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Name: Special Pay Practices Policy
Responsible Office: Human Resources

Applies to: (examples; Faculty,Staff, Students, etc)

Faculty , Staff

Policy Overview:

Issued: 11-07-2014
Next Review Date: 11-07-2016
Frequency of Reviews: Every 2 years

The special pay practices policy establishes clear and fair pay policies for certain staff and critical personnel.

Applies to faculty and staff.  Some portions of policy apply to only critical personnel and/or non-exempt employees in support, service or technical positions (for example, public safety, maintenance, custodian, IT technical support).


Definitions:

Term

Definition

Campus emergency

A serious event that occurs on campus that seriously inhibits safety, security or normal operations.  Examples include flooding, fires, extended power outages, property damage due to inclement weather, shooter on campus, reputational crisis, etc.  Emergency levels are defined in the Emergency Operations Plan.

Critical personnel

This term is fully defined in the College’s Critical Personnel and Continuity of Operations COOP Planning Policy and generally means employees who are required to work to maintain essential operations (power, HVAC, campus safety, IT infrastructure, security and safety, etc.)   Who is deemed critical personnel may vary by type of situation.  Employees will be notified if they are in a position that is considered critical.

Event

An event is a specific college function designed as a gathering of a group of individuals.  Examples include, but are not limited to, White Coat, Commencement, Reunion Weekend, Preview Day, etc.  Events must be approved through the Institutional Events Manager and be College sponsored.

Inclement weather

Naturally occurring weather that seriously disrupts operations or presents a situation that compromises safety and security of the campus, faculty, staff and/or students.  This includes tornadoes, severe thunderstorms, flash flooding, snow, ice, sleet, etc.

Details:

1) Pay practices for campus emergencies and inclement weather

a) Full-day campus closure for emergencies and/or inclement weather

i) Full-time staff and faculty will be paid a regular day’s pay (7.5 hours) when the College is closed for either an emergency on campus or inclement weather.

ii) Part-time regular (non-temp, non-student, non-intern) staff will be paid their scheduled shift pay if they are scheduled to work on a day the campus closes for a campus emergency or inclement weather.

b) Partial-day campus closure for emergencies and/or inclement weather

i) Closing early - Exempt employees will be paid a full day’s pay if the College closes early for an emergency or inclement weather. Non-exempt employees will receive hours added to actual work time to total no more than 7.5 hours (or no more than their normal shift scheduled hours) if the closure occurs during their shift. This additional time does not count as work time towards calculating a non-exempt employee’s overtime.

ii) Late start – In the event the College starts late due to inclement weather or a campus emergency exempt employees will be paid a full day’s pay. Non-exempt employees will receive pay for actual hours worked. All employees are expected to arrive at work at a reasonable time considering conditions. Employees may make up missed work time during the day or make up missed time during the remainder of the work week with supervisor approval. Critical personnel cannot start their shift late.

c) Extended campus closure for emergencies and/or inclement weather

i) Should the campus be closed for an extended period of time (other than a few days) due to a campus emergency or inclement weather it will be determined by the president what the duration of pay will be for faculty and staff. It is possible that alternate work sites, remote work or different work hours will be established and work will be required for payment.

d) Consideration for paid time off

i) Employees who have already requested or used paid time off (sick, personal holiday or vacation) on a day with either a full closure or partial closure will not be allowed to change or rescind that request and will be charged their requested paid time off.

ii) Closure pay for emergencies or inclement weather does not count as work time towards calculating a non-exempt employee’s overtime.

e) Employees designated as critical personnel required to work when campus is closed due to emergency and/or inclement weather

i) Exempt staff or faculty who are critical personnel or those employees required to come on campus due to extraordinary circumstances may be given an equivalent amount of time off at a later date, preferably in the same pay period, at their supervisor’s discretion.

ii) Non-exempt critical personnel required to work their entire shift during a campus closure will be paid for actual hours worked in the work week and will receive an alternate day off in lieu of the closure day to be used at a later date. This day must be scheduled and approved by their supervisor. Non-exempt critical personnel already at work when a closure is in effect who are required to finish a shift will receive closure hours plus their regular hourly pay. Closure hours do not apply toward overtime.

iii) Critical personnel cannot start their shift late, so snow schedules or late starts do not apply to them.

2) Pay practices for staff supporting college events

Hourly, non-exempt staff will be paid time and a half (1 ½) for a minimum of four hours if directed to work (for example, working sign-up, set up, or other similar work) an event that starts and ends outside their position’s regular scheduled shift and/or outside department/position normal hours. Employees working an event will not receive both event pay (1 ½ times) and overtime pay for the same hours. Salaried, non-exempt staff would be eligible for overtime for working an event.

Staff whose schedule is changed to come in early or stay late to work an event, but still work a regular shift, will not be entitled to a four hour minimum or event pay.  The time worked early or late will be added to hours for the day.  The supervisor may allow for the person to leave early or late from his/her normal shift to keep the length of the workday normal.  For example, staff coming on campus an hour early to set up an event on Friday would get regular pay for the time worked.  Regular overtime rules apply.

3) Shift premium for non-event work outside of regular work hours.

a) Call Back: Hourly, non-exempt staff deemed to be critical personal will be paid time and a half (1 ½) for a minimum of four hours if they are called back to campus to work outside of regular work hours for their position. Only actual work hours for employees called back to work can be considered in calculating overtime. Salaried, non-exempt staff would be eligible for overtime.

b) Shift Change: Staff whose schedule is changed to come in early or stay late but still work a regular shift resembling regular College business hours or position hours, will not be entitled to a four hour minimum or shift premium. The time worked early or late will be added to hours for the day. For example, staff required to come on campus an hour early to remove snow when the school is open will get regular pay for the day. Regular overtime rules apply.

c) Weekend work:

i) Hourly, non-exempt, non-critical personnel required to work on weekend will be paid a shift premium of 1 ½ times regular pay for time worked if the work is not part of the position’s regular schedule. Salaried, non-exempt staff would be eligible for overtime for work on a weekend. Employees will not receive weekend premium pay (1 ½ times) and overtime pay for the same hours.

ii) The weekend rate does not apply to scheduled work shifts to accommodate regular work schedules for a position or scheduled work that can only take place during off-peak hours such as maintenance, cleaning or construction that are scheduled and must be done outside normal business hours. These are paid at straight time; regular overtime rules apply. For example, public safety or maintenance staff who work weekends as part of their position’s regular hours are not eligible for a weekend premium.

d) Holiday Premium:

i) Exempt Staff required to work on a College holiday may be given an equivalent amount of time off at their supervisor’s discretion.

ii) Non-exempt staff (full-time, benefits eligible and part-time, non-benefits eligible) scheduled to work on a College holiday that is also a federal holiday will be paid holiday hours plus straight pay for actual hours worked. Non-exempt staff who are scheduled and work on a day the College has deemed a holiday that is not a federal holiday (year-end holiday, day before or after Thanksgiving), will receive an alternate day off for use at a later date. This day must be scheduled and approved by their supervisor.

iii) Holiday hours do not count toward overtime pay. Call backs or events that occur on holidays are paid at the call back or event premium rate and subject to the call back or event minimum.

4) On call time

a) Some employees may be put on call as part of their job responsibilities. Exempt faculty and staff may have job requirements to respond to calls outside of normal work hours. This is considered part of the regular work for those positions.

b) Non-exempt staff may also be placed on call. Generally, time on call is not work time if STLCOP is not requiring the employee to be close to campus or prevent the employee from engaging in personal activities. Most on call situations will not require multiple or frequent responses while on call.

Non-exempt staff must track and report their actual hours worked in response to work arising from calls. There is no shift premium for being on call. However, hours worked are subject to call back, weekend, holiday or closure premiums. Only actual work hours contributing to hours worked each week count toward overtime.

In the event that an employee is remotely working as a result of responding to a call, actual hours should be recorded but the employee will be tracked as a minimum of one hour for the day.

Supervisors are required to notify employees if there are restrictions on the employee being far from campus or from engaging in personal activities. An employee who is told the use of their time is significantly restricted will be paid regular hourly wages for the on-call time. Regular overtime rules apply. For example, if an employee is told to be near campus from 6:00pm to 10:00pm to quickly respond to the needs of a college event he or she will be paid four hours pay. If they are not restricted, then they will only be paid if there is a need to respond.

Employees on call are expected to respond to their supervisor or the department who called within 15 minutes. Should an employee on call have situations that may limit their ability to respond they should communicate with their supervisor.

While on call, it is expected that all employees refrain from activities that would inhibit their ability to do their job in a safe and effective manner and/or respond when called. Please see the Drug and Alcohol Handbook for more details.

Responsibilities:

Position/Office/Department

Responsibility

Human Resources

Ownership of the policy

Supervisors

Understanding of pay practices to notify payroll of special pay rules

Payroll

Understanding of how to apply the policy to payroll

 

Policy Contacts:

Name

Contact Information

Daniel Bauer

Director, Human Resources, 314-446-8308, Daniel.bauer@stlcop.edu

 

 

Supplemental Information:

None