Staff Payroll

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Staff Payroll

There are two types of regular employees in the College:

Exempt staff: Monthly paid staff who are exempt from overtime pay. Full-time exempt staff are charged to object code 903; part-time exempt staff are charged to object code 904. Employment policies for this category are covered in the University’s Personnel Policy Manual.

Non-Exempt staff: Hourly paid staff who are paid weekly. Full-time non-exempt staff are charged to object code 905; part-time non-exempt staff are charged to object code 906. Non-exempt staff who are employed at least 75% time are covered by the L2324 United Auto Workers Agreement.

Filling an Existing Open Position

BU Human Resources requires an updated job description for each open position going into the University’s online posting system. Please download the Exempt job description form (monthly paid, grades 71 and above), as well as the Non-Exempt Job description form (hourly paid, grades 23-26).

The job description form is designed to collect information pertinent to the tasks and responsibilities of the present position. The job description should be written specifically for those duties associated with the position, and should not be written for the incumbent or a potential candidate. Each job description is unique to the position itself. Individuals requiring assistance with the completion of the job description should contact the CAS Business Office.

The updated job description should be submitted electronically to the CAS Business Office for review. The Business Office will review the job description for accuracy and content, and will notify your office prior to forwarding it to Human Resources.

Once our office has approved the final job description, a PS-1 form (request for personnel) can be downloaded from the Human Resources website. The PS-1 form should be submitted to the CAS Business Office along with a justification memo from your department chair, and a resignation letter from the individual vacating the position. The justification memo should outline the need for the position, the impact the position has on your department, and funding for the position. Once the Dean approves the PS-1 form, it will be forwarded to the Provost’s Office for approval, and subsequently to Human Resources.

Those departments who have received prior approval to add a new position should contact the CAS Business Office prior to initiating any paperwork.

Posting a Position

Once all necessary approvals have been received, your position will be posted automatically on the Human Resources website. The hiring manager will receive an e-mail notification from Human Resources with a password to access applications on the open-hire system.

The University’s online job posting is updated weekly.

Filling a Non-Exempt (Hourly Paid) Position

Non-exempt positions must remain in posting for one week before being offered. This provides an opportunity for all qualified internal candidates to apply for the position. Potential candidates should apply for the position through the open-hire system. Human Resources will work with the hiring supervisor to arrange interviews for any qualified candidates.

All CAS departments should contact the Business Office once a final candidate has been identified. Human Resources will check references on “outside” candidates and the hiring supervisor will check references for internal candidates. A reference checklist is provided as a guide (Attachment #4). It is recommended that at least two references be checked. Preferably, one reference will be obtained from the candidate’s current supervisor.

Human Resources is the only office that can extend an offer of employment to a potential University employee. Human Resources works with the CAS Business Office to determine an appropriate salary and ensure that all necessary employment documents and references are provided.

Filling an Exempt (Monthly Paid) Position

Candidates for Exempt positions should also apply online through open-hire. All applicants interviewed at the department level for an exempt position are required to complete a Conflict of Interest Form (Attachment #5), as well as an Application for Employment. The original Conflict of Interest Form and Application for Employment forms should be forwarded to Employee Relations at Human Resources. Departments should retain copies of these forms as well.

All CAS departments should contact the Business Office once a final candidate has been identified. Human Resources is the only office that can extend an offer of employment to a potential University employee. Human Resources works with the CAS Business Office to determine an appropriate salary and ensure that all necessary employment documents and references are provided. The hiring department is required to check references for final candidates. A reference checklist is provided as a guide (Attachment #4). It is recommended that at least two references be checked. It is preferable that one reference be obtained from the candidate’s current supervisor.

New Employees

All new employees are required to complete an Employment Eligibility Verification (I-9) form within the first three days of employment. Completed I-9 forms for all faculty and staff are housed in the CAS Business Office. Student I-9s should be retained at the department level and should not be forwarded to the Business Office.

Department Administrators are authorized to certify I-9s for U.S. citizens or permanent residents only. The I-9 form and instructions are available in the forms section of the Human Resources website.

Please see the I-9 form for a list of acceptable documents. The International Students and Scholars Office must certify I-9s for all individuals who are not citizens or permanent residents.

For tax purposes, new staff are required to complete a W-4 form at Orientation. This form is also available on the Human Resource website for individuals who want to make a change to their withholding. A direct deposit form is also available for download.

Please see the Faculty Section of the Personnel Policy Manual for required new-hire paperwork.

Sick and Vacation Records

All departments within the College of Arts & Sciences are required to maintain sick and vacation records for exempt employees. Please refer to the authorized absences from work section of the Personnel Policy Manual for eligibility and accrual rates.

Monthly accrual rates are based on grade level and length of service as outlined in the Personnel Policy Manual. Employees may accrue Vacation Leave to a maximum of the number of days that they would earn over a two-year period of employment at their current accrual rate. Please see the Sick Leave section of the Personnel Policy Manual for accrual rates for the various grade levels.

Sick and vacation records for weekly paid employees are tracked automatically through the University’s payroll system. Departments wishing to track this information may do so as well. Information regarding accrual rates for those individuals covered by the L2324 bargaining agreement can be found on the Human Resources website.

Personal Time

All regular, full-time, non-exempt employees and regular, part-time, non-exempt employees scheduled to work at least 50 percent of the regularly scheduled workweek are eligible for Personal Day absences after completing three months of continuous service. Exempt employees are not eligible for Personal Days.

Non-exempt employees represented by the L2324 bargaining agreement may use a total of four personal days per fiscal year. A total of two accumulated days of sick leave per year may be converted to personal days. In addition, an employee will be entitled to two personal days per contract year (effective July 1 of each year). Personal time cannot be taken in increments less than one-half day.

Non-exempt, non-represented employees may also use a total of four Personal Days per year. These employees are granted two Personal Days on January 1 of each calendar year. Additionally, employees may also convert up to two days of accrued sick leave into Personal Days (see link to Personnel Policy Manual). Personal time cannot be taken in increments less than one-half day.

Each CAS department is responsible for monitoring and maintaining personal time records. Personal time must be used each year and does not carry over.

Compensatory Time Off

Compensatory time is earned when an employee must work on an observed holiday or intersession day, or during emergency closings of the University.

All regular, exempt employees who are required to work on an observed holiday or intersession day, or during an emergency University closing, will be eligible for Compensatory Time Off.

All regular, non-exempt employees who are required to work on an intersession day or during an emergency closing will earn one and one-half hours of compensatory time off. They will also be paid in accordance with the University’s standard pay policy for the total number of hours worked.

Non-exempt employee required to work on a holiday will be paid according to the bargaining unit agreement (see link to L2324 Bargaining Agreement). They may also elect compensatory time off according to the same policy.

All employees must use compensatory time off within six months of the day on which it was earned.

Supervisors are responsible for maintaining complete and accurate records on compensatory time-off accruals and usage for each employee supervised.

Weekly Payroll

All non-exempt employees are required to complete a weekly timesheet of hours worked. The timesheet must be an accurate reflection of hours worked each day and should include absence hours, both paid and unpaid. Time taken for lunch breaks should be included as well. Please refer to the reverse side of the timesheet for appropriate absence hours coding. The timesheet must be reviewed for completeness and accuracy, then signed and dated. The form should be given to the appropriate supervisor on a weekly basis.

All departments must complete online entry of timesheets using UIS Function HR50/HR51 by 5 p.m. on Friday afternoons, unless otherwise instructed. Recap sheets and timesheets for all Dean’s Office employees also are due in the CAS Business Office no later than 5 p.m. on Friday afternoons.

Payroll Distribution

Paychecks for weekly paid employees are available in the Business Office beginning at 8:30 a.m. on Friday mornings. Checks for monthly paid employees are available on the last working day of each month. The CAS Business Office is open at 8:30 a.m. for the distribution of monthly checks. Departments will be notified in advance in instances where checks will be available early (holidays, intersession, etc.).

Once the payroll has been picked up, the department administrator must verify each check received against the gross wage report (UIS Function HR70). This ensures that no checks are missing or unaccounted. Any checks not belonging to your department should be returned promptly to the Business Office. The Business Office should be notified immediately of any other discrepancies.

Dependent care and health care reimbursement checks are issued on the first Friday of each month. These checks are also listed on the gross wage report with no dollar amount indicated. Questions regarding dependent care and health care reimbursement checks should be referred to the Benefits Section at Human Resources.

Hiring a Casual Employee

A casual employee is someone who has been hired to work at the University on a temporary, short-term basis. These individuals must be paid through the University’s payroll system, and cannot be paid through the Accounts Payable Office. Such individuals are not considered permanent employees and are not eligible for benefits.

Casual employees being paid three times or less should be paid on a temporary employee payment voucher. An I-9 and W-4 form must be submitted along with the payment voucher for those individuals who have never received payment from the University. All forms should be submitted to the CAS Business Office for approval.

Long-term casual employees who will be paid more than three times can be paid through the University’s online time entry function (UIS Function HR50/51). Employment commitments to long-term casual employees should not exceed six months. An I-9 form and W-4 form must be submitted for those individuals who have never received payment from the University.

Departments hiring a long-term casual employee should contact the CAS Business Office for specifics.

Discipline and Discharge

The University may discipline or discharge an employee for just and good cause once proper procedure and protocol are followed. All CAS Departments are required to work with the CAS Business Office in conjunction with Human Resources when disciplinary action is necessary.

Employee Resignations

An employee who decides to resign his or her employment is required to notify his or her supervisor in writing. The effective date of the resignation must also be included in the resignation letter.

All exempt employees are expected to provide notice at least one month in advance of the effective date of the termination. All non-exempt employees are expected to provide notice at least two weeks in advance of the effective date of the termination. The University may, at its sole discretion, accept or reject an employee’s request to rescind or modify a letter of resignation.

All terminating employees are required to return all University property in their possession, including, but not limited to, their University identification card, parking permit, and all other University property (keys, books, computers, computer software, etc.).