements for compensatory time under the Fair Labor Standards Act (FLSA) for employees who are non-exempt under the Act, these employees will use the back of the leave record to record hours worked over 40 in each week of the two-week pay period. They will calculate 1.5 times the hours and enter the total on the front in the column "C-TIME IN HRS".
When non-exempt employees use earned compensatory time, they will mark the face of the card on the appropriate day with the number of hours used and "CU". For example, if an employee used 7 hours of compensatory time on the first Tuesday of the pay period, mark "7 CU" for the first Tuesday. Make the corresponding deduction in the "C-TIME IN HRS" column.
Compensatory time for non-exempt employees is earned for hours worked over 40 in a week. Paid or unpaid time off during the week is not considered time worked. For example, an employee works 10 hours on Monday and Tuesday, on Wednesday uses 7 hours of vacation time. The rest of the week the employee works 7 hours a day. No compensatory time is earned for this week since total hours worked would be only 34.
Since compensatory time is based on total hours worked per week, not per day, supervisors must keep an internal record of hours worked each day and transfer hours over 40 to the back of the time card at the end of each week. Hours worked from 35 through 40 each week are NOT included on the payroll card as compensatory time.
Under Article 18.3 if an individual employee's accumulation of compensatory time exceeds a balance of 140 hours, management may opt to pay for the time over 100 hours up to a maximum of 40 hours at a time.
Compensatory Time Procedure For Exempt Employees
Questions regarding the compensatory time policy should be directed to Human Resources, firstname.lastname@example.org or (860) 486-5684. Questions regarding these procedures should be directed to the Payroll department, email@example.com or (860) 486-0956.
Summary of Codes for the Leave Record
Updated on 01/13/2003