Time Management for Timekeepers

1
Time ManagementforTimekeepers

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• Karla Crabtree Debbie Norris
• 713 500-3135 713 500-3141

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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

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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
  (ExceptionsIf 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 (contd)

• 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 1201
a.m. Saturday and ending at 1200 a.m. Friday.
For employees working a non-traditional schedule,
this information should be recorded and kept in
departmental files. 
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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 supervisors discretion and
  must meet certain criteria. For more
  information, consult the Flextime Guidelines
  (http//www.uth.tmc.edu/uth_orgs/pub_affairs/famil
  y/flex1.htm) or contact a Human Resources
  advisor.

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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.htmlc
  hap2) 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 employees 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.

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Leaves (contd)

• 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.

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Leaves (contd) 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 employees military pay is less than the
  employees UTHSC-H salary. See the following
  link and contact Human Resources for more
  information http//hr.uth.tmc.edu/Employee_Relat
  ions/military_rights.html .

10
FMLA
HOOP Policy 2.40C

• There is much confusion surrounding Family
  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-Hs 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 employees
  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.
• Its 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
  employees premium sharing will continue to be
  paid while the employee is on FMLA, even if the
  employee is in an unpaid leave status.

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FMLA (contd)

• 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.

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FMLA (contd)

• 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_4
  0C.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.

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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.