Group Title: University of Florida regulations : general
Title: University of Florida regulations : general. Benfits, retirement programs, employment services, and holiday.
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 Material Information
Title: University of Florida regulations : general. Benfits, retirement programs, employment services, and holiday.
Series Title: University of Florida regulations : general
Physical Description: Serial
Creator: Office of the Vice President and General Counsel, University of Florida
Publisher: Office of the Vice President and General Counsel, University of Florida
Place of Publication: Gainesville, Fla.
Publication Date: February 12, 2008
 Record Information
Bibliographic ID: UF00089349
Volume ID: VID00007
Source Institution: University of Florida
Rights Management: All rights reserved by the source institution and holding location.

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NOTICE OF PROPOSED REGULATION AMENDMENT


Date: February 12, 2008

REGULATION TITLE: REGULATION NO.:
Benefits, Retirement Programs, Employment Services, and 6C1-1.200
Holidays

SUMMARY: This regulation has been revised to conform to the requirements of Section 127 of
the Internal Revenue Code which generally permits employees to exclude from income up to
$5,250 per year of employer-provided educational assistance. The revision makes changes to the
TEAMS Employee Development Program and eliminates the requirement that eligible courses
must be "work related," thus allowing employees broader tax-free course offerings. The revision
outlines the educational programs which do not qualify for this benefit, the fees that employees
must pay and the fees which will be waived by the University. In addition, the revision outlines
the application and supervisory approval procedures to obtain this educational assistance benefit.

AUTHORITY: BOG Resolution dated January 7, 2003

COMMENTS CONCERNING THE PROPOSED REGULATION SHOULD BE
SUBMITTED WITHIN 14 DAYS OF THE DATE OF THIS NOTICE TO THE
CONTACT PERSON IDENTIFIED BELOW. The comments must identify the regulation
you are commenting on.

THE PERSON TO BE CONTACTED REGARDING THE PROPOSED REGULATION
IS: Rebecca J. Holt, Administrative Assistant, 123 Tigert Hall, Post Office Box 113125,
University of Florida, Gainesville, Florida 32611, 352-392-1358 office, 352-392-4387 facsimile,
regulations@ufl.edu.

NAME OF PERSON WHO APPROVED THE PROPOSED REGULATION: Kyle
Cavanaugh, Sr. Vice President for Administration

THE FULL TEXT OF THE PROPOSED REGULATION IS ATTACHED TO THIS
NOTICE.









REGULATIONS OF

UNIVERSITY OF FLORIDA



6C1-1.200 Benefits, Retirement Programs, Employment Services, and

Holidays.

(1) Benefits-Benefits made available to faculty, Technical, Executive,

Administrative, and Managerial Support (TEAMS) and University Support

Personnel System (USPS) employees include paid and unpaid leave as described in

Regulation 6C1-1.201, holidays, state- and university-sponsored insurance

programs, and retirement. Under the Family Medical Leave Act (FMLA), Other

Personnel Services (OPS) employees are eligible for unpaid leave under the terms of

the act. Benefits and hours of work requirements shall be administered in

accordance with this regulation.

(2) Related Definitions and Terms-For the purpose of administering this

regulation, the following words and terms shall have the meaning indicated.

(a) TEAMS Technical, Executive, Administrative, and Managerial

Support pay plan

(b) Break-in-Service-Break-in-Service occurs upon separation from the

University of Florida. Such break-in-service occurs for DROP participants when

they end DROP.

(c) Calendar Days All days in a month not counting University of Florida

paid holidays.









(d) Continuous Service Continuous service is employment in a salaried

(non-OPS) position with the University without a break in service. Continuous

service as defined in this regulation shall have no effect on the provisions of the

Florida Retirement System.

(e) Exempt Classification A classification designated by the University of

Florida as exempt from the maximum hours and overtime pay requirements of the

Fair Labor Standards Act, or FLSA.

(f) Non-Exempt Classification A classification designed by the

University of Florida as not exempt from the maximum hours and overtime pay

requirements of the Fair Labor Standards Act, or FLSA.

(g) OPS Other Personnel Services pay plan.

(h) USPS University Support Personnel System pay plan.

(i) Creditable Service Creditable service is employment in a salaried

(non-OPS) position with the University with or without a break in service.

Creditable service as defined in this regulation4rue follows the provisions of the

Florida Retirement System.

(j) Workweek For purposes of compensation, the University of Florida's

workweek ends at 12 midnight on Thursday.

(3) Retirement Programs With the exception of Postdoctoral Associates,

who do not receive retirement benefits at the University, and with the exception of

faculty in the Health Science Center Colleges who must participate in the Optional

Retirement Program, or ORP, all full-time faculty and eligible TEAMS employees









whose positions are assigned administrative and management responsibilities or

professional duties at the department/unit level or above, are enrolled in the Florida

Retirement System Pension Plan unless employees elect to participate in the

Optional Retirement Program (ORP). With the exception of Postdoctoral

Associates, who do not receive retirement benefits at the University, all other

employees participate in the Florida Retirement System, except those who remain

in the State and County Officers and Employees Retirement System or the Teachers

Retirement System. Lump sum payments made pursuant to this section in

conjunction with sick leave benefits shall not be considered salary payments and

shall not be used in determining the average final compensation of an employee in

any state-administered retirement system.

(4) Employment Services The responsibility of an employee is the full

and competent performance of all duties pertinent to the full-time equivalent (FTE)

of his or her employment. Activities which may interfere or may create a conflict of

interest in keeping with University of Florida procedures located in Regulation 6C1-

1.011 are to be disclosed and may be prohibited or allowed under certain conditions.

(a) Certification of Employability The law requires that a person be

appointed and certified as completing an assignment in order to be paid. If a person

is not appointed, is not assigned duties and responsibilities, or is not certified as

fulfilling those duties, then he or she is not eligible for salary payment.

(b) Workweek Each employee is expected to work the number of hours in

the employee's established workweek, or FTE, unless on approved leave.









1. The minimum workweek for full-time employees is 40 hours.

a. Each department or division is required to keep an accurate record of

all hours worked by each USPS employee and non-exempt TEAMS employee as well

as a complete and accurate record of all authorized leave which is approved in

accordance with these regulations by all eligible University of Florida employees.

b. All hours worked by USPS employees must be totaled at the end of the

workday and the total shall be rounded to the nearest quarter of an hour.

c. For USPS employees, approved paid leave, except for some types of

administrative leave, may be used only in the amount necessary to fulfill the

employee's FTE.

d. An employee who uses any type of leave in an amount which is less

than a full hour will be charged with such leave to the closest quarter of an hour.

2. Upon reasonable notice, the appropriate University of Florida

administrator shall require an employee to use any part of his or her accrued

vacation, overtime, special, or regular compensatory leave, as described in

subparagraph 6C1-1.200(4)(b)5., at any time deemed advisable for the efficient

management of the operation of the unit, conservation of funds, or savings to the

University.

3. The appropriate administrator has the authority to require an

employee who has accrued overtime, special, or regular compensatory leave, as

described in subparagraph 6C1-1.200(4)(b)5., to first use such leave before using

accrued vacation leave when necessary for the conservation of funds or savings to









the University. The employee will be allowed to use such accrued compensatory

leave, upon request and with supervisory approval, before using accrued sick leave.

(c) Developmental Research School P.K. Yonge.

1. The faculty of the Developmental Research School serve on a 190-196

day work schedule. The academic calendar for the Developmental Research School,

including the working days and holidays, shall be determined by its Director after

consultation with its faculty and the Dean of the College of Education.

(5) University of Florida Holidays -

(a) The following days shall be considered University of Florida holidays

and shall be observed as paid days off and are provided to employees in proportion

to their FTEs, with the exception of individuals receiving workers' compensation

salary indemnification benefits. Employees required to perform duties on such

official holidays shall have their schedules adjusted to provide equivalent paid leave

time. No classes shall be scheduled on such official holidays.

1. New Year's Day.

2. Birthday of Martin Luther King, Jr., third Monday in January.

3. Memorial Day.

4. Independence Day.

5. Labor Day.

6. University of Florida Homecoming.

7. Veteran's Day.

8. Thanksgiving Day.









9. Friday after Thanksgiving.

10. Christmas Day.

11. If any of these holidays fall on a weekend, a day during the workweek

will be observed.

(b) An observed holiday benefit (maximum of eight hours) does not count

for purposes of overtime.

(c) OPS employees are not eligible for holiday benefits unless they are

OPS faculty members who are compensated on a biweekly basis.

(d) To receive holiday pay, TEAMS and USPS employees must be in pay

status for a reasonable portion of the employee's regularly scheduled shift of the

employee's last workday before the holiday.

(e) USPS employees who have completed their probationary period earn

one personal holiday in proportion to their FTEs per fiscal year.

1. Such personal holiday shall be credited to eligible employees on the

last day of the pay period in which July 1 falls. It must be taken by the employee or

be forfeited at the close of business on the last day of the pay period in which the

following June 30 falls.

24. Cash payment is not provided for unused personal holidays.

34. Personal holidays must be taken in full-day increments (that is, as an

8-hour day for full-time employees, as a 4-hour day for .50 employees).

(f) Supervisors are encouraged not to require employees to perform duties

on holidays.









1. Those employees required to perform duties on holidays may have

their schedules adjusted during the workweek to provide equivalent time off.

a. In the event a USPS or a non-exempt TEAMS employee's work

schedule is not adjusted within the workweek in which the holiday occurs, as

described above, he or she shall earn special compensatory leave for hours

attributed to the holiday benefit in excess of the hours in the employee's established

workweek (or FTE).

b. When the holiday is observed on the USPS or a non-exempt TEAMS

employee's regular day off, he or she shall earn special compensatory leave for hours

attributed to the holiday benefit in excess of the hours in the employee's established

workweek (or FTE) unless the employee's work schedule is adjusted within the

workweek in which the holiday occurs.

2. When an exempt TEAMS employee or faculty member is assigned to

perform duties on a holiday, he or she may take off another day as a way to enjoy

the holiday benefit-typically during the workweek in which the holiday occurred. If

the exempt TEAMS employee or faculty member who has been assigned to perform

duties on a holiday terminates employment prior to being given time off, the

employee shall be paid, upon termination, for the holiday hours worked without

compensation within the previous 12-month period.

(g) No classes shall be scheduled on holidays unless approved by the

President or designee. Classes not held because of a holiday shall not be

rescheduled.









(h) Employees also shall be entitled to observe a state day of mourning in

observance of the death of a person in recognition of service rendered to the state or

nation, as appropriately designated. An employee who is on approved leave with

pay when a state day of mourning is declared shall not have such day charged

against his or her accrued leave.

(6) Benefits for TEAMS Personnel The following benefits are provided for

TEAMS personnel.

(a) TEAMS Employee Development Program Full-time TEAMS

employees are provided with the opportunity to take up to six (6) credit hours of

work related courses per semester at a public community college closest to their

assigned work location in Florida, at a Florida state university closest to their

assigned work location, or at a vocational technology center closest to their assigned

work location found on a t maintained at the Office of Human Resource Service.

under the following conditions:

1. The TEAMS employee must have had continuous University

employment in TEAMS or USPS for the past six (6) months and must be on a

TEAMS regular annual or multi-year appointment.

2. The TEAMS employee must have the approval of a supervisor and

meet admission and enrollment requirements as a degree seeking or non-degree

seeking student at the respective institution. Courses taken in a non-degree

seeking status may not apply to a degree program.

a. Each participating employee must meet the academic requirements









and be in an established position on the date that fees are due. The University will

establish the periods of enrollment each semester for employees registering for

courses to be paid for by this program.shall work with an academic advisor to obtain

review of the courses requested as well as his or her complete program of study. A

list of academic advisors will be provided to each participating employee by the

Office of Human Resource Services.

3. The costs associated with non-credit courses and program offerings

otherwise required as an extension of regular employee training are not covered

under this program. The University's fee petition and fee refund policies and

procedures are not applicable to courses taken through this program. Therefore,

there is no petition process for a refund of any fees paid.Unive sity payments will be

limited to the matriculation fee for the approved credits for which the employee

registers except where the University does not have the authority to waive local



4. This program does not permit enrollment in thesis, dissertation,

internships, directed individual study, individual performance courses, non-credit

courses, and sponsored credit programs, off-book programs, and some distance

education course offerings.The employee must sig n n agreement releasing the

grades achieved in courses to the Office of Human Resource Services.

5. Continued participation in the program is contingent upon achieving a

passing grade in and completion of all courses taken in the EEP

program.satisfat a emi p ess a appraise by the academic advisor.













those elements by the Office of Human Resouree Serviees.

6. To the extent possible, class attendance should be scheduled during

non-working hours. If a University employee enrolls for a course during working

hours, all time taken during that period, including time taken in traveling to and

from classes, shall be charged to annual or compensatory leave or leave without

pay, unless the work schedule has been adjusted to accommodate the class, subject

to approval by the appropriate supervisor or administrator.

7. The employee must complete the online application form, available

from the Office of Human Resource Services at 903 W. University Avenue and from

the HRS website at www.hr.ufl.edu/education, and must secure written approval

from his or her supervisor and department chair or equivalent unit administrator.

The employee's department chair or equivalent unit administrator must certify that

the employee meets the employment requirements for participation and that the

time used is covered by appropriate leave or schedule adjustment. The completed

form must be submitted to the University Registrar, 222 Criser Hall by the

published EEP application deadline each semester. In the case of an employee with

a principal place of employment outside of Alachua County who wishes to attend

another state university, the completed form must be submitted to the Education

Coordinator for Human Resource Services, 903 W. University Avenue, by the

published application deadline.









a. Unless otherwise required by applicable law or regulation, the value of

courses in which the employee has enrolled under the provisions of this program

shall not be used to compute the employee's base rate of pay or regulate rate of pay;

however, certain courses may be subject to taxes as defined by the United States

Internal Revenue Service. Employees are responsible for any individual tax liability

exceeding $5250 per year, that may result from participation in this tuition

program and should refer any tax questions to their tax advisor. The employee shall

pay any additional fees including, but not limited to:

1. Application fees.

2. Out-of-State Tuition and Fees (in-state tuition rates apply for exempt

TEAMS employees regardless of residency requirements).

3. Photo I.D. Fees.

4. Late Registration Fees.

5. Late Payment Fees.

6. Material and Supply Fees.

7. Off-Campus Course Fees, which include but are not limited to distance

education or online course fees.

8. Any other fees not covered by this program.

b. The University shall be responsible for the payment of (The University

shall be responsible only for the in-state portion of these fees):

1. Matriculation Fees.

2. Building Fees.









3. Capital Improvement Fees.

4. Student Financial Aid Fees.

c. The University shall waive the following local fees and the employee

will not be eligible for services provided by these fees. (For students attending

another state of Florida public university these fees will be paid by the University).

The services provided through these fees are, therefore, not available to the

employee, and the employee does not have the option to pay any of these fees to

take advantage of these services.

1. Activity and Service Fees.

2. Athletic Fees.

3. Student Health Fees.

4. Transportation Fees.

d. Continuation of this program of instruction is contingent upon the

University's continuing ability to meet workload requirements and meeting the

financial obligations of the program. At any time and with 10 days notice, the

University may terminate this program. Participation in a course by an employee is

contingent upon the department's continuing ability to meet workload

requirements. At any time, with 5 days notice, the University may terminate an

individual's participation in this program.

e. The Office of Human Resource Services shall be the administrator of

this program and shall make available application forms on their website at

www.hr.ufl.edu/education.









(b) Higher Education Opportunity for Children of full-time TEAMS

Employees This program is designed to provide children of TEAMS employees

with enhanced opportunities for post-secondary education.

1. Children of TEAMS employees who wish to apply for entrance under

this program to undergraduate study at the University of Florida or at a public

community college in Florida must complete an application for admission to the

University of Florida before the published deadline for theJanuary 15 preceding the

desired academic year of entry. Before this deadlineJanuary 15, the parent TEAMS

employee must notify the Office of Human Resource Services of the child's name,

via the Higher Education Opportunity of Children of Full-Time TEAMS Employees

Application- Form DHR TEAMS HEO 02, Rev. 07/03, which is incorporated herein

by reference and can be obtained at

http://www.hr.ufl.edu/education/heo/transition/HEO.pdf, that the child has filed an

application for entrance under this program, and must certify that the child meets

the following criteria:

a. He or she must be the natural, adopted, step, foster, or any other child for

which legal guardianship can be documented of a full-time TEAMS employee.


b. He or she must be unmarried and will continue to be eligible for the

program through the end of the calendar year in which the child turns 25 years of

age. The Office of Human Resource Services will send to the Admissions Office the

names of children whose parents have provided the indicated information before the

program's deadline so the admissions office may verify application to UF.









2. Fifty children will be chosen at random from the pool of names by the

Office of Human Resource Services. Those children among the fifty who meet

admissions requirements to the University will be offered admission to the

University, conditional upon receipt of their high school diploma before the date of

entry into the University offered by the Director of Admissions. Those children

among the fifty who do not meet admissions requirements to the University, who

receive a high school diploma before the beginning of the academic year and who

wish to continue in this program may enroll at a public community college in

Florida.

3. The University will pay the in-state matriculation fees less any Bright

Futures Scholarship award for each of the fifty children for up to twelve credits per

semester during the academic year and for up to 6 credits per twelve (12) week

summer semester at the University of Florida or a public community college. The

children are responsible for payment of all other fees charged by the institution and

for any costs associated with attending the institution.

4. Continued Eligibility To continue to receive this benefit, the following

conditions must be met on August 30 commencing the second year of the child's

enrollment in the program and in each succeeding year:

a.i) The child's legal guardian must be a full-time TEAMS employee on the

first day of classes for each new semester.

b.ii) The child's cumulative GPA must be 2.75 or higher.

cii4) If the child is attending a public community college, he or she must









provide to the Office of Human Resource Services a current official copy of the

transcript of grades from the community college showing all courses attempted and

grades received.

5. The University's total obligation for each child is limited to paying the

matriculation fees less any Bright Futures scholarship award for a maximum of 132

credit hours over a period of six calendar years or less, beginning with the date of

entry into the University or August 30 of the academic year in which application is

made. All completed courses, passed or failed, and withdrawals are totaled in the

count of credit hours.

6. This program will become effective for the Fall semester 2003.

- (c) Vacation Leave Pay Upon request during the month of December, up

to 16 hours of accrued vacation leave at a TEAMS employee's regular rate of pay

shall be cashed out provided the employee's remaining accrued vacation leave totals

at least forty (40) hours.



Specific Authority: BOG Resolution dated January 7, 2003.

Law Implemented: BOG Resolution dated January 7, 2003.

History--New 7-15-97, Amended 6-28-98, 3-2-03, 12-31-03, 5-30-04, 7-19-05,

3-30-07 (technical changes only),




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