E.3.1 Effects of Promotion, Demotion, Reclassification, and Transfer.
(Arkansas State Personnel Policy)
Pay rates for all promotions, demotions, reclassifications, and transfers are subject to budget. If an employee transfers to another position, their pay rate will be determined by the department’s budget, pay rates for similar positions, and the employee’s credentials, to include experience, skills, and education, within the constraints of the legislative line-item maximum pay for that position.
E.3.1.2 Changes in Compensation.
There are several ways employees may receive compensation increases at UAFS:
- Increase to annual, hourly, or SCH pay received by everyone in a certain classification (i.e., faculty, staff, adjunct) and typically representative of a Cost-of-Living Adjustment (COLA),
- Merit salary increase which may be one-time or applied to base salary,
- Promotion to a position which has a higher compensation (i.e., rank advancement for faculty or promotion of staff into a higher position, etc.),
- Reclassification of position in recognition of added responsibilities which is a permanent change (See E.3.1.3 Reclassification Review Process for more information),
- Temporary adjustment paid as a stipend for taking on more responsibilities for a term which is not intended to be permanent (i.e., overload for faculty, monthly or bi-weekly flat stipend, etc.), and
- Counteroffer to retain an employee who has been offered a job by another agency, university, company, or organization.
If employees or supervisors would like to pursue any of the above changes, please contact Human Resources for more information and procedures.
E.3.1.3 Reclassification Review Process.
A reclassification review is requested when there is a concern that an employee’s title, job responsibilities, and/or compensation are not in alignment with the work being performed or the similar titles, responsibilities, and compensation of other employees in similarly situated positions. The following outlines additional information and the process for a reclassification review:
- Employee or supervisor notes that an employee’s current job title, job description, and/or compensation is not aligned with expected job duties, titles and/or compensation of other employees with similar responsibilities.
- Employee is asked to document the actual work responsibilities and expectations being performed for comparison with those in the employee’s existing job description.
- If the supervisor is in agreement with the representation of the work being performed, the supervisor, with agreement of their vice chancellor, will request a reclassification review by Human Resources.
- The Director of Human Resources or their designee will gather information to perform a review of title, job description, currently performed duties or expectations not included on the current job description, and compensation.
- The Human Resources professional will determine if the job duties being performed significantly alter the position for which the employee was originally hired. If so, the Human Resources professional will use CUPA-HR data, current salaries and titles of individuals in similar positions at UAFS, and potentially salaries and titles of individuals in similar positions at other UA System institutions, to determine appropriate modifications or reclassifications for the position under review.
- The Human Resources professional will share the findings of their review and any recommendations with the appropriate vice chancellor to whom the employee reports and determine if any of the findings or recommendations should change for any reason.
- Depending on the outcome of the review, the vice chancellor and appropriate supervisor will do one of the following:
- Agree with and implement recommendations from Human Resources,
- Change title, compensation, and or job duties as appropriate based on recommendations,
- Reduce workload or change job title to align the job description with the expectations of the work performed by the employee, or
- Take other action.
- Supervisor will communicate in writing, with the agreement of the vice chancellor, the final decisions of the review to the employee and Human Resources.
A reclassification is not guaranteed, and changes to job descriptions and titles are not always accompanied by compensation increases. A request for reclassification review will not result in a compensation reduction for the employee even if the findings show a lower compensation across similar positions with similar responsibilities. Reclassification may not occur immediately, and the review process may take one to two months from initiation of the review request dependent upon capacity of personnel in Human Resources and the chain of command.
In the event a compensation adjustment is recommended, there is no guarantee of fund availability. If funds are not available, some adjustments will be made to reduce the job expectations to ensure greater alignment of the position duties and requirements with the title and compensation. If an adjustment is made, the compensation changes may align with a pay period or new fiscal year versus an immediate adjustment.
E.3.1 Updated February 2024
E.3.2 Pay Periods.
All full-time,benefits-eligible part-time employees, and adjunct faculty are paid on a semimonthly basis on the 15th and the last working day of each month. If the 15th or the last working day of the month fall on a holiday or a weekend, payroll will be the Friday before. Part-time, extra help employees, to include work study students, will be paid on a semimonthly arrears (hourly) pay schedule. More information and a full payroll schedule can be found on the Payroll & Compensation page of the UAFS website. Fort additional information, contact Human Resources.
Pay information showing gross pay, deductions, and net pay for pay after July 1, 2021 is available on employee pay slips in Workday. Pay information for pay prior to July 1, 2021 can be accessed via Banner Self-Service in My.UAFS.
E.3.2.1 Payroll Deadlines.
Information or changes (including but not limited to direct deposit information, tax withholding, etc.) for inclusion in the each payroll must be initiated and through all approvals in Workday by the the trasaction approval deadline dates listed the pay schedule on the UAFS website. For additional information, contact Human Resources.
E.3.2 Updated June 2024
E.3.3 Time Clock Policy and Guidelines.
UAFS uses an electronic time tracking system in Workday. The electronic system enables employees to accurately keep track of their time. All non-exempt employees and supervisors of non-exempt employees are required to adhere to the following policy and guidelines.
E.3.3.1 Official Record of Time.
The electronic timekeeping system and associated work records are the official basis for recording hours worked for non-exempt employees. In order to ensure consistency of treatment of employees, the data recorded in the timekeeping system shall be considered the “official” record of the workday. Any disputes over actual hours worked or attendance will be resolved by referring to time entered and approved in Workday.
The Fair Labor Standards Act (FLSA) requires that employers keep certain records for employees to include detailed records on time worked and payment of wages. This system will be used to record all hours worked and leave taken during the reporting period for non-exempt personnel. Work time will be rounded to the nearest quarter hour following FLSA guidelines.
The automated timesheet must reflect all regular and extra duty hours worked for the period and paid leave time (including annual leave, sick leave, compensatory time, holiday pay, and any other type of leave).
Supervisors are responsible for verifying that employees have work and leave time entered in the electronic timekeeping system. Failure to do this will result in a temporary loss of wages. If the error results in an additional payment of wages or in wages being docked, the entry will be made on the first available pay period. ALL entries of this nature are manual and will be subject to university, UA System, and legislative audit.
E.3.3.2 Clock-in and -out Requirements.
As a condition of employment, all non-exempt employees must enter time worked, to include the start and end of the work day and meal breaks. Under no circumstances should any employee clock another employee in or out.
Requirements and guidelines include:
- Employees are expected to clock in and out in Workday at their scheduled times, including for meal breaks, to reflect time worked.
- Full-time employees must use compensatory time or accrued leave when their hours worked fall short of 40 hours during any given workweek.
- To insure payment for leave, employees must submit leave in a timely manner.
- Annual leave and foreseeable sick leave (doctor’s appointments, planned medical procedures, etc.,) must be submitted in advance. Otherwise sick leave requests should be submitted immediately upon returning to work.
- Intentional or careless working “off the clock” is prohibited. EMPLOYEES ARE REQUIRED TO CLOCK IN BEFORE PERFORMING WORK AND REMAIN ON THE CLOCK WHILE PERFORMING WORK. Forgetting to clock in or out is not a legitimate reason for working off the clock. Employees that underreport or fail to report hours worked - and their supervisors - will be subject to disciplinary action up to and including termination of employment.
- Clocking in or out for an absent or late employee is grounds for dismissal.
- Rounding rules apply when clocking in and out, so use caution to prevent unauthorized overtime or being short on hours. For example, clocking in at 8:07 will round back to 8; clocking in at 8:08 will round forward to 8:15.
- Padding work by taking advantage of time clock rounding is prohibited.
E.3.3.3 Absences from Duty.
The university uses an electronic timekeeping system. Employees should work with their direct supervisor to understand and follow other departmental procedures for the use of leave when absent. Requests for use of leave must be made in accordance with university policy. If an employee receives pay that they are not entitled to, their pay will be docked in a subsequent pay period. It is the employee’s responsibility to inform their supervisor of any absence from duty.
E.3.3.3.1 Holiday Leave.
When an employee is required to work a scheduled holiday, the hours worked will be banked as University Holiday Leave until the end of the calendar year at which time banked University Holiday Leave will roll to the employee’s annual leave bank for 12-month employees. For employees who do not accrue annual leave, University Holiday Leave will remain in the original bank for use at a later date. Use of University Holiday Leave can be requested by the employee through the normal time-off request process via Workday. To be eligible for holiday pay, employees must be in a paid status on their last scheduled work day before and their first scheduled work day following the holiday. Additionally, non-exempt employees will not accrue comp time during weeks in which University Holiday Leave is utilized.
E.3.3.3.2 Specialty Leave.
The following types of leave require supporting documentation that must be coordinated with Human Resources: Family Medical Leave, Legal Leave, Workers’ Compensation Leave, Military Leave, Parental Leave, Bone Marrow Donation Leave, Disaster Service Volunteer Leave and Organ Donation Leave. To avoid a disruption in pay, employees must work with Human Resources in advance for specialty leave requests.
E.3.3.4 Falsification, Tampering, and Unauthorized Viewing of Time Records.
Due to the severity of such infractions, there will be immediate disciplinary action taken, up to and including termination of employment, for falsification, tampering, and/or unauthorized viewing of time records. Examples include the following. This list is not all inclusive.
- Any falsification of work time or misuse of leave.
- Clocking in or out for an absent or late employee.
- Failing to clock in or out in an attempt to alter/hide actual work times (reporting to work late or leaving work early).
- Interfering with other employees’ use of the time clock system.
- Any attempt to tamper with timekeeping hardware or software.
Supervisor(s), working with Human Resources, will review the specific details of such an infraction and develop an appropriate response.
Refer to E.3.3 Time Clock Policy and Guidelines for additional information including the following: clock problems, employee access to online records, guidelines for supervisors, audit reports, and clock disputes.
E.3.3 Updated July 2024
E.3.4 Procedures for Issuing Pay - Direct Deposit Authorization Agreement.
(ACA §21-5-109, Arkansas State Personnel Policy)
Direct deposit is the standard method by which the university pays employees. As a condition of employment, employees will be required to accept payment of wages and any other non-payroll reimbursements and refunds from the university by electronic warrants transfer through automated clearinghouse (ACH). The ACH payment will be in the form of a direct deposit.
Direct deposit agreements apply to all payments made to employees except in extenuating circumstances. Upon termination of employment, final payroll checks are not automatically direct deposited.
E.3.4 Updated January 2022
E.3.5 Payroll Deductions.
(ACA §19-4-1602)
The university is required by law to withhold part of an employee’s pay each month for federal and state income taxes and for Social Security and Medicare taxes. W-2 forms are distributed by Jan. 31 each year. Employees can access their W-2 forms in Workday. Instructions for accessing and printing W-2 forms can be found in Workday Learning by searching W-2.
Generally, deductions must be authorized by state or federal law or by a signed statement from the employee approving such deductions. Federal and state income tax deductions are made according to information provided by the employee on the Federal Withholding Allowance Certificate and the State Withholding Exemption Certificate.
Employees may request that amounts be withheld for other purposes including retirement contributions, group insurance premiums, flexible spending account payments, UAFS Foundation contributions, United Way contributions, and for other deductions authorized by the university.
Contact Human Resources for more information or to change payroll deductions.
E.3.5.1 Annual Payroll Authorizations.
Some payroll authorizations must be renewed annually. These include, but are not limited to, deductions for flexible spending accounts. This is done as part of the annual open enrollment process.
E.3.5.2 Less Than 12-Month Appointments.
Employees with less than 12-month appointments may have their pay disbursed over the term of their appointment or over 12 months. Less than 12-month employees must coordinate with Human Resources to elect 12-month disbursement. Benefit deductions are either on a 9-month or 12-month deduction schedule.
E.3.5.3 12-Month Salary Payment for Less Than 12-Month Employees.
(Formerly Deferred Pay Option) (ACA 6-63-303, Board Policy 435.1)
Faculty and staff who have less than 12-month appointments may elect to receive their annual salary over 12 months in equal installments, provided that no installment shall commence prior to the onset of employment. All benefit premiums are deducted over nine (9) months or 12 months. Taxes, retirement contributions, court orders, and miscellaneous deductions will be deducted based on the disbursement election of the employee. Upon termination of employment, any earned but deferred pay will be disbursed in one single payment within 30 days of the employee’s last date of employment. Employees will elect deferred pay through Human Resources.
E.3.5 Updated June 2023
E.3.6 Salary Overpayments and Other Amounts Owed to the University.
(Board Policy 405.2; UASP 405.2, ACA §26-36-303, Arkansas State Personnel Policy)
It is the employee’s responsibility to notify Human Resources and their supervisor immediately of any salary payment errors, including overpayments. Supervisors are expected to assist and cooperate fully with Human Resources and Finance in efforts to recover salary overpayments.
It is the policy of the State of Arkansas and of the university that an individual may not profit from an error in paying an employee or vendor. The university will pursue collection of all salary overpayments from current and former employees in the same manner as it pursues other debts to the University.
To reduce the likelihood of salary overpayments to terminating employees, payments for accumulated annual leave may be postponed until the pay period following the employee’s last normal pay period. During this time, the employee and supervisor are responsible for ensuring the accuracy of the employee’s leave record.
If an employee owes the university any funds other than salary overpayments, the amount owed may be deducted from their paycheck or from other payments due to the employee, such as payment for accrued leave at the time of termination. If an employee owes the university money while currently employed and has not responded to requests for repayment, an involuntary payroll deduction for the full amount owed will be processed for collection. If the individual is no longer employed, their final settlement with the university will be for the entire amount owed.
E.3.6 Updated September 2024
E.3.7 Cost-of-Living Adjustment.
From time to time, the university may authorize pay increases that represent cost-of-living adjustments for all employees. These increases are not performance based but are subject to the availability of funds.
E.3.7 Updated June 2023
E.3.8 Merit Pay.
(ACA §21-5-1101)
Eligible employees with continuous employment in a regular appropriated position for at least 12 months may be eligible for annual merit pay increases or bonuses based on the employee’s performance evaluation when such increases are funded. When applicable, guidelines will be posted in advance.
E.3.8 Updated June 2023
E.3.9 Indirect Pay (Benefits).
UAFS maintains a competitive benefits program within the constraints of budgetary limits for total personnel costs. The total compensation system is designed to meet the university’s obligation to protect the employee from a certain level of unexpected and catastrophic expense. The university will seek to preserve this. Employees should recognize that indirect pay in the form of benefits is a form of compensation.
E.3.9 Updated June 2023
E.3.10 Compensatory Time and Overtime for Non-Exempt Staff.
(FLSA - Public Law 99-150 of 1986; ACA §19- 4-1612; Arkansas State Personnel Policy; UASP 440.8)
Employees may be required to work overtime. Following State of Arkansas guidelines, compensatory time (comp time) is the preferred method of payment of wages in most circumstances. The university is authorized to pay overtime in critical circumstances to employees who are non-exempt under the Fair Labor Standards Act (FLSA). If the dean/director or appropriate supervisor determines that granting comp time off to the employee creates a hardship, then monetary compensation for the overtime work may be authorized. Authorization must be requested in advance, and approved in advance by the chief fiscal officer or the chancellor.
Approval must be granted in advance of an employee working overtime hours, and documentation of the reasons for approval must be retained for audit purposes within the supervisory office and Human Resources. Employees who work overtime, and supervisors who approve the overtime work, without obtaining advance approval by an authorized administrator, may be subject to disciplinary action including but not limited to termination of employment.
E.3.10.1 Comp Time.
Comp time is defined as time earned for work performed in excess of 40 hours in the workweek. Comp time (or time off) is earned in lieu of payment for overtime work. With comp time, employees “bank” time for future time off. Comp time can be earned at straight time or at the rate of time-and-one-half. The workweek begins at 12:01 a.m. on Sunday and ends at midnight on Saturday.
Example: @ straight time ➔ 4 hours worked = 4 hours accrued or banked
@ time-and-one-half ➔ 4 hours worked = 6 hours accrued or banked
The key is time worked, the actual time spent in the performance of duties. It does not include holiday pay, sick leave, vacation leave,comp time taken, or other types of leave. Employees earn comp time at the rate of time-and-one-half in any workweek in which there is actual work performed in excess of 40 hours in a workweek. If the workweek includes any type of holiday or leave time, employees earn comp time at the straight time rate for anything less than 40 hours worked. This is applicable to both comp time and overtime pay. The following guidelines apply to comp time:
- Comp time applies to non-exempt staff only.
- Comp time may be earned only with the prior approval of the supervisor. Employees may not work additional hours without supervisory consent.
- Employees may not work or use comp time “off-the-clock.” All comp time must be accounted for, whether earned or used.
- Comp time may be earned in no less than 15-minute increments.
- Comp time applies to hours in excess of 40 in a workweek and is not earned on a “daily” basis.
- Comp time earned must be reflected on the employee’s time clock in Workday as it is earned.
- Individual comp time records may not be maintained by an employee’s department and employees may not keep “informal comp records.” Neither the employee nor the supervisor has any discretion with regard to record-keeping requirements. This is governed by strict state and federal regulations.
- Overtime and comp time may not be “mixed” in the same workweek.
- To use comp time, submit the request following normal departmental and college procedures for using leave.
- Upon termination, employees will be paid for accrued comp time.
- Work times should be managed to avoid large accruals. Comp time should be used within 90 days of being earned. In extenuating circumstances, when that is not possible, the maximum comp time accrual limit set by the institution is 240 hours.
- By law, the maximum accumulation of compensatory time off may not exceed 240 hours. For law enforcement employees, maximum accumulation may not exceed 480.
- Employees who exceed the maximum 240 hours (480 for law enforcement employees) of comp time will be paid out immediately when they exceed the limit. Payment for comp time exceeding the 240 hour max will be processed on the next available payroll based on published payroll deadlines.
- If an employee is changing positions and the employee has a comp time balance, that time must be paid out and will not be carried forward to the new position and/or department. The comp time must be paid out regardless of if the new position is one in which comp time can be earned.
- Part-time employees are not eligible for comp time; therefore, if work exceeds 40 hours, the employee will be paid overtime. Overtime hours count against total authorized hours at the rate of time-and-one-half and will result in a reduction of hours available for the employee to work, to stay within the total number of hours authorized and position budget.
Like annual leave, comp time may be used at the employee’s discretion with the supervisor’s approval or at the direction of the supervisor or the university. Comp time must be utilized before using annual leave. Individual departments may require that comp time be used at a specific time or within a specified period of time (e.g., within 30 days of when the time is earned). An employee may also request comp time in lieu of sick leave.
E.3.10.2 Overtime Pay.
The same guidelines used with comp time apply to paid overtime. Overtime pay can be earned at straight time or at the rate of time-and-one-half.
Example: @ straight time ➔ 4 hours worked = 4 hours paid time
@ time-and-one-half ➔ 4 hours worked = 6 hours paid time
The following guidelines apply to overtime pay:
- Overtime applies to non-exempt staff only.
- Overtime may be earned only with the prior approval of the supervisor and the chief fiscal officer or the chancellor. Employees may not work additional hours without supervisory consent.
- Overtime laws apply to all hourly full-time and part-time employees.
- For part-time employees, any overtime work - whether at straight time or at time-and-one-half - counts against the total number of hours allotted for the position.
- Overtime is earned at the rate of time-and-one-half in weeks in which there is actual work performed in excess of 40 hours in a workweek. Comp time, holiday, and leave are excluded from the calculation to determine actual hours worked.
- Overtime applies to hours in excess of 40 in a single workweek; therefore, it is not earned on a “daily” basis.
- Overtime may be earned in no less than 15-minute increments.
- Employees may not work overtime “off the clock.”
- Overtime must be recorded on the timesheet and submitted to Payroll following the normal payroll deadline.
- Overtime and comp time may not be “mixed” in the same workweek.
Neither overtime nor comp time can be held in the department to be credited against future use. All overtime and comp time records are subject to state and federal audit. If a non-exempt employee works overtime, whether approved or not, the university is liable for pay for the hours worked. Failure to adhere to established guidelines-especially failure to properly account for and report overtime and comp time-can lead to disciplinary action, up to and including termination, involving both the employee and the supervisor.
E.3.10.3 On-Call Time.
While the university does not typically employ restrictive on-call practices, from time-to-time employees may be required to be on call while free to engage in activities of their own purpose. In that case employees called back to campus for emergency situations or inclement weather will be compensated for a minimum of two (2) hours at a premium rate of pay.
E.3.10 Updated June 2023
E.3.11 Career Service Recognition Program (Non-Faculty Appointment Only).
(ACA §21-5-106; Arkansas State Personnel Policy)
Individuals employed in a full-time appropriated position not defined as faculty become eligible for career service recognition payments after completing 10 years of eligible service at the university. If the employee has worked for another Arkansas state agency or state-supported institution of higher education in an eligible position, they may be given credit for years of full-time service. Proof of prior service is required. Career service payments will be made on the last check of the month following the employee’s eligibility date. Annual career service recognition payment amounts for the following years of service: 10 through 14 years, $800; 15 through 19 years, $1,000; 20 through 24 years, $1,200; 25 years or more, $1,500. Payments are subject to state and federal taxes and retirement contribution deductions (if applicable). Payments are subject to the availability of State funding and authorization.
E.3.11 Updated January 2022
E.3.12 Garnishments and Salary Liens.
If an employee has wages or other amounts due from the university seized by a court order of garnishment, the university is required by law to comply with the court order. Governmental liens resulting from claims for unpaid taxes, bankruptcy claims, and child support orders must also be honored. When the university receives a court order for garnishment or a salary lien, it must pay the required amount directly to the clerk of the court or the governmental agency. Any defenses must be made to the court or governmental agency. For additional information contact Human Resources.
E.3.12 Reorganized January 2021
|
