Office of the Executive VP for Administration & CFO

Children in the Workplace

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Title Children in the Workplace
Policy Owner: Department of Human Resources
Applies to: Faculty, Staff
Campus Applicability: UConn Storrs, Avery Point, Waterbury, Stamford and Torrington, Hartford and Cooperative Extension
Effective Date: August 5, 2013
For More Information, Contact Department of Human Resources
Contact Information: 860- 486-3034
Official Website: http://hr.uconn.edu/

 

REASON FOR POLICY

This policy governs the circumstances when University employees may bring children into the workplace.

The purpose of this policy is to establish criteria that permit children to visit their parents (or other relatives) who work at the University, protect their welfare and safety, reduce potential liability and risk for the University and promote an environment in which faculty, staff and students remain productive.

APPLIES TO

This policy applies to Faculty, Staff, Students, and University affiliates (collectively referred to as “employees”) on the UConn Storrs, Avery Point, Waterbury, Stamford and Torrington, Hartford and Cooperative Extension campuses and locations.  This policy does not apply to approved University programs and events or camps that involve children in education, research or supervised care.  This policy does not apply to children enrolled in the University’s child care facility.

DEFINITIONS

For purposes of this policy, a child is defined as an individual under the age of 18 years old, who is not a student or employee of the University of Connecticut.

POLICY STATEMENT

Children of employees are allowed in the workplace for brief visits, generally no longer than two (2) hours, or to participate in University programs and events, within the following parameters:

  • Faculty and staff must notify Dean, Director or Department Heads (DDD) in advance of any visit, with the understanding that the DDD has the authority to approve or deny visits. Approved visit should be for a defined and limited duration
  • The child must remain under parental supervision; within sight and sound of the parent or guardian at all times
  • The child’s presence must not disrupt the work or school environment or negatively impact productivity
  • Sick children are not allowed in the workplace
  • Children are not allowed in areas containing confidential information

The supervisor will ask the employee to remove the child if the supervisor determines that this policy has been violated.

Children are not allowed in hazardous areas per the Environmental Health & Safety policy.

ENFORCEMENT

Violations of this policy may result in appropriate disciplinary measures in accordance with University Laws and By-Laws, General Rules of Conduct for All University Employees, and applicable collective bargaining agreements.

PROCEDURES

Given the diverse nature of the work being performed on campus, the concern for the safety of all and the fact that not all work environments are suitable for children, employees will be required to obtain written approval from their supervisor prior to their child’s visit.

 

 

 

August 2013

Open Flames, Hot Work, and other Heat Producing Activities, Policy on

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Title: Open Flames, Hot Work, and other Heat Producing Activities, Policy on
Policy Owner: Division of Public Safety
Applies to: All members of the Storrs campus, Regional campuses, the Law School, the School of Social Work and UConn Health.
Campus Applicability: Storrs campus, UConn Health, Regional campuses, the Law School and the School of Social Work.
Effective Date: 4/24/2018
For More Information, Contact The Office of the Fire Marshall and Building Inspector
Contact Information: firemarshal@uconn.edu  (860) 486-4878
Official Website: http://publicsafety.uconn.edu/fmbio/

Purpose

The University of Connecticut is committed to promoting a safe and secure environment for the University community. As part of this commitment, the University recognizes that there are inherent public safety and fire safety risks and concerns with the use of open flame, pyrotechnic devices, fireworks, and hot work sources, especially so within the confines of a public assembly. The purpose of this policy is to outline acceptable and unacceptable uses of open flames, pyrotechnic devices, fireworks, and hot work on all University property.

Applicability / Source of Authority

The University Fire Marshal derives statutory authority to regulate, permit, limit, or terminate the use of open flames, pyrotechnic devices, fireworks, and hot work on University property and require parameters under which these activities may occur on University property through Connecticut General Statutes section 29-291, Connecticut General Statutes section 29-306, and a Memorandum of Understanding with the Connecticut Department of Construction Services. Concurrent with this authority, the University designates the University Fire Marshal as the Authority Having Jurisdiction to administer and enforce this policy, as well as serving as the designated point of contact between the University and the State Department of Construction Services (State Fire Marshal’s Office).

Definitions

“Hot Work” means the construction, maintenance or repair process utilizing a source of ignition and/or flammable material, including but not limited to cutting, soldering/brazing, grinding, welding, torch heating, and heat treatments.

POLICY STATEMENT

Given the risks associated with the use of open flame, pyrotechnic devices, fireworks, and hot work sources, alternative methods should be utilized when possible or practical.

Within the University’s jurisdiction, there are three generally accepted reasons for the regulated use of open flames and heat producing effects:

  1. To support ongoing construction, maintenance and repair “hot work.” These are controlled uses of flames/heat and are currently regulated by Division of Environmental Health and Safety policy, Factory Mutual (FM) Hot Work permitting processes, and/or unit specific procedures within Facilities Operations, all of which are approved by the University Fire Marshal.
  2. For academic research purposes such as heat treating, gas flame heating, and combustion research, which are regulated by the Division of Environmental Health and Safety, Connecticut General Statutes, and applicable national standards.
  3. For celebratory, student recreation, or food cooking purposes. These include fireworks, pyrotechnics, woodland camp fires, torch lighting ceremonies, and gas fueled heating appliances, which are regulated by Connecticut General Statutes and applicable national standards and all of which must be directly approved by the University Fire Marshal

To support the aforementioned acceptable uses, local department procedures may be created, provided that   any such procedure regarding flames or hot work must be created in consultation with, and approved by the University Fire Marshal prior to implementation.

Any use of open flames, hot work, pyrotechnic or flammable gas flame displays not covered within a local department procedure shall be requested through, and approved by, the University Fire Marshal and administered though the Office of the Fire Marshal and Building Inspector on a case by case basis. Such authorization to approve can be delegated to a designee within the UConn Fire Department or Division of Public Safety as needed.

The University Fire Marshal has administrative and statutory authority to order flames to be extinguished or for hot work to be discontinued when these activities represent a danger to public safety or that are not in administrative compliance with this policy. Such authorization to order extinguishment and/or discontinuance can be delegated to a designee within the UConn Fire Department or Division of Public Safety as needed.

When a request for the use of open flames, pyrotechnic devices, fireworks, and hot work is received that exceeds the scope of the statutory authority for University Fire Marshal approval, the University Fire Marshal will be the point of contact with the State of Connecticut Fire Marshal, who must authorize the request.

ENFORCEMENT

Violations of this policy may result in criminal prosecution and/or appropriate disciplinary measures in accordance with University By-Laws, General Rules of Conduct for All University Employees, applicable collective bargaining agreements, and Responsibilities of Community Life: The Student Code.

RELATED POLICY

See also: 

Health and Safety Policy.

Environmental, Health, and Safety (EHS) Requirements for Construction, Service, and Maintenance Contractors.

POLICY HISTORY

Policy created: 04/24/2018 (Approved by President’s Cabinet)

 

Social Media Policy

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Title: Social Media Policy
Policy Owner: University Communications
Applies to: Faculty and Staff
Campus Applicability: All Campuses
Effective Date: June 15, 2018
For More Information, Contact Office of University Communications
Contact Information: (860) 486-3530
Official Website: https://communications.uconn.edu/

This policy establishes standards for the use of University-affiliated social media accounts and provides guidelines for differentiating an employee’s personal voice on social media from their professional connection to the University. Social media is a common and important communication tool for the University, as well as its faculty and staff.

This policy is a guide for professional and civil communications when communicating on social media accounts directly affiliated with the University. Specific guidance on how to establish, monitor and use such accounts can be found on UConn’s Social Media Brand Guidelines.

In addition, this policy provides guidance on communicating in a professional and civil manner related to personal social media accounts to the extent that such activities are covered by existing University policies or may be construed as the representations or opinions of the University. See UConn’s Policy on Communication with External Media.

Use of Social Media

The University fully affirms the rights of its employees to voice their own opinions and otherwise express themselves through their own personal social media accounts. This policy is not intended to and does not restrict an employee’s ability to engage in all forms of lawfully protected speech on social media. Personal use of social media should not interfere with job duties, responsibilities to the University and others affiliated with the University, or co-workers.

  • Personal Disclaimer: To avoid confusion between professional and personal social media activity employees are encouraged to include a statement on personal social media accounts that acknowledges statements and messages made from the account reflect their personal views only, and not those of the University.
  • University Standards for Individuals: When communicating on social media, it is important to act in manner that is consistent with applicable University policies.
  • No University Marks: The University does not authorize individuals to use University logos or trademarks on their social media accounts, therefore no University logos or trademarks should be incorporated into posts on personal social media accounts except as permitted by University policy. See UConn’s Trademark Licensing and Branding Standards.
  • Sharing University News: University faculty and staff are encouraged to repost and share publicly available information about the University on social media. Sharing the original source of the information is preferred, such as press releases, articles on UConn Today, etc. Personal social media accounts should not be used for announcing official University news if not otherwise announced publicly. Formal news announcements should be made by the University.
  • Maintain Confidentiality: Do not post confidential or proprietary information about the University, its students, its alumni, or fellow employees. Use good ethical judgment and follow University policies and federal requirements, such as HIPAA and FERPA.
  • Rights of Others: Content shared on social media must respect the copyright and other intellectual property rights of others, even if the content was shared online by others.
  • Strive for Accuracy: Check the facts before posting them on social media. Review content for grammatical and spelling errors. See UConn’s Editorial Guidelines.
  • Terms of Use: Be aware of terms of service for the social media platforms. The service may be “free” to use, but that use is subject to contractual terms binding on the user.
  • Emergency Notifications: University Communications is the official source of information during emergencies and other major campus events. It is recommended that University faculty and staff share or repost messages from University Communications during these moments to ensure information is communicated accurately and consistently.
  • Basic Tips: Basic tips for using social media are often the most important for avoiding unwanted issues.

A few helpful reminders include:

○ Be Active: Social media should be social. Engaging with others can be rewarding, when done constructively. Sometimes it is better to not engage too.

○ Be Respectful: Social media is a unique social environment. Be respectful of others’ views, regardless of how unartfully or inappropriately communicated.

○ Think Twice: Social media is a public platform. Consider whether you would make a statement on social media at a conference or to the media before posting.

Non-Compliance

This policy is intended to help inform University faculty and staff of their existing responsibilities to use social media in a responsible manner. A failure to conform to the guidelines established by this policy could result in disciplinary action, personal liability or other penalties, particularly where social media is used in a manner that violates University policy, laws regarding the privacy of information, infringes on copyright or the intellectual property rights of others, or that is threatening, harassing or otherwise illegal.

Additional Notes

This policy was prepared by University Communications to apply to all forms of social media, such as Facebook, Twitter, Instagram, Snapchat, blogs, YouTube, Flickr, text messages, and other, lesser known platforms. These standards may be updated from time to time. Active users of social media at the University should regularly consult these standards.

As explained above, this policy is intended to complement existing University policies and guidelines.

Questions on these standards or the use of social media generally should be directed to University Communications.

Policy Revised:  November 29, 2018

Policy Created*: June 18, 2018

*Approved by the Vice President of Communications

Controllable Property

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Title: Controllable Property
Policy Owner: Accounting Office; Inventory Control
Applies to: Faculty, Staff and Designated Affiliates
Campus Applicability: Storrs and Regional Campuses
Effective Date: March 29, 2023
For More Information, Contact Associate Controller & Director of Accounting
Contact Information: (860) 486-1366
Official Website: http://accountingoffice.uconn.edu

PURPOSE

To ensure compliance with the State of Connecticut Property Control manual. State agencies must identify, tag, maintain a written listing, and regularly inventory Controllable Property.

APPLIES TO

This policy applies to Faculty, staff and designated affiliates of the University of Connecticut.

DEFINITIONS

Controllable Property: Assets with a unit value under $5,000 that have an expected useful life of one or more years and are easily portable and/or not physically secured, contain new technology or sensitive data, are theft-prone, and/or are adaptable for personal use.  Such items may include, but are not limited to:

  • All computers and other equipment that may contain sensitive data (e.g., desktops, laptops, tablets; Netbooks, cellular phones, smartwatches, etc.)
  • Other items with a value of $500 to $4,999.99 such as televisions, projectors, and monitors, scanners, printers, and cameras.

Custodian: The custodian of a Controllable Property asset is the employee who is in possession of the equipment on a day-to-day basis and/or whose NetID is associated with the asset record.

POLICY STATEMENT

Custodians must confirm possession of their assigned Controllable Property annually in compliance with the Controllable Property Asset Management Procedures. Disposal of Controllable Property must be performed in compliance with University Policy. [1]

[1] See the Policy on Surplus Property

ENFORCEMENT

Violations of this policy may result in appropriate disciplinary measures in accordance with University Laws and By-Laws, General Rules of Conduct for All University Employees, applicable collective bargaining agreements, and the University of Connecticut Student Conduct Code.

PROCEDURES/FORMS

Contact InventoryControl@uconn.edu for assistance in determining whether an item is considered Controllable Property.

Store Controllable Property in an environmentally suitable, secure location. Do not leave Controllable Property unsecured.

Custodians must notify University Police immediately if Controllable Property is stolen. In the event of any loss or damage, Custodians must complete the Accountability Form (C1).

For more information, refer to the Inventory Control website:  https://accountingoffice.uconn.edu/inventory-control/

POLICY HISTORY

Policy created:  August 19, 2014

Revisions:  March 13, 2023 (Approved by Senior Policy Council); Review and editorial revisions August 27, 2021

Payroll Requirements for Separating Employees

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Title: Payroll Requirements for Separating Employees
Policy Owner: Payroll Department
Applies to: Hiring Departments and Employees
Campus Applicability: UConn Storrs and Regional Campuses
Effective Date: August 19, 2014
For More Information, Contact Payroll Department
Contact Information: (860) 486-2423
Official Website: http://www.payroll.uconn.edu/

 

REASON FOR POLICY

The purpose of this policy is to ensure the timely and reasonable submission of required documentation to produce accurate final payments to separating employees.  This is critical to meeting payroll processing deadlines; complying with federal and state regulations and reporting requirements; avoiding overpayments; and minimizing additional, unscheduled work for Payroll and hiring departments.

APPLIES TO

This policy applies to all hiring departments and employees at the University of Connecticut, Storrs and Regional Campuses.

DEFINITION

A ‘Separating Employee’ is defined as an individual who is leaving employment with the University of Connecticut and requires a final paycheck.  Common reasons for separation include, but are not limited to, resignation; retirement; non-continuation of an end-dated appointment; and transfer to another state agency.

POLICY STATEMENT

The University is required to produce payments to employees in accordance with the General Statues of Connecticut, Chapter 34, Sec. 3-119, guidelines set by the Connecticut Department of Labor, and Collective Bargaining Agreements.  In addition, the University is required to adhere to the Core-CT payroll processing schedule set forth by the Office of the State Comptroller.

The Payroll Department has established deadline schedules by which required documentation for separating employees must be received to ensure timely and accurate payments.  The deadline schedules are posted on the homepage of the Payroll Department website at www.payroll.uconn.edu. Departments or units have an obligation to submit complete and on-time documentation for the separated employee.  All obligations of the employee, such as travel advances that are unaccounted for, will be withheld from the final paycheck, provided prior authorization was obtained in writing from the employee.

If late notification or an extenuating circumstance prevents an employing department from meeting a posted deadline, it is critical that the department contact Payroll immediately.  Failure to do so may result in an overpayment to a separating employee, as well as an over-expenditure of funds from a department’s budget(s).

ENFORCEMENT

Violations of this policy may result in appropriate disciplinary measures in accordance with University Laws and By-Laws, General Rules of Conduct for All University Employees, applicable collective bargaining agreements, and the University of Connecticut Student Conduct Code.

PROCEDURES/FORMS

Documentation requirements (electronic and/or paper) for separating employees can also be found on the Payroll Department website at the following links:

Payroll Employee Population Link
Unclassified Faculty; Postdocs; Management and Confidential; and Professional Staff http://www.payroll.uconn.edu/PY/for_departments/unclassified_requireddocs.html
Classified Clerical; Maintenance; and Fire and Police Staff http://www.payroll.uconn.edu/PY/for_departments/classified_requireddocs.html
Special Adjunct Faculty; Summer Research/Teaching; Rehired Retirees; and other Seasonal Professional Appointments http://www.payroll.uconn.edu/PY/for_departments/special_requireddocs.html
Graduate Assistant Graduate Teaching Assistants; Graduate Research Assistants; and Prestigious Internships http://www.payroll.uconn.edu/PY/for_departments/graduate_requireddocs.html
Student Student Labor and Student Work Study http://payroll.uconn.edu/PY/for_departments/student_requireddocs.html

Payroll Requirements for Active Employee Changes

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Title: Payroll Requirements for Active Employee Changes
Policy Owner: Payroll Department
Applies to: Hiring Departments and Employees
Campus Applicability: UConn Storrs and Regionals
Effective Date: August 19, 2014
For More Information, Contact Payroll Department
Contact Information: (860) 486-2423
Official Website: http://www.payroll.uconn.edu/

REASON FOR POLICY

The purpose of this policy is to ensure the timely and reasonable submission of required documentation to produce on-time, accurate payments to active University employees who have a change in the terms of their employment.  This is critical to meeting payroll processing deadlines; complying with federal and state regulations and reporting requirements; maintaining employee satisfaction; and minimizing additional, unscheduled work for Payroll and hiring departments.

APPLIES TO

This policy applies to all hiring departments and employees at the University of Connecticut, Storrs and Regional Campuses.

DEFINITION

“Active employee changes” include, but are not limited to, the following types of transactions that may occur over the lifecycle of an individual’s employment:

  • Continuations/End Date Changes;
  • Employment Changes (including changes to Title, Salary, Appointment, Department, Percentage of Employment, etc);
  • Funding Changes;
  • Reclassifications

POLICY STATEMENT

The University is required to produce payments to employees in accordance with the General Statues of Connecticut, Chapter 34, Sec. 3-119, guidelines set by the Connecticut Department of Labor, and Collective Bargaining Agreements.  In addition, the University is required to adhere to the Core-CT payroll processing schedule set forth by the Office of the State Comptroller.

The Payroll Department has established deadline schedules by which required documentation must be received to ensure timely and accurate payments, and compliance with applicable laws.  The deadline schedules are posted on the homepage of the Payroll Department website at www.payroll.uconn.edu. Departments or units responsible for hiring have an obligation to obtain and complete required documentation within the deadlines prescribed at the above website.

Required documentation received in the Payroll Department after the posted deadline for the transaction effective date may not be processed within the current payroll cycle.  The decision will be based on the circumstances resulting in the late submission, as well as the internal biweekly payroll processing schedule.  Any exceptions to this policy will be strictly limited, and at the discretion of the Payroll Department.

ENFORCEMENT

Violations of this policy may result in appropriate disciplinary measures in accordance with University Laws and By-Laws, General Rules of Conduct for All University Employees, applicable collective bargaining agreements, and the University of Connecticut Student Conduct Code.

PROCEDURES/FORMS

Documentation requirements (electronic and/or paper) for changes to the status of active employees can also be found on the Payroll Department website at the following links:

 

Payroll Employee Population
Unclassified Faculty; Postdocs; Management and Confidential; and Professional Staff
Classified Clerical; Maintenance; and Fire and Police Staff
Special Adjunct Faculty; Summer Research/Teaching; Rehired Retirees; and other Seasonal Professional Appointments
Graduate Assistant Graduate Teaching Assistants; Graduate Research Assistants; and Prestigious Internships
Student Student Labor and Student Work Study

Paid Sick Leave for Certain Temporary Employees

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Title: Paid Sick Leave for Certain Temporary Employees
Policy Owner: Payroll Department
Applies to: Temporary Classified Employees
Campus Applicability:  Storrs and Regional Campuses
Effective Date: August 19, 2014
For More Information, Contact Payroll Department
Contact Information: (860) 486-2423
Official Website: http://www.payroll.uconn.edu/

 

REASON FOR POLICY

The purpose of this policy is to comply with CT Public Act 11-52 (CGS 31-57r through 31-57w), and administer paid sick leave to certain classified employees who meet the definition of ‘service worker’, but do not receive paid sick leave under a collective bargaining agreement.

APPLIES TO

This policy applies to certain temporary classified employees at the University of Connecticut, Storrs and Regional Campuses who meet the definition of ‘service worker’ but do not receive paid sick leave under a collective bargaining agreement.

DEFINITION

A ‘temporary position’, as defined by the State Personnel Act, is a position in state service (classified) which is expected to require the services of an incumbent for a period not in excess of 6 months.  A ‘service worker’ is defined under CT Public Act 11-52 (CGS 31-57r through 31-57w): http://www.ctdol.state.ct.us/wgwkstnd/SickLeaveLaw.htm

POLICY STATEMENT

Accrual of Paid Sick Leave:

Certain temporary classified employees of the University of Connecticut begin to accrue paid sick time beginning January 1, 2012 or upon hire, whichever is later, under the following terms and conditions:

  1. Eligible employees accrue one hour of paid time for every forty (40) hours actually worked.
  2. The maximum accrual of sick time hours is forty (40) hours per calendar year.
  3. Eligible employees may carry over a maximum of 40 hours of unused sick time from one calendar year into the next but the employee shall not be able to use more than the forty (40) hours in one (1) calendar year.
  4. Under no circumstances are eligible employees entitled to any payout for accumulated but unused sick leave.

Use of Paid Sick Leave:

Eligible employees shall be entitled to the use of accrued paid sick leave upon the completion of their 680th hour of employment with the University measured from January 1, 2012 or from their date of hire if hired after January 1, 2012.

Sick leave must be taken in one (1) hour increments

A maximum of forty (40) hours of sick leave may be used each calendar year.

Sick leave may only be used in lieu of previously scheduled hours.

Pay Rate for Sick Leave:

Sick leave will be paid at the employee’s normal hourly rate at the time the leave is taken.

Reasons for Use of Paid Sick Leave:

Eligible Employees may only use accrued paid sick leave for the following reasons:

  1. To treat the employee’s own illness, injury or health condition; for the medical diagnosis, care or treatment of the employee’s own mental illness or physical illness, injury or health condition; or for preventative medical care for the employee.
  2. For the treatment of the employee’s child’s or spouse’s illness, injury or health condition; the medical diagnosis, care or treatment of an employee’s child’s or spouse’s mental or physical illness, injury or health condition; or preventative medical care for the employee’s child or spouse.
  3. For the employee’s treatment or services related to the employee’s status as a victim in a family violence or sexual assault incident, for the medical care or psychological or other counseling for physical or psychological injury or disability; to obtain services from a victim services organization; to relocate due to such family violence or sexual assault; to participate in any civil or criminal proceedings related to or resulting from such family violence or sexual assault.

Notice:

If the reason for the sick leave is foreseeable, the employee must provide at least seven (7) days advance notice to their supervisor,or if the leave is not foreseeable, the employee must provide as much notice as is practicable.

Documentation:

Documentation signed by a health care provider indicating the need for the number of days taken may be required by the employee’s supervisor for leaves of three (3) or more consecutive days.

 

ENFORCEMENT

Violations of this policy may result in appropriate disciplinary measures in accordance with University Laws and By-Laws, General Rules of Conduct for All University Employees, applicable collective bargaining agreements, and the University of Connecticut Student Conduct Code.

PROCEDURES/FORMS

Resources to assist hiring departments in administering this policy can be found on the Payroll Department website at http://www.payroll.uconn.edu

Timecard Submission Requirements and Deadlines

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Title: Timecard Submission Requirements and Deadlines
Policy Owner: Payroll Department
Applies to: All Employees
Campus Applicability:  UConn Storrs and Regional Campuses
Effective Date: August 19, 2014
For More Information, Contact Payroll Department
Contact Information: (860) 486-2423
Official Website: http://www.payroll.uconn.edu/

 

REASON FOR POLICY

The purpose of this policy is to ensure the timely and accurate completion and approval of time and attendance records.

APPLIES TO

This policy applies to all employees at the University of Connecticut, Storrs and Regional Campuses required to complete biweekly time and attendance records.  This includes all members of the classified bargaining units; all members of the University of Connecticut Professional Employee’s Association (UCPEA); all Management and Confidential staff; student employees; and certain special payroll appointees.

This policy also applies to University employees who have been granted signatory authority to approve time and attendance records.

DEFINITION

A time and attendance record is a true and accurate statement of time worked and time taken.  These records must be completed in accordance with the Fair Labor Standards Act, collective bargaining agreements, State regulations and University policies.  By submitting and/or approving a time and attendance record, employees and their supervisors are attesting to the accuracy of the time reported.  An approved time and attendance record also authorizes the expenditure of funds in accordance with time reported.

POLICY STATEMENT

Employees are required to submit biweekly time and attendance records for the purposes of calculating payments, and managing accruals and other entitlements.  In the event that an employee is unable to complete his/her time and attendance record (or is not included in the self-service population) it is the supervisor’s responsibility to complete it on their employee’s behalf.

All time and attendance records must be submitted and approved by the deadlines posted on the Payroll website.  Changes to the biweekly submission and approval deadline due to holidays, severe weather events and unforeseen circumstances will be communicated to the University community in as timely a manner as possible.

Corrections to previously reported time must be submitted as soon as the discovery is made.

Access to the time and attendance systems is administered by the Payroll Department, subject to the established guidelines on the Payroll website and consistent with the security policy administered by University Information Technology Services.  Under no circumstances should a login ID and password be shared.

ENFORCEMENT

Violations of this policy may result in appropriate disciplinary measures in accordance with University Laws and By-Laws, General Rules of Conduct for All University Employees, applicable collective bargaining agreements, and the University of Connecticut Student Conduct Code.

PROCEDURES/FORMS

Time and attendance procedures for employees and supervisors are posted on the Payroll Department website at www.payroll.uconn.edu.

 

Payroll Requirements for New Employees

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Title: Payroll Requirements for New Employees
Policy Owner: Payroll Department
Applies to: Hiring Departments and Employees
Campus Applicability: UConn Storrs and Regionals
Effective Date: August 19, 2014
For More Information, Contact Payroll Department
Contact Information: (860) 486 2423
Official Website: http://www.payroll.uconn.edu/

 

REASON FOR POLICY

The purpose of this policy is to ensure the timely and reasonable submission of required documentation to produce on-time, accurate payments to new University employees.  This is critical to meeting payroll processing deadlines; complying with federal and state regulations and reporting requirements; maintaining employee satisfaction; and minimizing additional, unscheduled work for Payroll and hiring departments.

APPLIES TO

This policy applies to all hiring departments and employees at the University of Connecticut, Storrs and Regional Campuses.

DEFINITION

A “New Employee” is defined as an individual who is becoming actively employed with the University of Connecticut and receiving compensation for services.  This generally includes first time hires, as well as rehires who incurred a break in service with their employment at the University.

POLICY STATEMENT

The University is required to produce payments to employees in accordance with the General Statues of Connecticut, Chapter 34, Sec. 3-119, guidelines set by the Connecticut Department of Labor, and Collective Bargaining Agreements.  In addition, the University is required to adhere to the Core-CT payroll processing schedule set forth by the Office of the State Comptroller.

The Payroll Department has established deadline schedules by which required new hire documentation must be received to ensure timely and accurate payments, and compliance with applicable laws.  The deadline schedules are posted on the homepage of the Payroll Department website at www.payroll.uconn.edu. Departments or units responsible for hiring have an obligation to obtain and complete required documentation within the deadlines prescribed at the above website.

Required new hire documentation received in the Payroll Department after the posted deadline may not be processed within the current payroll cycle.  The decision will be based on the circumstances resulting in the late submission, as well as the internal biweekly payroll processing schedule.  Any exceptions to this policy will be strictly limited, and at the discretion of the Payroll Department.

ENFORCEMENT

Violations of this policy may result in appropriate disciplinary measures in accordance with University Laws and By-Laws, General Rules of Conduct for All University Employees, applicable collective bargaining agreements, and the University of Connecticut Student Conduct Code.

PROCEDURES/FORMS

Documentation requirements (electronic and/or paper) for new employees can also be found on the Payroll Department website at the following links:

Payroll Employee Population Link
Unclassified Faculty; Postdocs; Management and Confidential; and Professional Staff http://www.payroll.uconn.edu/PY/for_departments/unclassified_requireddocs.html
Classified Clerical; Maintenance; and Fire and Police Staff http://www.payroll.uconn.edu/PY/for_departments/classified_requireddocs.html
Special Adjunct Faculty; Summer Research/Teaching; Rehired Retirees; and other Seasonal Professional Appointments http://www.payroll.uconn.edu/PY/for_departments/special_requireddocs.html
Graduate Assistant Graduate Teaching Assistants; Graduate Research Assistants; and Prestigious Internships http://www.payroll.uconn.edu/PY/for_departments/graduate_requireddocs.html
Student Student Labor and Student Work Study http://payroll.uconn.edu/PY/for_departments/student_requireddocs.html

Paid Sick Leave for Student Employees

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Title: Paid Sick Leave for Student Employees
Policy Owner: Payroll Department and the Office of Faculty and Staff Labor Relations
Applies to: Student Employees
Campus Applicability:  Storrs and Regional Campuses
Effective Date: August 19, 2014
For More Information, Contact Payroll Department
Contact Information: (860) 486-2423
Official Website: www.payroll.uconn.edu

 

REASON FOR POLICY

The purpose of this policy is to comply with CT Public Act 11-52 (CGS 31-57r through 31-57w), and administer paid sick leave for student employees.

APPLIES TO

This policy applies to Student Labor and Federal Work Study employees at the University of Connecticut, Storrs and Regional Campuses, as well as University departments who hire student employees.

DEFINITION

A “student employee” is defined as a student employed on the Student Labor and/or Student Work Study payroll.  The University considers student employees as meeting the definition of a service worker under CT Public Act 11-52 (CGS 31-57r through 31-57w): http://www.ctdol.state.ct.us/wgwkstnd/SickLeaveLaw.htm

POLICY STATEMENT

 

Accrual of Paid Sick Leave:

Student Employees of the University of Connecticut begin to accrue paid sick time beginning January 1, 2012 or upon hire, whichever is later, under the following terms and conditions:

  1. Student Employees accrue one hour of paid time for every forty (40) hours actually worked.
  2. The maximum accrual of sick time hours is forty (40) hours per calendar year.
  3. Student Employees may carry over a maximum of 40 hours of unused sick time from one calendar year into the next but the employee shall not be able to use more than the forty (40) hours in one (1) calendar year.
  4. Under no circumstances are Student Employees entitled to any payout for accumulated but unused sick leave.

 

Use of Paid Sick Leave:

Student employees shall be entitled to the use of accrued paid sick leave upon the completion of their 680th hour of employment with the University measured from January 1, 2012 or from their date of hire if hired after January 1, 2012.

Sick leave must be taken in one (1) hour increments.

A maximum of forty (40) hours of sick leave may be used each calendar year.

Sick leave may only be used in lieu of previously scheduled hours.

Pay Rate for Sick Leave:

Sick leave will be paid at the Student Employee’s normal hourly rate at the time the leave is taken.

Reasons for Use of Paid Sick Leave:

Student Employees may only use accrued paid sick leave for the following reasons:

  1. To treat the employee’s own illness, injury or health condition; for the medical diagnosis, care or treatment of the employee’s own mental illness or physical illness, injury or health condition; or for preventative medical care for the employee.
  2. For the treatment of the employee’s child’s or spouse’s illness, injury or health condition; the medical diagnosis, care or treatment of an employee’s child’s or spouse’s mental or physical illness, injury or health condition; or preventative medical care for the employee’s child or spouse.
  3. For the employee’s treatment or services related to the employee’s status as a victim in a family violence or sexual assault incident, for the medical care or psychological or other counseling for physical or psychological injury or disability; to obtain services from a victim services organization; to relocate due to such family violence or sexual assault; to participate in any civil or criminal proceedings related to or resulting from such family violence or sexual assault.

Notice:

If the reason for the sick leave is foreseeable, the Student Employee must provide at least seven (7) days advance notice to their supervisor,or if the leave is not foreseeable, the Student Employee must provide as much notice as is practicable.

Documentation:

Documentation signed by a health care provider indicating the need for the number of days taken may be required by the Student Employee’s supervisor for leaves of three (3) or more consecutive days.

 

ENFORCEMENT

Violations of this policy may result in appropriate disciplinary measures in accordance with University Laws and By-Laws, General Rules of Conduct for All University Employees, applicable collective bargaining agreements, and the University of Connecticut Student Conduct Code.

PROCEDURES/FORMS

Resources to assist hiring departments in administering this policy can be found on the Payroll Department website at https://payroll.uconn.edu/student-sick-time/.