HUMAN RESOURCES HELPING HANDS PRESENTATION

HUMAN RESOURCES HELPING HANDS PRESENTATION

BENEFITS OVERVIEW Leave Requests Virtual Visits Sick Leave Pool Leave Without Pay Unauthorized Absence Workers Compensation FMLA PDR Temp Agencies Best Practices for Adjunct Faculty TCP New JagNet Information

EMPLOYEE LEAVE REQUESTS It is imperative that ALL full-time benefit eligible employees submit leave requests in a timely manner for ANY/ALL time away from a scheduled or regular workday. Request should be entered on TimeClock Plus (TCP). Timecard must be verified by employee and supervisor on a weekly basis – If you fail to verify and TCP locks you will need to make a copy of the time card and physically sign form and keep in department for 10 years in case of an audit Timecards will lock every Wednesday at 3:00 pm for the previous week If leave requests are NOT approved timely, TCP will complete the 40 hours week with a automated UNAUTHORIZED ABSENCE affecting the employee’s paycheck See the TimeClock Plus Manager/Supervisor Manual

LEAVE DEDUCTION Non-Exempt Employees: Vacation and Sick leave are deducted as requested by the employee Exempt Employees: Vacation and Sick leave are deducted in 8 hours increments Any leave requested less than 8 hours should be coded as “Exempt Paid Leave” Faculty: Do not accrue Vacation but have the option to use 2 days of the 3 Personal Leave days for Personal Business per fiscal year Sick leave are deducted in 4 hours increments

VACATION LEAVE - Policy 4306 All Full-Time Benefit eligible employees earn 8 hours a month All hours of unused accumulated vacation leave must be used before March 1st of the following fiscal year any vacation leave not used by that time will be forfeited A time extension of not more than 60 days may be granted for extenuating circumstances with the approval of Supervisor, Vice President and President

SICK LEAVE – Policy 4308 All Full-Time Benefit eligible employees earn 8 hours per month May be used for personal illness of employee or employee’s immediate family Immediate family, of employee, in this Board policy is defined as: children parent or spouse Sick leave that is requested for more than 3 8-hours consecutive days must be report to HR Benefits Office An employee’s supervisor retains the option to request a doctor’s statement for day(s) missed due to illness

FUNERAL LEAVE – Policy 4312 May be used for the death in the employee’s immediate family. Under this Policy, the employee’s immediate family is defined as the employee’s and the spouse’s: Parents, Children Brothers Sisters Grandparents and Grandchildren May use a maximum of 3 days (24 hours) which are to be taken from sick or vacation hours, or taken as leave without pay.

PERSONAL LEAVE – Policy 4311 Employees may use up to a maximum of 3 days of accrued Sick leave during any fiscal year as Personal Leave for: Funerals not covered under funeral leave immediate family Religious observances not on the approved College calendar Sick leave for persons outside the immediate family Leave requested will be subtracted from sick leave otherwise must be requested from vacation All Personal Leave is tracked; if overused, employees will receive a doc in their pay All personal leave is required to be approved in advance FACULTY ONLY: Personal Business (2 day per fiscal year) eff. July 1, 2014

EDUCATIONAL ACTIVITIES LEAVE – Policy 4230 You may use up to 8 hours of accrued sick leave each fiscal year to attend an educational activities of the employee’s child who is a student attending a grade from prekindergarten through 12th grade. An educational activity is defined as a school-sponsored activity, including a parent-teacher conference, tutoring, a volunteer program, a field trip etc . Employee shall give reasonable advanced notice of intention to use the sick leave to attend an educational activity.

JURY AND WITNESS DUTY – Policy 4314 Any employee holding a staffing plan position Employees may retain any fees paid by the court. Employees are expected to return to work upon release from jury duty, if during normal work hours. A jury summons from must be scanned and emailed to hr [email protected] or mailed to the Office of Human Resources.

VIRTUAL VISITS

VIRTUAL VISITS (CONT’D)

SICK LEAVE POOL – Policy 4310 Must be full-time and have completed 12 calendar months of employment. Must have accrued a minimum of 72 sick leave hours accrued. Enrollment Periods are April and October. Initial enrollment donation of 24 hours (8 hrs automatic donation every year after, unless discontinued).

LEAVE WITHOUT PAY LEAVE – Policy 4316 Leave without pay may be granted for up to 12 months subject to the following provisions: 1. Except for disciplinary suspension, parental leave, family and medical leave, workers' compensation and military situations, all accumulated paid leave entitlement must be exhausted before granting leave without pay, with the additional provision that sick leave must be exhausted only in those cases where the employee is eligible to take sick leave under sick leave provisions.

UNAUTHORIZED ABSENCE– Policy 4511 In the case of an unauthorized absence being an unexcused absence or an absence where the employee has not notified the supervisor in accordance with established procedures, the employee's pay will be docked for the amount of time absent. Disciplinary action may be initiated when necessary. An unauthorized absence of greater than 2 days may be treated as a voluntary resignation from employment with the College. TCP will generate an unauthorized absence if an employee does not meet the 40 hours, however, it does not populate it to the day that the absence occurred.

MILITARY LEAVE – Policy 4317 An employee may take a paid leave of absence of not more than 15 workdays in a fiscal year to perform temporary active duty with Reserve or National Guard units. During such leave of absence and while engaged in the performance of such military duty. The College shall carry forward from one fiscal year to the next the net balance of unused accumulated leave under the Short Term Military Leave available not to exceed 45 workdays. A copy of the official military orders must be attached. Notify HR if a deployment may be foreseen. Direct-Wage employees are entitled to 57 hours of Military Leave

WORKERS’ COMPENSATION What to do in the event of a work-related illness or injury: Report IMMEDIATELY to your supervisor Contact Cindy Rocha, Benefits Specialist at 8725011 Fill out First Report of Injury Form, which is found in the Human Resources web site. If the employee is unavailable to complete the Incident Report, the supervisor should complete the form.

FMLA- Family Medical Leave Act Employee must have been employed for at least 12 months (PT/FT). Must have worked 1250 hours in the year prior to request. Eligible employees are entitled to 12 weeks of leave during any twelve month period due to: Birth of a child Adoption or foster care To care for employee’s spouse, son, daughter or parent with a serious health condition Because of an employee’s own serious health condition Any qualifying exigency (as governed by federal regulations promulgated by Dept of Labor) arising out of the fact that the spouse, son, daughter, or parent of the employee is on active duty (or has been notified of an impending call or order to active duty) To care for spouse, son, daughter, parent, or next of kin of a covered service member who is recovering from a serious illness or injury sustained in the line of duty on active duty. Entitled to up to 26 weeks of leave in a single 12-month period to care for the service member. (Eligible employee is entitled to a combined total of 26 weeks of all types of FMLA leave.)

What is the first step? Whenever an eligible employee’s leave is foreseeable or is out for More Than 3 Days (sick leave). Employees/department will need to contact HR to begin the process. The Family Medical Leave Request needs to be completed and forwarded to the Office of Human Resources The application must include the required Medical Certification from the health care provider of the eligible employee, child, spouse, or parent as appropriate. If approved, medical certification must be submitted to the Office of Human Resources within 15 days of receipt of employer response.

Department Roles 1. Department is notified 2. For TCP users, HR will complete timecard with FMLA leave used 3. Employee is sent hard copy of timecard for signature, then it is forwarded to supervisor 4. Supervisors will sign leave forms and return to HR in a timely manner 5. Supervisors will need to continue to approve timecards in TCP. HIPAA privacy laws state it’s recommended the supervisor have minimal contact while the employee is out in FMLA leave.** All communication will be handled by Human Resources.

Intermittent Leave Leave taken for the birth, adoption, or foster care of son or daughter can be taken intermittently or on a reduced leave schedule upon agreement between employer/employee. Leave taken for a serious health condition or a serious injury or Illness of a covered service member may be taken by an employee intermittently or on a reduced leave schedule when medically necessary. HR will send the employee a Modified Work Schedule to be reviewed by the department. Signed by the Supervisor and returned to HR in a timely manner. Employee is REQUIRED to follow set schedule and advise HR and Supervisor if schedule will be changed.

Returning To Work Before Returning to Work: We REQUIRE a Doctors Release Notice. HR will notify supervisor when employee will return to work or continue to be out. Light Duty – May or May NOT be approved depending on the job position. EXAMPLES: Secretary – No Climbing: May be accommodated Custodial – Limited Walking: May NOT have light duty available

New Rights of Nursing Mothers to Express Breast Milk in the Workplace The College supports the rights of nursing mothers in the workplace in compliance with State and Federal Laws. An employee shall be provided with a reasonable break time and a reasonable space for the employee to express breast milk for up to one year from the child’s birth.

PDRPayroll Distribution Report Supervisors are expected to approve their employees monthly payment via JagNet. Review that Exempt Staff worked the month Anyone that Terminated is appearing only because they are getting paid their overtime/straight time/vacation settlement. Approve employees out on FMLA/WC. This is needed to PREVENT overpayments.

Temporary Agency Employee Requests Some things to remember: It takes approximately one week to process a request – please plan ahead. Avoid overtime for Temporary Agency Employees – contracted hours are encumbered at only 40 hrs/week. CAN: Work beyond assignment dates – request an extension, if needed. Be replaced, for any work-related reason (attendance, failure to abide by policy, etc.). Apply for full-time positions with the College CANNOT: Start work until a PO# has been assigned – NO EXCEPTIONS. Work when the College is closed (holidays, semester breaks, etc.) Drive as part of their job duties (running errands, making deliveries, picking up documents, etc.) CONTACT: HR Staffing Specialist at 872-5012

Best Practices for Adjunct Faculty If you should have adjunct instructors scheduled to teach 20 or more clock hours per week with the expectation to continue for more than one semester please notify the HR Benefits Staff immediately. As per Board Policy 4300 A full time benefit eligible employee must be employed to work at least 20 hours per week for a period of at least four and one-half months. As per Board Policy 3809 maximum teaching load for adjunct faculty will be no more than 10 LHE’s per semester. Any teaching assignment above 10 LHE’S will require written approval from the Vice President for Academic affairs.

https://finance.southtexascollege.edu/businessoffice/timeclock.html

Electronic Time Adjustment Request Form (TARF) Please contact Elizabeth G.(ext. 4604) or Ana G.(ext. 4629) for additional information

New JagNet Employee Profile

Electronic Change of Address Form

Benefits Staff Contacts Annel V. Perez Zuniga, Benefits Manager: 872-3804 [email protected] Ana Karen Alanis, Benefits Specialist: 872-3808 [email protected] Brianda Gutierrez, Benefits Specialist: 872-3801 [email protected] Sergio Trevino, Benefits Specialist: 872-3728 strevino [email protected] For general questions or information, please contact us at HR [email protected]

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