Policy HR88 FULL-TIME EQUIVALENT APPOINTMENTS

POLICY'S INITIAL DATE: November 10, 1975
THIS VERSION EFFECTIVE: January 1, 2010

Contents:

  • Purpose
  • Full-Time Equivalent Appointments
  • Appointments of Six to Eight Months
  • Budgeting Procedure
  • Setting Salary Rates
  • Salary Payment Determinations
  • Insurance Benefits
  • Retirement Contributions
  • Educational Privileges
  • Vacation and Sick Leave
  • Holidays

  • PURPOSE:

    This policy outlines alternatives to 100% full-time equivalent (FTE), year-around standing and fixed-term I executive, administrator, and staff appointments. It is designed to be used for vacant appointments, but can be applied to current appointments if the incumbent employee voluntarily accepts a reduction in work assignments and salary. Such arrangements are encouraged when, in the opinion of the supervisor, the University's work needs can be efficiently and effectively met. (Policies affecting employees represented by a union are found in the appropriate Agreements.)

    FULL-TIME EQUIVALENT APPOINTMENTS:

    One hundred percent appointments are those which are scheduled to exist 12 months a year, 40 hours per week. Appointments scheduled to work fewer months per year and/or fewer hours per week may be established also. Such positions can range from 75% to 99% (FTE) annually (July through June), if they carry the expectancy of regular recurrence.

    Examples of 75% or greater FTE positions include:

    1. A position scheduled for 40 hours per week, 10 months a year = 83.3% FTE
    2. A position scheduled for 30 hours per week, 12 months a year = 75% FTE
    3. A position scheduled for 40 hours per week, 10 months a year and 20 hours per week, 2 months a year = 91.7% FTE

    See Appendix (coming soon) of the General Forms Usage Guide for assistance in calculating the percent FTE of an appointment.

    APPOINTMENTS OF SIX TO EIGHT MONTHS:

    In addition to the FTE positions outlined above, positions may be established that are scheduled for 40 hours per week for six to eight months a year, if they carry the expectancy of regular recurrence.

    BUDGETING PROCEDURE:

    Positions outlined in this policy shall be established as either standing or fixed-term I in accordance with the provisions of HR06 Types of Appointments, for the amount necessary to cover the salary required.

    SETTING SALARY RATES:

    Annual FTE of 75% or More

    The salary for positions holding an annual FTE of 75% and greater shall be determined by multiplying the 100% FTE salary by the applicable annual FTE. The monthly salary is then determined by dividing the annual salary by 12.

    For example, if the 100% FTE salary is $30,000, then the annual 75% FTE salary would be: $30,000 x .75 = $22,500. The monthly salary would be: $22,500/12 = $1875.

    Six- to Eight-Month Appointments

    To determine the monthly salary for a six- to eight-month appointment, divide the twelve-month salary (for 100% FTE appointment) by twelve. The six- to eight-month annual salary is determined by multiplying that monthly salary by the number of months of the appointment.

    See Appendix (coming soon) of the General Forms Usage Guide for assistance in determining salaries.

    Employees who voluntarily accept a reduced appointment shall have their salaries adjusted in accordance with the applicable formula.

    SALARY PAYMENT DETERMINATIONS:

    Annual FTE of 75% or More

    For appointments with an annual FTE of 75% or more, the total salary shall be paid over twelve months.

    Six- to Eight-Month Appointments

    Appointments of six to eight months shall be paid during the months worked. Payments shall not be spread over a twelve-month period.

    INSURANCE BENEFITS:

    Insurance benefits are provided as follows:

    Annual FTE of 75% or More

    Employees appointed to positions with an annual FTE of 75% or more shall have deductions for insurance benefits taken from each paycheck at the employee rate.

    Six- to Eight-Month Appointments

    Employees appointed for six to eight months shall have deductions for insurance benefits taken from each paycheck at the regular, employee rate. In addition, they may elect to purchase their insurance coverage during the months not worked by indicating their desire to do so prior to the beginning of their period of no work. They shall pay full costs for the insurance (employee and University costs), and must continue all insurance coverage as a package. Such employees shall be billed for their insurance coverage during the months not worked.

    Note: If an employee chooses to discontinue medical coverage during months not worked, the employee and dependents must wait until the University's annual open enrollment to elect coverage effective January 1 of the following year. Employees hired prior to January 1, 2010 who elect not to participate in medical coverage during the months not worked, may adversely affect their ability to retire with health benefits as outlined in HR54 Continuation of Group Insurance After Age 60, Age 65, and After Retirement or Death.

    RETIREMENT CONTRIBUTIONS:

    Retirement contributions are made during months paid, but are not made during months not paid, except that members of TIAA-CREF may make private contributions at any time.

    For employees enrolled in SERS, the reduced annual FTE will be reported to SERS. Employees should contact the SERS office to find out how this might affect their retirement calculations.

    EDUCATIONAL PRIVILEGES:

    Employees paid in twelfths shall be eligible for educational grant-in-aid for themselves and their dependents as provided by policies HR36, HR37, and HR65 during the entire fiscal year.

    Employees appointed for six to eight months shall be eligible for such educational grants-in-aid only for a semester or summer session that begins during their time worked.

    VACATION AND SICK LEAVE:

    Annual FTE of 75% or More

    Employees appointed to positions with an annual FTE of 75% or more shall accumulate vacation and sick leave on a monthly basis. The monthly earnings outlined in HR34 Employment Conditions for Staff Employees are modified by the annual FTE.

    Some examples:

    1. Employee working 40 hours per week, ten months per year, September 1 through June 30 (83.3% annual FTE), earns 83.3% of accrual rates for vacation and sick leave during each of the twelve months (July through June).
    2. Employee working 40 hours per week, nine months per year, August 16 through May 15 (75% annual FTE), earns 75% of accrual rates for vacation and sick leave during each of the twelve months (July through June).
    3. Employee working 30 hours per week, twelve months per year earns vacation and sick leave based on 75% annual FTE during each of the twelve months (July through June).
    4. Employee working 40 hours per week September through June and 20 hours per week July and August (91.7% annual FTE), earns 91.7% of accrual rates for vacation and sick leave during each of the twelve months (July through June).

    Six- to Eight-Month Appointments

    Employees appointed for six- to eight-months shall accumulate and use vacation and sick leave during work periods only.

    Payoff at Termination

    The maximum vacation accumulations outlined in HR34 Employment Conditions for Staff Employees are modified by the annual % FTE. At termination of employment, payoff for vacation accumulation shall be made if the initial contractual year has been completed.

    HOLIDAYS:

    Employees shall receive benefits for all holidays in accordance with University policy on holidays. For those employees working on a reduced FTE appointment, the holiday benefit is modified by the annual % FTE. If a holiday falls at a time when the employee is not scheduled to work, then the employee earns holiday compensatory time. If a holiday falls during a time when the employee is scheduled to work more hours than the holiday benefit, then the employee will need to use accrued holiday compensatory time, personal holiday, or vacation time to supplement the holiday benefit.

    For example, an employee working 40 hours per week September through April, 20 hours per week in August and May, and not working in July and June (75% annual FTE) receives 6 hours of holiday time for all of the University holidays. Therefore, this employee accrues 6 hours of holiday compensatory time for the July 4th holiday; would use 2 hours of holiday compensatory, personal holiday, or vacation time per holiday to augment the holiday benefit time on the Labor Day, Thanksgiving, and December/January holidays; and, for the Memorial Day holiday would use 4 hours of the holiday benefit and record 2 hours of holiday compensatory time.

    CROSS REFERENCES:

    Revisions:

    1/1/2010 - Vacation, sick, and holiday benefit time revised to reflect annual FTE.


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