UNIVERSITY OF PITTSBURGH PROCEDURE 07-03-04

 

CATEGORY:         PERSONNEL

SECTION:          Employment Status

SUBJECT:          Nine-Month and Ten-Month Full-Time Staff Status

EFFECTIVE DATE:   June 30, 1995

PAGE(S):          3

 

I.    PURPOSE

 

      To define the steps required to change a position from from a regular

      full-time 12-month status to a regular full-time nine-month or ten-month

      status.

II.   SCOPE

      This procedure applies to all regular full-time staff.

III.  DEFINITIONS

      Voluntary - Current Employees: Conversion from a 12-month status to a

      nine-month or ten-month status as mutually agreed upon by the employee

      and supervisor/department head.

      Replacement Positions: Conversion from a 12-month status to a nine-month

      or ten-month status must be documented in the Summary section of the new

      Job Description (FORM 0063).  The established status cannot change during

      an incumbent's tenure in the position.

      New Positions: A new position may be established as a nine-month or ten-

      month status position.  The status of the position must be documented in

      the Summary section of the new Job Description (FORM 0063).  The established

      status cannot change during an incumbent's tenure in the position.

IV.   ADMINISTRATIVE RESPONSIBILITIES

      Employee: Responsible for initiating a request to change status of position

      from a regular full-time 12-month position to a regular full-time nine-month

      or ten-month position.  The request must be made to the employee's

      supervisor/department head.  The employee is required to sign the Reduced

      Staff Appointment form (EXHIBIT A).  New and current employees must work a

      minimum of six months prior to the period of non-employment to be eligible

      for a nine-month or ten-month appointment.

      Supervisor/Department Head: Responsible for reviewing requests for changes

      from 12-month to nine-month or ten-month regular full-time employment status

      as requested by the employee.  If approved, he or she is responsible for

      signing the Reduced Staff Appointment form (EXHIBIT A). The responsibility

      center head must be notified of the requested status change via the

      Reduced Staff Appointment form (EXHIBIT A).  If approved by the responsibility

      center head, the supervisor/department head is responsible for processing

      the Employee Record (EXHIBIT B) and Salaried Personnel Activity Report (SPAR)

      to identify the change in employment status and adjust the employee's pay

      accordingly.  Additionally, the supervisor/department head is responsible

      for adjusting the employee's Staff Time Record (EXHIBIT C) to reflect the

      new accrual rates and maximum limits, which should be communicated to the

      staff employee.

      Responsibility Center Heads: Responsible for reviewing requests for changes

      from 12-month to nine-month or ten-month regular full-time employment

      status.  If approved, the responsibility center head must sign the Reduced

      Staff Appointment form (EXHIBIT A) and return it to the supervisor/

      department head.

      Office of Human Resources: Responsible for processing and reviewing the

      Employee Record (EXHIBIT B) and the Reduced Staff Appointment form

      (EXHIBIT A) for supporting documentation and approvals.

V.    PROCEDURES

      Requesting a change in employment status from 12-month to a nine-month or

      ten-month appointment

      1.   If both the supervisor/department head and the employee agree to a

           change of status from a 12-month to a nine-month or ten-month

           appointment, the responsibility center head must be notified (via

           the Reduced Staff Appointment form, EXHIBIT A) of the requested

           status change.

      2.   New staff positions or vacant staff positions may be established as a

           regular full-time nine-month or ten-month position.  This change must

           occur before recruitment for the position commences and must be defined

           in the Summary section of the Job Description (FORM 0063).  The

           position must be identified as a nine-month, ten-month or 12-month

           position (or indicated as other) in the Summary of the Job Description

           (FORM 0063).

      3.   Eligibility: New and current employees must work a minimum of six months

           prior to the period of non-employment.

      Department responsibility for processing a change from a regular full-time

      12-month to a nine-month or ten-month position

      1.   Upon approval of the responsibility center head, the department must

           adjust the Employee Record (EXHIBIT B) to reflect compensation based

           on a nine-month or ten-month annual salary payable in 12 equal

           payments.  The nine-month or ten-month rate is determined by dividing

           the annual (12-month) salary by 12 and multiplying by 9 or 10.

           Examples:      $25,002.00/12 = $2,083.50 (per month)

                          $2,083.50 x 9 = $18,751.50 (nine-month annual)

                          $18,751.50/12 = $1,562.63 or $1,563.00 (new monthly)

                          $25,00.00/12 = $2,083.50 (per month)

                          $2,083.50 x 10 = $20,835.00 (ten-month annual)

                          $20,835.00/12 = $1,736.25 or $1,736.50 (new monthly)

      2.   The Employee Record (EXHIBIT B) must also be coded to reflect the

           nine-month or ten-month status.  The Payment Frequency on Line 04

           of the Employee Record (EXHIBIT B) must indicate "Z" for a nine-

           month or ten-month status.

           The department forwards the Employee Record (EXHIBIT B) to Human

           Resources for processing.

      3.   The department must revise the employee's Staff Time Record (EXHIBIT C)

           to indicate the change in accrual rates and maximum limits for both

           vacation and sick time.

           a.   Vacation Accruals and Limits

                Vacation time is calculated on a prorated basis to reflect

                nine months (.75 of a year) or ten months (.83 of a year) of

                employment.

Years of Service       12-Month Maximum               Nine-Month Maximum           Ten-Month Maximum

Up to Five Years   .84 day x 12 mos. = 10 days     10 days x .75 = 7.5 days     10 days x .83 = 8.3 days

Six to Ten Years   1.25 days x 12 mos. = 15 days   15 days x .75 = 11.25 days   15 days x .83 = 12.5 days

Over Ten Years     1.67 days x 12 mos. = 20 days   20 days x .75 = 15 days      20 days x .83 = 16.6 days

 

            b.   Sick Time Accruals

                 All regular full-time staff employees accumulate one sick day

                 per month.  Employees on a nine-month or ten-month status

                 accumulate one sick day per each month worked.  The maximum

                 accumulation limit is 120 days.

            c.   Personal Days and Holidays

                 Employees on a nine-month or ten-month status receive two

                 Personal Days which must be used during months of employment.

                 All regular full-time nine-month or ten-month employees will

                 receive pay for all University Holidays that fall within the

                 months of employment.

VI.    EXHIBITS

       Exhibit A - Reduced Staff Appointment

       Exhibit B - Employee Record (PITT 1520-4)

       Exhibit C - Staff Time Record (FORM 0099)

VII.   REFERENCE

       Policy 07-03-04 Nine-Month and Ten-Month Full-Time Staff Status (Revised

       June 30, 1995)