Department of Human Resources

Pre-Employment Criminal Background Check Policy

Title: Pre-Employment Criminal Background Check Policy
Policy Owner: Department of Human Resources and Office of Faculty and Staff Labor Relations
Applies to: Faculty, Staff, Others
Campus Applicability:  Storrs and Regional Campuses
Effective Date: January 8, 2014
For More Information, Contact Department of Human Resources
Contact Information: (860) 486-3034
Official Website: http://hr.uconn.edu/cbc/

 

BACKGROUND

The University of Connecticut prides itself on hiring qualified employees who are prepared to work in the best interests of the University and its students.  Pre-employment criminal background checks serve as an important element of the University’s ongoing efforts to ensure a safe and secure campus and workplace.  Criminal history information can identify prospective employees who may be predisposed to engage in violence, sexual misconduct, misappropriate of resources, identity theft, data breaches and other misconduct.

APPLIES TO

This policy applies to the following:

  • All full-time and part-time final candidates for employment in regular payroll positions (faculty, professional, and classified).
  • All individuals selected for temporary appointments as Adjunct Faculty, Special Payroll Lecturers, and Instructional Specialists that are not dually employed at the University or that have had a break in University service for more than two consecutive semesters.

At the specific request of the hiring department, other prospective special payroll appointments or volunteers may be subject to a criminal background check when the special payroll or volunteer position is a position of trust or when required by law to perform a criminal background check.

Employees who are already employed at the University and apply for transfer or promotion are not covered by this Policy.

 

GENERAL POLICY

It will be a condition of employment at the University of Connecticut to submit to a criminal background check.  Offers of employment will be conditional pending the result of a background check, which shall include, at a minimum, the following:

  • Social Security Number Verification / Past Address Trace
  • Statewide criminal history (where applicable)
  • County Criminal
  • National Criminal
  • Federal Criminal
  • Statewide Sex Offender
  • Nationwide Sex Offender
  • International Criminal (where applicable)

Pre-Employment criminal background checks will be centrally administered by the Department of Human Resources.

Pre-employment criminal background checks and the use of criminal history information will be in accordance with all applicable laws and regulations.

Procedures on the pre-employment criminal background check process are available at: http://hr.uconn.edu/cbc/

Reimbursement of Moving Expenses Policy and Procedures

Title: Reimbursement of Moving Expenses Policy and Procedures
Policy Owner: Committee formed by the Office of the Provost
Applies to: Faculty
Campus Applicability:  All Programs at all Campuses except UConn Health
Effective Date: November 21, 2014
For More Information, Contact Workforce Solutions / Office of the Provost
Contact Information: (860) 486-3034
Official Website:  http://hr.uconn.edu/

Reason for Policy

The University recognizes the competitive nature of the hiring process and therefore grants departments the flexibility to pay for or reimburse moving expenses for faculty or management-exempt administrator positions.

Policy Statement

The hiring process includes three phases: interview, offer and acceptance, and move.

The final phase, the move, begins the date of the final one-way trip of the selected candidate and their family to their new residence. The move phase ends upon the day of arrival.  As stated in more detail below, expenses incurred in connection with the move phase are reimbursable to the employee.

Individuals should refer to the Reimbursement of Recruitment Expenses Policy for guidance regarding appropriate payment or reimbursement of expenses related to the interview and offer and acceptance phases.

Consistent with IRS regulations the following are considered Nontaxable Expenses that are eligible for reimbursement, up to the amount authorized in advance by the hiring department in accordance with the limitations set forth in this policy.

  1. Moving of household goods and personal effects (packing, crating and transporting);
  2. Actual expenses for gas and oil OR Standard IRS moving mileage rate based on most direct route;
  3. Parking fees;
  4. Tolls;
  5. Lodging for the employee and their immediate family while traveling from former residence to new residence, including the day of arrival (please refer to the Travel and Entertainment Policies and Procedures for guidelines regarding accommodations).
  6. Storage of household goods after arrival; not to exceed 30 consecutive days after the day your things are moved from the former residence;
  7. Airfare (please refer to the Travel and Entertainment Policies and Procedures for guidelines regarding approved class of travel);
  8. Shipping of car;
  9. Shipping of household pets;
  10. Car rental through and including the day of arrival

The following are considered Taxable Expenses that are eligible for reimbursement, up to the amount authorized in advance by the hiring department in accordance with the limitations set forth in this policy.  Reimbursement of Nonqualified Expenses is subject to withholding of applicable income, social security and Medicare taxes; these expenses are included in taxable income and reported on the annual Form W-2.

  1. Meals;
  2. Lodging outside of the nontaxable time frame;
  3. Storage of household goods outside of the nontaxable time frame;
  4. Car rental outside of nontaxable timeframe.

The following expenses will not be reimbursed by the University:

  1. Entertainment;
  2. Side trips, sightseeing;
  3. Violations (parking tickets, moving violations, etc.);
  4. Return trips to former residence;
  5. Expenses related to prior residence;
  6. General repairs or maintenance of vehicle resulting from self-move.

If employment with the University ends prior to working at least 39 weeks full-time in the first year after arriving, he/she will be required to pay back the University for all moving expense reimbursements received.

Moving expenses are weighted by the rank of the position and the distance of the move (see table below).

The allowance for a particular move constitutes the maximum commitment for reimbursement of University and/or Foundation funds, rather than an entitlement of the employee.

Procedure

All requests for moving expenses will identify the fund source, including any commitment to use private funds.

Reimbursements using UConn Foundation funds, or other private sources, will be remitted to the University and paid to the employee as if they were University funds and in accordance with this policy. Department funds may also be used to pay for moving expense reimbursements.

Payments exceeding the reimbursement schedule, or for purposes other than those herein specified, may be granted upon recommendation of the President or Provost. The President will recommend payment of any moving expenses for another Officer of the University to the Board, and the Chairman of the Board will make such recommendations for the moving expenses of the President.

The formula for determining the amount to be reimbursed is based on the rank of the position and on the distance of the move. The sum of these two represents the maximum reimbursement allowed.

Rank Weight Base Rank Total
Assistant Professor 1 x $1000 $1000
Associate Professor 2 x $1000 $2000
Professor 3 x $1000 $3000
Dept. Head/Director/Assoc. VP 4 x $1000 $4000
Dean/Vice President 5 x $1000 $5000

The distance factor is calculated on the mileage of the move as follows:

Mileage Base
< 500 Miles $350
< 1,000 Miles $700
< 1,500 Miles $1,050
< 2,000 Miles $1,400
< 2,500 Miles $2,100

 

After identifying a valid account number, department heads should sign and forward a written request for moving expenses to the dean/director for approval and signature.

Once Dean, Director or Department Head approval has been received, the department should notify the candidate of the approval and amount authorized.

The candidate may then proceed in either of the following ways:

A. Direct Payment by the University

The University has a contract with a moving broker (with access to 10 different moving companies) who bills the University directly up to the approved amount. See the UConn Landing Page   for more information.

Departments wishing to use one of the movers provided through the moving broker should follow the procedure below:

1. The department should provide the employee with the moving broker’s name, telephone number, and landing page and instruct them to obtain and select a written and signed quotation. The moving broker can provide up to three quotations from which the employee can select. The selected quotation must include a statement of the departure and destination points for the move. A “not to exceed” quote can be provided with some limitations.

2. The employee should forward the quotation to their department, indicating their vendor preference. (The University assumes no liability for damage or loss, and because the employee is personally responsible for expenses exceeding the amount approved by the University, vendor selection is the employee’s decision).

3. The department should obtain a signed copy of the quotation, a signed copy of the Moving Expense Request Form (ME13), and enter a requisition into KFS identifying the moving broker, the amount the University will pay, the moving date, and the departure/destination points.  Once Procurement Services receives all required information, a purchase order will be issued.

4. A purchase order will be sent to the moving broker authorizing it to invoice the University up to the amount approved. All charges in excess will be the employee’s responsibility.

B. Reimbursement

The employee may, if so desired, make arrangements with a moving company of his/her choice or self-move. Employees may request reimbursement of out of pocket expenses up to the amount authorized by this policy and for other permissible items. A Request for Reimbursement of Moving Expenses and Moving Expense Reimbursement form (ME13) should be completed by the Department for approval by the Dean, Director or Department Head.  The Department Head’s signature acknowledges that the expenses requested are reimbursable under this policy. Departments should forward these forms and original receipts to the appropriate office to obtain the second approval signature.  Reimbursement requests that do not have the required two signatures will not be processed.

The Dean, Director or Department Head will forward the approved package to the Payroll Department, which will review the documents to ensure compliance with this policy. Taxes will be applied for any portion of the authorized reimbursement that is taxable as described in this policy.

NOTE: As described in this policy, employees will be reimbursed for the shortest, most direct route available. Travel incurred for side trips or vacations en route, etc. may proportionally reduce the amount reimbursed.

Approval

The Board of Trustees originally approved the Reimbursement of Recruitment and Moving Expenses Policy on July 1, 2003. The Board of Trustees approved the Reimbursement of Moving Expenses Policy and Procedures on August 7, 2013.

Revisions: November 21, 2014

Reimbursement of Recruitment Expenses Policy and Procedures

Title: Reimbursement of Recruitment Expenses Policy and Procedures
Policy Owner: Committee formed by the Office of the Provost
Applies to: Faculty
Campus Applicability:  All Programs at all Campuses except UConn Health
Effective Date: August 7, 2013
For More Information, Contact Workforce Solutions/ Office of the Provost
Contact Information: (860) 486-3034
Official Website: http://hr.uconn.edu/

Reason for Policy

The University recognizes the competitive nature of the recruitment and hiring process, and, therefore, grants departments the flexibility to pay for or reimburse recruitment expenses for faculty or management-exempt administrator positions.

The hiring process consists of three phases: the interview phase, the offer and acceptance phase, and the move phase. The interview and offer and acceptance phases constitute the recruitment process.  For expenses incurred in connection with the move phase, please see the Reimbursement of Moving Expenses Policy. Depending on the phase, payments vary and are subject to different tax rules.

This policy allows for reimbursement and/or direct pay of one trip per recruitment phase.  Reimbursements for additional visits must be authorized by the President and/or Provost.

The Interview Phase Policy Statement

The interview phase commences upon the first interview and ends upon extension of a written offer to the candidate.  The date the request to hire is submitted is considered the extension of a written offer.

Any department seeking to recruit for a position of sufficient importance may, with the approval of the Dean, Director or Department Head, pay full or partial travel expenses of candidates who must travel to interview for the position. All costs of the interview are the responsibility of the department.

Following approval by the Dean, Director or Department Head, the department may proceed with arrangements for interviews. All candidates should be advised of allowable expenses prior to the interview.  Payments or reimbursements for companions during the interview phase are not permitted.

The University’s Travel and Entertainment Policies and Procedures apply to candidate searches. Costs for airline tickets may be charged to the University contracted travel agency. Please refer to the University’s Travel and Entertainment Policies and Procedures for additional information regarding approved class of travel.

Procedure

Prior to the candidate’s visit to the University, or as soon as feasible, the sponsoring department should set up the candidate as a vendor using the Vendor Create process in the Kuali Financial System (KFS).  After the vendor has been created and the trip has been completed, a Disbursement Voucher needs to be initiated by the department.  Payment will disbursed by the Accounts Payable Department after appropriate routing and approval through KFS.  Claims for reimbursement must be itemized and original receipts supporting all claims must be included. The following information should also be included in the Disbursement Voucher:

  1. Vendor Number
  2. Date of interview
  3. Title of position
  4. Search number
  5. Itemization of expenses
  6. KFS Account Number and Object Code to be charged
  7. All supporting receipts must be scanned and attached to the Disbursement Voucher in KFS

The Offer and Acceptance Phase Policy Statement

The offer and acceptance phase occurs between the date of the extension of a written offer and the move phase, which is defined as the final one-way trip of the selected candidate and their family to the primary duty station.

Once the job offer has been extended, and with the approval of the Dean, Director or Department Head, the following offer and acceptance related expenses may be requested for reimbursement for the employee and one immediate family member defined as a spouse or child:

  1. Transportation (please refer to Part 2 and Part 3 of the Travel and Entertainment Policies and Procedure.
  2. Lodging (please refer to Part 4 the Travel and Entertainment Policies and Procedures for guidelines regarding accommodations)
  3. Meals (please refer to Part 5 of the Travel and Entertainment Policy and Procedure)

Such expenses incurred in connection with the offer and acceptance phase are considered Nonqualified (Taxable) Expenses subject to withholding of applicable income taxes, social security and Medicare taxes.  Reimbursements are included in taxable income and reported on the annual Form W-2. Any expenses incurred through any direct pay vendor, including Nathan Hale Inn or any contracted University booking agencies for air travel, need to be properly classified and reported to the Payroll Department as taxable income by the University department incurring the cost for the expenses or sponsoring the search.

Procedure

Requests for reimbursement of expenses incurred during the offer and acceptance phase should be submitted to the Payroll Department on the Recruitment Expense Reimbursement- RE form.  The Payroll Department will review the request to ensure compliance with this policy.  Reimbursement requests that do not have the required two signatures will not be processed.

All claims for expense reimbursement must be supported by original receipts. Payment will be included in the employee’s paycheck.

Please Note: Reimbursements using UConn Foundation funds, or other private sources, will be remitted to the University and paid to the employee as if they were University funds. Departments are permitted to supplement the cost of recruitment expenses from their own departmental funds.

Approval

The Board of Trustees originally approved the Reimbursement of Recruitment and Moving Expenses Policy on July 1, 2003. The Board of Trustees approved the Reimbursement of Recruitment Expenses Policy and Procedures on August 7, 2013.

Military Leave

Title: Military Leave
Policy Owner: Human Resources
Applies to: Faculty, Staff
Campus Applicability:
Effective Date: January 2, 2004
For More Information, Contact Department of Human Resources
Contact Information: (860) 486-3034
Official Website: http://www.hr.uconn.edu/

In light of recent clarifications of the phrase “required field training” for military leave with pay under the State Statute and collective bargaining agreements, we are reissuing the University’s military leave policy. Required field training normally takes place for 1-3 weeks each year.

Who Qualifies:

Full-time permanent employees (or part-time employees who have worked the equivalent of six or more months) who are members of the U.S. Armed Forces or any of its reserve components and who are ordered to active duty for required field training or for an unscheduled emergency are entitled to military leave from their jobs.

Duration of Leave:

Employees who are ordered to required field training may receive up to three weeks of military leave with pay annually. Consult the Collective Bargaining Agreement for the definition of “annually” for the particular bargaining unit. Where such definition is not explicitly stated in the agreement, the University will use the statutory definition of “annual” as a calendar year. Employees who are ordered to active duty as a result of an unscheduled emergency (natural disaster, civil disorder) are entitled to paid military leave, position held, not to exceed 30 calendar days in a calendar year. In keeping with Section 5-255 of the General Statutes any employee who leaves or had left State service for the purpose of entering the armed forces of the United States shall be reinstated in his/her former position and duties, provided that within ninety days after he/she has received a certificate of satisfactory service from the armed forces, he/she makes of has made application for return to State service (this section does not apply for voluntary re-enlistment).

Procedure for Notification to the University:

Employee who is required to report for annual field training must provide their supervisors with a copy of the appropriate military orders prior to being released for duty. Employees should also submit a University “Military Leave Request” form. Employees who are required to report for active duty as a result of an unscheduled emergency must provide their immediate supervisors with copies of the active duty orders upon returning to work. The signature of the immediate supervisor and the dean or director attest to compliance with the policy statement, including the employee’s eligibility, the accuracy of the dates away from work and the attachment of military orders. The approved form and military orders should be forwarded to the Department of Human Resources and copied to the Payroll Department.

The form to apply for military leave can be found at http://web2.uconn.edu/hrnew/docs/military_leave_form.pdf.    Please direct questions to the University’s Leave Administrator at 860-486-3034.

Re-Employed Retirees, Policy on

Title: Re-Employed Retirees, Policy on
Policy Owner: Human Resources & Payroll Services
Applies to: Faculty, Staff
Campus Applicability:  All Campuses
Effective Date: August 7, 2013
For More Information, Contact Human Resources
Contact Information: (860) 486-3034
Official Website: http://www.hr.uconn.edu/

Background

The mission of the University of Connecticut requires we ensure that our students receive the instruction, academic support, health services, security, and programming for which they have paid. It includes clinical services and patient care, not only to the public but also to the State’s correctional population. As a research university and recipient of federal grants, we have significant contractual and compliance obligations to our granting agencies.

It is within this context the University uses re-employed retirees to meet a variety of needs at a cost savings to the University and the State of Connecticut. The use of re-employed retirees permits assignment of experienced and at times uniquely qualified individuals with proven abilities to meet immediate, temporary, seasonal and ongoing irregular staffing needs. The ability to retain particular expertise in the classroom or the need to tap into the knowledge and expertise of a former employee supported by extramural funding may also be served by the use of re-employed retirees.

General Policy

Re-employed retirees may be used on a limited basis when the operational requirements and financial benefits outweigh the use of regular, continuing employment categories or when ongoing staffing requirements cannot be fully determined.  Re-employed retirees should generally not be funded by the state appropriation and are not eligible for annual salary adjustments.

Re-employed retiree appointments will be reviewed annually by the appropriate member of the President’s Cabinet and Human Resources to assess the continued operational needs and to ensure conformance with the Policy.  Proposals to re-employ retirees into senior administrative positions require prior review and approval by one of the following or his/her designee:  the President, Provost, Executive Vice President for Administration & Chief Financial Officer, or the Executive Vice President for Health Affairs.

 

Examples of appropriate uses for re-employed retirees include:

  • Maintain faculty with unique,  specialized knowledge and skills where qualified replacements cannot be immediately recruited or where it is financially beneficial for the University to maintain their expertise
  • Provide qualified staff on a temporary or project basis when part or full-time positions are neither operationally sufficient or financially beneficial
  • Prevent the loss of potential revenues generated on newly acquired grants or contracts
  • Mitigate against a threat to patient or public safety
  • Meet immediate and essential staffing needs required by accrediting agencies, e.g. JCHAO, DPH or other regulatory bodies
  • Secure the expertise of uniquely qualified researchers or staff in support of extramural funding or established grant projects when the individual’s compensation is fully supported by external resources
  • Cover contractually or legally mandated leaves of absence, e.g. FMLA
  • Provide clinical coverage to reduce use of agency staff through ongoing float positions

Any questions regarding this policy should be directed to the appropriate Human Resources liaison for clarification or assistance.

Additional Information for Specific Position Types

General Administrative Positions

Based on the Governor’s Executive Order, the compensation rate for individuals rehired into the same position in which the individual just retired should not exceed 75% of the individual’s pre-retirement pay for 120 days of work.  The compensation rate for individuals rehired into different jobs from which they retired should be consistent with the assigned duties to be performed and should not exceed the established University or State of Connecticut minimum salary for the job classification.

Re-employed retirees hired to perform general administrative support will be limited to no more than three 120-day calendar year periods.  Re-employed retirees hired for seasonal work may be continued to be re-employed beyond three years provided their appointments each calendar year are not longer than three months.

 

Instructional/Research Positions

The compensation rate for individuals rehired into the same position in which the individual just retired should generally not exceed 75% of the individual’s pre-retirement pay for 120 days of work.  Teaching a maximum of 12 load credits per calendar year is equivalent to 120 days per calendar year.  The compensation rate for individuals rehired into different jobs from which they retired should be consistent with the assigned duties to be performed and should not exceed the established University or State of Connecticut minimum salary for the job classification.

 

Faculty and other staff who primarily perform research activities as re-employed retirees and are self-funded by grants and/or contracts will be limited to the period of time for which they receive external funding supporting their own appointment and compensation.  Grant and/or contract funded retirees shall be compensated at a rate consistent with the salary terms of the grants and/or contracts.  Such appointments may be extended for the term of the research funding.

 

 

Clinical Positions

The compensation rate for individuals rehired into the same position in which the individual just retired should generally not exceed 75% of the individual’s pre-retirement pay for 120 days of work.  The compensation rate for individuals rehired into different jobs from which they retired from should be consistent with the assigned duties to be performed and should not exceed the established University or State of Connecticut minimum salary for the job classification or themarket rate for certain per diem positions.

Re-employed retirees hired to perform clinical duties will generally be limited to no more than three 120-day calendar year periods.  However, certain per diem, float and direct patient care positions may be considered for additional employment based on clinical need.

Approved by the Board of Trustees: April 21, 2009. Revised and Approved by the Board of Trustees: August 7, 2013