June 3 - 5 and June 10 - 12
(six days)
Fridays 1:00 pm - 6:00 pm
Saturdays 8:30 am - 6:00 pm
Sunday 11:00 am - 5:30 pm
The April/May issue of the HR Employment newsletter contains the latest OJS developments, information about the Criminal History Record Investigation (CHRI) form, training dates and more.
Click here for additional information.
The recently enacted "Tax Relief, Unemployment Insurance Reauthorization, and Job Creation Act of 2010" contains a one-year payroll tax reduction. Under this new provision the payroll tax, which funds Social Security, will be cut by two percentage points on the employee's portion of the contribution during 2011. The Social Security payroll (FICA) tax on individual wages will be lowered to 4.2% in 2011, from the usual 6.2% rate.
Click here to read full story.
Starting January 1, 2011, a new federal law requires a doctor's prescription for reimbursement of certain over-the-counter (OTC) medicines and drugs from TexFlex health care accounts.
For more information, see our new OTC rule quick facts and FAQ resource:
http://www.ers.state.tx.us/customer_service/faq/texflex_otc_faq.aspx
Got questions? Call PayFlex at (866) 353-9839 or check out the TexFlex webpage at:
http://www.ers.state.tx.us/texflex/default.aspx
ADR in the Workplace (Employment and HR)
Join an all-star cast of experts from government and from Houston's foremost industries as they discuss the state of the art in ADR practices in the workplace.
Date: Friday, February 4, 2011
Time: 1:00 p.m. - 5:00 p.m. (cocktail reception to follow)
Click here for additional information.
Discover UH - the Vision, the Culture, the Pride is a five - week course designed to help managers, supervisors and administrators better understand the complexity of the University's structure and the relationships of the multiple components. Participants will hear from multiple presenters from the Board of Regents, the President's office, and the divisions on the behind the scenes happenings that make this University work. Join us in Discover UH - a journey to learn more about where you work.
This series occurs on Friday mornings for five weeks.
DISCOVER UH - the VISION, the CULTURE, and the PRIDE spring series will begin February 4th, for more information or to apply go to http://www.uh.edu/hr/training/DiscoverUH.htm
An online version of the New Employee Benefits Guide for Plan Year 2011 will be posted on the ERS website by October 15. The new Guide will include video testimonials and other new features. We will notify you when it is posted. We will also post a version of the Guide that you can print easily. You may print it for new employees or wait for printed guides to arrive by October 31. In the meantime, please refer new employees to the Plan Year 2011 Supplement to the Plan Year 2010 Guide and the Plan Year 2010 New Employee Benefits Guide on the ERS website.
Please click here for information about:
Click here to learn more about:
Please click here to learn more about Retirement Manager and upcoming training dates.
Employees & students show your University of Houston identification or past pay stub through January 31, 2011 and receive 15% off your portion of the meal at Casa Ole'.
Valid at participating locations only. No cash value. Excludes alcohol, tax and gratuity.
For addition details click here.
Please click here to view the Employment Newsletter.
UH employees receive a discount on 2010 Renaissance Festival tickets.
Click here for addition information.
Information for the 2011 Renaissance Festival should be posted early October 2011.
In its May meeting, the Board of Regents approved a 3 percent salary increase pool for faculty and staff. Click here to view the staff merit announcement from Dr. Carlucci.
We are excited to announce that the new electronic Position Request Form (ePRF) are now live.
To assist you with learning more about the ePRF, listed below are several online training videos, a downloadable training manual, and links to sign up for classroom training sessions.
With the anticipated budget shortfalls for fiscal year 2010 and directives received from the governor's office and the Legislative Budget Board, the University of Houston has developed an Interim University guideline on Furloughs, which allows the University to require employees to take an unpaid furlough day(s) based on the terms of this policy. The interim furlough guideline is applicable to all University employees except those covered by the provisions under Federal regulations and those employees 75% or more funded by sponsored grants.
The following information was added to the Q&A for Voluntary Furlough time:
UH/UHS employees participating in the Voluntary Furlough Program should use the following codes for reporting their voluntary hours taken:
427 Unpaid Voluntary Furlough Hrly
428 Unpaid Voluntary Furlough MO
The monthly code is available in P.A.S.S. however, you may need to delete your temporary internet files and cookies to view the new code.
The Furlough information is listed below in its entirety, but for your convenience we added the following quick links to help you navigate to specific areas within the document:
- Updated Exemption Status for the Furlough Program
- Furlough Guidelines for Exempt Employees
- Q&A Questions - Mandatory Furlough
- Q&A Questions - Voluntary Furlough
- Manager's Furlough Guide
PURPOSE AND SCOPE
This document sets forth uniform guidelines for implementing a furlough which is unpaid time for employees in order to achieve cost savings to meet budget constraints. This document is prepared in compliance with applicable state and federal laws and it applies to all university employees regardless of source of funds from which paid, with exceptions noted in certain provisions.
All University of Houston full-time and part-time faculty, staff and student workers will be required to take one mandatory day of leave without pay during fiscal year 2010 under the Mandatory Furlough Program. Faculty will be required to take a mandatory furlough day by May 28, 2010. Administrators, staff and student worker employees will be required to take either May 28th or June 1st 2010 as their mandatory furlough day. In addition, the University will permit up to three voluntary furlough days for colleges and divisions to utilize to further support budget cut initiatives within their areas. Voluntary furlough days must be taken between June 1, 2010 and July 31, 2010.
Employee Pay and Benefits:
Hourly, non-exempt employees under the Fair Labor Standards Act will continue to be paid for days worked and will not be paid for the day(s) for which they take furlough leave without pay.
Exempt employees monthly salary will be adjusted for furlough day(s) taken each month.
Annual sick and vacation accrual rates will not be affected by furlough time.
If furlough time is taken the day before and/or after University paid holiday, it will not affect holiday pay.
Health benefits and employee premiums cost will not be affected due to furlough.
Benefits deductions calculated as a percentage of earnings (e.g. retirement - TRS/ORP) will be reduced in any pay period in which furlough time is taken. (Retirement benefits may be impacted due to a change in earnings).
After careful review of several employee classifications that were initially included in the Furlough Program, we have identified the opportunity to exempt an additional 800 employees. These employees represented less than 5% of the total projected savings from the Furlough Program. The administrative cost to include them would have exceeded the cost savings to the university. The following employee classifications are now exempt:
All student employees, to includes:
All employees who do not have an actual annual salary of $30,001 or more.
Part-time, non-benefits eligible employees with a salary less than $30,001
Those employees who have already taken their furlough day in May should have the opportunity to record their day as a voluntary furlough day or take paid leave.
Those employees who wish to continue to participate in the Furlough Program may do so under the Voluntary Furlough Program with a manager's approval.
We truly appreciate your support and cooperation in assisting Human Resources with this important University initiative.
What is a furlough?
A furlough is a leave of absence without pay that is implemented as a cost savings measure.
Who is required to participate in a mandatory furlough?All benefits eligible UH employees paid by state and locally allocated funds will participate with the exception of the following employees:
*If my position is partially funded by a grant how will the furlough affect me?
Non-exempt staff employees will pro-rate their furlough hours in direct proportion to their state funding.
Exempt employees where their position is funded 74% or less by a grant will be required to participate in the full Mandatory Furlough day. The employee will be required to take the full day off and will be permitted to make up the grant related hours within the pay period.
Exempt employees where their position is funded 75% or more by a grant will not be required to take a furlough day.
How many days do I have to take off as furlough days?
There are two furlough levels Mandatory and Voluntary:
Mandatory: Friday, May 28 or Tuesday, June 1, 2010 (the University will remain open for services on these days and departmental approval for leave should be coordinated and approved with this in mind). Employees with an annualized salary of $30,001 or more.
Voluntary: Up to 24 hours is allowed.
*Can I work extra hours in the pay period to make up for the Furlough hours not paid?
No, there is no cost saving to the university if extra hours are worked.
*When will I see the Mandatory Furlough time on my paycheck?
Faculty will see the Furlough time on their June 1st paycheck.
Staff will see the Furlough time on either their July 1st or August 1st paycheck depending on which day they choose to take their Furlough time.
*How will Faculty Member's Furlough day be processes?
HR will process all Faculty Members accordingly.
How will the furlough program affect benefits eligible employees who work part-time?
Furlough time will be prorated based upon FTE. Calculate part-time employee Furlough time as follows: 8 hours multiplied by their FTE.
For example:
A part-time employee at 75% FTE will take 6 hours of Furlough time. [8hrs*0.75 FTE]
How will the furlough program affect employees on various pay options?
Furlough time will be calculated using the equivalent of 8 hours of annualized salary.
For example:
A faculty member on a 9 pay 12 contract whose annual salary is $90,000 will take 8 hours of Furlough time which will be a salary deduction of $346.15.
A faculty member on a 9 month contract whose annual salary is $90,000 will take 6 hours of Furlough time which will be a salary deduction of $346.15. [8hrs*(9 mo/12 mo)]
A faculty member on a 10 month contract whose annual salary is $50,000 will take 6.67 hours of Furlough time which will be a salary deduction of $192.31. [8hrs*(10 mo/12 mo)]
*I plan to travel to an academic conference or for required training while I'm furloughed. Can I still be reimbursed for my travel and expenses?
Mandatory furlough for staff and voluntary furlough for all employees (faculty and staff) should not be taken during business travel. If travel for a staff employee is scheduled to occur during both May 28 and June 1 and the travel dates cannot be changed (e.g., attending a conference, etc.), the staff employee should choose another day during the month of May as their mandatory furlough day. Otherwise, all staff employees who are eligible for the mandatory furlough must take their furlough day on May 28 or June 1.
Since all faculty employees must take their furlough day on May 28, faculty who are scheduled to take a business trip that includes May 28 should change their travel dates if possible. If it is not possible to change their travel dates, the faculty member may be reimbursed for the business trip even though it includes their mandatory furlough day (May 28). Additional documentation will not be required for charging or reimbursing travel expenses on a mandatory furlough day for faculty.
*Will I use the same Furlough code for Mandatory and Voluntary Furlough days?
No, a Voluntary Furlough code will be available in PeopleSoft on June 2nd.
** UH/UHS employees participating in the Voluntary Furlough Program should use the following codes for reporting their voluntary hours taken:
427 Unpaid Voluntary Furlough Hrly
428 Unpaid Voluntary Furlough MO
The monthly code is available in P.A.S.S. however, you may need to delete your temporary internet files and cookies to view the new code.
Can I deduct the furlough hours from my 2010 federal tax return?
No, the furlough does not qualify as a tax deduction.
Voluntary:
College/Division may implement a voluntary furlough in their areas for up to 3 days (24 hours) in addition to the mandatory requirement.
Who can participate in the Voluntary Furlough Days?
All benefits eligible and non-benefits eligible employees (subject to supervisor/manager approval), with the exception of H1-B visa status employees and those paid 75% or more from grants.
Will my unit receive acknowledgement for the salary savings associated with my furlough hours?
Savings from the voluntary furloughs will be shared between central and departmental resources.
Can I take more than 3 voluntary furlough days?
No, the maximum number of voluntary hours an employee can take is 3 days in direct proportion of your FTE.
Will I be paid for these hours?
No. A furlough is leave without pay.
May I apply paid annual leave, paid sick leave or compensatory time towards the furlough?
No, A furlough is leave without pay.
Can I choose to report to work on furlough time?
No, furlough time is non-work time.
When do I take time off for the furlough?
Supervisors and employees will schedule the appropriate number of furlough hours required to be taken on May 28, 2010 or June 1, 2010. Employees must schedule furlough time in full-day increments that allows the department to fulfill the business needs of the University. The University will not completely shut down in order to achieve the mandatory furlough requirement.
How will my paycheck be affected?
Your pay will be reduced by the number of furlough hours you take during any given pay period.
*When will I see the voluntary Furlough time on my paycheck?
If the Furlough time is taken in June it will appear on your August 1st paycheck. If the Furlough time is taken in July it will appear on your September 1st paycheck.
How will my benefits be affected?
Furlough leave without pay will not affect your eligibility for state benefits such as health and dental insurance.
Teachers Retirement System and Optional Retirement Plan contributions will be reduced slightly.
Unpaid furlough time will not impact the accumulation of paid annual leave, paid sick leave, and retirement service credits.
How does staff submit their request for furlough days?
Mandatory Furlough requests will be handled like departmental leave requests. Monthly employees will record 8 hours of unpaid leave in P.A.S.S. as code 422. Bi-weekly employees will record 8 hours of unpaid leave on their time sheet as code 423. All employees should report the unpaid time on a paper Leave Request form with both the employee and the supervisor signatures and retained in the department by the Payroll Approver. Voluntary furlough codes will be published on June 2, 2010.
May I donate part of my pay to support other employees in need?
No. Each eligible employee will be required to take the time identified.
How will the furlough program affect an employee hired during the FY 2010?
New employees hired on or after June 1, 2010 will not be required to participate this fiscal year.
Can I request a voluntary furlough the day before or the day after an observed holiday or in conjunction with my vacation?
Yes, as long as the furlough is pre-approved by your department.
If an employee uses approved Family Medical Leave in FY 2010, what is the impact on the employee's required furlough?
Furloughs must be taken in addition to any FML taken. You will take furlough hours for the part of FY 2010 outside your approved full-time FML period. Employees on intermittent FML will take the Mandatory Furlough day on a day they would have otherwise been scheduled to work.
If I am on sabbatical leave, am I subject to the furlough?
Yes, while on sabbatical leave you are still in a paid status.
If I am on leave without pay, am I subject to the furlough?
No, not while you are in an unpaid status. You will take furlough hours for the period of FY2010 that the furlough applies and you are in a paid status.
Will the mandatory furlough interrupt delivery of education to our students?
Faculty and instructional personnel will be required to take furlough hours during non-instructional days.
May I file a grievance regarding the mandatory furlough?
The President's decision to impose furloughs is not subject to the University's grievance processes for staff or faculty.
Am I eligible for unemployment during my days off?
No, UH employees are not eligible for unemployment compensation during their days off.
How will the furlough affect garnishments being deducted from my paycheck?
It depends on the requirements of the garnishments.
How will the mandatory furlough affect child support payments taken out of my paycheck?
The University forwards a set amount in accordance with court orders, so this dollar amount will not be reduced.
What will happen if I fail to take my required furlough day by the end of FY 2010?
All employees will be required to complete their mandatory furlough day by June 1, 2010. Voluntary furlough days will be required to be taken between June 1st and July 31st 2010. The time frame required to complete furlough days will ensure all time taken will be appropriately calculated for the FY10 fiscal year.
How does furlough time affect overtime compensation?
When a non-exempt employee physically works more than 40 hours in a work week, he or she is eligible for overtime compensation. Furlough time is not work time.
What if an employee is required to report to work due to an emergency on his/her scheduled Furlough Day?
An exempt employee can not work any hours on a scheduled Furlough Day. If an exempt employee works on their furlough day it must be rescheduled. A non-exempt employee will be paid for on-call hours worked (physically, remote access, by phone, etc.) and must make up the missing Furlough hours within the pay period.
**Please note that the University reserve the right to amend, add or delete any questions provided as it relates to these frequently asked questions. **
The following information is provided to assist managers and leaders in implementing the furlough leave for EXEMPT STAFF EMPLOYEES:
In order to avoid potentially jeopardizing the exempt status of an employee under FLSA rules during the furlough period, please adhere to the following:
Exempt staff employees should not perform services for the University the entire day of their designated furlough leave.
Exempt staff shall not be permitted to work more than 40 hours in the week including their furlough day, under any circumstances.
Exempt staff are not permitted to volunteer services for the University on their designated furlough day.
Exempt employees may attend athletic, social or cultural events at the University as a spectator or audience member on their furlough day, but not in their role as University employee.
If an exempt employee's (1.0 FTE) normal schedule day off is on May 28th and June 1st, the department will need to designate an alternative mandatory furlough leave day.
If an exempt staff employee is less than 1.0 FTE they will receive a salary deduction in direct proportion to the number of hours in a work day that are state or locally funded.
For example: .75 FTE that is 100% state funded would receive a deduction of 6 hours of pay for their furlough day. This same employee would normally work 30 hours per week, they should work 24 hours in the week that includes their furlough leave. They cannot work any hours on their furlough day, even if they would have normally been scheduled to work 8 hours on that day, they should arrange with their department based upon business needs the necessary adjustment to any work schedule.
Can an employee scheduled to work on a grant effective June 1st move their effective date sooner to avoid the furlough?
No. Salary appointments to grants must serve the original intent of the grant. Moving employees prior to the original application date sole for the purpose of avoiding the mandatory furlough will not be permitted.
________________________________________________________________________________________________________
Manager's Guidelines:
Managing furloughs will require a crucial balance between maintaining day-to-day operations and ensuring your employees are adhering to the furlough program. Deans/directors/department heads are ultimately responsible that all required furlough time is taken and ensuring appropriate supervision is maintained throughout the furlough process. You are encouraged to communicate openly and early in the process so that employees know what you expect and how you will manage the process in the coming months. Your support and outstanding leadership will result in a successful furlough program which will ultimately impact budget savings for the University.
Deans, directors, and department heads are responsible for ensuring all required furlough time is taken in their college/divisions.
No units will be closed due to furloughs.
The one day Mandatory Furlough will be required of all eligible employees. The days are designated as Friday, May, 28, 2010 or Tuesday, June 1, 2010.
If Voluntary Furlough days are implemented in your work area, they must be scheduled and coordinated to be taken no later than July 31, 2010.
Due to federal Fair Labor Standards Act (FLSA) implications, employees shall not work during their furlough time, nor shall they work additional time within the same week to make up for furlough time taken.
Sick, vacation, and/or compensatory time may not be used to offset furlough time.
For those employees who work less than twelve months, furlough time must be taken during normally scheduled work/contract periods.
Furloughs must be taken during regularly scheduled work time.
Supervisors must manage the process to balance the individual and departmental needs.
The Furlough program is a temporary program to assist the University in meeting current and potential economic and budgetary conditions.
Furlough time should be scheduled within a full work day.
Employees on an H1B status are exempt from the furlough program due to reported wages to the provided to the United States Citizenship & Immigration Services (USCIS) during the visa request process.
Student Workers working in your work area can participate in the furlough program; hours not worked should be reported to the financial aid office for appropriate processing. Unpaid time from student workers receiving full pay from a federal grant will not directly impact cost savings from your budget.
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