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For a quick reference to Civil Service pay practices, read the Premium Payments Guide.
The following sections provide brief descriptions about the various salary adjustments available to Civil Service employees. If you have questions about Civil Service salary adjustment policies, or questions about salary adjustments for other employee groups, contact your unit's HR Professional or your Compensation Consultant.
Employees may receive an increase to their base pay rate due to discrepancies with the relevant competitive labor market for that position. The increase is initiated and at the discretion of college/department management.
The Compensation Unit of the Office of Human Resources maintains current information on relevant competitive labor markets for jobs at the University. A market analysis can be obtained upon request.
College/department management is responsible for ensuring internal pay equity. Therefore, they are responsible for any adjustment made and for provision of the necessary supporting documentation. If market information was not provided by the Compensation Unit, the college/department will be liable for the validity of said data and action.
Employees appointed at a designated percentage of time appointment are eligible for paid holidays at that designated percentage. An employee who is not appointed at a designated percentage of time (i.e., hourly and exception hourly appointments) and is required to work on any day recognized as a holiday shall be paid at the rate of time and one-half for the hours worked.
An employee qualifies for holiday pay if he or she works or is on an approved leave on one of his or her regularly scheduled work days adjacent to a holiday and is on a leave of absence without pay for 2 weeks or less required by the employing department or the University on his/her other regularly scheduled work day adjacent to the holiday. For example, an employee on a two week military leave that ends the Friday before a Monday holiday is eligible for a paid holiday if the employee reports to work the next scheduled shift after the holiday.
If a holiday falls while an employee is on paid leave (e.g., sick leave, military leave) the employee receives only holiday pay – and not other paid leave (e.g., sick leave) – on the holiday.
Prior to a pay period that includes a holiday, each supervisor should review employee work schedules and appointments. The supervisor has the authority to adjust work schedules. For example, the supervisor could change an employee's work schedule from four ten-hour shifts in a week to five eight-hour shifts the week of a holiday. The supervisor will communicate schedule changes and talk with employees about their pay prior to the holiday week. Supervisors should not decrease an employee's appointment during a holiday work week.
Supervisors will follow the civil service rules and/or union contract requirements when making a schedule change.
The Fair Labor Standards Act does not require payment at time and one half because an employee works on a holiday. Holiday premium pay is administered following the provisions of the University's Civil Service Rules and/or union contracts.
Examples of Holiday Pay Calculations (Applies to Civil Service and nonacademic staff with collective bargaining agreements):
Calculating pay for an employee with a 75% appointment when the employee normally works six hours per day, Monday through Friday, and is required to work eight (8) hours on a Monday holiday.
An employee with a 75% time appointment receives holiday pay worth 75% of a normal work day, or six hours. An employee who does not work on a holiday receives six hours of pay for the holiday. The employee who works on the holiday receives pay at time and one half for all hours worked, plus the employee's regular pay for the holiday, This employee is paid a total of 18 hours for the day (6 hours at straight time plus 8 hours at time and one half).
Calculating pay for an employee with a 75 percent time appointment and a supplemental hourly appointment for time worked in excess of the percent time appointment where the employee worked for 8 hours during the holiday and 6 hours per day for the rest of the week.
If an employee has a 75% time appointment, the work week is 30 hours and a holiday is 6 hours. Overtime is paid only if the employee works over 40 hours in the work week. If the employee worked for 8 hours on the holiday and 6 hours per day for the rest of the week, the employee would receive 8 hours pay at time and one half for work on the holiday, plus 6 hours of comp time or pay for the holiday, and 24 hours at straight time for the other four days in the work week.
If the employee worked for 8 hours on one day of the week, but not the holiday, the employee would receive 6 hour of pay at straight time for the holiday, 6 hours of pay at straight time for each of the other four days, and 2 hours pay at straight time for the 2 hours worked on the 8-hour day.
In both examples above, the employee did not work more than 40 hours in the week, so overtime pay at time and one half did not occur.
Employees with 100% appointments who work their normal shift plus some additional hours on a holiday which falls at the end of a work week would be paid at a rate of one and one-half times base pay plus the eight hours of their regular shift for the original shift.
The additional hours beyond eight would be paid at time and one-half for overtime but since the limit on holiday premium pay is eight hours the employee would not receive both holiday premium and overtime.
If the holiday was at the beginning of the work week and overtime hours were worked on the holiday, they would be paid at two and one-half times their base pay rate for the first eight hours worked, and then straight time for any hours beyond eight.
It should be noted however, that if the individual worked the rest of a normal week they would earn overtime payment at the end of the week.
A shift differential is a payment associated with specific hours that an employee is regularly scheduled to work. Shift differentials are not included in the base salary in establishing annual salaries for employees who are continuously eligible for shift differential. Shift differential is only paid for hours worked on an eligible shift, not for other paid time off.
Part-time employees are eligible for shift differential if the shift they work meets the shift differential definition.
Employees working in V Classifications are eligible for shift differential payments.
Shift differential payments are included in the employee's regular rate of pay when calculating an overtime payment
A shift differential is paid for work shifts of at least six hours that are regularly scheduled by the employee's supervisor and begin before 6:00 a.m. or end at or after 7:00 p.m. The applications for shift differential are listed below:
Employees may work eligible shifts on either a continuing basis (normal, year-round) or non-continuing basis (rotating shifts, temporary, or occasional assignments).
Employees who work on a continuing shift differential basis should always be paid overtime at time and one half the base salary plus time and one half the shift differential rate.
If they are receiving shift differential on the day they worked overtime, overtime is paid at time and one half the base salary plus time and one half the shift differential rate. If the employees are not eligible for shift differential, any overtime worked on that day is computed using the base salary only.
If an employee works on a holiday and is eligible for shift differential, the holiday premium pay would be calculated on both the base salary and the shift differential. This is the same procedure used for calculating overtime.
For example, consider an employee whose work shift is 7:45 a. m. until 4:30 p. m. except on Wednesdays, when it is from 11:00 a. m. until 7:30 p.m. The employee will receive shift differential only for the Wednesday shift because only this shift is eligible for shift differential.
FLSA allows most University employees to choose comp time at one and one half times for each hour worked over 40 in a week rather than a cash payment. The FLSA limits accrual of comp time at 240 hours or 160 hours of actual overtime hours worked for all non-exempt employees. Police, emergency response, and seasonal employees have a maximum accrual of 480 hours of comp time or 320 hours of actual overtime hours worked.
Units have full discretion to:
An employee is called in or called back to work when he or she:
An employee who is called in because of an emergency shall receive a minimum of two hours of pay at time and one half or comp time (at the employee's option) provided the employee:
This does not apply to part-time employees (regardless of hourly or percentage of time status unless otherwise specified in the Civil Service Rules or bargaining-unit contract); employees living on the premises; or those positions that require frequent on-call duty as described in the job specifications.
The University operates seven days a week, 24 hours a day. Employees who play key roles in ensuring service and/or operation can expect to be contacted about their work responsibilities outside of regularly scheduled hours of work. The nature of the employee's work responsibilities (e.g., role in ensuring continuous operation) are taken into consideration when the base salary is determined.
On-Call is the time an employee is required to wait or be available, outside the employee's regularly scheduled hours of work, to be called to respond to a work-related issue or to return to work. A supervisor or manager will schedule an employee to be on call. Academic (faculty and P&A) and nonacademic staff (civil service and bargaining-unit employees) may be required to be on-call.
State and federal employment laws and regulations govern on call pay. The payment required varies by the restrictions placed on the employee.
Employee is scheduled or required to be on the University's premises available to return to work. Employee is not performing University work while waiting.
Hours spent in on-site (on the premises of the employer) on-call status count as regular hours worked and must be counted towards overtime (if total hours worked that work week exceed 40). A different base pay rate may be established for on-site, on-call hours (equal to or greater than the minimum wage).
Employee is away from the University's premises and scheduled or required to be available and easily reached outside the employee's regularly scheduled hours of work, to respond to work-related questions or concerns.
The employee is given a very short amount of time to respond to a call; employee is called frequently, or the time required to respond to the call is lengthy and the employee is not able to use the on-call time for the employee's own pursuits.
The Office of Human Resources will determine if an on-call program meets the definition of Off Premises – Restricted.
Typically employees in exempt civil service job classifications are not paid for time spent on call. Academic staff do not receive additional pay for time spent on call. The on call provisions of the collective-bargaining agreements are followed for employees whose job classifications are covered by a union contract.
The Office of Human Resources discourages the use of On Call Programs.
Colleges and administrative units will work with the Office of Human Resources (OHR) to determine if there is a compelling business reason to establish a plan to pay staff for time spent on call.
The Fair Labor Standards Act permits public-sector employers to reduce the pay of an employee in an exempt job classification for less than one work day while maintaining the exemption status. Pay can be reduced under the University's vacation and sick leave plans if an employee's accrued leave has been exhausted, if the employee chooses to use leave without pay, or if permission to use leave has not been sought or has been denied. (29 C.F.R. PART 541, §541.710 Employees of public agencies)
The FLSA also permits a reduction of a partial day's pay, while maintaining the employee's exemption status, while the employee works a reduced schedule or uses intermittent leave under the Family Medical Leave Act, and/or for violation of a major safety rule.