WSU- Day to Day

Employment Basics

Presented by

Human Resource Services

September 2011

Overview

• Governing Federal and State Laws, Rules and Regulations

• University Policies and Procedures and Guidelines

• Day to Day impacts

• How these elements work together

Past / Common Practice

State Rules / Collective Bargaining Agreements

Federal and State Laws and Regulations

Administration and Decision Making

Policies & ProceduresPersonnel Manuals

Department of Labor (DOL) Federal Regulatory Agencies

Health Plans & Benefits

Equal Employment Opportunity

Labor Relations Wages

Leave Benefits Work Hours Workers‘ Compensation

Retirement Plans, Benefits & Savings

Workplace Safety & Health

Unemployment Insurance

Youth & Labor

The Revised Code of Washington (RCW) is the compilation of all permanent laws now in force.

Washington Administrative Code (WAC) Regulations of executive branch agencies are issued by authority of statutes.

Title 357 Office of the State Human Resources Director

Washington State Laws and Rules

WAC 357 Office of State HR DirectorWashington State Laws and Rules

357-13 Classification.357-16 Recruitment, assessment, and

certification.357-19 Appointment and reemployment.357-26 Reasonable accommodation.357-28 Compensation.357-31 Holidays and leave.357-40 Discipline.357-46 Layoff and separation.

WSU Policies and Procedures

Office of Procedures, Records, and Forms

• Executive Policies• Business Policies and Procedures • Safety Policies and Procedures

WSU Policies and ProceduresExecutive Policies

EP 4 - Electronic Communication Policy: Policy on Electronic Publishing and Appropriate Use of Information Technology Resources

EP 12 Equal Employment Opportunity and Affirmative Action Policy

EP15 -Policy Prohibiting Discrimination and Sexual Harassment

WSU Policies and ProceduresBusiness Policies and Procedures

Property 20Finance 30Safety and Security 50Payroll 55Position Control 58Personnel 60Records 90

WSU Policies and ManualsFaculty ManualThe Faculty Manual contains the policies and procedures governing faculty rights, privileges, and responsibilities passed by the Faculty Senate and approved by the President and the Board of Regents.

Administrative Professional HandbookContains a compilation of current policies relating to AP employment, these policies evolve over time as the institution and its internal and external environment change.

Collective Bargaining AgreementsContracts

• Washington Federation of State Employees

• Washington State University Police Guild

• Teamsters Local 690

• Public School Employees

University Guidelines

•Alcohol and Drug Abuse Information

•Ethics

•Tuition Fee Waiver

•Workplace Climate and Concerns

•Classification

•Fair Labor Standards Act (FLSA)

• Industrial Welfare Act (Breaks/Lunch Periods)

•Performance and Evaluations

•Leave and Return to Work

•Various WSU and department guidelines

Day to Day Impacts

Civil Service (CS) and Bargaining Unit(BU): Classified in accordance with the state classification specification (WAC 357-13)

Administrative Professional: Classified in accordance with WSU classification guidelines and in accordance with RCW 41.06.070 and 41.06.170(3).

Faculty: Classified in accordance with the Faculty Manual and the Provost’s Office

Classification

Classification:Position Descriptions

•Duties

•Required Qualification/Competencies

•Essential functions

•Other job-related information as needed

Determining a Classification

• Primary Duty

• Actual Duties vs. Described Duties

• Discretion and Independent Judgment

Fair Labor Standards Act

FLSA sets and regulates minimum wage, overtime pay, equal pay, record keeping, and child labor standards for covered employees.

Basic Rule = Everyone is a covered employee

except for the exceptions.

What Constitutes Overtime for Overtime Eligible Employees?

Civil Service Employees (WAC 357-28-255)

• Hours of work in excess of 40 hours / week*

• Work on scheduled day off

• Work on a holiday (WAC 357-28-200)

• Work on personal holiday (WAC 357-28-200)

Administrative Professional

• Hours of work in excess of 40 hours / week*

* Leave with pay is NOT considered time worked.

WAC Overtime Standards

• Employees covered under the FLSA must be paid overtime at their regular rate for time worked over 40 hours/work week (WAC 357-28-260).

• Compensatory time (time off with pay) at the rate of time and one-half may substitute for paid overtime if employee and employer agree (WAC 357-28-275).

Industrial Welfare Act (WA)• Employees are allowed an unpaid meal

period of at least thirty minutes.

• Employees are allowed a rest period of not less than ten minutes, on the employer's time. (WAC 296-126-092)

• WSU gives 15 minute paid rest periods

EXCEPTION: Meal and rest period may not be required if an agreement is signed to voluntarily waive them on a regular basis.

Leave Policies

Civil ServiceWAC 357-31BPPM 60.57

Collective Bargaining Unit

Collective Bargaining Unit Agreements

Administrative Professional

AP HandbookBPPM 60.56

Faculty Faculty ManualBPPM 60.56

Leave Available through WSU

• Annual Leave

• Sick Leave

• Holidays

• Personal Holiday

• Compensatory Time

• Family Medical Leave

• Domestic Violence Leave

• Shared Leave

• Leave Without Pay

• Civil Leave

• Military Leave

• Military Family Leave

• Parental Leave

• Work-Related Injury/ Illness Leave

Requesting Leave

Requests for Annual Leave and LWOP

• Submit request to Supervisor

• Make a timely request

• Supervisor informs employee as to whether or not leave is approved.

Exception: Medical Leave requests are administered through Human Resource Services.

Return To Work

If needed, attending Physician completes: • Work Assessment form

o Identifies capabilities and limitations

o Duration of limitations

HRS will notify supervisor, employee and department head of limitations and duration

University Guidelines

• Alcohol and Drug Abuse Information

• Computer Investigation Information

• Discrimination and Sexual Harassment

Resources

• Ethics

• Tuition Fee Waiver

• Workplace Climate and Concerns

Department Guidelines and Procedures

• Appropriate Dress

• Call -In

• Equipment Usage

• Leave Requests

• Overtime approval

• Phone Etiquette

• Work Schedules, including breaks

Employee Assistance Program

EAP is a free and confidential service available to WSU staff.  Staff can schedule appointments with an EAP Counselor by contacting 509-335-5759.

The EAP assists in identifying, managing, and resolving personal and work-related issues that may affect job performance or quality of life issues.  The EAP provides counseling, education, and consultation services to improve job performance, worker health, and the well-being of the employee and their family. 

Resources

•Training - SkillSoft and HRS Training

•BPPM and WAC’s

•AP Handbook and Faculty Manual

•Office for Equal Opportunity

•Human Resource Services www.hrs.wsu.edu

Questions can be directed to HRS at 335-4521, or hrs@wsu.edu

WSU employees attending WSU employees attending this session via this session via

videoconferencing videoconferencing and who wish to have it and who wish to have it

documented on their documented on their training history training history

must notify must notify Human Resource ServicesHuman Resource Services within three days of the within three days of the

session date: session date:

hrstraining@wsu.edhrstraining@wsu.edu u