Procedures

Printable Version

• Corresponding Policy Title: Auburn University Employee Transition Allowance
• Procedure Owner: Human Resources
• Effective: January 1, 2018
• Last Updated: April 9, 2018
• Responsible University Department: Human Resources
• Procedure Contact: Associate Vice President, Human Resources

I. Procedure Statement

Effective January 1, 2018, at the discretion of the Department Head, Dean, or appropriate Vice President, Auburn University may pay an incoming faculty or administrator (VP or Director level) an equitable transition allowance to cover their personal moving, relocation, and employment transition costs.

II. Procedures

• The Transition Allowance is less than 10% of the employee’s regular starting salary AND 
• The offer letter which includes the Transition Allowance amount was signed off on by the appropriate Department Head, Dean or Vice President.

• The Transition Allowance is less than 10% but the offer letter did not reference the Transition Allowance amount; OR
• The Transition Allowance is less than 10% and was referenced in the offer letter, but the offer letter was not signed off on by the appropriate Department Head, Dean or Vice President; OR
• The Transition Allowance is greater than 10% of the employee’s regular starting salary.

Instructions to create the Transition Allowance EPAF (ALLWNC)

To process EPAF ALLWNC

1. Go to Self-service Banner
2. Select Employee Tab
3. Select New EPAF
4. Enter Banner ID of employee
5. For Query Date, date will be the start of the pay period for which pay will need to be paid
6. For Approval Category, select ALLWNC, Add an allowance to an employee
7. Click: Go
8. Select the Active Primary Job to which the allowance applies
9. Click: Go
10. Change “Effective Date” of Regular Earnings to same effective date of Query Date as entered above
11. Enter “Effective Date” of Allowance as same effective date of Query Date as entered above
12. Select: TMA, Transitional Moving Allowance from drop down list
13. For Hours or Units Per Pay: Enter 00
14. For Special Rate: enter the amount (gross, or pre-tax amount) of the allowance to be paid
15. Enter End Date for Allowance, which must be the day after the pay period end date. For example, if allowance is paid on 04/30/2018 and the pay period ends 04/30/2018, the end date of the Allowance must be 05/01/2018.
16. Click: SAVE, and if saved successfully, move to next steps. If not saved successfully, correct errors and resave.
17. Select Routing Queue

• If the allowance is less than 10% and the offer letter was not signed as indicated above, EPAF must route to the following for approval:
  • HR Liaison and
  • Either the Department Head, Dean or appropriate Vice President. 

• If the allowance is greater than 10% of the employee’s regular rate of pay, EPAF must route to the following for approval:
  • HR Liaison and
  • Either the Department Head, Dean or appropriate Vice President, and
  • Either the Provost, Vice President Business & Finance, Chief of Staff or Vice President Student Affairs.

18. Click: Save
19. Click: Submit

III. Definitions

1. Employee: For purposes of this policy, an employee is anyone who receives a Form W-2 from the University.
2. Transition Allowance: Payment made as a taxable benefit to an incoming faculty or administrator to cover their personal moving, relocation and employment transition costs.  This payment includes moving company expenses, temporary storage or housing, travel, meals, or other personal or family relocation expenses.

IV. Sanctions

Violations of this procedure will be addressed through the appropriate disciplinary action.

V. Forms

VI. Related Information

VII. History

4/6/2018:  The corresponding policy replaces Auburn University Travel Policy Section 4.2 Relocation Expenses. The recently enacted Tax Cuts and Jobs Act (TCJA) changed tax law related to the moving expense deduction.  Section 11048 of the TCJA modifies Section 132(g) of the Internal Revenue Code to suspend the exclusion for reimbursed moving expenses.  As such, moving expenses are now taxable to employees when reimbursed or paid on their behalf by Auburn University. 

Printable version

Corresponding Policy Title: Family Medical Leave Policy

• Procedure Owner: HR Benefits
• Related Policies: Family and Medical Leave Policy
• Forms: Listed below; also included on the Human Resources website
• Effective: March 2018
• Last Updated: March 2018
• Responsible University Department: Payroll Benefits and Records
• Procedure Contact: Executive Director, Payroll, Benefits and Records

I. Procedures 

Requesting FMLA

• Employee notifies Supervisor and/or HR Liaison in the department of their request for FMLA leave.
• HR Liaison provides the employee with the “Notice of Rights and responsibilities” and the “Medical Certification form”.
• Employee requests completion of the medical certification form from their physician.
• If employee is requesting FMLA for an eligible family member, employee submits medical certification form to family member’s physician for completion.
• Employee or physician returns the medical certification form to Auburn University Benefits Coordinator in Human Resources within 15 days of FMLA request.

Approval and Designation of FMLA

• Benefits Coordinator certifies the FMLA leave or requests additional information if needed.
• Benefits Coordinator notifies department HR Liaison of approval and amount of time approved for FMLA by copy of Designation Notice.
• Benefits Coordinator sends Designation Notice to employee notifying FMLA approval.
• If FMLA is designated for the entire 12 weeks, Benefit Coordinator notifies the employee by letter to indicate the end date of the approved FMLA leave.

Tracking of FMLA

• Employee is responsible for letting HR Liaison/Timekeeper know which FMLA earn code to use to ensure the correct FMLA time is entered.
• HR Liaison/Timekeeper enters time for employee on FMLA leave in Kronos.
• FMLA-sick, FMLA-vacation, or FMLA-no pay are earn code options for FMLA leave in Kronos.

Recertification

• All intermittent leave will be approved for up to six months at a time.
• After the initial six months ends, the employee is responsible for notifying HR Liaison or Benefits Coordinator in Human Resources of request for recertification of intermittent leave.
• Employee is responsible for notifying HR Liaison or Benefits Coordinator in Human Resources of request for FMLA extension at which point:
• HR liaison or Benefits Coordinator provides employee with a new medical certification form for the employee to have completed by physician and returned to the Benefits Coordinator in Human Resources.
• Benefits Coordinator recertifies the FMLA leave and completes and sends the medical designation notice to the department and to the employee.

Return to Work Status after FMLA leave

Employee must submit a return to work notice from the treating physician to HR Liaison before being allowed to return to work. The HR Liaison will submit a copy of the return to work documentation to the Benefits Coordinator.

II. Definitions

All definitions are in the policy document

III. Forms

• Certification of Health Care Provider for Employees
• Certification of Health Care Provider for Family Member
• Notice of Eligibility and Rights and Responsibilities
• Employee Rights and Responsibilities under FMLA

• Corresponding Policy Title: On-Call Policy
• Procedure Owner: Human Resources
• Related Policies: On-Call Policy
• Forms: Employee On-Call Agreement
• Effective: March 1, 2018
• Responsible University Department: Human Resources
• Procedure Contact: Senior Director, Talent Management

I. Procedure Statement

The On-Call Procedures ensure consistency and fairness in the application of the On-Call Policy throughout the Auburn University campus. These procedures are provided as a tool to assist departments and units in their efforts to maintain effective and continuous business operations and do not imply that each department or unit must utilize the On-Call Policy.

II. Procedures  

1. On-Call Agreement: All employees designated to serve in an on-call status will be required to sign an on-call agreement upon initial notification. This signed agreement will be kept in the employees’ files maintained within the department.
2. Current Listing of Designated Employees: Each department is responsible for maintaining a current listing of employees or positions authorized to serve on-call and regularly communicate changes to this list to the timekeeper(s) and/or other appropriate personnel. 
3. On-Call Schedule: An on-call schedule will be provided to each employee serving in an on-call status for a scheduled on-call period or rotation. This notification must provide sufficient notice to the employee so that he/she can make any necessary personal arrangements in order to be work-ready if called upon.
4. Employee Contact Information: Designated employees are required to provide current contact information to their supervisor indicating how the employee can be reached while serving in an on-call status.
5. Inability to Serve: If an employee serving in an on-call status becomes ill or is otherwise not able to continue to serve in such capacity, it is the employee’s responsibility to notify their supervisor or designee at the earliest opportunity so that additional coverage may be identified.  Unless approved by the supervisor, if an employee serving in an on-call status does not return to the worksite upon being called in, the employee may not receive on-call pay for the period of on-call served.
6. Exclusions: Employees are prohibited from serving in an on-call status during scheduled hours of work. In addition, employees may only serve in an on-call status for their primary assignment.
7. On-Call Response Time: Employees in an on-call status that are asked to return to the worksite are expected to return within forty-five (45) minutes unless an employee’s physical address is greater than forty-five (45) minutes from the worksite and approved in advance by the supervisor. The supervisor, or designee, will notify the employee of call back by telephone.  If notification is received via voicemail or text message, the employee must respond to the appropriate personnel within ten (10) minutes of receiving the notification to confirm his/her availability to return.  Departments may establish an alternative protocol - provided it be in writing and communicated to all affected employees.
8. On-Call Pay: Employees serving in an on-call status will be paid $1.00 (one dollar) per hour for each hour of their scheduled on-call period. This includes serving on-call during weekends and holidays.
9. Call-Back Pay: Employees called to return to the worksite while serving in an on-call status will also qualify for call-back pay as specified in the Call-Back Policy.
10. Not Considered “Hours Worked”: In compliance with the Fair Labor Standards Act, hours served in an on-call status are not considered “hours worked” for determining overtime compensation.  However, actual hours worked while being called back during an on-call status period will be considered “hours worked” for determining overtime compensation.           
11. Timekeeping: Supervisors are responsible for assisting timekeepers with the proper administration of on-call pay. The appropriate earn code for the on-call premium is ‘ONC’. Timekeeping instructions for TigerTime are available online.

III. Definitions 

1. Exempt Position: An exempt position is a position 1) whereby the incumbent employee’s salary meets the FLSA minimum salary threshold test AND 2) that has duties meeting the FLSA criteria for exemption under the duties test. Such positions are not subject to the accurate recording of time worked or overtime pay. Exempt positions are not eligible to participate under this policy.
2. Nonexempt Position: A nonexempt position is a position 1) whereby the incumbent employee’s salary does not meet the FLSA minimum salary threshold test OR 2) that has duties that do not meet the FLSA criteria for exemption under the duties test. Such positions require the accurate recording of working time, as well as the right to a minimum wage and overtime pay provisions of the FLSA.
3. On-call Period: The period that employees in nonexempt positions are required to maintain work-readiness in order to return to the worksite if called upon. An on-call period is a designated period determined by the department/unit head. Such periods may vary in beginning and ending times from department to department, and are subject to change as warranted by service needs.
4. On-call Status: The scheduled state of availability for designated employees in nonexempt positions to return to duty, work-ready, within a specified period.
5. On-Call Pay: Employees serving in an on-call status will be paid $1.00 (one dollar) per hour for each hour of their scheduled on-call period. This includes serving on-call during weekends and holidays.
6. Full-time Employee: An employee whose scheduled workweek is 40 hours or more.
7. Part-time Employee: An employee whose scheduled workweek is less than 40 hours.
8. Student Employee: An individual who is enrolled at Auburn University on a full-time or part-time basis who is designated as a student worker.  A student employee may work up to 20 hours per week.
9. Temporary Employee: An individual who is employed on a day-to-day or assignment basis typically to assist with special projects, abnormal workloads, or emergencies and who is designated as a TES Employee.   
10. University Staff Employee: An employee whose position is designated as nonexempt under the FLSA and is paid on a biweekly basis.
11. Work-ready: The ability to return to the worksite within forty-five minutes while being physically and mentally unimpaired and fit for duty (able to safely perform all essential job functions with no risk to self, co-workers, students, public, or property.)

IV. Sanctions

Violations of this procedure are to be promptly reported to the employee’s supervisor and will be addressed through appropriate disciplinary action(s).

Employee On-Call Agreement

VI. Related Information

Call Back Pay: Salary Administration Policies 3.5.5 is available online.

VII. History

N/A

VIII. Frequently Asked Questions

Printable version

Plan template

• Corresponding Policy Title: Policy on Employee Awards

• Procedure Owner: Human Resources  

• Related Policies:

• Forms: N/A

• Effective: May 1, 2018

• Last Updated: May 2018

• Responsible University Department: Human Resources

• Procedure Contact: Executive Director, Payroll, Benefits and Records

I. Procedure Statement

The Employee Award Guideline Procedures are provided to ensure consistency and fairness throughout all university award programs and to guide Auburn University departments and units with the development and implementation of award programs. These guidelines are provided as a tool to assist departments and units with their recognition efforts and do not imply that each department or unit must have an awards program.

Controlling Authority:

• Internal Revenue Code

• The Code of Alabama

• Policy on Employee Awards

II. Procedures

• Awards must be given through a competitive program that promotes the best interest of Auburn University (“the University”) and the purpose for which the University was created (must have a business purpose or of primary benefit to the University and its mission).

• All proposed employee award programs must be submitted to the University Employee Awards Committee for review. Approval from this Committee is required prior to any award distribution. Award Programs shall be submitted to the Chair of the Committee.

• All award funding is provided through the local budget. Departments are responsible for funding and continuation of award programs. If funding is no longer available for award programs, a statement of withdrawal must be sent to the Awards Committee, as well as, a notice sent to all department employees.

• These procedures apply to student awards only when the award is based on the student’s employment with the University.

B. Awarding Unit/Department that intends to provide employee awards should:

Step 1: Establish an Awards Recognition Development Committee

The Awards Development Committee will guide program design. The development committee must determine the components of the recognition program. The committee role is to identify, develop, and implement recognition program(s) for their department.

Although not required, it is best practice for the Development Committee to create terms and convene a Selection Committee: The Development Committee should make a determination of how Selection Committee members are chosen to serve, the length of service terms for serving, and training needs to be established.

Step 2:  Identify Award Program Objectives

The Development Committee will need to identify recognition program objectives for their department to provide opportunities for the employee to be recognized. There are many factors to consider when identifying these objectives for your department. Here are some important factors to consider in this process:

• The recognition program should meet the needs of the employees in the department or complement the kind(s) of job behaviors and performance the department wants to recognize and reward.
• The program should be linked to the mission statement or core values of the department, division or the university.
• The program should be fair and flexible to the employees in the department.
• The recognition program should comply with university rules and regulations regarding award and incentive programs, taxation of payments and awards to employees or any other rules and regulations related to awards.
• Review other university award programs.

To assist with this process, gather input from the employees in the department. This can be done by developing an employee survey to identify work behaviors and job performances to recognize and reward, identify employee eligibility criteria and award criteria.

Step 3: Identify Award Themes and Award Selection Criteria

The Development Committee must identify award themes for the award program that complement the employees and the department. This will help identify the selection process of the awards and help employees work towards setting goals so that they can be recognized.

Example award themes include:

• Keys to Excellence Award
• Exemplary Performance Award
• Department Employee of the Year
• Outstanding Employee Award
• Employee Safety Award
• Superior Customer Service Award
• Teamwork Award

After an award theme has been identified, the committee will need to identify selection criteria. The selection criteria may be linked to a department's mission or core values or positive behaviors. To assist with this process, create an employee survey to find out what characteristics the employees value and think an employee should exhibit for nomination and to receive an award. Also, seek input from management on the types of behaviors they want to be recognized. Here are some examples of selection criteria:

• Job Excellence
• Customer Service
• Unsung Hero
• Teamwork
• Leadership
• Productivity
• Innovation

Step 4: Identify Award Eligibility Criteria, Award Frequency and Award Types

The Development Committee will need to identify funding, determine award eligibility, award frequency and award selection processes. The committee will need to determine who is eligible to participate and/or be nominated for an award. They will also need to make sure that the award eligibility criteria complement the work environment of the department. Components of award eligibility criteria to consider are:

• Length of service: is there a minimum length of service an employee must have with the department or University?
• How frequently can an employee win an award?
• Would Development or Selection committee members be eligible to participate in or receive nominations for an award during their term?

After award eligibility criteria are identified, the frequency of awards will need to be determined. There are some factors to consider when determining the frequency of awards for a department such as:

• Are department funds available to cover the cost of multiple awards?
• Are there too few employees in the department to participate in the program?
• Are there other recognition programs in the department?
• Will awarding many employees devalue the award itself?

After you have identified the frequency of awards, you will need to determine the types of awards. The awards selected for a recognition program should be meaningful and relevant to the award recipient(s). The awards given to employees can range from an award certificate to cash (paid through university payroll).

Step 5: Identify Nomination and Selection Process

The Development Committee or the Selection Committee will be responsible for carrying out the nomination and selection processes of a formal award program. The committee should determine the following factors about the nomination process:

• Is the nomination process confidential? Should nominators be known or remain anonymous?
• Which employees are eligible to submit a nomination?
• What employee information should be provided on the nomination?
• How should the nominations be submitted? (electronic, paper, etc.)

If the awarding Department/Unit convenes a Selection Committee, the Development Committee will need to determine the following items for the selection process:

• Defining rating procedures and processes
• Determine who will review and score the nominations
• Determine the length of membership for the selection committee
• Determine who will make the final decision on the winning nominations
• Determine if past recipients should serve on the selection committee
• Determine if selection subcommittee is eligible for nomination

Step 6: Identify Communication Plan

Public announcements should be made prior to the award program to announce the award program, after the award program and immediately following the recognition of the award recipients to recognize the employees. Here are some examples of how to market your department's award program:

• Award program flyers
• Email to department employees
• Department newsletter
• SharePoint intranet site
• Department website
• Department bulletin boards
• Department meetings

Step 7: Establish and Monitor Award Program 

A departmental recognition program should be monitored and evaluated on a regular basis to assess its effectiveness and to obtain feedback and suggestions from employees for enhancements to the program. All substantial changes to the program must be approved by the University Awards Committee in advance of implementation.

C. Procedures for Issuing Awards:

1. Obtain appropriate approval from awarding Department/Unit Awards Committee to issue specific award.
2. Ensure appropriate unit or department approval if applicable.
3. Notify award recipient of possible tax implications prior to presentation of award.
4. For an Award of tangible property:
   1. Follow established University Spending Policies and Procedures for non-employee awards. 
   2. Maintain a list of awards, value, and recipients for submission annually to University Payroll for processing.

5. Cash awards:
   An Electronic Personnel Action Form (EPAF) with all appropriate information must be completed and sent to the Human Resource Records unit for processing. The employee’s position number with a suffix of A1 should be used and an earn code of AWD. Once received cash award payments will be processed on the next scheduled pay day for the recipient. 

6. Terminated employees: If employee has received a tangible award then the award purchase price should be reported to University payroll with documentation for the last paycheck. An email with the employee’s name, banner id and amount of award should be submitted to the awards and incentive email address.

D. Record Keeping: 

Each department or unit is responsible for documenting all award recipients and award types. This report should include employee’s name, banner id and purchase amount of award. This documentation should be sent annually, no later than December 1, to University Payroll for review. This documentation must be sent to the following email address:  awardsprogram@auburn.edu               

Resources used for Development of this document:

• The University of North Carolina at Chapel Hill. Employee Recognition Handbook
• Texas A&M University. Employee Recognition Program Guidelines   

III. Definitions

IV. Sanctions

Strict adherence to policy procedures is mandatory in order for Awards to be accessible.

V. Forms

VI. Related Information

• Internal Revenue Code
• The Code of Alabama
• Policy on Payment of Awards

VII. History

VIII. Frequently Asked Questions