OP-C-7-D HIRING AND COMPENSATION
OVERVIEW
The provisions set forth in this policy are applicable to the Administrative and Professional (A&P) and University Support Personnel System (USPS) SUS pay plans, unless otherwise specified in a collective bargaining agreement.
The President has delegated the Chief Human Resources Officer the responsibility for salary administration to ensure adherence to University rules and policies and Federal Law.
Appointing authority is the President or designee who reviews and approves appointment actions.
Employees shall be paid in accordance with policies herein and governing statutes and rules.
The original compensation of employees will be based upon their qualifications, competition in the job market, and available salary rate. Compensation shall be within the salary ranges established by the University, not to exceed the maximum of the salary range. If the employee's compensation is between the first quartile and below the mid-point of the class pay range, the department must submit a Salary/Appointment Explanation form to Human Resources.
It is the general recommendation of the University for promotional appointments, employees may receive up to a 10% promotional pay increase or the minimum of the pay range, whichever is greater. Any promotional pay increases beyond the midpoint require the Salary/Appointment Explanation form. Promotional pay increases between the midpoint and maximum require the Vice President and Human Resources endorsement prior to the appointment offer to the employee. All promotional pay increases are at the discretion of the Vice Presidents or their designees.
Departments are encouraged to consider internal equity when making hiring or promotional salary decisions.
The Vice President or designee must approve an employee's compensation if it is between the third quartile and the maximum of the class pay range.
The Vice President or designee may consider and grant pay increases at any time, subject to budgetary guidelines and consistent with applicable laws and policies.
An employee who works an evening or night shift, or an employee temporarily assigned shift work may receive shift differential pay for the period of time worked.
An employee who is given a demotion appointment may have a reduction in the base rate of pay, but shall not be granted an increase in the base rate of pay.
If a USPS employee is demoted and the base rate of pay is not reduced, and the employee is promoted within six (6) months after the date of demotion, the employee shall be eligible for an increase if receiving a promotional appointment.
An employee who is given an original appointment in the USPS Pay Plan and is demoted prior to attaining regular status in the class shall have their base rate of pay in the lower class determined in the same manner as an original appointment.
An employee who is reassigned from one position to another position with similar or equal levels of responsibilities shall not have the right to appeal such action, unless the employee's salary is involuntarily reduced.
If a filled position is assigned a classification change due to a major change in the responsibilities of the position, the incumbent's compensation is subject to promotion or demotion policies.
An employee whose salary is to be decreased involuntarily shall be given prior notice in writing.
A non-unit Administrative and Professional (A&P) employee's employment contract may be cancelled without cause upon the recommendation of the employee's immediate supervisor and the approval of the Vice President or designee. In such cases, the employee's current employment contract will determine applicable dates for cancellation including the amount of notice the employee is eligible to receive. Cancellation is not required to coincide with the anniversary date of reappointment provided the employee received notice in accordance with his or her current employment contract. An employee whose contract has been cancelled is subject to reassignment to other duties prior to the conclusion of his/her appointment. In lieu of a notice, the University may elect to cancel a contract upon payment to the employee of an amount, less withholding, equal to the notice guidelines as outlined above. No retirement or other such benefits will attach to this payment.
In the case of an employee appointed on a Visiting, Acting, Provisional or Multi-year appointment or appointed for less than one year, no further notice of cessation of employment is required. Employment will cease on the date indicated on the contract. Because no notice of cessation of employment is required, the employee has no right to the A&P Complaint Procedure.
Employees funded by Contract & Grant, Auxiliaries, Local or Agency Funds (i.e. "soft money") are appointed for the term of the contract and no further notice of cessation of employment is required. Unless they are granted another contract, employment will cease on the date indicated. Because no notice of cessation of contract is required, the employee has no right to the A&P Complaint Procedure.
OP-C-7-D1 ORIGINAL APPOINTMENT/COMPENSATION FOR USPS AND A&P EMPLOYEES
SPECIFIC AUTHORITY
Florida Statute Chapters 110.205, 240.209, and 240.227
State University System Rule 6C-5.111, 6C-5.910, 6C-5.915, and 6C-5.935
OBJECTIVE
This procedure provides guidance for determining original appointment/compensation for University Support Personnel services (USPS), Administrative and Professional (A&P) and employees.
OVERVIEW
1. Original compensation will be based upon an employee's qualifications, competition in the job market, available salary rate and salary range established by the University.2. Upon appointment to an A&P position, an employee will be given one of the following: regular status, provisional status, acting status, visiting status, emeritus status, or multi-year status. Upon appointment to a USPS position, an employee will be given one of the following: probationary status, emergency status, trainee status, temporary status, or time-limited status.
a. A&P employees in provisional status will receive no more than ten percent (10%) below the minimum of the salary range. Pay shall be increased to at least the minimum of the salary range upon the employee attaining the minimum qualifications for the class. Salaries for provisional appointments made as a result of the delay of verification of education will not be affected.
b. USPS employees given an emergency status appointment may be appointed no more than ten percent (10%) below the minimum of the salary range.
c. A USPS employee given a trainee status will be paid at ten (10) percent below the minimum for the class if the extent of the training period will be between six (6) months and two (2) years. However, if the training period will be no longer than six (6) months, the employee may be paid five (5) percent below the minimum rate for the class. An employee who is paid ten (10) percent below the minimum may be increased to five (5) percent below the minimum after receiving one-half of the training required to become qualified for the minimum standards for the class. When the employee has acquired sufficient training and experience to meet the minimum requirements of the position, their rate of pay will increase to at least the minimum rate for the class.
d. Salaries for temporary appointments made as a result of the delay of verification of education will not be affected.
NOTE: Provisional/Trainee status must be requested by the department in writing and approved by the Human Resources Department prior to formal offer to the employee.
NOTE: The decision to count temporary or emergency service toward completion of the probationary period shall be made at the time the employee is initially appointed with probationary status.
NOTE: Duration of visiting, temporary, acting or emergency appointments are limited in accordance with OP-C-7-B2.
3. To hire a person for an A&P or USPS position above the first quartile of the salary range:
a. The employee must meet one or more of the following justification criteria: possession of education, training and/or experience substantially above the minimum qualifications required for the class, competition in the market, and equity.
b. The Department must complete and submit a Salary/Appointment Explanation form to Human Resources when the salary exceeds the first quartile of the pay band and is less than the midpoint and must have appropriate rate authority approval.
c. Appointments at or above the midpoint of the pay band to which appointed must have the appropriate rate authority approval and endorsement by the Vice President and Human Resources. No commitment should be made prior to rate approval and the Vice President and Human Resources endorsement.
d. Appointments above the maximum of the pay band to which appointed must have the appropriate rate authority approval and approval from the President or designee. No commitment should be made prior to rate approval and vice presidential endorsement.
4. To offer a new, highly qualified employee a sign-on bonus:
a. The new employee must be hired into a position deemed as critical to the mission and operation of the University. The sign-on bonus will not necessarily be applied to all positions assigned to a specific classification.
b. The offer of a sign-on bonus may be up to 15% of the original annual salary offered. The size of the incentive will be determined by the significance and criticality of the position.
c. The sign-on bonus may be paid as a lump sum and must be paid out of the hiring department’s budget contingent upon pre-employment requirements and after the employee is actually at work.
d. Employees receiving these bonuses must agree to work for the university for at least one continuous year.
e. A formal written agreement, which includes key objectives for the employee, requirements for satisfactory performance, dates of employment and pay back terms if the agreement is not met, must be executed with each employee. The sign-on agreement form is located on Human Resources Forms Index, in the list of Hiring and Compensation, Attendance and Leave forms at http://hr.fsu.edu/Index.cfm?page=Forms_DepReps&dadm=1&topic=comp.
Individual agreements will be reviewed and approved by the Chief Human Resource Officer.
f. Prior to offering a prospective employee a sign-on bonus, the funding source must be identified and approvals must be received from Human Resources, the appropriate Vice-President and where applicable, Sponsored Research Accounting (Contract and Grants).
5. Regular rate of pay shall not exceed the maximum of the salary range without the approval of the President.
Out-of-Unit Contract:
The Contract for Out-of-Unit A&P Employees is between Florida State University and the employee and is subject to the Constitution of the Laws of the State of Florida, the United States, and the University. Neither the Contract nor any action or commitment taken pursuant to it is final or binding upon the parties until, and unless, the signature of the University President, Vice President or Representative as approving authority, and the signature of the employee have been affixed.
The Out-of-Unit A&P Contract creates no expectancy of employment beyond the terms stated therein, furthermore, the Contract may be voided by either party with proper notice as provided by University.
Employment is subject to satisfactory performance of assigned duties and may be terminated for cause as provided by the Rules of the University.
6. Ordinarily, no contract or letter of appointment for A&P employees shall be for a period exceeding one (1) year. However, a contract or letter for a multi-year status appointment may be approved by the President or President's designee.
7. An Executive Service employee serves at the will of the University President. Appointment is normally at 1.00 FTE, but may not be less than .5 FTE.
8. The Time Limited USPS Appointment Letter must be signed by a USPS employee appointed to a time-limited position.
9. Certain conditions of employment are: an employee is required by law or University policy, without exception, to sign the State of Florida Loyalty Oath, and complete the following: W-4 card, Memorandum of Understanding, Controlled Substance Conviction Form, Employment Verification (I-9), and New Employee Supplemental Checklist. Employees must furnish a copy of their Social Security Card and enroll in the Direct Deposit Program (Electronic Transfer). If the employee is a non-resident alien, he/she must furnish a copy of their Visa with one of the following the I-20, I-797, IAP-66 Foreign National Information form. If the employee is a resident alien, he/she must furnish a copy of their resident alien card. For certain positions, drug tests, examinations, or a commercial driver license may be required. A&P employees must sign a contract and/or notice of appointment letter. These forms are located at the hr.fsu.edu New Employee Forms Wizard.
NOTE: An employee appointed simultaneously in a General Faculty position and an A&P position shall not be eligible for the Executive Service.
A. PROCEDURES
1. After the recruitment and selection period has been completed to include: advertising, interviews, verifications of credentials, and final selection, the department should take the following actions:
a. Verify the applicant's employment eligibility, to include U. S. citizenship, ensure that appropriate immigration requirements are met. (Reference Immigration Form I-9) (Reference OP-C-7-B5 Non-Citizen Employment)
b. If employee's salary will be greater than the first quartile and less than midpoint of the salary range, complete the Salary/Appointment Explanation form. If employee's salary will be at the mid-point or above, submit a memo of justification to Human Resources for endorsement prior to hiring commitment.
c. If employee's salary will be below the minimum of salary range based upon appointment status (emergency, provisional, trainee) complete the Salary/Appointment Explanation form and submit to Human Resources for endorsement prior to commitment. However, for trainee and provisional status, the hiring supervisor should consult with Employment, Human Resources prior to completing the Salary/Appointment Explanation form.
d. Prepare the Time Limited USPS Appointment Letter appointing an employee to a USPS time-limited position.
e. Complete the E-Recruit process. If hiring an employee above or below the minimum of the salary range, note the percentage in the comments section. (Reference HR Omni Job Aid for processing instructions.)
NOTE: Personnel Actions should be processed before the appointment date. Any Personnel Action submitted to Human Resources more than 20 days after the effective date must include a justification memo from the department head.
NOTE: When appointing an employee on provisional or temporary status as a result in delay of verification of education, the ending date should be identified as ninety (90) days from date of appointment. Standard procedure for appointing in regular status should be followed once verification is received.
NOTE: A USPS employee hired in probationary status on any budget, except Contract and Grants, or those in time-limited positions should have an ending date of 01/01/9999.
NOTE: If the action involves an overlap appointment, reference OP-C-7-D3 Overlap. If the employee is eligible for a pay additive, reference OP-C-7-D4 Pay Additives for USPS.
USPS Positions
- Offer letter.
- Time limited letter (if applicable).
- Verification of degree (if applicable).
- Salary/Appointment Explanation form/Justification Memo if hiring above the first quartile of the pay range .
- Affirmative Action Search, Screening and Selection Summary form (AA186) for pay grades 25 and above.
- Copy of the police back ground check if it is required (faxed or sent directly to your recruiter).
- Proof of any licenses or certifications required for the position (if applicable).
- New Employee Wizard Forms.
g. Sign a copy of the PAF, if USPS. Sign Time Limited USPS Appointment Letter if the position to which appointed is time-limited. (Applies to USPS positions, only)
h. The employee MUST return completed forms to the department to be submitted with the appointment papers. The insurance and benefit information and documents should be brought to the New Employee Orientation session.
NOTE: The name on the W4 card MUST be the same name as on the Social Security Card. Non-resident aliens are subject to the following restrictions: cannot claim exemption from income tax withholding, except under Tax Treaty provisions.
A&P Positions
- A&P contract and notice of Appointment Letter.
- Verification of degree.
- Salary/Appointment Explanation form/Justification Memo if hiring above the first quartile of the pay range.
- Affirmative Action Search, Screening and Selection Summary form (AA186).
- Copy of the police back ground check if it is required (fax or sent directly to your recruiter).
- Proof of any licenses or certifications required for the position (if applicable).
- New Employee Wizard Forms.
NOTE: Notwithstanding the notice provisions as provided by the Rules of the University, employment will cease on the date indicated and no further notice of cessation of employment is required for the following employees: (a) Employee holding visiting, acting, or provisional appointments, or (b) Employees appointed for less than one (1) year, or (c) Employees who are funded by Contract and Grant, Auxiliaries or Local Funds, i.e., "Soft Money".
(2) The In-Unit Contract is covered under the UFF contract and administered by the Dean of the Faculties Office.
(3) Appointing Department:
(a) Complete the New Employee Wizard Forms.
(b) Return the signed A&P Contract to the President or Representative within ten (10) days of the date of offer, or it will be assumed that the offer or employment has not been accepted.
(c) Collect all forms completed and signed by the employee including the original notice of appointment letter and/or contract form for A&P employees.
(d) Have employee sign a copy of the PAF, unless they have signed a contract letter or contract.
(e) Attach all forms, including the Salary/Appointment Explanation form, the New Employee Wizard Information and all documents on that list that are pertinent to the appointment to the PAF, the original A&P contract and appointment letter and submit through the appropriate approval authority to Employment, Human Resources. The original A&P notice of appointment letter or contract form must forwarded also.
NOTE: One (1) copy of the A&P out-of-unit contract must be returned to the Vice President's Office.
(f) Furnish the employee with a copy of the position description and the PAF, including a copy of the A&P contract and appointment letter, and/or Salary/Appointment Explanation form, if appropriate.
(g) Maintain a copy of the A&P contract and appointment letter in the Department files.
OBJECTIVE
This procedure provides guidance for paying two (2) employees from the same funded position, for overlap purposes.
OVERVIEW
1. Prior to submitting the overlap appointment, lapse money must be available and approved for all funded positions, including E&G.
2. Overlap appointments are reviewed by Human Resources, Employment and Recruitment Services to verify that the appointment meets one of the following criteria:a. Overlap for the purpose of training one employee to take over the duties of another, who is vacating the position. This type of appointment may be approved up to thirty (30) days.
b. Overlap for the purpose of performing the duties of an employee who has been placed on leave with or without pay. This type of appointment may be approved up to six (6) months.
3. An employee may not be placed in an overlap situation more than once in a twelve (12) month period unless approved by the Chief Human Resources Officer or designee.
4. The Chief Human Resources Officer or designee, with appropriate written justification must approve overlap appointments for periods longer than those stated above.
A. PROCEDURES
To initiate an overlap appointment the department must:
a. Complete the Salary/Appointment Explanation form or memo and include; position number, department number, budget entity, length of overlap, and period amount.
b. Reference the appropriate procedure that applies to the type of appointment being processed – (OP-C-7-D1) Original Appointment/Compensation for USPS and A&P Employees, (OP-C-7-D6) Promotion, or (OP-C-7-D8) Demotion, (OP-C-7-D9) Change In Assignment (Reassignment) and Transfers. (Briefly explain the reason for overlap in the comments section on the job offer.)
c. Submit all documents through the appropriate approval authority to Employment, Human Resources, for endorsement at least one (1) to two (2) weeks prior to the effective date.
NOTE: If the overlap request is endorsed the appointment documents will be forwarded to Compensation, Human Resources for processing. Should the overlap request not be found in compliance with the University guidelines the department will be contacted.
OBJECTIVE
Positions may be designated eligible for certain pay additives, such as lead worker position, shift differential, lead/asbestos abatement. These procedures provide guidance in establishing such designation.
1. Lead Worker - If a position is one (1) of three (3) or more USPS positions in the same class or a different class with the same pay grade located in the same work unit, one (1) of the positions may be assigned lead worker duties, provided:
-The assigned directive and/or coordinating duties and responsibilities are limited in scope, and are in addition to the normal duties and responsibilities of the position. Lead worker duties involve performing limited supervisory responsibilities such as approving leave, distributing work, maintaining a balanced workload among employees, keeping records, defining work priorities, etc. Lead worker duties do not include administering performance appraisals or disciplinary actions.
-The additional responsibilities do not justify classification action of the position to a supervisory class.
-The affected work unit is geographically separated from the main work unit to such an extent that the normal direct supervision could not reasonably be provided.
NOTE: Assignment of Leadworker duties cannot be used to create an intermediate level of supervision.
2. Asbestos Abatement Activities/Lead Abatement Activities - Abatement activity, certification and training must be documented on the position description or via an addendum to the position description. Appropriate pay additive percentages may be provided to the incumbent as abatement tasks are performed or may be placed on the base rate of pay when such activities are performed on a regular basis.
3. On-Call Status - A position may be designated eligible for on-call pay when the incumbent is required to be accessible and available to return to work during normally off-duty hours.
4. Shift Differential - A majority of a position's scheduled working hours must fall within the evening (between 6 PM and 12 AM) or night shift (between 12 AM and 6 AM), unless otherwise agreed to in a collective bargaining unit, to be eligible for shift differential pay.
5. Biohazard Clean-up - This pay additive is not position based. Biohazard Clean-up activities are voluntary and performed in addition to regular job duties or on a call back basis. Eligibility is for USPS or OPS hourly employees and requires OSHA training, Tetanus and Hepatitis A vaccine series. A Personnel Action Form (either ePAF, or pPAF) is used to document additive eligibility in the HR-Payroll system. Initiation of compensation for work/project is accomplished through documentation on the biweekly Time & Labor report, approved by the supervisor, and entered into the OMNI HR- Payroll system. (see also OP-C-7-D4 Pay Additives).
A. Procedures
1. Lead Worker Position Designation
If Lead Worker duties are assigned to a position, an updated position description shall be prepared and processed in the same manner as a standard update (see above). For Lead Worker pay additives, refer to Hiring and Compensation Procedures OP-C-7-D. Classification Analysts will review the request and determine compliance with the criteria. If there is an incumbent in the position, and the department chooses to provide a Lead Worker pay additive, it should be so noted on the PMAP. This form will be forwarded to initiate changes in the OMNI HR-Payroll system and to document an employee's official personnel records.
2. On-call Pay
The department shall inform the employee, by memorandum of the on-call assignment, except during an emergency. The instructions must include the times and dates the employee is to remain available to work the off-duty period, the stipulation that the employee is to remain in a fixed location or leave word where they may be reached by telephone or by a signaling device, and that the employee be available to return to the work location on short notice to perform assigned duties. (Reference (OP-C-7-E1) Attendance and Leave for Call-Back procedures.)
An employee may not receive on-call pay at the same time he or she is receiving sick pay since it is presumed that the employee would be unable to report to work when ill. However, an employee may remain on call while on paid leave for vacation, personal holiday, or designated holiday. Once an employee reports to work, on-call pay stops. An employee may not receive payment for working and on-call for the same hours. The total hours may not exceed 24 hours in a given day except in the case of a designated holiday or in the event an employee is required to remain on call while on paid leave for vacation or personal holiday.
3. Pay Additive Position Designations
Appropriate pay additive eligibility designations will be applied in accordance with the position description when it is established. If job duties, working hours, on-call status, or abatement assignments change, the department should submit an updated position description or addendum to Classification. Biohazard clean-up pay is handled through the appointment process and OMNI time and leave entry.
OVERVIEW
The University is committed to compliance with applicable Federal and State statutes in the dual employment of a State employee and the payment of extra compensation.
SPECIFIC AUTHORITY
Fair Labor Standard Act, as amended in 2004, (FLSA)
Florida Statutes Chapter 216.262(1)(d) and 240.283
Rules of the State University System of Florida Chapter 6C-5.915(9)
OBJECTIVE
This procedure is to specify the methods, responsibilities, and accountability of employees and departments in the dual employment of University employees and the payment of extra compensation to those persons.
A. GENERAL
University employees may request employment with two departments within the University, which constitutes dual employment and compensation, provided such employment does not interfere with the regular work of the employee for the primary employer and does not result in any conflict of interest between the two activities.
Approval must be requested and granted prior to appointment and/or the performance of any work with the secondary employer.
Approval must be obtained for each period of appointment during which the employee is to receive dual compensation.
This procedure shall not be used for the purpose of avoiding the payment of overtime as required by the Fair Labor Standards Act, as amended in 1985 (FLSA).
B. NORMAL/BASIC GUIDE TO FLSA OVERTIME REQUIREMENT
If the primary employment is FLSA exempt, the secondary employment would not be subject to the overtime pay rate.
If the primary employment is FLSA non-exempt, both the secondary and primary employment would be subject to the overtime pay rate.
The overtime rate does not apply if any of the following conditions exist.
--If both the primary and secondary jobs are exempt.
--If either job is exempt and equals 50% or more of both jobs' total FTE.
When the dual employment and compensation is within the University and the overtime pay requirements apply, the pay will be calculated by the Online Management of Networked Information (OMNI) system using a multiplier of 1.5.
C. RESPONSIBILITY AND ACCOUNTABILITY
1. Employee:
a. The employee must advise the secondary University department of their employment with another University department.
b. The employee is responsible for the full and competent performance of all duties pertinent to their primary employment and, if dual employment is accepted, that it will not interfere or conflict with the employee's regularly assigned duties, that it will not be performed during the primary employment working hours, and that the secondary duties to be performed are not a part of their primary assignment.
2. Secondary Employing Department:
a. The University department offering the secondary employment must determine if a dual employment and compensation situation will exist prior to hiring the employee. If so, the department offering the secondary appointment is responsible for securing approval.
b. The University department offering the secondary employment is responsible for FLSA compliance, to include the liability of overtime pay.
c. The University department offering the secondary employment is responsible for initiating the request on the FSU Dual Compensation Request/Approval form, to include acquiring approval of the secondary employment by the employee's primary employing department.
d. When the secondary employment is Contract and Grant funded, the request must be approved by the Office of Sponsored Research Accounting before appropriate authorized final approval is given.
3. Primary and Secondary Employing Department Authorized Approving Authorities:
a. Ensures that the requested action(s) is justified as being in the best interests of the University and the State.
b. Ensures the requested action(s) is in compliance with applicable federal and state laws, regulations and rules.
c. The approving authority for the primary employer must first approve the request establishing that the secondary employment will not be in conflict with the primary employment and that the primary employer's time and equipment will not be used in the performance of the secondary employment function.
d. The final approving authority for the secondary employer will review requests for required data completeness in order to determine the lack of a conflict of interest and if the FLSA overtime pay requirements apply. Incomplete requests will be returned to the initiating secondary employer for completion and resubmission.
e. The final approval will be made by the authorized approving authority for the secondary employer. The final approval re-enforces the lack of conflict of interest and approves the salary rate in compliance with the FLSA.
D. UNIVERSITY FINAL APPROVING AUTHORITIES
Designated University final approving authorities are:
1. The Chief Human Resources Officer, for University Support Personnel System (USPS), Administrative and Professional (A&P) and non-faculty OPS employees.
2. The Dean of the Faculties for salaried and OPS Faculty personnel
NOTE: When the secondary employment is Contract and Grant funded, the request must be approved by the Office of Sponsored Research Accounting before appropriate authorized final approval is given.
E. PROCEDURES
1. When the University is both the primary and secondary employer, to compensate an employee for:
Employment in excess of one (1) full-time equivalent (FTE) established position; or simultaneous payment from two (2) or more categories of state appropriations, i.e. salaries, other personal services (OPS) expenses, the following procedures apply:
(1) The secondary employing department completes the FSU Dual Compensation Request/Approval form.
(2) The employee must sign the request form.
(3) The primary employing department head or designee and the Chief Human Resources Officer, or designee, or the Dean of the Faculties or designee, as applicable, must approve the request.
(4) The secondary employing department head or designee must approve the request.
(5) If applicable, the Office of Sponsored Research Accounting must approve the request.
(6) The Chief Human Resources Officer or the Dean of the Faculties, as applicable as authorized approval authorities, must provide final approval.
(7) After all signatures have been obtained, the original request shall be returned to the secondary employing department, a copy will be retained by the final secondary approving authority.
(8) The original approved request must be attached to and submitted with the Personnel Action Form to appoint the employee to the secondary job.
2. When the University is the primary employer and the employee is employed outside the University:
a. If the employee's appointment with the University is to an established salaried position, not OPS, the Florida State University Statement Concerning Outside Employment form is to be completed and submitted to Human Resources.
b. The secondary employment will be processed consistent with the secondary employer's requirements.
SPECIFIC AUTHORITY
University Rule 6C-5.915
University Rule 6C-5.935
OBJECTIVE
This procedure provides guidance for applying a promotional increase.
OVERVIEW
1. Upon promotion, the USPS employee's appointment shall be probationary status, trainee status, temporary status, or emergency status, however, an employee's status shall not be probationary or trainee if the employee had previously earned regular status in the class to which promoted. An A&P employee is appointed to regular status, provisional status, or visiting status. Probationary status does not apply to A&P employment.2. An employee must meet minimum qualifications for a promotion resulting from a vacancy or class change. They must be determined eligible for the class prior to the action being processed with the exception of trainee status, emergency status, or provisional status.
3. With the exception of a classification change resulting in a promotion, the criteria for promotion shall include exemplary performance of duties in the employee's present position. An employee must meet the minimum qualifications for the position to which promoted.
4. An employee shall be given temporary status for no more than twelve (12) months.
5. A USPS employee appointed on an emergency status shall not be appointed longer than three (3) months.
6. Promotional status increases must not exceed the maximum of the salary range, except when approved by the President or designee.
7. An employee promoted to a position and/or class may receive a salary increase within budget constraints and consistent with rules and applicable laws and policies.
8. A USPS employee who is promoted is required to serve a probationary period of six (6) months in the higher class unless a longer period is required, however, this period may be extended if the employee is given a below performance standards performance evaluation during the probationary period. If the employee previously held regular status in the class, they would retain their regular status.
NOTE: If a current USPS employee is promoted and appointed in trainee status and their current salary is at or above the current pay minimum, one-half of the promotional increase may be given at the time of promotion and one-half upon completion of trainee. Intent should be documented in writing at the time of appointment.
NOTE: The decision to count temporary or emergency service toward completion of the probationary period shall be made at the time the employee is initially appointed with probationary status.
A. PROCEDURE
1. For Promotional Appointments:After the recruitment and selection period has been completed to include: advertising, interviews, verification of credentials, and final selection is made, the Department should take the following action to give an employee a promotional appointment at the minimum or up to the midpoint of the pay range, the department must:
a. Complete an ePaf (Electronic Personnel Action Form) Indicate the percentage of increase granted in the comments section. (Reference HR Job Aid for PAF processing instructions.)
b. Have employee sign a copy of the ePaf.
c. Employees may receive up to a 10% promotional pay increase or at least the minimum of the pay range, whichever is greater. Any promotional pay increases beyond the 10% or pay range minimum and up to the midpoint require the Salary/Appointment Explanation form.
d. Submit ePAF, through approval authority to Human Resources.
e. Furnish employee with a copy of the ePAF and a copy of the position description.
NOTE: Promotional appointments between the midpoint and pay range maximum require Human Resources endorsement prior to the appointment offer.
2. Promotional Increases:
To pay an employee a promotional increase to include, but not limited to pay range change:
a. Complete the ePaf or PMAP (Position Management Action Page), whichever is appropriate. The percentage of increase should be reflected on either form.
b. Have employee sign a copy of the ePaf or the PMAP form.
c. Employees may receive up to a 10% promotional pay increase or at least the minimum of the pay range, whichever is greater. Any promotional pay increases beyond the 10% or pay range minimum and up to the midpoint require the Salary/Appointment Explanation form.
d. Submit the ePaf or PMAP through the approval authority for appointment and rate approval to Human Resources.
e. Furnish Employee with a copy of their ePaf or PMAP.
NOTE: Promotional appointments between the midpoint and pay range maximum require Human Resources endorsement prior to the effective date.
3. To appoint and pay a USPS employee to a position on emergency or temporary basis.
a. Follow the appointment process for original, promotion, or demotion appointments, whichever is appropriate.
b. Complete the Salary/Appointment Explanation form explaining the circumstances for the emergency or temporary appointment (Reference Original appointment B, c, 1, 2)
c. Reflect emergency or temporary appointment in the comments section.
NOTE: If the action involves an overlap appointment, reference OP-C-7-D3 Overlap. If the employee is eligible for a pay additive, reference OP-C-7-D4 Pay Additives for USPS.
NOTE: USPS Employee must sign Time Limited USPS Appointment Letter if the position to which appointed is designated as time-limited. (Applies to USPS positions, only)
OP-C-7-D7 Compensation Tools (See also OP-C-7-A3.8)
OVERVIEW
When an employee's supervisor determines that a pay increase may be warranted, an ePAF or Additional Pay form and justification/documentation appropriate for the type of pay increase requested should be prepared. After obtaining appropriate approvals, the documentation should then be submitted to Classification. Employees with salaries above the maximum of the pay band are only eligible for legislative appropriated increases and lump sum increases.
Performance Bonus:
The Performance Bonus recognizes and rewards employees for significant performance and contribution over a limited time period based on pre-established goals. Primarily used to reward employees with project oriented jobs, and is awarded as a lump sum payment utilizing an Additional Pay form and submitted to Classification.
Development Pay:
Development Pay rewards employees for achieving meaningful lateral growth milestones such as competency development, job-related advanced training or degrees, and additional responsibility or duties that continue to be within the existing classification. Development pay may be awarded as often as predefined criteria are met. Salary increases may be rewarded up to 7.5% and may be awarded as a salary increase using an ePAF, or a lump sum by utilizing an Additional Pay form.
Merit Pay:
Merit pay recognizes and rewards employees for sustained superior performance, as measured by the achievement of pre-established goals and is awarded in the form of an increase to the base rate of pay through an ePAF.
NOTE: Lump sums have no benefit contribution paid and withholding tax; Medicare and FICA are deducted and paid on a supplemental biweekly payroll. Withholding tax can be up to 50% of the lump sum.
Upon completion by Human Resources, the department requesting the increase will be notified of the action's effective date. The payroll system changes will be processed by Compensation at the time of the classification action. The effective date of the increase will be the beginning of the pay period following the completion of the process.
SPECIFIC AUTHORITY
State University System Rule 6C-5.915(7)(a)
OBJECTIVE
This procedure provides guidance for applying a demotion action.
OVERVIEW
An employee is given a demotion appointment when appointed to a class or position having less responsibility.
1. A demotion may be necessary for a number of reasons including, but not limited to: abolishment of current position filled by the employee and the non-availability of a position at the same level; an employee's desire to move to a certain position; or the inability of an employee to satisfactorily perform in the current position.
2. Generally, an employee must meet the minimum qualifications and be certified eligible for the class to which demoted.
3. An employee who is demoted to a position with a lower pay range is subject to a salary decrease consistent with applicable rules and policies.
4. An employee who is demoted shall receive pay commensurate with the responsibilities assigned. The demotion may be with or without a reduction in base rate of pay, but shall not exceed the maximum of the pay range to which appointed unless approved by the President.
5. Upon demotion, a USPS employee's appointment shall be probationary status, trainee status, temporary status, or emergency status. However, if the employee previously held regular status in the class to which demoted, the demotion shall be with regular status.
6. An employee who has not attained regular status in any class and is given a demotion appointment to a lower class shall not have the right to appeal the demotion.
7. A classification change resulting in an assignment to a lower class and/or pay range cannot be appealed unless the salary is reduced.
8. A classification change to a lower pay grade is not considered a demotion appointment.
NOTE: The decision to count temporary or emergency service toward completion of the probationary period shall be made at the time the employee is initially appointed with probationary status.
A. PROCEDURES
1. A voluntary demotion requires:a. The employee to:(1) Complete and sign a voluntary demotion statement.
(2) Sign Time Limited USPS Appointment Letter if the position to which appointed is designated as time-limited. (Applies to USPS positions, only)
b. The Department to:
(1) Complete an ePaf (Electronic Personnel Action Form). In the Comments Section indicate Voluntary Demotion and reflect the departing department's name if transferring from another department. (Reference Omni HR Job Aid for ePaf processing instructions)
(2) Submit the statement and ePaf through the appropriate approval authority to Compensation, Human Resources.
(3) Give the employee a copy of the ePaf, the current position description and other appropriate documents.
NOTE: The voluntary demotion statement shall include: the amount of the decrease, or the total amount of the adjusted salary; the effective date of the adjusted salary; and notice of the employee's rights, if any, to seek review of the decision. The notice may be given by the affected employee's supervisor. Contact Employee and Labor Relations to execute a voluntary demotion.
NOTE: If the action involves an overlap appointment, reference (OP-C-7-D3) Overlap. If the employee is eligible for a pay additive, reference (OP-C-7-D4) Pay Additives for USPS.
2. For non-voluntary demotions, contact Employee and Labor Relations, Human Resources, for consultation prior to taking any action.
NOTE: A classification change that results in an appointment to a lower pay range is processed via the Position Management Action Page at the time of Human Resources approval. Only reduction in pay is appealable.
OP-C-7-D9 CHANGE IN ASSIGNMENT (REASSIGNMENT) AND TRANSFERS (GEOGRAPHICALLY RELOCATED IN EXCESS OF 50 MILES)
SPECIFIC AUTHORITY
University Rule 6C-5.935(3)(c)(5)
OBJECTIVE
This procedure provides guidance for applying change in assignments and transfer actions.
OVERVIEW
1. An A&P or USPS employee who is being given a change in assignment must meet the minimum qualifications for the class or position to which they are being appointed unless assigned to trainee, emergency, provisional, acting or visiting status.
2. If a USPS employee who has not attained regular status in the current class receives a change in assignment to a different position in the same class, the employee's status remains the same until the probationary period designated for the class has been successfully completed.
3. A USPS employee with or without regular status in the current class who receives a change in assignment to a different position in a different class shall be given probationary status in the new class if the employee meets the minimum qualifications for the position. However, if the employee previously held regular status in the class to which reassigned, the change in assignment shall be with regular status.
4. An employee who has attained regular status in a class has the right to appeal a transfer unless such action is voluntary and a statement to that effect is signed by the employee.
5. An employee who is given a change in assignment or transfer appointment shall not receive an increase in their base rate of pay except as provided in the Compensation Tools Section of these procedures.
A. PROCEDURES
1. To reassign an employee to a different position and class within the same pay range, the Department must:
a. Determine the employee's appointment status. (Generally, an employee should be certified eligible for a different class.)
b. Complete ePaf. If employee is moving from another department, reflect the departing department name in the Comments Section. (Reference Omni HR Job Aid for ePaf processing instructions.)
c. Have the employee sign a copy of the ePaf.
d. Have employee sign Time Limited USPS Appointment Letter if the position to which appointed is designated as time-limited. (Applies to USPS positions, only.)
e. Give the employee a copy of the ePAF and the position description.
f. Submit the ePAF through the appropriate approval authority to Compensation, Human Resources.
2. To assign an employee to a different position, but same class within the same pay range, the department must:
a. Complete the Electronic Personnel Action Form (ePaf). If employee is moving from another department, reflect the departing department name in the Comments Section.
b. Have the employee sign a copy of the ePaf.
c. Have employee sign Time Limited USPS Appointment Letter if the position to which appointed is designated as time-limited. (Applies to USPS positions, only.)
d. Give the employee a copy of the ePaf, the current position description and other appropriate documents.
e. Submit the ePAF through the appropriate approval authority to Compensation, Human Resources.
NOTE: If the change in assignment is a demotion, the demotion procedures will apply.
3. To transfer an employee, the department must:
a. Complete and have employee sign voluntary transfer statement.
b. Complete an Electronic Personnel Action Form (ePAF) to reflect the necessary changes. (Reference OMNI HR Job Aid for ePAF processing instructions.)
c. Have the employee sign the PAF.
d. Have employee sign Time Limited USPS Appointment Letter if the position to which appointed is designated as time-limited. (Applies to USPS positions, only.)
e. Give employee a copy of the PAF, the current position description and other appropriate documents.
f. Submit the statement and PAF through the appropriate approval authority to Compensation, Human Resources.
NOTE: If employee is moving from one department to another, the former department should complete a Personnel Action Form and check Transfer to New Department in the Action Taken Section. (Do not check Separation Termination
NOTE: If the action involves an overlap appointment, reference (OP-C-7-D3) Overlap. If the employee is eligible for a pay additive, reference (OP-C-7-D4) Pay Additives for USPS.
OP-C-7-D10 FUNDING CHANGES/RE-APPOINTMENTS/FTE CHANGES
SPECIFIC AUTHORITY
University Rule 6C-5.900
OBJECTIVE
This procedure provides guidance for processing funding changes, re-appointments and Full Time Equivalent (FTE) changes.
OVERVIEW
Prior to reducing an employee's FTE the department/ supervisor must contact Employee and Labor Relations, Human Resources.
A. PROCEDURES
1. To change the position's funding account number and/or re-appoint an employee, the department must:
a. Assure funding is available.
b. Complete an Electronic Personnel Action Form (ePaf). (If a position is funded by Contracts and Grants funds, the actual ending date must be reflected in the budget section of the ePaf) (Reference OMNI HR Job Aid for ePaf processing instructions)
c. Have the employee sign a copy of the ePaf.
d. Submit the ePAF through the appropriate approval authority to Compensation, Human Resources.
NOTE: Human Resources must approve any funding number changes that affect the transfer of a position between departments, prior to the PAF being submitted to Compensation.
NOTE: Personnel Action Forms for positions funded by Contracts and Grants must be approved by Sponsored Research Accounting prior to Human Resources approval. Electronic Personnel Action Forms are automatically forwarded to Sponsored Research Accounting Office if the Budget is Grant Funded.
2. To reduce an employee's FTE
a. The employee must:
Complete and sign a memorandum explaining they are taking a voluntary reduction in FTE and salary, if applicable unless approved otherwise by Employee and Labor Relations, Human Resources.
b. The department must:
(1) Complete the Electronic Personnel Action Form (ePaf). (Reference OMNI HR Job Aid for ePaf processing instructions.)
(2) Submit employee's memorandum and ePaf through the appropriate approval authority to Compensation, Human Resources.
NOTE: If this is a permanent FTE change or a change due to lack of funding, the FTE must be changed for the position. Reference Classification, procedures for Amending a Position Description.
NOTE: When reducing an employee's FTE, if the position is exempt the employee must meet the Fair Labor Standards Act Salary and Duties test. If position is FLSA exempt the reduction should not reduce the annual salary below $23,660. If salary after FTE reduction is below $23,660, the position must be reclassified to USPS non-exempt.
3. To increase an employee's FTE, the department must:
a. Assure the FTE for the position is the same or greater than the FTE being assigned to the employee.
b. Assure funding is available for the increase in FTE.
c. Complete the Electronic Personnel Action Form (ePaf). Reflect in Comments Section the FTE is increasing from what percentage to what percentage. (Reference OMNI HR Job Aid for ePaf processing instructions.)
d. Have employee sign a copy of the ePaf.
e. Submit the ePAF through the appropriate approval authority to Compensation, Human Resources.
NOTE: The FTE and funding must be changed for the position. Reference Classification, procedures for Amending a Position Description.
OP-C-7-D11 SEPARATION FROM EMPLOYMENT (NON-RENEWAL)
SPECIFIC AUTHORITY
University Rule 6C-955
OBJECTIVE
This procedure provides guidance for terminating employees from FSU employment.
OVERVIEW
1. An employee who resigns, transfers to another University or State Agency, or retires from employment shall not have any rights of appeal.
NOTE: All required forms should reflect the applicable separation action and distinguish between termination, transfer and retirement.
NOTE: All salaried employees are eligible to continue insurance participation. Employees must contact Insurance and Benefits, Human Resources, for additional information and/or required forms.
2. An Executive Service employee serves at the pleasure of the President and they may be terminated with sixty (60) days written notice.
3. An unauthorized absence of three (3) or more consecutive days will result in abandonment of the position and considered resignation from the position.
4. The President may dismiss an employee for just cause in accordance with the University rules, policies or procedures.
5. USPS employees without regular status in any class may be separated from employment at any time without any requirements of notice or reason and without rights of appeal. USPS employees' time-limited appointments are contingent upon funding of position. Employees assigned to this status neither gain retention points nor have layoff rights.
6. An A&P employee whose appointment expires after receiving notice of non-renewal or non re-appointment or whose appointment expires without the requirement of a written notice or non re-appointment may be separated without further notice.
7. A department should, generally, allow sufficient time for the employee and the University to complete steps necessary for issuance of the final paycheck, the processing of accrued leave payments and insurance and benefit arrangements. This can take two (2) to three (3) biweekly's after the ePAF and separation Checklist has been received by Human Resources. Sick Leave Payout generally takes six (6) to eight (8) biweekly's.
8. Involuntary separations for reasons such as layoff or disciplinary actions should be coordinated through Employee/Labor Relations.
A. PROCEDURES
a. The employee should:
(1) Notify their supervisor in writing two (2) to three (3) weeks prior to their final workday. (Such notice will allow sufficient time for the University to fulfill its responsibilities to the employee, and for the employee to return all FSU property and pay all debts owed the University.)
(2) Contact the University Controller's Office to resolve the payment of any and all outstanding debts owed to the University before the employee's last workday.
(3) Return all FSU property before the employee's last workday.
b. Upon notification of the anticipated termination of an employee, the employing department must:
(1) Respond in writing, acknowledging and accepting the resignation of the employee.
(2) Audit the employee's pay and leave records and leave system.
(3) Schedule an exit interview for the separating employee with Employee and Labor Relations, Benefits, Human Resources.
(4) Collect all FSU property issued to the employee and determine if all debts have been paid. Indicate the status on the Seperating Checklist.
(5) Complete a separation Checklist.
(6) Complete an Electronic Personnel Action Form (ePaf). (Reference the OMNI HR Job Aid for ePaf processing instructions.)
(7) Submit the employee's letter of resignation, the supervisor's acknowledgment and acceptance letter, the completed Separation Checklist, and other appropriate documents to Compensation, Human Resources in a timely manner.
NOTE: Personnel Actions should be processed before the appointment date. Any Personnel Action submitted to Human Resources more than 20 days after the effective date must include a justification memo from the department head.
NOTE: If ePAF does not meet the Personnel Payroll cutoff date for the appropriate biweekly in order to prevent salary overpayment, the department must enter on-line LWOP events (leave without pay) in the OMNI Leave System. This applies to USPS exempt and non-exempt and A&P employees.
2. Contract cancellation without cause (non-unit A&P):
a. The department must:
(1) Review existing employment contract to determine applicable dates for contract cancellation.
(2) Contact the Employee and Labor Relations Unit, Human Resources, for notice requirements and other appropriate action. No action should be taken prior to contacting Employee and Labor Relations.
a. Retiring employees should visit the Human Resources Department a minimum of 120 days before their retirement. This is not an automatic process and requires the employee to:
(1) Supply proof of age.
(2) Complete the State Division of Retirement application that may be obtained from the Human Resources Department.
(3) Arrange for continuation of insurance premium deductions from monthly retirement check.
(4) Write a notification to the supervisor at least two (2) to three (3) weeks prior to the employee's final workday. (Such notice will allow sufficient time for the University to fulfill its responsibilities to the employee, and for the employee to return all FSU property and pay all debts owed to the University.)
(5) Contact the University Controller's Office to resolve the payment of any and all outstanding debts owed to the University before the employee's last workday.
(6) Return all FSU property prior to last workday.
b. Upon notification of the anticipated retirement of an employee, the employing department should:
Follow the procedures for Voluntary Termination, OP-C-7-D11, C, 1.
4. In the event of an employee's death:
a. The department must:
(1) Notify Benefits, Human Resources, as soon as possible to coordinate the processing of benefits to the deceased employee's beneficiaries.
(2) Complete the separation Checklist to use as a control list for the return of property and payment of debts. The department formerly employing the deceased individual will, at an appropriate time, request the survivors to return any University property, keys, credit cards, books and make arrangements for settlement of any financial obligations to the University.
(3) Audit employee's pay and leave reports and leave system.
(4) Complete an Electronic Personnel Action Form and route through the appropriate approval authority to Compensation, Human Resources. (Reference the OMNI HR Job Aid for ePaf processing instructions.)
NOTE: A Personnel Action Form and separation Checklist must be received in Compensation, Human Resources before final leave payout can be processed.
NOTE: For separations due to Layoff, reference Layoff Procedures.
NOTE: Pay and leave reports should remain in the department's file for two (2) years after the employee has separated.
Payment by the University of expenses involved in the moving of household goods for faculty or staff is a perquisite. Moving expenses may be paid by the University if such payment is clearly in the best interest of the University and the State of Florida, and if it has been authorized in accordance with the provisions of this procedure. The approvals described below must be obtained before any obligation for payment of moving expenses is incurred. Any request submitted for approval to pay moving expenses subsequent to the move being made will be disapproved unless adequate justification for emergency situations or exigent circumstances exist.
Moving expenses shall ordinarily be limited to the cost of packing, shipping, and storage of household goods, not to exceed 15,000 pounds, and reasonable expenses incurred for moving an automobile. The moving of an employee's privately owned mobile home may be eligible for payment. The amount paid for moving will depend on the situation, budget, or negotiations with the employee. University funds cannot be used to pay for the unpacking of household goods, insurance, or valuation charges of household goods in addition to the amount provided for in the general rate structure; payment of expenses associated with the personal movement of the employee or family members; or the cleaning of any residence in connection with a move.
Moving expenses will be charged against the expense category of the budget when state funds are involved. Budget or funds for non-Education and General (E&G) areas must be available. The payment of moving expenses with contract or grant funds must be specifically authorized in the contract or grant. Payment of moving expenses is not authorized for any person who is paid from Other Personnel Services Funds.
SPECIFIC AUTHORITY
Requisitioning Commodities and Contractual Services that include Commodities from Sources Outside the University OP-B-2-1.1
Authorization for Official University Travel OP-D-2-D
State University System Rule 6C-5.915
OBJECTIVE
These procedures are to specify the method of arranging for payment for the movement of an eligible employee's household goods at University expense.
A. JUSTIFICATION TO PAY MOVING EXPENSES
There are several situations where the payment of moving expenses are justified:
1. Initial appointment where recruitment has been difficult.
2. Regional or National recruitment is necessary.
3. Transfers in lieu of layoffs.
4. Lateral or promotional transfers for fully justified broadening of careers.
5. Intra-agency/Geographical transfers for the benefit of the state.
6. Competitive market requires payment of moving expenses.
B. PROCEDURES
1. Request To Pay Moving Expenses
Requests to pay employee moving expenses for a truck or tractor rental will be initiated by the budget account manager responsible for the budget that will be charged. The Florida State University Purchasing Department maintains a contract with several moving companies. Reference Purchasing Policy and Procedures OP-A-6 Moving Expenses.
Employee's Responsibility:
In order to determine the costs involved, the affected employee will call one (1) of the companies on the required list and obtain a written quote. If none of the companies on the list are local to the affected employee, the employee will call one (1) of the companies on the required list and the company selected will contact a moving company in the affected person's area. If the cost of the move will exceed $10,000, state law requires bidding.
Department's Responsibility:
The budget account manager will complete lines one (1) through seven (7) and date the Request for Approval to Pay Moving Expenses form. If the funds involved in the request are contract or grant funds, the request form will be forwarded to the Vice President for Research approval. If the Vice President approves the request, it will be forwarded to the Chief Human Resources Officer. Request forms which involve budgets other than contracts and grants will be forwarded directly from the department to the Chief Human Resources Officer for review and approval.
Human Resources Responsibility:
The Chief Human Resources Officer will audit the request form for completeness and timeliness and will authorize approval by signing line eight (8) and dating the request form. The form will be forwarded to the appropriate Vice president for approval. The Vice President will complete section eleven (11), sign line twelve (12) and date the request form and forward a copy to the Chief Human Resources Officer. The original copy will be returned to the initiating department. The initiating department will forward a copy of the form, quotes, requisition number, and other pertinent information to the Purchasing Department.
2. Department Requisition
The department must go enter the on-line purchasing system to place the order for moving expenses and receive a requisition number. Send a copy of the Request for Approval to Pay Moving Expenses, the quote, and requisition number to the Purchasing Department.
3. Purchasing Action
If one (1) of the estimates obtained by the affected employee is less than $10,000, the Purchasing Department will issue an order to the common carrier with the lowest price upon receipt of the General Requisition and the request form from the requisitioning department. If the estimates are $10,000 or more, the move will be placed on bid and a purchase order issued after award. Copies of the purchase order and other appropriate forms will be forwarded to the University Controller (Accounts Payable Section). At this point, the affected employee should contact the successful bidder to arrange the move.
C. MOVING BY STATE-OWNED CARRIER OR RENTAL VEHICLE
The method of requesting approval to move household goods by state-owned carrier or rental vehicle is the same as described in REQUEST TO PAY MOVING EXPENSES above. When the request form is submitted to Human Resources, the justification statement should defend the use of a state-owned carrier or rental vehicle.
When departments receive request forms from Human Resources with authorizing signatures affixed, the department must obtain a liability release from the employee. For state owned or rented vehicles, releases should be submitted on the Moving Expense Liability Release form.
After the release has been obtained and forwarded to Human Resources, the department may complete a Travel Authorization Request form as outlined in the Specific Authority cited above to use a state-owned carrier, or the department may submit a General Requisition form to the Purchasing Department (Specific Authority cited above) to obtain a purchase order by which to rent a truck or trailer. The request form must be attached to the Travel Authorization Request and forwarded to the Controller's Office (Travel Section) when a state-owned vehicle is used. The request form must be attached to the General Requisition to be processed in the same manner as described above, under PURCHASING ACTION, when a vehicle is rented. The rental agency will submit its invoice to the University Controller (Accounts Payable Section) for payment.
OVERVIEW
Perquisites not normally provided to all employees shall be job or class related and documented to demonstrate that the approval of such is in the best interest of the University.
SPECIFIC AUTHORITY
State University System Rule 6C-5.915
Florida Statutes Chapter 216.001(1)(a)(a), 240.209(3)(f)
OBJECTIVE
This procedure is to specify the justification and procedures for furnishing items and/or services to individual employees in instances where such items or services are not normally provided to all employees.
A. GENERAL INFORMATION
1. The University may furnish perquisites to certain employees who are required to use special equipment or wear certain clothing, such as safety shoes, uniforms and the like for purposes of safety or identification.
2. Departments requiring employees to use such will pay for the perquisites. Maintenance of perquisites may be paid from departmental funds (refer to departmental policy).
3. After obtaining approval to provide a perquisite, departments will requisition all uniforms, equipment, and assorted items through the Purchasing Department.
4. Approval of a perquisite is secured through the Human Resources Department and the appropriate division vice president.
5. Markings and Insignia. The contracting organization selected by the Purchasing Department will affix markings and insignia to uniforms. Other attachments, markings, or identification will not be permitted. The university department requiring uniforms will coordinate the assignment of colors for uniforms and has final approval of the choice of colors.
6. Cleaning of Uniforms. The method of cleaning uniforms is determined by department policy. The University Department and contracting organization will establish replacement, pickup and delivery schedules in conjunction with the Departments furnishing uniforms to their employees. The Department furnishing uniforms to employees will provide space within its facilities for the temporary storage of uniforms awaiting pickup and delivery.
7. Wearing of Uniforms. Uniforms will be worn during working hours as specified by Department policy. Uniforms may be worn to and from work at the discretion of the Department or division head, but are otherwise not to be worn while off duty. If an employee is required to change into his/her uniform prior to beginning work or to change back to his/her personal clothing prior to leaving work, the time required will be included in time worked. Employees will be responsible for adhering to departmental policies and procedures for cleaning uniforms. Uniforms will be returned to the issuing Department when an employee terminates employment. Failure on the part of the employee to do so will result in the employee being charged for the uniform(s). The charges will be at the depreciated value plus $1.00 per set or part thereof. All emblems and insignia must be removed from any uniform(s) or parts not returned.
a. Uniforms for new employees will be ordered only after the employee has been on the payroll for thirty (30) days.
b. Used uniforms will be utilized when possible for new employees, or destroyed if unserviceable.
c. Damage to Perquisites. An employee who intentionally damages clothing, equipment, or facilities provided as University perquisites may be required to reimburse the University for replacement cost, and is subject to disciplinary action in accordance with the University Guidelines for Disciplinary Standard.
d. Aprons, smocks, and other partial covering. Aprons, smocks, safety glasses/goggles, or other such garments may be furnished for the protection and/or safety of an employee or of employee clothing in laboratories and other areas where personal safety is needed and/or personal clothing may be soiled or damaged.
Such items are not considered perquisites and may be purchased at the discretion of the Department or division head. There is, however, a state requirement to document the purchase and/or laundering of these items.
B. PROCEDURES
1. Requesting a perquisite:
a. All original requests to provide perquisites are to be made by the completion of the Florida State University Request for Approval of Perquisites or Sale of Goods and Services form.
b. The completed request is to be submitted to the Human Resources Department for review and recommendation to the appropriate division vice president for final action.
c. The Vice President's Office returns the "Request for Approval of Perquisites or Sale of Goods and Services" to Human Resources.
d. Human Resources will return the original with appropriate signatures to the requesting department for action.
e. The requesting Department will contact the University Purchasing Department to coordinate the requisitioning and maintenance of the perquisites through a contracting organization.
2. Reporting Non-perquisite items:
a. The reporting of items provided to employees for their safety and/or protection in the performance of their duties that are not perquisites, is to be submitted to the Human Resources Department. The reporting of such items is to be made by the completion of the Florida State University Request for Approval of Perquisites or Sale of Goods and Services form.
b. The completed form is to be submitted to the Human Resources Department.
c. The requesting department will contact the University Purchasing Department to coordinate the requisitioning and maintenance of non-perquisite items.
3. Cancellation of perquisites and/or non-perquisite items:
Departments terminating the provision of perquisites and/or perquisite items for an employee or a group of employees must submit a completed Request for Approval of Perquisites or Sale of Goods and Services form to Human Resources. The type of request should be indicated as a "Request to Delete."
