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Human Resources

Human Resources Administrative Practice Manual:
Classification, Compensation, and Payroll

Print friendly Modified May 7, 2014

Employee Categories

Citation Reference  
Official Title Policy on Employee Categories
Abbreviated Title Employee Categories
Volume Human Resources
Responsible Office Human Resources
Originally issued July 1, 1983
Revised May 2014

Policy Statement

The University System of Georgia has established employee categories (types of employees and types of employment) to identify persons who are employed by the University System of Georgia. The types of employees and types of employment are used to determine benefits eligibility and applicability of Board of Regents policy, as well as ensure accuracy in reporting based on employee and employment type.

Reason for Policy

This policy ensures consistency among institutions of the University System as necessary for hiring, extending benefits, applying policy, and meeting applicable reporting requirements while also affording the appropriate level of flexibility needed at the institutional level.

Entities Affected By This Policy

All organizational entities/units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All Human Resources personnel within the University System of Georgia shall be aware of this policy.

Contacts

Contact Phone Email
Office of Human Resources 404-962-3235 usg-hr@usg.edu

Website Address for This Policy

None

Related Documents/Resources

Definitions

The below definitions apply to terms used in this policy:

  • Benefits Eligible: There are three definitions pertaining to benefits eligible as described below:

    1. Full Benefits Eligible: This is defined as 30 or more hours per week or .75 FTE and greater, which applies to regular faculty and regular staff employees. Full benefits include all benefits in accordance with University System of Georgia of Board of Regents policy 8.2.9 Insurance.
    2. Partial Benefits Eligible: This is defined as 20 to 29 hours per week or .5 FTE to .74 FTE. Partial benefits eligible may apply to regular faculty and regular staff employees. Partial benefits include retirement and pro-rated leave accruals.
    3. Non-Benefits Eligible: This is defined as 19 or less hours per week (.49 FTE or less), which applies to regular faculty and staff employees. Non-benefits eligible also includes temporary faculty, staff, and student employees who may not work more than 1,300 hours in a 12 month period as defined later in this policy. Students may not be placed into a regular status.
  • Board of Regents: The governing body of the University System of Georgia

Employee Categories

  • Faculty: The faculty shall consist of the corps of instruction and the administrative officers as defined in Section 3 of the Policy Manual of the Board of Regents of the University System of Georgia.

  • Staff: Staff employees shall consist of two major employee groups 1) staff professional and administrative employees and 2) staff non-exempt and defined as follows:

    1. Staff Professional and Administrative Employees are exempt from the Federal Wage-Hour provisions of the Fair Labor Standards Act (FLSA) because of their professional or administrative responsibilities. (This group does not include faculty or graduate assistants); and
    2. Staff Non-Exempt Employees are not exempt from the federal wage-hour provisions of the Fair Labor Standards Act (FLSA). (NOTE: The University System of Georgia position classification system includes the appropriate FLSA status in the “Master List with Definitions and Guidelines”.)
  • Student Employees: Student Employees are considered temporary and include graduate assistants and student workers.

Employment Status

  • Regular Employment Satus: Regular employment is considered continuous and may also be defined by agreement, contract, term, or restricted funding source(s). Regular employment may be benefits eligible, partial benefits eligible, non-benefits eligible, full-time or part-time, exempt or nonexempt. Regular exempt employment must meet the “salary basis” requirement under the federal Fair Labor Standards Act (FLSA).

    • Salary Basis: Being paid on a “salary basis” means an employee regularly receives a predetermined amount of compensation each pay period on a weekly or less frequent basis and the predetermined amount cannot be reduced because of variations in the quality or quantity of the employee’s work subject to exceptions under FLSA.
  • Temporary Employment Status: Temporary employment is short in duration to address business needs and must meet the requirements and characteristics described below:

  1. A temporary is non-benefits eligible.
  2. A temporary does not have an expectation of long-term employment.
  3. A temporary may be full-time or part-time.
    • A temporary employee may not exceed a total of 1,300 hours worked in a 12-consecutive month period. The 1,300 hours can be accumulated in any combination during the 12 month period. Once a temporary employee has worked 1,300 hours or has been employed for 12 consecutive months, whichever comes first, the temporary employee must have a break in service of 26 consecutive weeks. Employment applies across all USG institutions.
    • If a temporary employee is needed beyond the 1,300 hours, they must be moved to a regular employee status.
    • A temporary who is dually or jointly employed in more than one position must have all hours worked counted towards the 1,300 hour worked limit from the date of hire into the first position this includes Temporary Staff Arrangements.
  4. A temporary may be separated at any time for any reason without notice and either the employer or the employee can end the employment relationship. Such separation is not grievable or subject to appeal.
  5. A temporary is typically considered non-exempt under the federal Fair Labor Standards Act’s overtime provisions and paid for all hours worked on an hour-for-hour basis, and they must receive overtime pay for hours worked over 40 in a workweek at a rate not less than time and one-half their regular rate of pay. In some instances, temporary employees, such as graduate assistants, post docs or credentialed professionals, may be exempt.

Note: If a temporary employee exceeds an average 30 or more hours per week during the ACA measurement period and meets the definition of healthcare eligibility under ACA, if they continue employment in a regular position, they will become eligible to enroll in healthcare benefits during the ACA administrative period.

Employee Categories: Types of Employment:

  • Faculty: Consists of the corps of instruction and the administrative officers as defined in Section 3 of the Policy Manual of the Board of Regents of the University System of Georgia.
  1. The types of faculty are described below:
    • Regular Faculty are employed on a continuous basis and whose duration of employment may also be defined by agreement, contract, term, and/or restricted funding source(s). Regular Faculty may be full-time or part-time. Those faculty with a work commitment of half-time or greater are partial or full benefits eligible and those who work less than 20 hours per week are non-benefits eligible. Regular Faculty who are not hired through a competitive search will typically be given a “term” appointment for one academic or fiscal year, and may be reappointed for one (1) additional year, not to exceed a total duration of 2 years. Regular Faculty who have a full-time (1.0 FTE) appointment may be tenured, on tenure track or hold a non-tenured position in accordance with Sections 8.3.7 and 8.3.8 of the Policy Manual of Board of Regents of the University System of Georgia.
    • Temporary Faculty are employed on a short term basis through written appointment. They are not employed on an academic year contract. If they are employed for more than one consecutive academic semester for 30 hours or more, except when the Academic semester is combined with Summer semester immediately preceding or following the Academic Semester, they shall be employed as Regular Faculty. Temporary Faculty are non-benefits eligible.
  2. Requirements of the Affordable Care Act (ACA): Under the ACA, a reasonable method of crediting hours for Part-time Regular and Temporary Faculty may be used to determine healthcare eligibility. The University System of Georgia has determined that a reasonable method for converting credit hours or contact hours to standard hours work is as follows: 1.25 Prep/Grading hours + .5 Office/Meeting hours per each Classroom/Contact hour per week. Graduate Assistants and Graduate Research Assistants will track hours worked. Below is a conversion chart which will be used for crediting hours on a weekly basis for Part-time Regular and Temporary Faculty for purposes of the ACA to determine healthcare eligibility:
Contact Hours per week Classroom/Contact Hours Prep/Grading Hours Office/Meeting Hours Standard Hours Worked FTE/Effort
1 Contact Hours 1 1.25 .5 2.75 .07
2 Contact Hours 2 2.5 1 5.5 .14
3 Contact Hours
(1 course)
3 3.75 1.5 8.25 .21
4 Contact Hours 4 5 2 11 .28
5 Contact Hours 5 6.25 2.5 13.75 .34
6 Contact Hours
(2 courses)
6 7.5 3 16.5 .41
7 Contact Hours 7 8.75 3.5 19.25 .48
8 Contact Hours 8 10 4 22 .55
9 Contact Hours
(3 courses)
9 11.25 4.5 24.75 .62
10 Contact Hours 10 12.5 5 27.5 .69
11 Contact Hours 11 13.75 5.5 30.25 .76
12 Contact Hours
(4 courses)
12 15 6 33 .83

*Regular part-time faculty eligible for leave accrual and retirement at .5 FTE and above
**Regular faculty are fully benefits eligible at .75 and above (includes health and voluntary benefits and retirement and leave)

  • Staff Employees:
    1. The types of staff employees are described below:
      • Regular Staff are employed on a continuous basis and whose duration of employment may also be defined by term and/or restricted funding source(s). Regular Staff employees may be full-time or part-time. Those with a work commitment of half-time or greater or .5 FTE are partial or full benefits eligible and those who work less than 20 hours per week are non-benefits eligible.
      • Temporary Staff Employees are employed for a short duration and are non-benefits eligible.
    2. Requirements of the Affordable Care Act (ACA): Under the ACA, all regular staff employees who work less than 30 hours per week (less than .75 FTE) and all temporary staff employees shall record and report all hours worked to determine health benefits eligibility.
  • Student Employees: Student Employees are considered temporary and include graduate assistants and student workers. Student Employees may not exceed a total of 1,300 hours worked in a 12-consecutive month period. The 1,300 hours can be accumulated in any combination during the 12 month period. Student employees’ are not subject to the re-employment restriction requiring a break-in-service after 12-consecutive months of employment. International students in lawful F-1 and J-1 status who are enrolled full-time are eligible to work for an institution but must not work more than 20 hours per week in accordance with visa restrictions and must ensure compliance with Federal Work Study requirements. See the policy on position classification for additional information on student employees.

Overview

This policy establishes employee types and also establishes types of employment. The policy also serves to designate eligibility for employee benefits.

Process/Procedures

Responsibilities

The responsibilities each party has in connection with the Policy on Position Classification are:

Party Responsibility
Vice Chancellor for Human Resources, USG Provide guidance to institution human resources officers on appropriate application of employee categories, monitor campus practices for compliance.
Institution Chief Human Resources Officers Ensure appropriate utilization of the USG employee categories, including accurate extension of benefits by employee type, ensure compliance with applicable laws.

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Employee Benefits & Services

Print friendly Modified May 7, 2014

Dependents of Deceased Employees, Disabled Employees or Retirees

Citation Reference  
Official Title Policy on Benefits Continuation for Dependents of Deceased Employees, Disabled Employees or Retirees
Abbreviated Title Dependents of Deceased Employees, Disabled Employees or Retirees
Volume Human Resources
Responsible Office Human Resources
Originally issued
Revised December 2007

Policy Statement

The dependents of a deceased employee, a disabled employee, or a retiree may remain in the group health and life insurance programs of the University System of Georgia consistent under certain conditions. (BOR Policy Manual regarding Insurance Policy.)

Reason for Policy

This policy authorizes institutions to provide insurance to dependents of a deceased employee, a disabled employee, or a retiree.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All employees within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Associate Vice Chancellor for Total Rewards 404-962-3248 karin.elliott@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

None

Definitions

These definitions apply to these terms as they are used in this policy:

  • Board of Regents: The governing body of the University System of Georgia

  • Dependents: As defined by current BOR policy.

Overview

The dependents of a deceased employee, a disabled employee, or a retiree may remain in the group health and life insurance programs of the University System of Georgia consistent with the following provisions:

Dependents of Deceased Employees with Less Than 10 Years of Continuous Benefited Service

If an employee with less than ten (10) years of continuous benefited service dies while in active service with the University System, his/her dependents shall remain eligible to participate in the group health insurance program for a period of twelve (12) consecutive months following the death of the employee. The University System shall continue to pay the employer portion for the cost of the group health insurance for the surviving dependents for this period of twelve (12) consecutive months.

Participation in the group healthcare plan may continue after the twelve (12) month period under the provisions of the Consolidated Omnibus Budget Reconciliation Act of 1986 (“COBRA”). University System participation in the cost shall cease. The terms and conditions of COBRA participation that are described in the University System of Georgia’s healthcare plan summary documents shall apply.

If a deceased employee with less than ten (10) years of continuous benefited service had elected to participate in the dependent life insurance program prior to his/her death, his/her dependents shall remain eligible to continue to participate in this program for a period of twelve (12) consecutive months following the death of the employee. The surviving dependent(s) will be responsible for the entire cost of the dependent life insurance. At the conclusion of this twelve (12) month period, a dependent will have individual policy conversion privileges.

Dependents of Deceased Disabled Employees with Less Than 9.5 Years of Continuous Benefited Service

Those employees who become permanently and totally disabled and who have less than 9.5 years of continuous benefited service with the University System shall remain in the group health insurance program for a maximum of twelve (12) consecutive months following the receipt of the required documentation of a disability (BOR Policy Manual regarding Insurance Policy). If a disabled employee dies during this twelve (12) month period, his/her dependents shall remain eligible to participate in the group health insurance program for the remainder of the twelve (12) month period. The University System shall continue to pay the employer portion for the cost of group health insurance for the surviving dependents for the remainder of the twelve (12) month period.

Participation in the group healthcare plan may continue after the twelve (12) month period under the provisions of COBRA. University System participation in the cost shall cease. The terms and conditions of COBRA participation that are described in the University System of Georgia’s healthcare plan summary documents shall apply.

If a permanently and totally disabled employee with less than 9.5 years of continuous benefited service had elected to participate in the group life and/or dependent life insurance programs prior to becoming disabled, plan coverage will be permitted for a maximum of twelve (12) consecutive months following the receipt of the required documentation of a disability. If a disabled employee dies during this twelve (12) month period, his/her dependents shall remain eligible to participate in the dependent life insurance program for the remainder of the twelve (12) month period. The surviving dependents will be responsible for the entire cost of the dependent life insurance. At the conclusion of this twelve (12) month period, a dependent will have individual policy conversion privileges.

Dependents of Deceased Employees with At Least 10 Years of Continuous Benefited Service

If an employee with at least ten (10) years of continuous benefited service dies while in active service with the University System of Georgia, his/her dependents shall remain eligible to continue participating in the group health insurance program. The University System shall continue to pay the employer portion of the cost of group health insurance for the surviving dependents.

If a deceased employee with at least ten (10) years of continuous benefited service had elected to participate in the dependent life insurance program prior to his/her death, his/her dependents shall remain eligible to continue participating in this program. The surviving dependents will be responsible for the entire cost of the dependent life insurance.

Dependents of Deceased Retirees

Upon the death of a retiree (BOR Policy Manual regarding Retirement Policy), his/her dependents shall remain eligible to continue participating in the group health insurance program. The University System shall continue to pay the employer portion of the cost of group health insurance for the surviving dependents.

If a deceased retiree had elected to participate in the dependent life insurance program while in active service, his/her dependents shall remain eligible to continue participating in this program. The surviving dependents will be responsible for the entire cost of the dependent life insurance.

In no event shall the spouse of the deceased continue in the group after remarriage. Dependent children may remain in the group until they reach the legal age of majority or until they become eligible for another group benefits plan. The definition of dependent children as defined in the University System of Georgia’s healthcare summary plan documents shall apply.

Eligibility in the group plans will cease for reasons including, but not limited to, the following:

  • Failure to remit premiums in a timely manner;
  • Remarriage of the spouse;
  • A dependent child no longer meets the definition of “qualified dependent” under the plan’s provisions;
  • The dependent becomes covered by another group health plan; and/or
  • The plans are no longer offered to any employees (BOR Minutes, August 2005).

Responsibilities

The responsibilities each party has in connection with the Policy on Benefits Continuation for Dependents of Deceased Employees, Disabled Employees, or Retirees are:

Party Responsibility
Associate Vice Chancellor for Life and Health Benefits Ensure compliance with policy.
Institution Chief Human Resources Officers Ensure compliance with policy.

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Employee Benefits & Services

Print friendly Modified May 7, 2014

Disabled Employee Insurance

Citation Reference  
Official Title Policy on Disabled Employee Insurance
Abbreviated Title Disabled Employees
Volume Human Resources
Responsible Office Human Resources
Originally issued
Revised December 2007

Policy Statement

Employees who become permanently and totally disabled may be allowed to continue group health & life insurance benefits under certain conditions. The time period for such continued coverage and extent to which the University System will participate in the continued cost of the coverage is dependent on the years of continuous service of the employee at the time of the disability.

Reason for Policy

This policy authorizes institutions to provide insurance to disabled employees under certain conditions.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All employees within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone e-mail/URL
Associate Vice Chancellor for Total Rewards 404-962-3248 karin.elliott@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

None

Definitions

These definitions apply to these terms as they are used in this policy:

  • Board of Regents: The governing body of the University System of Georgia

  • Disability: When the employee meets the Social Security Administration and/or TRSGA definition of a disability and is receiving Social Security/TRSGA benefits due to disability

Overview

Two types of Coverage shall be available

  1. Employees who become permanently and totally disabled and who have less than 9.5 years of continuous benefited service with the University System shall remain eligible for group health and life insurance benefits for a maximum of twelve (12) consecutive months following the receipt of the required documentation of a disability. The University System shall continue to pay the employer portion of the cost of group insurance for disabled employees for this twelve (12) month period.

    Participation in the group healthcare plan may continue after the 12-month period under the provisions of the Consolidated Omnibus Budget Reconciliation Act of 1986 (“COBRA”). University System participation in the cost shall cease. The terms and conditions of COBRA participation that are described in the University System of Georgia’s healthcare summary plan documents shall apply.

    Continued participation in the group life insurance program is not covered by the provisions of COBRA. Participation in the group life insurance program may continue after the twelve (12) month period; however, University System participation in the cost shall cease.

  2. Employees who are deemed to be permanently and totally disabled following 9.5 years of continuous benefited service with the University System are considered retirees under BOR Policy Manual regarding Retirement Policy and therefore shall remain eligible for group health and life insurance benefits. The University System shall continue to pay the employer portion of the cost of group insurance for these retirees (BOR Policy Manual regarding Insurance Policy).

Eligibility in the group plans will cease for reasons including, but not limited to, the following:

  • Failure to remit premiums in a timely manner;
  • A dependent child no longer meets the definition of a “qualified dependent” under the plan’s provisions;
  • The dependent becomes covered by another group health plan; and/or
  • The plans cease to be offered to employees (BOR Minutes, August 2005).

Responsibilities

The responsibilities each party has in connection with the Policy on Disabled Employees Insurance are:

Party Responsibility
Associate Vice Chancellor for Life and Health Benefits Ensure compliance with policy.
Institution Chief Human Resources Officers Ensure compliance with policy.

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Employee Benefits & Services

Print friendly Modified May 7, 2014

Benefits Continuation into Retirement

Citation Reference  
Official Title Policy on Benefits Continuation into Retirement
Abbreviated Title Benefits Continuation into Retirement
Volume Human Resources
Responsible Office Human Resources
Originally issued
Revised December 2007

Policy Statement

A University System of Georgia retiree or career employee who upon his/her separation of employment from the University System of Georgia meets the criteria for retirement as set forth in BOR Policy Manual regarding Retirement Policy shall remain eligible to continue as a member of the basic and dependent group life insurance and health benefits plans. The University System shall continue to pay the employer’s portion of the cost for such benefits. (BOR Policy Manual regarding Insurance Policy).

Reason for Policy

This policy authorizes institutions to provide insurance to retirees.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All employees within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Associate Vice Chancellor for Total Rewards 404-962-3248 karin.elliott@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

None

Related Documents/Resources

None

Definitions

These definitions apply to these terms as they are used in this policy:

  • Board of Regents: The governing body of the University System of Georgia

  • Retirees: BOR Policy Manual regarding Retirement Policy

  • Career Employee: BOR Policy Manual regarding Retirement Policy

Overview

A University System of Georgia retiree or career employee who upon his/her separation of employment from the University System of Georgia meets the criteria for retirement as set forth in BOR Policy Manual regarding Retirement Policy shall remain eligible to continue as a member of the basic and dependent group life insurance and health benefits plans. The University System shall continue to pay the employer’s portion of the cost for such benefits. See BOR Policy Manual regarding Insurance Policy.

Responsibilities

The responsibilities each party has in connection with the Policy on Benefits Continuation into Retirement are:

Party Responsibility
Associate Vice Chancellor for Life and Health Benefits Ensure compliance with policy.
Institution Chief Human Resources Officers Ensure compliance with policy.

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Employee Benefits & Services

Print friendly Modified May 7, 2014

Employment Beyond Retirement

Citation Reference  
Official Title Policy on Employment beyond Retirement
Abbreviated Title Employment beyond Retirement
Volume Human Resources
Responsible Office Human Resources
Originally issued March 11, 1987
Revised April 2002, January 2008

Policy Statement

When an individual retires from the University System of Georgia and is receiving benefits from the Teachers Retirement System of Georgia (TRSGA) or the Optional Retirement Plan (ORP), he/she shall not be re-employed by the University System with the prior approval of the hiring institution’s president. (See BOR Policy Manual regarding Retirement Policy)

Reason for Policy

This policy ensures consistency among institutions of the University System as necessary and clarifies that TRSGA approval is also required for those TRSGA retirees who choose to return to work.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy; any retiree of the USG or any person receiving retirement benefits from TRSGA and ORP who chooses to return to work with the University System of Georgia is also covered by this policy.

Who Should Read This Policy

All Human Resources personnel within the University System of Georgia should be aware of this policy; USG retirees and person’s receiving retirement benefits from TRSGA and ORP who may be considering a return to work with the University System of Georgia.

Contacts

Contact Phone Email/URL
Associate Vice Chancellor for Total Rewards 404-962-3248 karin.elliott@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

None

Related Documents/Resources

Definitions

These definitions apply to these terms as they are used in this policy:

  • Board of Regents: The governing body of the University System of Georgia

  • Retiree: Any person who has retired from the University System of Georgia under the criteria established in BOR Policy Manual regarding Retirement Policy and any person who has retired and who is receiving retirement benefits from TRSGA

Overview

This policy establishes parameters within which a retiree of the University System of Georgia may return to work within the University System of Georgia, including limitations that may be necessary for compliance with the policies of the Teacher’s Retirement System of Georgia.

Process/Procedures

An individual, who has retired from the University System of Georgia and is receiving benefits from the Teachers Retirement System, the Employees Retirement System, or the Regent’s Retirement Plan, may be eligible for reemployment on a part-time basis, by the University System. Reemployed of USG retirees by the University System of Georgia must fall under the following conditions:

  1. The reemployment of a University System of Georgia retiree must be approved by the hiring institution’s president. Institution’s must submit a copy of their hiring and approval procedures to rehire USG retirees to the Office of Faculty Affairs;
  2. A rehired retiree must have a minimum break of at least one month between the effective date of his/her retirement and the effective date of his/her reemployment;
  3. The work commitment of a rehired retiree must be less than half-time; i.e., less than 49%;
  4. The salary that is paid to a rehired retiree must be either:
    1. No more than 49% of the annual benefit-base compensation amount that he/she was earning at the time of his/her retirement, with consideration for the average merit increase percentages that have been applied since the employee retired, or;
    2. No more than 49% of the average compensation for the position into which the retiree is being hired based on the institution’s existing compensation plan, or, if not applicable, the average compensation of existing or previous incumbents; or;
    3. No more than 49% of a reasonable market competitive rate for the position into which the retiree is being rehired as determined by the institutional chief human resources officer; and
  5. The salary that is paid to a rehired retiree must be consistent with his/her work commitment (BR Minutes, April 2002; November, 2007; October 2008).

Responsibilities

The responsibilities each party has in connection with the Policy on Employment beyond Retirement are:

Party Responsibility
Associate Vice Chancellor for Life and Health Benefits Provide guidance to institution human resources officers on re-hiring a retiree after retirement, serve as a liaison to TRS as appropriate. Communicate information to campuses regarding changes, limits and TRS requirements specific to retirees returning to work.
Institution Chief Human Resources Officers Ensure compliance with policy, establish institutional business processes to ensure compliance; communicate requirements to retirees who are returning to work.

Forms

Sample Rehire Retiree Form

Appendices

None

Human Resources Administrative Practice Manual:
Employee Benefits & Services

Print friendly Modified May 7, 2014

Retirement Plan Participation

Citation Reference  
Official Title Policy on Retirement Plan Participation
Abbreviated Title Retirement
Volume Human Resources
Responsible Office Human Resources
Originally issued March 11, 1987
Revised January 2008

Policy Statement

It is the policy of the University System of Georgia to provide for the retirement of all regular, benefits eligible employees either through the Teachers Retirement System of Georgia or the Optional Retirement Plan. Employees eligible for the Optional Retirement Plan shall be those employees whose positions are eligible for participation in the Optional Retirement Plan pursuant to the authority granted to the Board of Regents under O.C.G.A Section 47-21-7 and whose positions have specifically been identified as meeting the criteria under this law. State employees, who are vested under the State Employee Retirement System, and subsequently transfer to the University System of Georgia, may elect to continue to participate in the State plan. Temporary employees are required to participate in the Georgia Defined Contribution Program, which serves as an alternative retirement savings plan for State of Georgia employees who are not eligible for benefits with their employing agency.

Reason for Policy

This policy ensures consistency among institutions of the University System as necessary for extending retirement benefits.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy; all regular, benefits eligible employees are covered by this policy.

Who Should Read This Policy

All Human Resources personnel within the University System of Georgia should be aware of this policy; all regular, benefits eligible employees should be aware of this policy.

Contacts

Contact Phone e-mail/URL
Associate Vice Chancellor for Total Rewards 404-962-3248 karin.elliott@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

None

Related Documents/Resources

Definitions

These definitions apply to these terms as they are used in this policy:

  • Board of Regents: The governing body of the University System of Georgia

  • Teachers Retirement System of Georgia: The Teachers Retirement System of Georgia (TRSGA) was established in 1943 by an act of the State Legislature to provide retirement security to individuals employed by the state’s public educational entities. Specifically, all employees who are employed one-half time or more in covered positions of the state’s public schools systems, regional libraries, country libraries, and regional educational service agencies are required to be members of the Teachers Retirement System of Georgia (TRSGA) as a condition of employment. Employees in covered positions of the University System of Georgia are required to be members of TRSGA unless eligible for participation in an optional retirement plan administered by the University System’s Board of Regents. The TRSGA is a defined benefit plan.

  • Optional Retirement Plan: The Optional Retirement Plan (ORP) is a defined contribution plan established in 1990 as an alternative retirement plan for designated employees of the University System of Georgia. Employees eligible for ORP shall be those employees whose positions are eligible for participation in ORP pursuant to the authority granted to the Board of Regents under O.C.G.A Section 47-21-7 and whose positions have specifically been identified by the USG institutions or the University System Office as meeting the criteria under this law.

  • Employees Retirement System (ERS): Any vested member of ERS who becomes an employee of the University System of Georgia may elect to remain a member of ERS, provided that such election must be made to the Board of Trustees of TRSGA within sixty (60) days of such employment and is irrevocable once the election is made. This retirement option is not open to other employees of the University System of Georgia.

  • Georgia Defined Contribution Program: A retirement system for temporary, seasonal, and part-time employees of the State of Georgia who were not eligible for membership in the Employees’ Retirement System (ERS) or the Teachers Retirement System (TRS)

Overview

This policy establishes the Board of Regents of the University System of Georgia’s commitment to provide retirement plans for its regular, benefits eligible employees. Eligible employees are required to participate in a retirement plan as a condition of employment. Employees and employers will be required to make the appropriate contributions to the respective retirement system. Contribution amounts for TRSGA and the ORP are determined annually by the TRSGA Board of Trustees and communicated to members by campus personnel.

Process/Procedures

Employees eligible for TRS only shall be enrolled as of the 1st day of employment.

Employees eligible for ORP must choose between TRS and ORP within sixty (60) days of the employee’s date of hire. This election is irrevocable after this sixty (60) day period by law. An employee eligible for ORP who fails to make an election within the sixty (60) day period shall automatically be enrolled in TRS with no right of appeal.

Any vested member of ERS who becomes an employee of the University System of Georgia may elect to remain a member of ERS, provided that such election must be made to the Board of Trustees of TRSGA within sixty (60) days of such employment and is irrevocable once the election is made.

Responsibilities

The responsibilities each party has in connection with the Policy on Retirement Plan Participation are:

Party Responsibility
Associate Vice Chancellor for Life and Health Benefits Provide guidance to institution human resources officers on retirement plans; serve as a liaison to TRS as appropriate. Serve as the plan administrator for the optional retirement plan; communicate information to campuses regarding changes, plan limits and the like.
Institution Chief Human Resources Officers Ensure retirement benefit options are communicated correctly and elections occur timely and accurately; ensure remittance of employee and employer contributions to retirement plans are handled timely and accurately, share information with participants as appropriate; ensure that the list of positions eligible for the ORP is maintained and that updates are submitted to the university system office timely.

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Employee Benefits & Services

Print friendly Modified May 7, 2014

Annuity Programs

Citation Reference  
Official Title Policy on Annuity Benefits
Abbreviated Title Annuity Benefits
Volume Human Resources
Responsible Office Human Resources
Originally issued July 1, 1983
Revised December 2007

Policy Statement

Institutions of the University System are authorized to enter into tax sheltered annuity plans and are authorized to enter into deferred compensation plans.

Reason for Policy

This policy ensures establishes the authority under which institutions of the University System may offer Tax Sheltered Annuities to their employees and have such contributions to such an investment vehicle handled on a pretax basis by payroll deduction while also affording the appropriate level of flexibility needed at the institutional level.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All Human Resources personnel within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Associate Vice Chancellor for Total Rewards 404-962-3248 karin.elliott@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

Related Documents/Resources

None

Definitions

These definitions apply to these terms as they are used in this policy:

  • Board of Regents: The governing body of the University System of Georgia

Overview

Institutions of the University System are authorized to enter into tax sheltered annuity plans and are authorized to enter into deferred compensation plans to make available for employees a non-forfeitable annuity contract /or a non-forfeitable deferred compensation contract under the provisions of Internal Revenue Code, Section 403(b), and Internal Revenue Code, Section 457(b), respectively.

Process/Procedures

Campuses are responsible for complying with IRS regulations.

Responsibilities

The responsibilities each party has in connection with the Policy on Annuity Programs are:

Party Responsibility
Associate Vice Chancellor for Life and Health Benefits Ensure compliance with policy.
Institution Chief Human Resources Officers Ensure compliance with policy

Forms

Contact your campus Human Resources Office

Appendices

None

Human Resources Administrative Practice Manual:
Employee Benefits & Services

Print friendly Modified May 7, 2014

Social Security Benefits

Citation Reference  
Official Title Policy on Social Security Benefits
Abbreviated Title Social Security
Volume Human Resources
Responsible Office Human Resources
Originally issued July 1, 1983
Revised December 2007

Policy Statement

Under agreement between the Employees’ Retirement System of Georgia and the Board of Regents of the University System of Georgia, Social Security coverage was extended to all employees eligible for the Teachers Retirement System of Georgia and all temporary, seasonal, or intermittent employees whose work hours are a normal full-time working period, except as specifically excluded under the agreement.

Reason for Policy

This policy ensures consistency among institutions of the University System with regard to ensuring appropriate deductions from employees’ pay for Social Security contributions.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All Human Resources personnel within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Associate Vice Chancellor for Total Rewards 404-962-3248 karin.elliott@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

Related Documents/Resources

None

Definitions

These definitions apply to these terms as they are used in this policy:

  • Board of Regents: The governing body of the University System of Georgia

Overview

Terms, conditions, requirements, reservations, benefits, privileges, and other conditions of the Title II of the Social Security Act, as amended, shall apply to all officers and employees of the University System except those specifically excluded under the agreements with the Employees’ Retirement System of Georgia providing coverage. Under agreements between the Employees’ Retirement System of Georgia and the Board of Regents of the University System of Georgia, Social Security coverage was extended to the following classes of employees:

  1. All employees eligible for the Teachers Retirement System of Georgia.
  2. All temporary, seasonal, or intermittent employees whose work hours are a normal full-time working period.

The following employees are not covered by Social Security: student assistants, graduate assistants, persons retired from the University System of Georgia, and employees appointed for a period of less than six months or working less than half-time covered by the Georgia Defined Contribution Plan. Non-immigrant aliens may be exempt, in accordance with the provisions of their visas. There shall be withheld from any salary or compensation due any compensation required to be withheld by the Act, whether computed in cash, quarters, subsistence, or in kind and reserved in an institutional agency account for quarterly remittance to the Employees’ Retirement System of Georgia. Rules and regulations of the Employees’ Retirement System of Georgia for administration of the Act shall be followed

Responsibilities

The responsibilities each party has in connection with the Policy on Social Security are:

Party Responsibility
Associate Vice Chancellor for Life and Health Benefits Ensure proper policy administration and procedural integrity.
Institution Chief Human Resources Officers Ensure proper policy administration and procedural integrity

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Employee Benefits & Services

Print friendly Modified May 7, 2014

Worker’s Compensation and Return-To-Work

Citation Reference  
Official Title Policy on Worker’s Compensation Benefits and Return-To-Work
Abbreviated Title Worker’s Comp and Return To Work
Volume Human Resources
Responsible Office Human Resources
Originally issued March 11, 1987
Revised June 2009

Policy Statement

The University System of Georgia provides benefits for employees in the event of work-related injuries, illnesses, exposures or accidents as the means to return employees to meaningful, productive employment following the injury or illness. When an injury, accident, exposure or illness is sustained as a result of, out of, or in the course of employment, all employees of the University System of Georgia shall be covered under provisions of the Worker’s Compensation Act.

Reason for Policy

This policy outlines the requirements associated with reporting injuries or illnesses that arise in or out of the course of employment and the coverage that will be made available ensures consistency among institutions of the University System as necessary for meeting applicable reporting requirements. This will provide employees and supervisors information concerning employee benefits and instructions for treatment of work related illnesses, injuries, accidents or exposures, and completion of the required forms.

This policy also provides a program designed to encourage employees to return to work following a work-related injury or illness. If an employee is able to work but is unable to return to his or her regular duties, this policy is designed to provide methods by which consideration may be given to allow the employee to return to work in a modified or alternative assignment, when possible. This policy applies to classified and University staff employees, wage employees, and where appropriate, it applies to faculty employees who have sustained occupational injuries and non-occupational (personal) illnesses and injuries.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All Human Resources personnel and employees within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Associate Vice Chancellor for Total Rewards 404-962-3248
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

Department of Administrative Services website: http://doas.ga.gov/StateLocal/Risk/Pages/RiskInsurance.aspx

Related Documents/Resources

http://www.usg.edu/policymanual/section8/

Definitions

These definitions apply to these terms as they are used in this policy:

  • Board of Regents: The governing body of the University System of Georgia

  • Disability: An illness, injury or other medical condition, including pregnancy, that prevents an employee from performing the duties of his/her job. A disability can be total or partial.

  • DOAS: State of Georgia Department of Administrative Services

  • Authorized Treating Physician: An approved doctor, clinic or facility that may be used in case of a workers’ compensation claim that requires treatment.

  • Emergency: An injury that requires immediate medical attention.

  • Modified/Transitional Assignment: A temporary job modification that is provided when an employee returns from a work-related injury or illness to medically-restricted or modified duties. Duties assigned can be those identified in the employee’s current job description with restrictions or another assignment at the discretion of management.

  • Worker’s Compensation: Program of compensation insurance that pays benefits to an employee who experiences a job–related injury.

  • Work-Related Injury/Illness: An injury or illness that occurs on the job to an eligible employee for which benefits are awarded and payable by Workers’ Compensation.

Overview

In accordance with the regulations issued by the Georgia Department of Administrative Services, the University System of Georgia (USG) provides Workers’ Compensation coverage for all of its employees on all campuses statewide. All USG employees are also covered when conducting business off-site on behalf of the University System of Georgia. All USG employees as well as USG leased employees must report promptly to their immediate supervisor any work-related injury. If an employee requires treatment or has any lost work days for a work related accident, injury, exposure or illness, the employee’s supervisor must report the injury to the Georgia Department of Administrative Services (DOAS) at 1-877-656-7475. In turn, the employee should contact Amerisys at 1-800-900-1582 for assistance in selecting an Authorized Treating Physician. The provider of service should send any bills for treatment directly to the DOAS in Atlanta.

USG encourages injured employees to return to work as soon as it is reasonably possible in accordance with DOAS guidelines. Individual campus benefits departments should work with each employee and their department to develop opportunities to return to work in transitional capacities. A Return-To-Work Program includes an assessment/identification of duties that can be performed during a period of transition to allow an injured employee to work even though he/she may not be able to resume his/her full duties.

If the employee is not physically capable of returning to full duty initially, the Return-To-Work Program provides opportunities for offering the employee a temporary assignment in which the employee’s regular position is modified: 1) to accommodate the employee’s physical capabilities, or 2) to perform a transitional assignment with alternate duties. Assignment of any employee to a transitional position or modified regular position in accordance with the Return-To-Work Program, including determination of the pay rate for the transitional position, requires review and approval from the human resources department. In the case of a faculty member, the human resources department will work with the Vice-President for Academic Affairs to determine appropriate transitional work and compensation.

Participation in the Return-To-Work Program shall not be construed as acceptance, acknowledgment, or recognition by the university, its management, or its employees that an employee has a disability as defined by the Americans with Disabilities Act of 1990. If an employee sustains an injury or illness resulting in a disability under the Americans with Disabilities Act, it is the employee’s responsibility to inform his or her supervisor or a person in a responsible management position when a disability under the Americans with Disabilities Act exists and that a reasonable accommodation is necessary to perform the essential functions of his or her job.

Process/Procedures

Transitional Duty for Occupational Injuries and Illnesses

As soon as the employee is released to return-to-work activities, the employee will be asked to meet with the supervisor to determine if the employee can return to his or her regular duties. If the employee cannot immediately return to his or her regular duties, the employee may be given a special assignment as follows:

  1. Assignment to the employee’s regular position with temporarily modified duties designed for an employee who is temporarily unable to function at full capacity in the regular position due to work-related illness or injury, but who is expected to return to regular duties within ninety (90) days. Such duty modification requires the certification of the employee’s treating physician. Once the physician certifies that an employee can return to work with temporarily modified duties, the supervisor must return the employee to work and provide the modified duties based on the employee’s physician-certified medical restrictions.

  2. Return to work to a transitional position with different duties designed for employees who are temporarily unable to function at full capacity in the regular position due to work-related illness or injury, but who are expected to return to regular duties within ninety (90) days. The employee must possess the knowledge, skills, and abilities required to function in the transitional position. Such temporary reassignment is to be used only when temporarily placing the employee in the transitional position would provide mutual benefits to the university and the employee, and when no current employee would be displaced by such reassignment. Such temporary reassignment requires the certification of the employee’s treating physician. Once the physician certifies that an employee can return to work with different duties, the supervisor must return the employee to work in the transitional position and adhere to the employee’s physician-certified medical restrictions.

Employee Responsibilities

If medical services are needed, the employee must contact Amerisys to receive assistance in selecting an Authorized Treating Physician. If released by a physician to modified or transitional duty, the employee must accept the modified duties or transitional assignment offered. Failure to follow the agreed-upon course of action may jeopardize the employee’s benefits.

An employee in a special, transitional assignment is responsible for providing a periodic report from his/her health care provider (for example, every 30 days) during the period of the temporary assignment.

Supervisor Responsibility

The supervisor is responsible for promptly reporting any accident, injury, exposure or illness that does not require medical treatment to Public Safety.

If immediate medical attention is needed for the injured employee, the supervisor will report by contacting the Georgia Department of Administrative Services (DOAS) at 1-877-656-7475. If emergency medical treatment is necessary, the injured employee must be directed or taken to the nearest hospital Emergency Room. If the doctor recommends that the employee not return to work immediately following a required treatment, the supervisor must notify the Human Resources Benefits Section on campus or off campus within 24 hours of injury, including the expected return date, if known. The Human Resources Benefits Section must also be advised of the option selected by the employee whether the employee chooses to use sick leave, annual leave or leave without pay while out due to the covered injury.

As soon as possible after notification of a work related automobile accident or serious bodily injury, the supervisor should notify University Public Safety. An examination of the facts surrounding the accident will be made in an effort to prevent recurrence of the incident. Supervisors are expected to work with Human Resources to identify options for an employee’s return-to-work, including identification of duties that can be performed.

Department Responsibilities

When requested to provide modified or transitional duties, managers are expected to actively assess the workplace for appropriate tasks and duties to encourage the employee’s return to work.

As a part of this determination, transitional duties must meet the University staffing needs and must accommodate the employee’s medical restrictions while taking into consideration the welfare and safety of the employee, co-workers, students, and customers.

An employee who returns to work in a special assignment may be assigned to another work site within the university, depending upon the availability of vacant positions or the limitations and abilities of the employee. An employee will not be placed into a position if such assignment would displace another current employee.

Transitional assignments require advance approval of the human resources department. If a transitional assignment warrants a pay change for the affected employee, the human resources department is responsible for determining the correct pay rate for the transitional assignment. In the case of a faculty member, the human resources department will work with the Chief Academic Affairs Officer to determine appropriate transitional work and compensation.

Duration of Transitional Duty Assignments

The duration of the transitional duty assignment will be determined on a case-by-case basis by the employee’s department in consultation with the University’s Return-to-Work (RTW) Coordinator or designee, but will not normally exceed ninety (90) days. If it is determined that the employee has long-term restrictions that result in the inability to perform the essential functions of the regular position, the provisions of the Americans with Disabilities Act (ADA) and other applicable laws will be evaluated to determine suitability for employment.

ADA Compliance

The University System of Georgia complies with the Americans with Disabilities Act of 1990 which prohibits discrimination against qualified individuals with disabilities. Nothing in this policy shall be used as the basis for illegal discrimination against any individual or group.

FMLA Compliance

The University System of Georgia complies with the Family and Medical Leave Act of 1993, and as amended. Should a work related injury or illness be covered by the FMLA, the institution will apply the provisions of the appropriate policy.

Workers’ Compensation/Return-To-Work Compliance

It is a violation of the Return To Work Policy, procedures, and state and federal law to discharge or in any other manner discriminate against an employee because he or she:

  • Files a Workers’ Compensation claim in good faith;
  • Hires a lawyer to represent his or her interests in a Workers’ Compensation claim; and/or
  • Institutes or causes to be instituted in good faith a proceeding with the Georgia State Board of Workers’ Compensation.

Workplace Safety

The University will make every reasonable effort to investigate the cause of the occupational injury or illness to determine what actions can be taken to prevent a reoccurrence of the injury or illness. An employee will not be placed into a transitional or regular position if such an assignment would place the employee or others in danger.

Medical Expenses

Charges for first aid treatment, hospital bills, prescription drugs, doctor’s charges, etc., are covered provided the proper procedures are followed as outlined above for reporting the accident and treatment of the employee.

Payment for Lost Time

The Workers’ Compensation Law provides benefits of 66 2/3% of an employee’s average weekly earnings up to a maximum of $525.00 per week. No compensation is allowed for the first seven calendar (7) days of incapacity (including the day of the injury) unless the employee is incapacitated for twenty-one (21) consecutive work days following the injury, in which event compensation is allowed for the first seven (7) days of incapacity, if an employee has not used accrued leave.

Employee Options

An employee has the following options on the use of Sick Leave or Annual Leave for absence due to a Workers Compensation claim:

  • Use accrued sick or annual leave for the first seven (7) calendar days in order to be paid full salary, and then elect to receive Workers’ Compensation during the remaining period of injury-related absence, or
  • Exhaust all accrued sick leave and annual leave (in that order) and then receive Workers’ Compensation, or
  • Retain all accrued sick leave and annual leave, and after the seven (7) day waiting period (without pay), receive Workers’ Compensation during the remainder of the injury-related absence.

Note: If an employee has no accrued sick or annual leave, any absence during the first seven (7) days must be Leave Without Pay (LWOP).

Bona Fide Offer of Modified or Transitional Employment

Assignment to any of the type of positions described in this policy will be documented in a ‘bona fide offer of modified or transitional employment’ letter to the employee. The ‘bona fide offer of modified or transitional employment’ letter shall include the following information:

  • The type of position offered and the specific duties;
  • A statement that the university is aware of and will abide by the physical limitations under which the treating physician has authorized the employee to return to work;
  • The maximum physical job requirements;
  • The wage of the job;
  • The expected assignment duration;
  • A statement that the university cannot guarantee that a position will be available should the employee fail to accept the assignment; and
  • The name of the person whom the employee can contact for answers to questions about the assignment, job modifications, or other relevant leave provisions

The employee may accept or reject the bona fide offer of employment. The employee should be informed that rejection of the bona fide offer of employment may jeopardize continued temporary income benefits (if applicable). If the employee accepts the bona fide offer of employment, then the employee shall perform the duties of the position for the term of the assignment or until the employee is able to return to full duty, whichever is sooner. If the employee rejects the bona fide offer of employment, then the employee remains off-work until the end of any approved leave period or until the employee is certified by the health care provider to return to full duty.

If the employee is unable to return to full duty by the end of the assignment period and/or by the end of the employee’s approved leave period, then the employee’s continued employment with the University shall be considered based upon the business necessity of filling the employee’s position. Nothing in this policy shall be construed as requiring an institution to retain an employee who is not able to return to work following a workplace injury, and such decisions regarding continued employment will be the sole discretion of management with appropriate consideration and attention given to relevant laws.

Responsibilities

The responsibilities each party has in connection with the Policy on Workers Compensation are:

Party Responsibility
Associate Vice Chancellor for Life and Health Benefits Ensure proper policy administration and procedural integrity.
Institution Chief Human Resources Officers Ensure proper policy administration and procedural integrity

Forms

Incident Notice Form

Leave Election Form

Wage Statement Form

Appendices

None

Human Resources Administrative Practice Manual:
Employee Benefits & Services

Print friendly Modified May 7, 2014

Other Insurance

Citation Reference  
Official Title Policy on Other Insurance
Abbreviated Title Other Insurance
Volume Human Resources
Responsible Office Human Resources
Originally issued
Revised December 2007

Policy Statement

Each institution may provide any additional types of group insurance protection desired on a voluntary basis if the total cost of such protection is paid by the employee. (See BOR Policy Manual regarding Insurance.)

Reason for Policy

This policy authorizes institutions to provide additional types of group insurance.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All employees within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Associate Vice Chancellor for Total Rewards 404-962-3248 karin.elliott@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

None

Related Documents/Resources

None

Definitions

These definitions apply to these terms as they are used in this policy:

  • Board of Regents: The governing body of the University System of Georgia

Overview

Each institution may provide any additional types of group insurance protection desired on a voluntary basis if the total cost of such protection is paid by the employee.

Responsibilities

The responsibilities each party has in connection with the Policy on Other Insurance are:

Party Responsibility
Associate Vice Chancellor for Life and Health Benefits Ensure compliance with policy.
Institution Chief Human Resources Officers Ensure compliance with policy; identify & negotiate insurance plans that may enhance the overall benefits offered to employees

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Employee Benefits & Services

Print friendly Modified May 7, 2014

Group Life Insurance

Citation Reference  
Official Title Policy on Group Life Insurance
Abbreviated Title Group Life Insurance
Volume Human Resources
Responsible Office Human Resources
Originally issued
Revised December 2007

Policy Statement

Group life insurance, with accidental death and dismemberment coverage, shall be made available to regular employees of the University System who work three-quarters time (30 hours per week) or more on a regular basis.

Reason for Policy

This policy provides basic overview of provision of group life insurance within the University System of Georgia.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All employees within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Associate Vice Chancellor for Total Rewards 404-962-3248 karin.elliott@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

None

Related Documents/Resources

None

Definitions

These definitions apply to these terms as they are used in this policy:

  • Board of Regents: The governing body of the University System of Georgia

Overview

Group life insurance, with accidental death and dismemberment coverage, shall be made available to regular employees of the University System who work one-half time or more. The University System, as employer, shall pay the premium on the basic amount of life insurance, which shall be $25,000. This amount of insurance is designated “basic life insurance” and the maximum premium therefore shall be established by the Board. In addition, “supplemental life insurance” may be offered to these same employees with no employer participation in the premiums. Group life insurance for dependents of these employees shall be made available to them in amounts which shall be established from time to time by the Board. There shall be no employer contribution to the dependent life insurance premiums

Responsibilities

The responsibilities each party has in connection with the Policy on Group Life Insurance are:

Party Responsibility
Associate Vice Chancellor for Life and Health Benefits Ensure compliance with policy.
Institution Chief Human Resources Officers Ensure compliance with policy.

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Employee Benefits & Services

Print friendly Modified May 7, 2014

Group Health Insurance for Dependents

Citation Reference  
Official Title Policy on Group Health Insurance for Dependents
Abbreviated Title Group Health Insurance for Dependents
Volume Human Resources
Responsible Office Human Resources
Originally issued October 2010
Revised

Policy Statement

The University System of Georgia (USG) recognizes the importance of managing healthcare cost in order to maintain competitive healthcare plans for USG employees and retirees. Therefore, each institution’s Human Resources Department will validate supporting dependent documents when employees are hired, experience an eligible qualifying family status change and during the annual enrollment period.

Reason for Policy

This policy authorizes institutions to provide healthcare coverage to eligible dependents as defined by the Plan.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All faculty and staff within the University System of Georgia should be familiar with this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Associate Vice Chancellor for Total Rewards 404-962-3248 karin.elliott@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/inst/directories/hr/

Website Address for This Policy

None

Related Documents/Resources

None

Definitions

These definitions apply to these terms as they are used in this policy:

  • See Appendix 1

Overview

This policy establishes processes/ procedures for the institution’s HR departments within the University System of Georgia, to validate documents for dependents enrolling in the USG healthcare plans. This policy ensures that only eligible dependents are covered under the USG healthcare plans, and that state-provided benefit dollars are allocated only to eligible individuals.

Process/Procedures

Employees may enroll themselves and their eligible dependents in the healthcare plans provided by the Board of Regents of the University System of Georgia. Employees must notify the institution’s HR Department and elect their healthcare benefits as follows:

  • within thirty (30) days from hire date;
  • within thirty (30) days of a qualified family status change (e.g. marriage, birth of a child, divorce) affecting the eligibility of dependents, and/or
  • during the annual open enrollment period.

In all cases, documentation showing eligibility must be provided to the institution’s HR Department. If an employee does not provide the required documentation, his/her dependents cannot be covered.

Dependent Definitions & Documents Requirements

The eligibility definitions are determined by the Summary Plan Description (SPD) supplied by the University System of Georgia. The plan definitions are used to determine documentation requirements to ensure that each dependent originally met and continues to meet the eligibility rules defined by the plan.

The Board of Regents of the University System of Georgia shall have the right to determine eligibility of a spouse and dependents consistent with the provision of the plan.

  • See Appendix 1

Annual Attestation

During the annual enrollment period employees will be required to provide an attestation validating eligible dependents. Employees knowingly and willfully making false or fraudulent statements to the Board of Regents of the University System of Georgia regarding dependents for healthcare coverage may be subject to institutional sanctions and a fine of not more than $1,000 or imprisonment for not less than one and no more than five years, or both and they may also lose health coverage for one year pursuant to O.C.G.A. Section 16-10.20.

Responsibilities

The responsibilities each party has in connection with the Policy on Group Health Insurance are:

Party Responsibility
Vice Chancellor for Human Resources, USG Ensure compliance with policy; maintain up-to-date list of required forms; provide guidance on meeting requirements. (This refers to forms…No forms required based on this policy. See below under forms).
Associate Vice Chancellor for Life and Health Benefits Ensure compliance with policy; maintain up-to-date list of required forms, and provide guidance on meeting requirements.
Chief Audit Officer, USG Periodically validate compliance with policy by conducting institutional audits.
Institution Chief Human Resources Officers Ensure compliance with policy, establish institutional processes to comply.

Forms

None

Appendices

Appendix 1 – Dependent_Definitions_Document_Requirements_10-22-10.pdf

Human Resources Administrative Practice Manual:
Employee Benefits & Services

Print friendly Modified May 7, 2014

Group Health Insurance

Citation Reference  
Official Title Policy on Group Health Insurance
Abbreviated Title Group Health Insurance
Volume Human Resources
Responsible Office Human Resources
Originally issued
Revised December 2007

Policy Statement

Hospitalization, surgical, medical and major medical benefits shall be made available to regular employees of the University System, working three-quarters time (30 hours per week) or more. These benefits shall also be made available to dependents of the same employees. The University System shall pay that portion of the cost of such insurance as shall be designated from time to time by the Board.

Reason for Policy

This policy provides basic overview of provision of health care insurance within the University System of Georgia.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All employees within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Associate Vice Chancellor for Total Rewards 404-962-3248 karin.elliott@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

None

Related Documents/Resources

None

Definitions

These definitions apply to these terms as they are used in this policy:

  • Board of Regents: The governing body of the University System of Georgia

Overview

Hospitalization, surgical, medical and major medical benefits shall be made available to regular employees of the University System, working three-quarters time (30 hours per week) or more. These benefits shall also be made available to dependents of the same employees. The University System shall pay that portion of the cost of such insurance as shall be designated from time to time by the Board.

Responsibilities

The responsibilities each party has in connection with the Policy on Group Health Insurance are:

Party Responsibility
Associate Vice Chancellor for Life and Health Benefits Ensure compliance with policy.
Institution Chief Human Resources Officers Ensure compliance with policy.

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Employee Benefits & Services

Print friendly Modified May 7, 2014

Employee Continuing Education

Citation Reference  
Official Title Policy on Employee Continuing Education
Abbreviated Title Employee Continuing Education
Volume Human Resources
Responsible Office Human Resources
Originally issued February 14, 1990
Revised November 1, 2004 – implemented Spring Semester 2005

Policy Statement

The Board of Regents of the University System of Georgia is committed to creating a more educated Georgia . As part of its desire to achieve that goal and meet their employees evolving needs, the University System of Georgia (USG) has established an educational assistance program, the Tuition Assistance Program (TAP). The purpose of TAP is to foster the professional growth and development of its eligible employees. (See BOR Policy Manual regarding Career Development and Tuition Assistance Program Policy.)

Reason for Policy

The purpose of the Tuition Assistance Program policy is to foster the professional growth and development of the eligible employees for the University System of Georgia. The policy also ensures institutions are consistent in their application of the policy.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All Human Resources personnel within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

Related Documents/Resources

Definitions

These definitions apply to these terms as they are used in this policy:

  • Board of Regents: The governing body of the University System of Georgia

  • Eligible Employee: An individual employed full-time in a regular, benefits eligible position that has satisfactorily completed his/her six (6) month provisional period as of the date of the Tuition Assistance Application deadline.

  • Tuition Waiver: when an employee is allowed to take classes at a USG institution without payment of tuition and certain fees.

Overview

The Tuition Assistance Program (TAP) is an employee supplemental educational assistance program which results in the waiver of tuition and fees when an employee attends any University System of Georgia (USG) institution. Tuition assistance requires TAP application approval for each semester and is based upon space availability within the course(s) and/or degree program of the institution attended. A maximum of eight (8) credit hours may be requested for approval under the Tuition Assistance Program each semester.

Participation in the Tuition Assistance Program shall be available to full-time benefits-eligible employees who have successfully completed at least six (6) months of employment in a benefits-eligible position as of the date of the Tuition Assistance Program application deadline for the desired academic semester. Full-time employees (who meet the applicable admissions standards and who have received appropriate prior authorization from their institution) may enroll in up to eight (8) academic semester credit hours for each of the three (3) designated semester periods: fall semester, spring semester, and summer semester.

Student status will be secondary to employee status in all considerations, including student fee waivers. Tuition assistance is the waiver of tuition and the waiver of certain fees. Tuition Assistance Program participation will be granted on a space-available basis. For limited-slot enrollment programs, approval must be granted by the teaching institution. An employee must receive a grade of C or better in each approved Tuition Assistance Program academic course.

Employees may not enroll in the following professional schools: dental, medical, pharmacy, veterinary, law, or executive/premiere or comparable graduate programs. (BR Minutes, September 2004)

Process/Procedures

Responsibilities

The responsibilities each party has in connection with Tuition Assistance Policy are:

Party Responsibility
Vice Chancellor for Human Resources, USG Ensure compliance with policy.
Institution Chief Human Resources Officers Ensure compliance with policy.
Institution TAP Coordinator Home Institution Ensure appropriate campus communications regarding policy, deadlines, etc. Receive and evaluate applications for approval in compliance with policy; notify applicants of decision. Serve as liaison to the TAP Coordinator at Teaching Institution.
Institution TAP Coordinator Teaching Institution Serve as liaison to Home Institution TAP Coordinator; Evaluate applications for approval in compliance with policy; notify Home institution of decision

Forms

University System wide standardized application form can be found at {path=benefits}/tuition_assistance_program_tap

Appendices

None

Human Resources Administrative Practice Manual:
Employee Benefits & Services

Print friendly Modified May 7, 2014

Employee Recognition Programs

Citation Reference  
Official Title Policy on Employee Recognition Programs
Abbreviated Title Employee Recognition Programs
Volume Human Resources
Responsible Office Human Resources
Originally issued
Revised June 2008

Policy Statement

Appropriate awards denoting various lengths of service are encouraged and may be presented as determined by each institution. State funds may not be used for the purchase of awards unless the total dollar value of the award is of a de minimis nature; which is $50 or less. If the total dollar value of the award is greater than $50, then each institution must obtain its own outside source of funds for such a program.

Reason for Policy

This policy clarifies that it is permissible for institutions to develop and administer employee recognition programs and ensures that institutions are aware of the requirement fund such programs with non-state sources.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All Human Resources personnel and employees within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

None

Related Documents/Resources

Gratuity Policy

Definitions

None

Overview

Institutions are encouraged to develop programs to recognize employees for length of service and meritorious performance. Awards may be taxable and, therefore, must be processed through institutional payroll.

Process/Procedures

Each institution shall establish procedures to implement and comply with this policy

Responsibilities

The responsibilities each party has in connection with this policy are:

Party Responsibility
Vice Chancellor for Human Resources, USG Maintain and revise policy as appropriate.
Institution Chief Human Resources Officers Each institution shall establish and maintain an adequate procedure for implementing this policy, if the institution has an employee recognition program
Institution Payroll Office To assist in determining taxable amount

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Time Away from Work

Print friendly Modified May 7, 2014

Shared Sick Leave Program

Citation Reference  
Official Title Policy on Shared Sick Leave
Abbreviated Title Shared Sick Leave
Volume Human Resources
Responsible Office Human Resources
Originally issued
Revised January 2008

Policy Statement

Institutions in the University System of Georgia are authorized to establish policies through which employees may contribute on a voluntary basis unused sick leave to a pool for possible use by another institutional employee who is experiencing a catastrophic illness or injury and who has used all accumulated paid leave.

Reason for Policy

The purpose of the Shared Sick Leave Program is to provide a means for University System of Georgia employees to donate paid sick leave to a leave pool to be used by fellow employees who are eligible for and require leave while experiencing a life-threatening or emergency medical condition as defined, and which has caused, or is likely to cause, the employee to take leave without pay.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All Human Resources personnel within the University System of Georgia should be aware of this policy along with all employees eligible for said policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

None.

Related Documents/Resources

Definitions

These definitions apply to the terms as they are used in this policy:

  • Employee means any employee of the System who earns or accrues annual or sick leave as a benefit of his/her employment by the System, including part-time employees, whose leave transfer amounts will be pro-rated based on their percent time worked within the USG during either the past twelve months or their entire time in service within the University System of Georgia, whichever term is shorter.

  • Physician means a physician licensed by his/her respective state.

  • Leave donor is an employee that makes a voluntary, written request for the irrevocable transfer of sick leave to the leave pool. Once leave has been transferred to the leave pool, it may not be used by the donor for any other benefit purposes.

  • Leave recipient Means a current employee who has completed the employment provisional period and for whom the institutions Shared Leave Certification Committee has approved an application to receive leave from the leave pool. The recipient may use Shared Leave for any purpose authorized under the Board of Regents Program Manual Section 802.07.02 which meets the definition of life- threatening or emergency medical condition as described below.

  • Life-threatening or emergency medical condition means a health condition involving a serious, extreme, or life-threatening illness, injury, impairment, or condition that is likely to require an employee’s absence from duty for a period of time longer than the amount of sick and annual leave available to the employee, and the health condition is such that it is not medically appropriate for the employee to delay the absence in order to accrue additional sick or annual leave prior to the absence. Some examples of such conditions include: advanced or rapidly growing cancers, acute life-threatening illnesses, chronic life-threatening conditions in need of immediate care, life-threatening infections, severe injuries arising from automobile or other serious accidents and severe or life-threatening conditions involving failure of bodily organs or systems (e.g., heart attack). The absence may be continuous, as in hospitalization following surgery or an accident, or intermittent, as in periodic absences for chemotherapy or other procedures.

  • Catastrophic personal injury or illness is a severe condition or combination of conditions affecting the mental or physical health of an employee and has had a major impact on life functions.

  • Leave pool is accumulated sick leave donated by employees to be used in accordance with this program. A minimum donation of eight (8) hours leave per calendar year is required to become a member of the leave pool. A member may contribute leave but must maintain a minimum of forty (40) hours of personal sick leave. Should the Shared Leave pool reserve drop to less than 120 hours, the pool will be considered depleted. All donors will, in this situation only, and upon notification of the depleted status of the pool, automatically are charged eight (8) hours per donor, unless the donor wishes to withdraw from the program. Leave requests will be honored in the order in which they were placed when the pool is replenished. The automatic charge to replenish the pool may occur only one time per calendar year. Should the pool be depleted a second time in a given calendar year, no further requests for Shared Leave will be accepted.

  • Pandemic An epidemic over a wide geographical area.

Overview

Employees will be given the opportunity to donate a specified number of hours of sick leave from their sick leave accounts to an institutional leave pool during the annual open enrollment period for other benefits.

If an institution chooses to adopt such a program, it shall be known as the “Shared Sick Leave Program” and the following provisions shall apply:

  • Only regular benefits eligible employees who have been employed in a benefits eligible position and has completed the BOR provisional period upon enrollment shall be eligible to participate as either a contributor or recipient.
  • To contribute or receive leave under this program, an employee shall be required to enroll in the pool during the annual open enrollment period established by the Board of Regents.
  • Any unused shared sick leave not used by a recipient for the catastrophic illness or injury will be forfeited to the Shared Leave pool.
  • Each institution must designate a Shared Leave Administrator and is encouraged to appoint a committee to review and respond to requests for use of leave from the pool.
  • A recipient cannot receive shared sick leave with other benefits. (SSI, Disability, Workers Compensation, etc.)
  • Eligibility for participation shall end upon termination of employment.
  • Funding limitations may impact eligibility and participation.
  • Participation in shared leave is voluntary.
  • Institutions should consider flexibility in this policy in rare and exceptional circumstances involving pandemic emergencies.

If adopted, the program shall be subject to an annual review and confirmation of continuation. This policy establishes the method by which University System of Georgia institutions can implement a Donated Leave pool.

Donation of Leave

Employees will be given the opportunity to donate a specified number of hours of sick leave (in eight (8) hour increments) from their sick leave accounts to the Shared Leave pool during the annual open enrollment period for other benefits by completing a Donor Transfer Certification form. The Shared Leave will be transferred to the Shared Leave pool at the same time other benefit elections are effective (normally January 1). An employee who donates leave must retain a combined total of forty (40) hours of leave in his/her own annual and sick leave accounts (pro-rated for part-time employees).

Enrollment in the sick leave pool shall only be allowed during the open enrollment periods conducted during the months of October and November of each year.

No employee shall be denied membership in the sick leave pool if the membership criteria are met.

A participating employee shall not be allowed to donate to the pool any unused or unpaid sick leave from the employee’s personal account at the time of separation from the University System of Georgia , including retirement.

The employee will continue to accrue sick leave during their absence as long as they are paid at least one half of a monthly salary.

Eligibility for Benefit:

In order to be eligible to receive Shared Leave, the employee must:

  • be a member of the leave pool, and
  • have completed the initial provisional period of employment, and
  • provide certification from a licensed physician of a life-threatening or emergency medical condition, and
  • have exhausted all sick and annual leave (or provide credible medical evidence that he or she will have exhausted all sick and annual leave before the medical condition is resolved).

Termination of Membership

An employee may withdraw from the pool at any time by sending a written request for withdrawal to the Human Resources Officer. Any leave contributed to the pool prior to withdrawal shall be forfeited.

When a participating employee withdraws the maximum number of hours for which he/she is eligible, his/her membership in the pool will automatically terminate. The maximum withdrawal amount during a calendar year is 480 hours (12 weeks). To re-enroll, the employee will be subject to the initial enrollment requirements for membership. When a sick leave pool member is eligible for workers’ compensation, unemployment, disability or retirement benefits, etc., he/she shall not be granted sick leave pool credits.

Suggested Leave Committee:

If possible, institutions should encourage the formation of a leave committee to assist in the implementation of the Donated Leave Policy. The committee may consist of one staff member from Human Resources, one faculty member, and one staff member from a work unit other than Human Resources.

Application of Benefits:

An eligible employee may request donated leave by completing the Donated Leave Request Form, obtaining a completed Physician’s Certification Form and submitting these documents to the Donated Leave Certification Committee in care of Human Resources. If the employee is not capable of making application on his or her own behalf, a personal representative, having documented power of attorney for the employee, may make written application on behalf of the employee by completing the Donated Leave Request Form, obtaining a completed Physician’s Certification Form and submitting these documents to the Donated Leave Certification Committee in care of Human Resources.

A potential leave recipient may request up to 160 hours of Shared Leave at one time, and may make up to two additional requests for Shared Leave within a calendar year, for a maximum total of 480 hours per year within a five (5) year period. The requests may be consecutive.

Confidentiality

Any medical information provided to the Shared Leave Certification Committee, will remain confidential and will not be shared except with employees in Human Resources on a need-to-know basis. Potential leave recipients, their representatives and Shared leave committee members must refrain from using institutional e-mail to solicit leave by revealing a medical condition, as e-mailing of medical information may violate HIPAA privacy guidelines. (Added from UGA)

Approval Process

Each request will be reviewed by the Shared Leave Certification Committee. The Chief Human Resources Officer, or his or her designee, will appoint these committee members for a renewable term of one (1) year. The committee member from Human Resources or his or her designee will carry out the administrative functions of the committee.

If any member of the Shared Leave Certification Committee is from the potential leave recipient’s department, that committee member will be replaced by an alternate, designated by the Chief Human Resources Officer.

If any committee member(s) is unavailable to perform the functions of the committee due to illness, vacation, or other reason, or is unable provide a timely decision for any given applicant, the Chief Human Resources Officer, or his or her designee(s), will serve as substitute ad hoc member(s) of the committee.

The committee’s decision to approve or disapprove a request for Shared Leave will be by simple majority vote and may be the result of communication by email, telephone, or other means in lieu of meeting together in one location.

If the request is approved, the Shared Leave Committee will notify the Shared Leave Coordinator (a designated employee within the Human Resources Department). The Shared Leave Coordinator will notify the applicant (or the personal representative who applied on behalf of the employee) within five (5) working days after the date the completed request for Shared Leave is received by the committee (or the date that the institution makes changes to these policies or procedures, if that date is later) that:

  • the request has been approved; and
  • the employee may begin drawing leave from the pool, and
  • if the employee has entered the status of leave without pay, the approved Shared Leave may be substituted retroactively to cover the period of leave without pay.
  • Or the request has been denied; and the reason for the denial

Appeal

Requests which have been denied may be appealed in writing to the institution’s Human Resources office.

Responsibilities

The responsibilities each party has in connection with the Policy on Donated Leave are:

Party Responsibility
Vice Chancellor for Human Resources, USG Provide guidance to institution human resources officers on appropriate application of the donated leave policy, monitor campus practices for compliance.
Institution Chief Human Resources Officers Ensure appropriate utilization of the USG donated leave policy, including program enrollment and ethical application of the policy, ensure compliance with applicable laws.

Forms

Appendices

Frequently Asked Question’s

Who is eligible to request Shared Leave?
Employee who has completed the Board program provisional period, is eligible to donate, and has a life-threatening or emergency medical condition and has exhausted, or will exhaust his/her personal leave time
How will I know that I have received Shared Leave?
You will be notified by Human Resources via written documentation.
What happens to any Shared Leave I don’t use?
All unused leave will go back to the pool.
Will an affected employee continue to accrue sick and annual during the time missed from work?
Yes, the employee will accrue leave based on their current status. Accrued leave will be applied to the absence before Shared Leave is applied.
How much leave may be requested?
You may request up to 160 hours of leave per application (pro-rated for part-time employees) up to three (3) times in a calendar year for a maximum of 480 for a five (5) year period.
Who is eligible to donate leave?
Any benefit eligible employee that has participated in the pool and has completed their six (6) month provisional period.
How much leave may I donate?
You may donate leave in eight hour (8, 16, 24, etc) increments but must maintain at least forty (40) hours of personal sick leave. Participants will donate a minimum of eight (8) hours of leave at Open Enrollment.
What if I change my mind about donating leave?
Donations are irrevocable but donators may give written notice to terminate membership.
Can I donate leave upon my leaving the institution or University System of Georgia?
Leave cannot be donated upon termination.
How can I donate leave?
During Open Enrollment, simply complete the Leave Donation form and send it to Human Resources for processing.

Human Resources Administrative Practice Manual:
Time Away from Work

Print friendly Modified May 7, 2014

Policy on Education Leave without Pay

Citation Reference  
Official Title Policy on Education Leave without Pay
Abbreviated Title Education Leave without Pay
Volume Human Resources
Responsible Office Human Resources
Originally issued
Revised January 2008

Policy Statement

The University System of Georgia has established a policy to allow for educational leave.

Leaves of absence of one (1) year or less with or without pay may be granted by the institution’s President and reported to the Chancellor. Extensions of such leaves, or the initial granting of leaves of more than one (1) year, require the approval of the Chancellor or his/her designee.

In considering a request for leave with pay, the President should bear in mind that it is the policy of the Board that such leave shall be granted only for the purposes of promoting scholarly work and encouraging professional development. The President should examine carefully the program or project on which the employee proposes to work, and he/she should also consider the likelihood of the employee’s being able to accomplish the purposes for which leave is requested. (It is expected that scholarly and professional leaves shall be granted without pay where the leave is supported by an external grant or stipend).

In considering a request for a leave, the President should take into consideration the effect that the granting of the leave will have on the institution or on the department of which the employee is a member. If the employee’s work cannot be handled by other employees and if funds are not available for the employment of a substitute, the President will be justified in refusing to recommend that the leave be granted or in deferring action upon the request for a leave.

The President ordinarily should not approve a request for a leave with pay if the applicant for leave has been employed at an institution for the period of less than three (3) years. The University System Chief Academic Officer will promulgate guidelines regarding educational and professional leave.

Any employee who has been granted a leave of absence with pay shall be required, before beginning the leave, to sign an agreement indicating that:

  1. for a leave with pay of less than one (1) year, the employee will return to the institution at the termination of the leave for a period of at least one (1) year;
  2. for a one (1) year leave with pay, the employee will return to the institution at the termination of the leave for a period of at least two (2) years; and that
  3. if the employee does not return to the institution for the full amount of time specified in the agreement, the employee will reimburse the institution for the amount of compensation received while on leave, as well as any other expenses paid by the University System of Georgia during the leave, including all benefit costs.

A faculty or staff member who returns from an authorized leave which enhances professional study and development shall be entitled to a salary which will include, as a minimum, the mandated across-the-board salary raises which occurred during the period of leave. (BR Minutes, 1980-81, p. 191).

No leaves of absence will be granted to persons in the University System who are retired and who are drawing retirement benefits from the Teachers’ Retirement System of Georgia or from the University System. Approved leave shall allow employees the right to elect to continue group insurance benefits with institutional participation (BR Minutes, 1949-50, pp. 452-53; 1990-91, pp. 298-299; February, 2007, pp 46-47).

Reason for Policy

The University System recognizes the need for employees to further their professional development through educational opportunities. This policy ensures general consistency among institutions of the University System.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All Human Resources personnel and faculty within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

None

Related Documents/Resources

Related Documents/Resources

N/A

Overview

The University System of Georgia has established a policy to allow for educational leave. Leaves of absence of one (1) year or less with or without pay may be granted by the institution’s President and reported to the Chancellor. Extensions of such leaves, or the initial granting of leaves of more than one (1) year, require the approval of the Chancellor or his/her designee.

Process/Procedures

Each institution shall establish procedures to implement this policy.

Responsibilities

The responsibilities each party has in connection with the Policy on are:

Party Responsibility
Vice Chancellor for Human Resources, USG Maintain and revise educational leave policy as appropriate.
Institution Chief Human Resources Officers Each institution shall establish and maintain an adequate procedure for implementing this policy.
Institution President Grants leave

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Time Away from Work

Print friendly Modified May 7, 2014

Inclement Weather or Other Emergencies

Citation Reference  
Official Title Policy on Inclement Weather or Other Emergencies
Abbreviated Title Inclement Weather or Other Emergencies
Volume Human Resources
Responsible Office Human Resources
Originally issued
Revised January 2008

Policy Statement

The University System of Georgia allows leave under specific guidelines. In the event of inclement weather or any emergency which requires leaves of absence of employees, the President of a system institution may declare leave with or without pay

Reason for Policy

This policy ensures consistency among institutions of the University System as necessary while also affording the appropriate level of flexibility needed at the institutional level.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

Human Resources personnel and employees within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

Related Documents/Resources

Definitions

These definitions apply to these terms as they are used in this policy:

  • Board of Regents: The governing body of the University System of Georgia
  • Other Leave: Leave that allows for institutional closure due to weather or other unforeseen incidents.

Overview

Other Leave: In the event of inclement weather or any emergency which requires leaves of absence of employees, the President of a System institution may declare leave with or without pay

Responsibilities

During Other Leave

The responsibilities each party has in connection with the Policy on Other Leave are:

Party Responsibility
Vice Chancellor for Human Resources, USG Maintain policy, provide guidance to institution human resources officers on effective utilization of policy, monitor for compliance, update the system as necessary, and respond to campus requests for updates.
Institution Chief Human Resources Officers Ensure appropriate utilization of the USG other leave on their respective campuses.
Institution President or designee in absence of President Discretion for utilization and activation of policy.

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Time Away from Work

Print friendly Modified May 7, 2014

Organ and Marrow Donation

Citation Reference  
Official Title Policy on Organ and Marrow Donation
Abbreviated Title Organ and Marrow Donation
Volume Human Resources
Responsible Office Human Resources
Originally issued
Revised January 2008

Policy Statement

Employees of the University System of Georgia who serve as an organ donor for the purpose of transplantation shall receive a leave of absence, with pay, of thirty (30) days. Each employee who serves as a bone marrow donor for the purpose of transplantation shall receive a leave of absence, with pay of seven (7) days. Leave taken under this provision shall not be charged against or deducted from an employee’s accrued annual or sick leave.

Reason for Policy

This policy ensures compliance with state law on organ and bone marrow donations and supports employees who may elect to be an organ donor or bone marrow donor by providing limited additional leave to cover absences related to the donation.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All Human Resources personnel and employees within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

Related Documents/Resources

  • GA State Law (O.C.G.A. §45-20-31 - Organ/Bone Marrow Donation Leave)

Definitions

These definitions apply to these terms as they are used in this policy:

  • Board of Regents: The governing body of the University System of Georgia

  • Organ Donor and Marrow Donation: Leave that allows the employees to undergo said medical procedures without charge to accrued leave.

Overview

Leave for Organ and Marrow Donation: Each employee who serves as an organ donor for the purpose of transplantation shall receive a leave of absence, with pay, of thirty days. Each employee who serves as a bone marrow donor for the purpose of transplantation shall receive a leave of absence, with pay of seven days. Leave taken under this provision shall not be charged against or deducted from an employee’s accrued annual or sick leave. Such leave shall be included as service in computing any retirement or pension benefits. This provision shall apply only to an employee who actually donates an organ or marrow and who presents to the appropriate supervisor a statement from a licensed medical practitioner or hospital administrator that the employee is making an organ or marrow donation.

Process/Procedures

Employee must present appropriate official orders to Human Resources.

Responsibilities

The responsibilities each party has in connection with the Policy on Organ and Marrow Donation are:

During Organ or Marrow Donation:

Party Responsibility
Vice Chancellor for Human Resources, USG Maintain leave, provide guidance to institution human resources officers on effective utilization of policy, monitor for compliance, update the system as necessary, and respond to campus requests for updates.
Institution Chief Human Resources Officers Ensure appropriate utilization of the USG organ or marrow donation on their respective campuses.

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Time Away from Work

Print friendly Modified May 7, 2014

Personal Leave

Citation Reference  
Official Title Policy on Personal Leave
Abbreviated Title Personal Leave
Volume Human Resources
Responsible Office Human Resources
Originally issued
Revised January 2008

Policy Statement

At the discretion of the President of an institution, personal leave of absence without pay for periods not to exceed one year may be approved.

Reason for Policy

This policy provides flexibility to institution Presidents to approve a personal leave of absence for an employee for a period not to exceed one (1) year and when such leave is deemed in the best interest of the institution..

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All Human Resources personnel and employees within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

Related Documents/Resources

Definitions

These definitions apply to these terms as they are used in this policy:

  • Board of Regents: The governing body of the University System of Georgia

  • Personal Leave: Unpaid leave that allows the employees time off for extended periods beyond normal accrued leave.

Overview

At the discretion of the President of an institution personal leave of absence without pay for periods not to exceed one year may be approved. Such approved personal leave shall allow the employee the right to elect to continue group insurance benefits. The employee must pay the full cost for any coverage continued under this provision.

Process/Procedures

Employee must present appropriate official orders to Human Resources if applicable to the reason for leave.

Responsibilities

The responsibilities each party has in connection with the Policy on Personal Leave are:

During Personal Leave

Party Responsibility
Vice Chancellor for Human Resources, USG Maintain leave policy, provide guidance to institution human resources officers on effective utilization of policy, monitor for compliance, update the system as necessary, and respond to campus requests for updates.
Institution Chief Human Resources Officers Ensure appropriate utilization of the USG personal leave on their respective campuses.
Institution President Categorical Approval off all Personal Leave.

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Time Away from Work

Print friendly Modified May 7, 2014

Selective Service/Physical Examinations

Citation Reference  
Official Title Policy on Selective Service & Military Physical Examinations
Abbreviated Title Selective Service & Military Leave
Volume Human Resources
Responsible Office Human Resources
Originally issued
Revised January 2008

Policy Statement

The University System of Georgia allows paid leave for a regular employee who is required by Federal law to take a military examination for the time lost to take such an examination.

Reason for Policy

This policy ensures consistency among institutions of the University System as necessary for meeting applicable regulatory requirements while also affording the appropriate level of flexibility needed at the institutional level.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All Human Resources personnel and employees within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

Related Documents/Resources

Definitions

These definitions apply to these terms as they are used in this policy:

  • Board of Regents: The governing body of the University System of Georgia

  • Military Physical Examinations: Leave that allows the employees to obtain a required military physical examination without loss in pay.

Overview

Military Physical Examination: Any regular employee required by Federal law to take a military physical examination shall be paid for any time lost to take such an examination.

Process/Procedures

Employee must present appropriate official orders to Human Resources.

Responsibilities

The responsibilities each party has in connection with the Policy on Military Physical Examinations are:

During Military Physical Exams:

Party Responsibility
Vice Chancellor for Human Resources, USG Maintain leave policy, provide guidance to institution human resources officers on effective utilization of policy, monitor for compliance, update the system as necessary, and respond to campus requests for updates.
Institution Chief Human Resources Officers Ensure appropriate utilization of the USG military physical exams on their respective campuses.

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Time Away from Work

Print friendly Modified May 7, 2014

Voting Leave and Other Miscellaneous Leave

Citation Reference  
Official Title Policy on Voting Leave and Other Miscellaneous Leave
Abbreviated Title Voting and Other Miscelleaneous Leave
Volume Human Resources
Responsible Office Human Resources
Originally issued
Revised November 2009

Policy Statement

The University System of Georgia encourages employees to exercise their constitutional right to vote in all federal, state, and local elections. If election polls are not open at least two (2) hours before or two (2) hours after an employee’s normally scheduled work shift, sufficient leave time must be granted to permit the employee to vote. Additionally, miscellaneous leave includes court duty, in which leave with pay shall be granted to regular employees for the purpose of serving on a jury or as a witness.

Reason for Policy

This policy ensures consistency in the implementation voting leave and court duty leave among institutions of the University System. Specifically in the case of voting leave, it provides consistency in making up to two (2) hours of leave available for voting purposes while also affording the appropriate level of flexibility needed at the institutional level.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All Human Resources personnel and employees within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

Related Documents/Resources

Definitions

These definitions apply to these terms as they are used in this policy:

  • Board of Regents: The governing body of the University System of Georgia

  • Voting Leave: Approved leave that allows an employee to vote during official local, state and federal elections.

  • Court Duty: Approved leave that is granted to regular employees for the purpose of serving on a jury or as a witness. Such leave shall be granted upon presentation of official orders from the appropriate court.

Overview

Employees of the University System are encouraged to exercise their constitutional right to vote in all federal, state, and local elections. If election polls are not open at least two (2) hours before or two (2) hours after an employee’s normally scheduled work shift, sufficient leave time must be granted to permit the employee to vote. In this instance, an institution should grant the employee a two (2) hour block of time in which to vote, if needed. Time off under this provision is with pay.

Court duty leave with pay shall be granted to regular employees for the purpose of serving on a jury or as a witness. Such leave shall be granted upon presentation of official orders from the appropriate court.

Process/Procedures

Employees should notify his/her supervisor to coordinate with departmental scheduling.

Responsibilities

Party Responsibility
Vice Chancellor for Human Resources, USG Maintain leave policy, provide guidance to institution human resources officers on effective utilization of policy, monitor for compliance, update the system as necessary, and respond to campus requests for updates.
Institution Chief Human Resources Officers Ensure appropriate utilization of the USG voting leave on their respective campuses.

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Time Away from Work

Print friendly Modified May 7, 2014

Fair Labor Standards Act Leave

Citation Reference  
Official Title Policy on FLSA Leave
Abbreviated Title FLSA
Volume Human Resources
Responsible Office Human Resources
Originally issued
Revised January 2008

Policy Statement

When an exempt employee is absent from work for less than one (1) scheduled workday and his/her accumulated leave is insufficient to cover the partial day of absence, the employer will:

  1. deduct the cost for such leave in hourly increments from an exempt employee’s salary; or
  2. place the exempt employee on leave without pay.

Such action by the employer will not disqualify the exempt status of the employee’s position (29 CFR 541.5d).

Reason for Policy

This policy ensures compliance with the Fair Labor Standards Act. This policy provides that the University System of Georgia as a public entity is allowed to have a leave program available to employees and from which an exempt employee will draw leave in the event of an absence from the workplace. Such a leave bank program is allowable under the law for public employers recognizing their need to be responsible to the public. The policy also ensures consistency among institutions of the University System in recording leave taken when an employee has exhausted leave from his/her paid leave bank without jeopardizing the exempt status of the employee under the law.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All Human Resources personnel and employees within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

Related Documents/Resources

None

Definitions

These definitions apply to these terms as they are used in this policy:

  • Board of Regents: The governing body of the University System of Georgia

  • FLSA Leave: Concerns exempt employees unpaid leave from work that covers less that one scheduled workday when the employee’s accumulated leave under one of the USG’s paid leave programs is insufficient to cover the leave.

Overview

The Fair Labor Standards Act (FLSA) establishes minimum wage, overtime pay, record keeping, and child labor standards affecting full-time and part-time workers in the private sector and in Federal, State, and local governments. The FLSA also allows public employers to provide paid leave programs that may be used by employees to account for their absences from the workplace. Such leave programs do not jeopardize the exempt status of an employee even if leave is reported in hour increments or some variation thereof. Public employers may also dock the pay of an exempt employee for leave taken when the employee’s accumulated leave is insufficient to cover the leave without jeopardizing the employee’s exempt status.

Process/Procedures

Responsibilities

The responsibilities each party has in connection with the Policy on FLSA Leave are:

During FLSA Leave:

Party Responsibility
Vice Chancellor for Human Resources, USG Maintain leave, provide guidance to institution human resources officers on effective utilization of policy, monitor for compliance, update the system as necessary, and respond to campus requests for updates.
Institution Chief Human Resources Officers Ensure appropriate utilization of the USG FLSA leave on their respective campuses, including its relation to exempt employees.

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Time Away from Work

Print friendly Modified May 7, 2014

Military Leave

Citation Reference  
Official Title Policy on Military Leave
Abbreviated Title Military Leave
Volume Human Resources
Responsible Office Human Resources
Originally issued
Revised December 2007

Policy Statement

The University System of Georgia has established a policy to allow for military leave.

An employee who receives orders for active military duty shall be entitled to absent himself or herself from his or her duties and shall be deemed to have a leave of absence with pay for the period of such ordered military duty, and while going to and returning from such duty, not to exceed a total of eighteen (18) workdays in any one (1) federal fiscal year (October 1 - September 30) (as authorized by Georgia Law O.C.G.A. § 38-2-279[e]). After an employee has exhausted his/her paid military leave, an institution may pay the employee for his/her accumulated annual leave. At the expiration of the maximum paid leave time, continued absence by the employee shall be considered as military leave without pay. The employee shall be required to submit a copy of his or her orders to active military duty (BR Minutes 1990-91, pp. 173-174).

Notwithstanding the foregoing leave limitation of eighteen (18) days, in the event the Governor declares an emergency and orders an employee to State active duty as a member of the National Guard, such employee while performing such duty shall be paid his or her salary or other compensation as an employee for a period not exceeding thirty (30) days in any one (1) federal fiscal year.

Reason for Policy

The University System recognizes the requirements to allow employees time for military responsibilities. This policy ensures general consistency among institutions of the University System. This policy ensures compliance with applicable state and federal laws.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All Human Resources personnel within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

None

Related Documents/Resources

Related Documents/Resources

Ordered Military Duty. For the purpose of this policy, ordered military duty shall mean any military duty performed in the service of the State or the United States , including, but not limited to, service schools conducted by the armed forces of the United States . Such duty shall be deemed “ordered military duty” regardless of whether the orders are issued with the consent of the employee (BR Minutes, 1990-91, p. 173).

Overview

An employee who receives orders for active military duty shall be entitled to absent himself or herself from his or her duties and shall be deemed to have a leave of absence with pay for the period of such ordered military duty, and while going to and returning from such duty, not to exceed a total of eighteen (18) workdays in any one (1) federal fiscal year (October 1 - September 30) (as authorized by Georgia Law O.C.G.A. § 38-2-279[e])

Process/Procedures

Notification

Upon receiving military activation orders, an employee must advise his/her employer. Unless precluded by military necessity, advance notice must be provided. Employees are encouraged to provide documentation of military duty prior to activation.

Upon re-employment, an employee will be required to present the institution with a copy of his/her completion of military assignment orders that specify the dates/duration of ordered military service.

Compensation While on Military Leave

The employee must be paid for up to eighteen (18) days of compensation in any one (1) federal fiscal year. If the employee’s active military duty transcends portions of two (2) different federal fiscal years, the employee will be paid eighteen (18) days military leave for each fiscal year in which the military leave occurred. After an employee has exhausted his/her paid military leave, an institution may pay the employee for his/her accumulated annual leave.

Benefits

Generally, benefits will continue while an employee is on full time ordered military duty. However, such action constitutes a qualifying event and permits an employee to make a change in his/her healthcare plan coverage. While an employee is on a paid leave status, to include military leave pay and payment of accrued annual leave, employee and employer retirement plan contributions should continue to be paid. Procedures related to specific benefits are detailed below:

Annual Leave

Once an employee has been paid for his/her maximum number of paid military leave days, he/she may elect to use his/her accrued annual leave. Employees who elect not to use accrued leave or who exhaust accrued leave shall be deemed to have a leave of absence without pay.

Health and Dental Benefits

An employee may elect to continue coverage under a University System of Georgia health insurance and/or dental insurance plan while he/she is performing order military service.

The military will provide primary medical and/or dental coverage for an employee while he/she is on active duty. The University System of Georgia will provide primary medical and/or dental coverage for a covered spouse and dependents, unless the covered spouse/dependents have primary coverage through another group plan.

For an employee who is called to full time active military duty such action constitutes a qualifying event and permits an employee to make a change in his/her health and/or dental plan coverage. An employee must make a change in health and/or dental plan coverage within thirty-one (31) days of his/her activation date. If the required military service of an employer coincides with a University System of Georgia open enrollment period, the member may make an open enrollment election within thirty-one (31) days of his/her return to employment within the System.

A member may enroll, change type of coverage (single, employee plus spouse, employee plus child, family) or discontinue coverage as a result of the employee’s full time activation into the military service. When an employee returns to employment with the University System of Georgia, the member may revert to his/her initial election of health and/or dental coverage.

A military activated employee who elects to continue with the University System of Georgia health and/or dental coverage while on unpaid active military duty will be responsible for remitting the employee portion of the monthly premium. Coverage will be cancelled if the employee fails to remit required premiums within institutionally defined deadlines.

Retirement Plans

While an employee is on paid leave military status, employee and employer retirement contribution amounts should continue to be paid. When an employee enters a leave without pay military status the employee and employer retirement plan contributions should cease.

Upon return from active military service, an employee is entitled to catch up’ with the retirement plan contributions that he/she would have made had the individual remained as an active employee with the University System of Georgia. Upon re-employment, USERRA identifies the time period that an employee is allowed to catch up with the retirement plan contributions. An employee may have either three (3) times the length of his/her active military service, or five (5) years, whichever is shorter.

A person’s entitlement to the catch up retirement plan contribution benefit will be terminated if he/she separates from the uniformed services under other than honorable conditions.

When an employee begins making military service retirement plan catch up contributions, the institution must begin submitting its corresponding employer contribution. Upon payment of these contributions to TRSGA for active military service such service shall be added as years of creditable military service.

Life Insurance

The employer should continue to provide $25,000 of basic life insurance for an employee while he/she is on active military duty.

With regard to supplemental and dependent life insurance, a covered employee may elect to continue such coverage while he/she is on active military duty. To continue this type of coverage, the member would be required to remit premiums to the employer. If a covered employee elected to drop this type of coverage while on active military duty, he/she would have to demonstrate evidence of insurability’ to be reinstated in the plan. There will be no accidental death and dismemberment benefit if the member dies from an “act of war or service in any military force of any country when the country is engaged in war.”

Holidays

There will be no payment for any holidays occurring during the period of an employee’s order military service.

Return to Work

The cumulative length of time that a returning service member may be absent from work for military service, and retain his her re-employment rights is five years. A returning service member is to be reemployed in the position that he/she held, or that he/she would have attained had he/she not been order to active military duty.

USERRA regulations specify return to work or re-employment timeframes that an employee must follow upon completion of active military service. They are:

Less than 31 days: An employee should return to work the first day following the completion of his/her active military service.

30 – 180 days: An employee must request reinstatement of employment within fourteen (14) days following the completion if his/her active military service.

Over 180 days: An employee must request reinstatement of employment within ninety (90) days following the completion if his/her active military service.

A service member convalescing from injuries during military service or in training may have up to two (2) years to return to his/her position.

Responsibilities

The responsibilities each party has in connection with the Policy on are:

Party Responsibility
Vice Chancellor for Human Resources, USG Maintain and revise military leave policy as appropriate.
Campus Chief Human Resources Officers Each institution shall establish and maintain an adequate procedure to implement this policy.

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Time Away from Work

Print friendly Modified May 7, 2014

Family and Medical Leave Act

Citation Reference  
Official Title Policy on Family and Medical Leave Act
Abbreviated Title FMLA
Volume Human Resources
Responsible Office Human Resources
Originally issued January 2009
Revised April 2009

Policy Statement

The University System of Georgia complies with the provisions of the federal Family and Medical Leave Act.

Reason for Policy

This policy ensures compliance with applicable law and consistency among institutions of the University System in providing leave to eligible employees under the Family and Medical Leave Act.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All Human Resources personnel and employees within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

Related Documents/Resources

Definitions

These definitions apply to these terms as they are used in this policy:

Board of Regents: The governing body of the University System of Georgia

Eligible Employee: An eligible employee is defined as any employee (including part-time and temporary) of the University System of Georgia, who has been employed by the University System of Georgia for at least twelve (12) months total (not necessarily the last twelve (12) months), and worked at least 1,250 hours during the twelve (12) month period immediately preceding the leave.

Immediate Family: Child, Spouse or Parent, but not in-laws.

Family Leave: Leave as defined by the Family and Medical Leave Act that allows the employees excused absences from their workplace due to: the birth or legal adoption of a child, the employee’s own serious health condition, the serious health condition of a member of the employee’s immediate family, leave due to a call to active duty or caregiver leave to care for a family member in the armed services who is recovering from an injury.

Care of a family member:

  • Encompasses both physical and psychological care.
  • Includes situations where the employee may be needed to fill in for others who are caring for the family member.
  • May include intermittent leave.

Family member:

  • Spouse:
    • The employee’s legal husband or wife as defined or recognized under State law for purposes of marriage in the State where the employee resides.
  • Parent:
    • A biological parent of the employee.
    • An individual who stands or stood “in loco parentis” to an employee by providing primary day-to-day care and financial support when the employee was a child.
    • Coverage does not include parents-in-law.
  • Child:
    • The employee’s biological son or daughter under the age of 18.
    • A legally adopted son or daughter under the age of 18.
    • A foster child, stepchild or ward under the age of 18, legally placed with the employee.
    • Any such child over the age of 18 if the child is incapable of self-care due to a mental or physical disability.
      • “Incapable of self-care” means requiring active assistance or supervision to provide daily self-care in three or more basic or instrumental “activities of daily living,” such as grooming & hygiene, bathing, dressing, eating, cooking, taking public transportation, etc.
      • A “mental or physical disability” is one that substantially limits one or more major life functions as defined under the Americans with Disabilities Act (ADA).

Serious Health Condition: See Serious Health Condition

Continuous & Intermittent leave

Leave for one’s own serious health condition, or for the care of a family member with a serious health condition, may be taken on a continuous basis - or on an intermittent basis in increments as small as one hour - if medically indicated. Institutions have the discretion to determine whether to allow intermittent leaves for birth, adoption, or foster placement - or whether such leaves must be continuous.

Intermittent leave or reduced work schedule

  • There must be a medical need for leave which can be best accommodated through an intermittent or reduced work schedule.
  • An employee must attempt to schedule leave or reduced work so as not to disrupt the employer’s operations.
  • The employer may assign the employee to an alternative position with equivalent pay and benefits that better accommodates the employee’s intermittent leave or reduced work schedule.
  • Intermittent leave may include leave periods of an hour or more, up to several weeks.
  • Only the amount of leave actually taken is counted toward the 12 weeks of eligibility.

    For example:

    • an employee who normally works 5 days per week and takes off 1 day per week as intermittent FMLA leave is charged 1/5 of a week of FMLA leave
    • an employee who normally works 8-hour days, but who works half-days under a FMLA reduced work schedule would be charged 1/2 week of FMLA leave.
  • The granting of intermittent leave or a reduced work schedule for well-child care after the birth, adoption, or placement of a child is at the discretion of the institution.

Rolling 12-month calendar

The retrospective 12-month period as measured backward from the date the employee began using FMLA leave.

To determine if an employee is eligible for FMLA leave during any given work week* on a “rolling year” basis, one looks back over the 12 months immediately preceding that week. If the employee has not utilized the equivalent of 12 weeks of FMLA-qualifying leave in the 12 months prior to the date in question, then the employee is eligible for that week of leave (assuming all other eligibility criteria are met). In utilizing a rolling year, this analysis may be conducted each week to determine continued eligibility.

*The fact that a holiday may occur within the week taken as FMLA leave has no effect; the week is counted as a week of FMLA leave. If, however, the institution’s business operations have ceased, and employees are generally not expected to report for work for one or more weeks (e.g., during the winter holiday break), those days do not count against the employee’s FMLA entitlement.

If a University System employee is working and residing outside of the State of Georgia, due to his/her employment situation, local state law may be applicable for FMLA. The Human Resource Director of the employing institution may need to seek assistance from the University System Office of Legal Affairs for interpretation of applicable state law.

Change in Circumstances

During the course of taking FMLA leave, the circumstances regarding the leave may change. For example, the employee may discover that more leave than planned is necessary for recovery from the employee’s own or a family member’s serious health condition. Conversely, recovery may be faster than anticipated and less leave is required. The employee may wish to return to work sooner than planned.

The supervisor may require the employee to provide reasonable notice of these changed circumstances. Reasonable notice usually means within two (2) business days.

Health care provider

The following individuals licensed/authorized to practice in the state in which they practice, and performing within the scope of their practice as defined under state law:

  • Doctors of medicine or osteopathy authorized to practice medicine or surgery
  • Podiatrists
  • Dentists
  • Clinical psychologists
  • Optometrists
  • Chiropractors (limited to treatment consisting of manual manipulation of the spine to correct a subluxation as demonstrated by X-ray to exist);
  • Nurse practitioners
  • Nurse-midwives
  • Clinical social workers
  • Christian Science practitioners listed with the First Church of Christ Scientist in Boston, Massachusetts
  • Any health care provider from whom the University System’s health care plans will accept certification of the existence of a serious health condition.

Intent to Return to Work

If the supervisor requires it, the employee must periodically report to the supervisor regarding the employee’s status and intent to return to work. Status generally refers to the employee’s or the family member’s progress in recovery from a serious health condition.

Any time the employee gives unequivocal notice of intent not to return to work, the University System’s obligations under the FMLA stop. This means the University System is no longer obligated to maintain group health benefits for the employee, and the University System is not required to restore the employee to an equivalent job.

For example, an employee who is on FMLA leave for the birth of a child and care of that child might advise the supervisor she has decided to stay home with the child and not return to work. Once the employee advises the supervisor of this decision, the University System’s responsibilities under the FMLA cease.

Notice for foreseeable leave

To take FMLA leave, the employee must provide the supervisor with notice of the need to take leave. When providing notice, the employee is not required to identify the leave specifically as FMLA leave, but must provide sufficient information regarding the nature of the leave to enable the supervisor to make a determination of the applicability of FMLA. In all situations, it is the supervisor’s responsibility to designate leave as FMLA leave.

If the leave is foreseeable, the employee must notify the supervisor of the need for leave at least 30 days before the date leave is to begin. If the leave is foreseeable and the employee fails to provide the 30-day notice, the supervisor may delay the taking of leave until 30 days have elapsed after the date of the employee’s notice.

Some possible examples of foreseeable need for leave are leave for the birth of a child and leave for elective surgery. However, there may be a change in circumstances or a medical emergency that necessitates the taking of leave earlier than anticipated. For example, an employee’s doctor may decide that to protect the health of the employee, a baby should be delivered through surgery earlier than the estimated date of delivery. When the circumstances change and leave is needed earlier than anticipated, the employee should notify the supervisor as soon as practicable (depending upon the circumstances, usually within one or two business days).

Notice for unforeseeable leave

In complying with the requirement to provide the supervisor with notice of the need to take leave, the need to take leave may take place from an unforeseeable or unanticipated event. This could arise, for example, because circumstances have changed regarding planned leave or due to a medical emergency.

When the need to take leave is unforeseeable, the employee is required to provide the supervisor with notice of the need for leave as soon as practicable. This means, generally, that notice is provided within one or two business days of when the employee becomes aware of the need for leave. The timing of the notice is dependent upon the nature of the circumstances that cause the need for leave.

The notice may be provided in person, by telephone, telegraph, fax, or other electronic means. There may be circumstances in which the employee is incapable of providing notice personally. For example, the employee may be unconscious in the hospital. When this occurs, a representative of the employee, spouse, adult family member, doctor, attorney, etc., may provide the initial notice of the need for leave to the supervisor.

Protection from Discrimination

A supervisor may not take any adverse action or otherwise discriminate against an employee or prospective employee who has taken FMLA leave. A supervisor may not interfere with any rights provided by FMLA, including:

  • Refusing to authorize FMLA leave.
  • Discouraging an employee from using FMLA leave.
  • Changing the essential functions of the employee’s job to preclude the taking of FMLA leave.
  • Reducing hours of work to avoid employee eligibility.
  • A supervisor may not discharge or discriminate against any person (whether or not an employee) because that person has:
    • Opposed or complained about any unlawful practice under the Act
    • Filed a charge, or has instituted (or caused to be instituted) any proceeding under or related to the Act.
    • Given, or is about to give, any information in connection with an inquiry or proceeding relating to a right under the Act.
    • Testified, or is about to testify, in any inquiry or proceeding relating to a right under the Act.
    • Used FMLA leave

Rights & benefits of FMLA-eligible employees

FMLA allows employees to balance their work and family life by taking reasonable unpaid leave for certain family and medical reasons. The FMLA seeks to accomplish this in a manner that accommodates the legitimate interests of employers, and minimizes the potential for employment discrimination on the basis of gender, while promoting equal employment opportunity for men and women.

The following is a list of your rights and benefits as an eligible FMLA employee: (links open in new browser window)

Note: A supervisor may not take any adverse action against an employee for taking FMLA leave; however, any personnel action/decision that would have happened if the employee had continued in a work status may happen while the employee is on FMLA leave.

Overview

Consistent with the provisions of the federal Family and Medical Leave Act (FMLA) of 1993, an eligible employee may be entitled to up to twelve (12) work weeks of leave during any twelve (12) month period. An eligible employee is defined as any employee (including part-time and temporary) of the University System of Georgia, who has:

  • been employed by the University System of Georgia for at least twelve (12) months total (not necessarily the last twelve (12) months) worked, and;
  • worked at least 1,250 hours during the twelve (12) month period immediately preceding the leave.

The University System of Georgia uses a “rolling” 12-month period (rather than a fixed calendar, fiscal, or academic year) to determine eligibility for, and availability of, leave time under FMLA. The 12-month period during which twelve weeks of family leave may be taken shall begin on the first day such family leave is taken. For example, if family leave begins August 1, 2002, the 12-month period is from August 1, 2002 until July 30, 2003.

An employee generally has a right to return to the same position, or an equivalent position in terms of pay, benefits, and working conditions. Certain “key employees” may be denied job restoration if they are among the highest-paid 10% of employees and if such denial is necessary to prevent substantial and grievous economic injury to the operations of the employer.

Leave under FMLA may be taken for one or more of the following reasons:

  • The employee’s own serious health condition, including an on-the-job injury or occupational disease covered by Worker’s Compensation, which causes the employee to be unable to perform the functions of his or her job (see definition of “serious health condition” on page 3 of the FMLA Medical Certification form
  • The care of an immediate family member with a serious health condition
  • The birth and care of a newborn child
  • The legal placement of a child with the employee for adoption or foster care
  • A spouse, son, daughter or parent being on active duty or having been notified of an impending call or order to active duty in the Armed Forces. Leave may be used for any “qualifying exigency” arising out of the service member’s current tour of active duty or because the service member is notified of an impending call to duty in support of a contingency operation.

Births and Adoptions under FMLA

Intermittent leave or a reduced work schedule may be granted for well-child care after the birth, adoption, or placement of a child at the discretion of the institution. Spouses employed by the University System of Georgia are jointly entitled to a combined total of twelve work weeks of family leave for the birth and care of a newborn child, for the placement of a child for adoption or foster care, or for the care of a parent who has a serious health condition.

Entitlement to this feature of FMLA leave expires at the end of the 12-month period that began on the date of the birth or placement. Any such FMLA leave must be concluded within this one-year period.

NDAA

Consistent with the provisions of the federal Family and Medical Leave Act (FMLA) of 1993 and the National Defense Authorization Act of 2008, an eligible employee may be entitled to up to twenty-six (26) work weeks of leave during any twelve (12) month period per service member and per injury or illness, for the following reason:

  • A spouse, son, daughter, parent, or nearest blood relative caring for a recovering service member. A recovering service member is defined as a member of the Armed Forces who suffered an injury or illness while on active-duty that may render the person unable to perform the duties of the member’s office, grade, rank or rating. Any family and medical leave, whether paid, unpaid, or a combination thereof, will be counted towards the twelve week leave entitlement.

Process/Procedures

Eligibility

Consistent with the provisions of the federal Family and Medical Leave Act (FMLA) of 1993, an eligible employee may be entitled to up to twelve work weeks of leave during any 12-month period, for one or more of the following reasons:

  • The employee’s own serious health condition, including an on-the-job injury or occupational disease covered by Worker’s Compensation, which causes the employee to be unable to perform the functions of his or her job.
  • The care of an immediate family member with a serious health condition.
  • The birth and care of a newborn child.
  • The legal placement of a child with the employee for adoption or foster care
  • A spouse, son, daughter or parent being on active duty or having been notified of an impending call or order to active duty in the Armed Forces. Leave may be used for any “qualifying exigency” arising out of the service member’s current tour of active duty or because the service member is notified of an impending call to duty in support of a contingency operation.

Consistent with the provisions of the federal Family and Medical Leave Act (FMLA) of 1993 and the National Defense Authorization Act of 2008, an eligible employee may be entitled to up to twenty-six work weeks of leave during any 12-month period, for the following reason:

A spouse, son, daughter, parent, or nearest blood relative caring for a recovering service member. A recovering service member is defined as a member of the Armed Forces who suffered an injury or illness while on active-duty that may render the person unable to perform the duties of the member’s office, grade, rank or rating.

Employee Responsibilities Under FMLA

FMLA allows employees to balance their work and family lives by taking reasonable unpaid leave for certain family and medical reasons. The FMLA seeks to accomplish this in a manner that accommodates the legitimate interests of employers, minimizes the potential for employment discrimination on the basis of gender, while promoting equal employment opportunity for men and women. As an employee requesting family leave, you are expected to provide your supervisor with appropriate notification and documentation.

  • To be entitled to leave, employees must give at least a 30-day advance notice for foreseeable leave, or as much notice as is possible and practicable. An employee must first obtain a Family & Medical Leave request form. For unforeseeable leave, you must provide notice as soon as possible. Your supervisor or department head will provide you with written notice regarding the approval or denial of your request for family leave.
  • Your institution may require documentation of the need for leave by having the health care provider complete the Form WH-380-E - Certification of Health Care Provider for Employee’s Serious Health Condition. An employee must provide the requested certification to his/her employer within the time frame requested (the institution must allow at least 15 calendar days after its request), unless it is not practicable to do so despite the employee’s diligent, good-faith efforts.
  • Medical recertification may be required every 30 days for prolonged illnesses. Please get the Form WH-380-E - Certification of Health Care Provider for Employee’s Serious Health Condition.
  • For a personal serious health condition, you may be required to present a fitness-for-duty clearance from your health care provider before being reinstated to active duty. Please get the Medical Evaluation (Return to Work) form.
  • You must make arrangements to pay your health insurance premiums. Please contact the benefits department at your institution to make these arrangements.
  • You must notify your employer of any change of circumstances for which your leave is being taken.
  • You are expected to return to work by the end of the approved FMLA leave. If you do not return, and if failure to return is not due to a continued or newly documented qualifying serious health condition, you may be required to reimburse the institution for the employer portion of the health coverage premiums that it paid on your behalf during the leave.
  • Once you have reviewed your responsibilities, please consult your supervisor or department head if you have further questions. Please review your FMLA rights and benefits.

Military Notification:

Leave is available to covered family members of members of the National Guard or Reserves, or of retired military, who are on active duty, called to active duty, or are notified that they will be called to active duty in support of a contingency operation, as that is defined in various statutes governing military service. Leave is not available to regular members of the Armed Forces, and it is normally not available to members of state militias, unless they are called up in support of a U.S. operation.

The regulations define eight categories of “qualifying exigencies”:

  • short-notice deployment (7 days notice or less and only available for 7 days total);
  • military events and related activities (such as ceremonies and briefings);
  • child care and school activities (for non-routine matters);
  • financial and legal arrangements;
  • counseling;
  • rest and relaxation (up to 5 days);
  • post-deployment activities (including debriefings or funeral services for up to 90 days following the termination of the covered military member’s active duty status); and
  • any additional activities agreed to by employer and employee.

Although intermittent and reduced schedule leave are available for qualifying exigencies, qualifying exigency leave counts against the employee’s 12-week per 12-month total allotment of FMLA leave. The employer may also request documentation of the need for qualifying exigency leave.

Supervisor Responsibilities Under FMLA

  • It is the responsibility of the home institution to designate leave, paid or unpaid, as FMLA-qualifying. An institution has the right to designate any qualifying time off as FMLA leave, even if the time is not specifically requested as FMLA leave per se by the eligible employee. It is also the responsibility of the home institution to notify the employee that it has designated such leave as FMLA-qualified. Institutions should review employee absences of 3 days or more to determine whether such time should be designated as FMLA leave.
  • A supervisor should be aware of the employee responsibilities under FMLA. Should a supervisor be unfamiliar with the guidelines related to FLMA policy, they should seek assistance from their campus Human Resource Department.
  • As soon as possible, a supervisor should provide written notice to an employee when leave taken for a qualifying condition will be designated as family leave. A supervisor must complete the FMLA Institutional Response form.
  • If leave is taken as a result of a serious health condition, please obtain a Form WH-380-E - Certification of Health Care Provider for Employee’s Serious Health Condition.
  • If you have a question regarding whether an employee’s leave should be designated as family leave, please contact the Human Resources office at your institution.
  • A University System of Georgia institution should provide its employees with information regarding the FMLA. Please obtain a poster to place in your break room or other prominent work location.
  • At some later date, an institution may request medical certification if there is reason to question the appropriateness of the leave or its duration. The Form WH-380-E - Certification of Health Care Provider for Employee’s Serious Health Condition may be used to recertify the leave. In addition, an institution that has reason to doubt the validity of a medical certification may, at the employer’s expense, require the employee to obtain a second opinion.
  • A supervisor may not directly contact a health care provider to request additional information, but he/she should consult with his/her institution’s HR office if assistance is needed. Arrangements may be made for a health care provider representing the institution to contact the employee’s provider, with permission, for clarification and authentication.
  • A supervisor should maintain contact with his/her employee to remain informed of any change in the circumstance for which leave is being taken.
  • You may request an attending physician to indicate when the employee may be able to return to work. Please obtain a Medical Evaluation (Return to Work) form.
  • A supervisor should notify the Human Resources/Payroll Office one week before an employee has exhausted all annual and sick leave. The purpose of this notification is to help the employee make arrangements to pay for health insurance premiums and other benefits premiums while not receiving a paycheck.
  • Please ensure you have provided information to the employee regarding his/her Employee Rights & Benefits.
  • If an employee is not able to return to work by the end of the approved FMLA leave, he/she may be eligible to request additional personal leave under other University System of Georgia policies. The granting of such additional leave is at the discretion of the institution. In no case may all leaves combined exceed twelve months. If an employee does not return to work and is not granted additional leave, his/her employment will end on the last day of the approved FMLA leave.
  • A supervisor should follow the established institutional documentation procedures regarding retaining FMLA-related paperwork. If the employee is a member of the faculty, a copy of the documentation should be sent to the Office of Faculty Affairs/Academic Affairs. For a faculty member working toward tenure, a copy of the Faculty Request for Extension of Probationary Period due to Family Medical Event form should be completed and submitted to the Office of Faculty Affairs/Academic Affairs.

HIPAA

The supervisor is responsible for ensuring that the Health Insurance and Portability and Accountability Act of 1996 (HIPAA) guidelines are followed. The supervisor/employer is responsible for protecting the privacy and confidentiality of all Personal Health Information (PHI) obtained as a result of an FMLA application and process. HIPAA guidelines will be applied to the use, maintenance, transfer, and disposition of healthcare records and information.

FMLA and Health Insurance

Whether utilizing paid or unpaid time, employees may continue their insurance benefits during FMLA leave by paying their portion of the premiums. Below is an example of how FMLA can impact the payment of your health care premium.

Definitions:

  • University System contribution - the portion of your health insurance cost the University System pays as a benefit for you.
  • Premium - the portion of your health insurance cost you are required to pay after the University System’s contribution.

    Example:
    You have missed work and have been in a leave without pay status for an entire calendar month. As a result, your premium and the University System contribution have not been paid. Under University System of Georgia policies, your health coverage is not current unless the University System contribution and your premium are paid for that month. In this example, your benefits summary is as follows:

    • The University System’s contribution towards your health coverage is $400 per month.
    • Your premium for your health coverage is $100 per month.
    • Under FMLA, you must make arrangements to pay the $100 premium.
    • The University System will pay its contribution of $400.

     

    Employees on family leave without pay may also continue participation in other benefits options (i.e., dental, life, LTD, AD&D) by making arrangements to pay the premiums while not receiving a paycheck.

    If you have any questions about your insurance as it relates to Family & Medical Leave, please contact the Human Resources office at your institution.

Postings

Each institution shall post general notice about FMLA in either:

  • a handbook or other document that is circulated annually (which may be in electronic format),
  • an eligibility and rights and responsibilities notice,
  • and a designation notice. Notices can be found in the Appendix to the new regulations at http://www.dol.gov/esa/whd/fmla/finalrule.htm

Medical Certifications

If certification (or recertification) is incomplete or insufficient, the institution must provide written notice of what specific information is still needed and give the employee 7 calendar days to cure the deficiencies. If the certification is still deficient at the end of the seven days, management may contact the employee’s health care provider to clarify. However, the management official contacting the health care provider may not be the employee’s immediate supervisor, and the individual may not ask health care providers for information beyond that required by the certification form.

FMLA and Leave

FMLA leave is unpaid (employers are not required to grant such leave as paid time off). However, employees may elect to utilize — or the institution may require that employees utilize — their accrued paid sick leave and/or annual leave, as appropriate for such absences. (Exception: If your FMLA leave is a result of an on-the-job injury, you have the option of using unpaid leave even if you have paid leave available.)

In the example below, the work week begins on Monday; however, the work week start and end dates may vary by institution. In order to comply with FMLA guidelines, you should calculate leave time (accrued and taken) based on the work week start and end dates at your institution. Please contact your campus Human Resources office or payroll department for specific information regarding your institutional work week.

Example:
You are a full-time employee and you were out on FMLA leave from the 2nd of the month through the 6th of the month. You returned to work on the 9th. You had a leave balance of 3 days at the time you began your FMLA leave (8 hours sick leave and 16 hours annual leave). If your absence was not a result of an on-the-job injury, you can elect or your employer may require you to begin using your 24 hours of available leave beginning the first day of your absence. In this example, your leave balance should reflect the following:

  • Your paid leave (sick and annual) will end on the 4th.
  • You will be on sick leave without pay (SLWOP) for two days, beginning on the 5th.
  • You used one week of FMLA leave.
Sun. Monday Tuesday Wednesday Thursday Friday Sat.
1 2 SL
8 hrs taken
3 AL
8 hrs taken
4 AL
8 hrs taken
5 SLWOP
8 hrs taken
6 SLWOP
8 hrs taken
7
8 9 10 11 12 13 14

If an employee is on unpaid FMLA leave he/she would not accrue annual leave or sick leave during this period of time. If an employee is using unpaid FMLA on an intermittent basis, leave accruals will only calculate on that paid portion of the pay period. Questions regarding the calculations of leave accruals should be directed to the Human Resources/Payroll office.

Note: Your institution may provide to its employees access to an institutionally-sponsored short term disability program. If so, please consult with your institution’s Human Resources office to determine the relationship between FMLA leave and your institutional short term disability program benefits coverage.

Light Duty

Employees who accept light duty positions in lieu of taking time off from work under FMLA leave cannot have the time spent on light duty counted against their FMLA entitlement.

Holidays

Holidays occurring during a full week of FMLA leave count as FMLA leave. However, if a holiday falls within a week where the employee has worked, the holiday does not count as FMLA leave unless the employee was scheduled to work on the holiday.

Overtime

If an employee is on intermittent or reduced schedule FMLA leave and would otherwise be required to work overtime hours, any overtime hours not worked due to the leave count as FMLA leave.

Record Retention

Employment prior to breaks in service counts towards eligibility; however, FMLA regulations limit the time period. Employers are only required to look back 7 years to determine eligibility. Furthermore, because the FMLA only requires files to be maintained for 3 years, the employee has burden to show eligibility if records of prior employment are no longer available.

Responsibilities

The responsibilities each party has in connection with the Policy on Family Leave are:

Party Responsibility
Vice Chancellor for Human Resources, USG Maintain leave policy, provide guidance to institution human resources officers on effective utilization of policy, monitor for compliance, update the system as necessary, and respond to campus requests for updates.
Institution Chief Human Resources Officers Ensure appropriate utilization of the USG family leave on their respective campuses, as governed by the FMLA. Ensure appropriate record retention procedures in accordance with FMLA guidelines for purpose of determining eligibility.

Forms Related to FMLA

Appendices

None

Human Resources Administrative Practice Manual:
Time Away from Work

Print friendly Modified May 7, 2014

Sick Leave without Pay

Citation Reference  
Official Title Policy on Sick Leave without Pay
Abbreviated Title Sick Leave without Pay
Volume Human Resources
Responsible Office Human Resources
Originally issued

Policy Statement

The University System of Georgia has established a policy to allow for sick leave without pay for all benefits eligible employees.

Reason for Policy

The University System recognizes the need for employees to have legitimate absences from work. This policy ensures general consistency among institutions of the University System.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All Human Resources personnel within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

None

Related Documents/Resources

Related Documents/Resources

None

Overview

Any employee unable to return to work after exhausting all accumulated sick leave and accrued vacation leave may be granted sick leave without pay for a period not to exceed one (1) year. Furthermore, such approved sick leave shall allow the employee the right to elect to continue his or her group insurance benefits, and the institution will continue its share of the cost for such period. All other benefits are prohibited which otherwise would accrue to the employee.

Process/Procedures

Each institution shall establish procedures to implement this policy.

Responsibilities

The responsibilities each party has in connection with the Policy on are:

Party Responsibility
Vice Chancellor for Human Resources, USG Maintain and revise sick leave policy as appropriate.
Institution Chief Human Resources Officers Each institution shall establish and maintain an adequate control system for recording employee leave.

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Time Away from Work

Print friendly Modified May 7, 2014

Sick Leave with Pay

Citation Reference  
Official Title Policy on Sick Leave with Pay
Abbreviated Title Sick Leave with Pay
Volume Human Resources
Responsible Office Human Resources
Originally issued
Revised December 2007

Policy Statement

The University System of Georgia has established a policy to allow for sick leave with pay for all benefits eligible employees. For all regular full-time employees of the University System of Georgia (see BOR Policy Manual regarding Personnel Categories), sick leave shall be accumulated at the rate of one working day per calendar month of service. Regular part-time employees working one-half time or more will accumulate sick leave in an equivalent ratio to their percentage of time employed. Sick leave for employees shall be cumulative.

Sick leave may be granted at the discretion of the institution and upon approval by the supervisor for an employee’s absence for any of the following reasons:

  1. Illness or injury of the employee;
  2. Medical and dental treatment or consultation;
  3. Quarantine due to a contagious illness in the employee’s household; or
  4. Illness, injury, or death in the employee’s immediate family requiring the employee’s presence.

Paid sick leave shall not be used until it is accrued.

If sick leave is claimed for a continuous period in excess of one week, a physician’s statement is required to permit further claim of sick leave rights by the employee-patient.

A terminating employee shall not accumulate sick leave or be entitled to receive sick pay after the last working day of his/her or her employment.

Upon the movement of an employee among institutions of the University System, accumulated sick leave will be transferred if there is no actual break in service (BR Minutes, 1991-92, pp. 354-355).

The University System of Georgia shall accept up to a maximum of ninety-six (96) hours of sick leave from a benefited employee who moves from a State of Georgia agency to the University System of Georgia. For a unit of the University System of Georgia to accept sick leave, the employee must have no more than a thirty (30) calendar-day break in service. Written verification of the employee’s sick leave balance must be provided to the University System of Georgia by the terminating State of Georgia agency.

Reason for Policy

The University System recognizes the need for employees to have legitimate absences from work. This policy ensures general consistency among institutions of the University System.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All employees of the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

None

Related Documents/Resources

Related Documents/Resources

None

Overview

For all regular full-time employees of the University System of Georgia defined in BOR Policy Manual regarding Personnel Categories, sick leave shall be accumulated at the rate of one working day per calendar month of service. Regular part-time employees working one-half time or more will accumulate sick leave in an equivalent ratio to their percentage of time employed. Sick leave for employees shall be cumulative.

Process/Procedures

Leave Accrual – Leave is accrued at the end of each month worked. An employee hired on or before the 15th of the month shall accrue leave for that month. An employee hired on or after the 16th of the month will receive no accrual. Leave may not be taken before it is accrued. Sick leave must be reported in accordance with institutional procedures.

Upon termination of employment sick leave is forfeited.

Upon transfer to another system institution with no break in service, sick leave shall be transferred. (Cross reference Transfer Policy)

Summer Faculty Sick Leave Accrual – If an academic year-contracted faculty member teaches during the summer months, he/she may be eligible to accrue sick leave. Sick leave is accrued at the rate of eight (8) hours per month worked if the work commitment is full time; sick leave is prorated based on the amount of time worked during the summer. This amount is calculated by dividing the total credit hours the faculty member is teaching by the number of credit hours considered to be “full-time” for summer employment, which has been previously determined to be nine (9) credit hours.

Based upon this, a faculty member teaching three (3) hours would earn five (5) hours for the two (2) month period. Faculty members teaching six (6) hours would earn eleven (11) hours and anyone teaching nine (9) hours would earn the full sixteen (16) hours. Each institution shall establish procedures to implement this policy.

Faculty Sick Leave Reporting – The following provisions for the reporting of sick leave shall apply to all full time faculty, employed by institutions of the University System of Georgia, who serve primarily in assignments defined by faculty roles in instruction, research and scholarly activity, and service.

  1. Faculty is responsible for informing their Chair of any illness that prohibits them from meeting their assigned responsibilities in instruction, research, and service.
  2. In reporting sick leave, academic year faculty will report leave based on the number of whole hours sick (see BOR Policy Manual regarding Leave Policy), with a full day being eight (8) hours, a half day being four (4) hours, and less than a half day based on whole hours missed, with a full week being the equivalent of a forty (40) hour workweek.
  3. Nothing in this policy shall be interpreted to indicate that faculty work on a standardized schedule.

Responsibilities

The responsibilities each party has in connection with the Policy on are:

Party Responsibility
Vice Chancellor for Human Resources, USG Maintain and revise sick leave policy as appropriate.
Institution Chief Human Resources Officers Each institution shall establish and maintain an adequate control system for recording employee leave.

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Time Away from Work

Print friendly Modified May 7, 2014

Holidays

Citation Reference  
Official Title Policy on Holidays
Abbreviated Title Holidays
Volume Human Resources
Responsible Office Human Resources
Originally issued
Revised December 2007

Policy Statement

Each institution within the System shall establish twelve (12) official paid holidays each calendar year for employees at the institution. (See BOR Policy Manual regarding Holiday Policy.) Holidays shall be awarded in addition to earned vacation time to regular employees and faculty working one-half time or more, and shall be observed in accordance with the rules and regulations set forth by the respective institutions.

Reason for Policy

This policy ensures a standard holiday benefit at individual institutions.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All employees within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

None

Related Documents/Resources

None

Definitions

These definitions apply to these terms as they are used in this policy:

  • Board of Regents: The governing body of the University System of Georgia

Overview

Holidays shall be awarded in addition to earned vacation time, and shall be observed in accordance with the rules and regulations set forth by the respective institutions. In order to receive pay for the holidays, an employee must be in active pay status the day before and the day after the holiday. A terminating employee shall not be paid for any official holidays occurring after the last working day of employment. In the case of retirement or inter-institutional transfer, employees will receive pay for holidays occurring at the end of their final month of employment if in a paid status (work time, annual leave, sick leave, or other paid leave) on the last scheduled work day of the month.

Responsibilities

The responsibilities each party has in connection with the Policy on Holidays are:

Party Responsibility
Vice Chancellor for Human Resources, USG Ensure compliance with policy.
Institution Chief Human Resources Officers Ensure compliance with policy.

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Time Away from Work

Print friendly Modified May 7, 2014

Annual Leave

Citation Reference  
Official Title Policy on Annual Leave
Abbreviated Title Annual Leave
Volume Human Resources
Responsible Office Human Resources
Originally issued
Revised December 2007

Policy Statement

A regular employee who works one-half time or more shall earn paid vacation/annual leave. (See BOR Policy Manual regarding Leave Policy.) A full-time regular employee shall be entitled to vacation/annual leave earned at the rate of:

One and one-fourth working days per month (10 hours) for each of the first five (5) years of continuous employment;

One and one-half working days per month (12 hours) for each of the next five (5) years of continuous employment; and

One and three-fourths working days per month (14 hours) for each year after the completion of ten (10) years of continuous employment.

The accrual rate of vacation/annual leave for an hourly employee will be based upon his/her standard work commitment.

A regular employee who works one-half time or more but less that full-time shall accrue vacation/annual leave prorated on the basis of full-time employment. An employee who is employed less than one-half time shall not be eligible to accrue vacation/annual leave.

A full-time faculty member employed on a twelve (12) month or fiscal year basis shall be entitled to vacation/annual leave earned at the rate of one and three-fourths working days (14 hours) per month.

A temporary employee is not eligible to accrue vacation/annual leave.

Vacation/annual leave may be taken with supervisor’s approval. Requests for leave should be submitted with as much advance notice as possible, except for unforeseen emergencies. The use of approved vacation/annual leave shall be recorded on institutional leave records.

Annual leave will not be accepted from a benefited employee who moves from a State of Georgia agency to the University System of Georgia (BR Minutes, June 2005).

Reason for Policy

This policy ensures consistent application of leave at individual institutions.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All employees within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

None

Related Documents/Resources

Leave Policy

Definitions

These definitions apply to these terms as they are used in this policy:

  • Board of Regents: The governing body of the University System of Georgia

Overview

Regular Employee

A regular employee who works one-half time or more shall earn paid vacation/annual leave. A full-time regular employee shall be entitled to vacation/annual leave earned at the rate of:

One and one-fourth working days per month (10 hours) for each of the first five (5) years of continuous employment;

One and one-half working days per month (12 hours) for each of the next five (5) years of continuous employment; and

One and three-fourths working days per month (14 hours) for each year after the completion of ten (10) years of continuous employment.

The accrual rate of vacation/annual leave for an hourly employee will be based upon his/her standard work commitment.

A regular employee who works one-half time or more but less that full-time shall accrue vacation/annual leave prorated on the basis of full-time employment. An employee who is employed less than one-half time shall not be eligible to accrue vacation/annual leave.

Temporary Employee

A temporary employee is not eligible to accrue vacation/annual leave.

Faculty and Administrative Officers

A full-time faculty member employed on a twelve (12) month or fiscal year basis shall be entitled to vacation/annual leave earned at the rate of one and three-fourths working days (14 hours) per month. All working days during the fiscal year shall be counted; absences during academic calendar breaks shall be recorded as vacation; and all vacation days shall be recorded on institutional leave records.

A full-time administrative officer employed on a twelve (12) month or fiscal year basis shall be entitled to vacation/annual leave earned at the rate of one and three-fourths working days (14 hours) per month. The use of approved vacation/annual leave shall be recorded on institutional leave records.

The accrual rate of vacation/annual leave for a faculty member or for an administrative officer will be based upon his/her contractual work commitment.

A faculty member, who changes from a fiscal year contract to an academic year contract shall be paid his/her unused, accrued vacation/annual leave subject to the 45-day (360-hour) maximum payment restriction upon termination of the fiscal year contract.

A faculty member employed on an academic year (9- to 10-month) basis does not earn vacation/annual leave. An academic year contracted faculty member who teaches during Maymester and/or summer semester will not be eligible to accrue vacation/annual leave for such service.

Vacation/annual leave shall be accrued based on the initial employment date of an employee. A new hire must be employed on or before the fifteenth of a month to qualify for accrual of vacation/annual leave for that month.

Vacation/annual leave may be taken with supervisor’s approval. Requests for leave should be submitted with as much advance notice as possible, except for unforeseen emergencies. Vacation/annual leave shall be taken at times mutually acceptable to the employee and his/her supervisor.

The use of approved vacation/annual leave shall be recorded on institutional leave records. Negative leave balances are not allowed. Employees who utilize more leave than accrued shall be placed on leave of absence without pay.

On December 31 of each calendar year, each employee’s leave record shall be adjusted to reflect no more than 45 days (360 hours) of accrued vacation/annual leave.

All unused, accrued vacation/annual leave, not to exceed 45 days (360 hours), shall be paid to an employee upon his/her termination from employment. An employee who terminates on or after the fifteenth of a month shall accrue vacation/annual leave for that month.

Upon a move between University System institutions with no break in service, an employee must transfer all accrued vacation/annual leave up to 20 days (160 hours). For employees with accrued vacation/annual leave of greater than 20 days (160 hours), an employee may elect one of the following options:

Transfer of the total accrued vacation balance, not to exceed 45 days (360 hours); or

Payment by the institution from which the employee is moving of accrued vacation leave in excess of 20 days (160 hours). The total accrued vacation leave for which the employee may be paid shall not exceed 25 days (200 hours)

Responsibilities

The responsibilities each party has in connection with the Policy on Employee Annual Leave are:

Party Responsibility
Vice Chancellor for Human Resources, USG Ensure compliance with policy.
Institution Chief Human Resources Officers Ensure compliance with policy.

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Safety & Security

Print friendly Modified May 7, 2014

Workplace Violence

Citation Reference  
Official Title Policy on Workplace Violence
Abbreviated Title Workplace Violence
Volume Human Resources
Responsible Office Human Resources
Originally issued
Revised December 2007

Policy Statement

The University System of Georgia is committed to the prevention of workplace violence and the maintenance of a respectful working environment. A safe and secure environment is a fundamental prerequisite for fulfilling the University mission of teaching, research and public service. The University reaffirms the basic right of employees to a safe and humane working environment.

Reason for Policy

This policy reinforces the institution’s commitment to provide a safe workplace for all employees and reduce the potential for violence.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All employees within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/
Institution Chief Legal Affairs Officer and USG Legal Affairs USG: 404-962-3255
Institutions: refer to their directory.
USG: burns.newsome@usg.edu
Institutions: refer to their directory
Institution Chief Public Safety Institutions should refer to their directory

Website Address for This Policy

None

Related Documents/Resources

None

Definitions

These definitions apply to these terms as they are used in this policy:

  • Board of Regents: The governing body of the University System of Georgia

Overview

The University System will not tolerate any type of workplace violence committed by or against employees. Workplace violence, for the purpose of this policy, is defined as any physical assault, threatening behavior or verbal abuse occurring in the work setting.

Threats, threatening conduct, or any other acts of aggression or violence in the workplace will not be tolerated. Violations of the workplace violence policy will be met with appropriate disciplinary action, up to and including dismissal.

To make deliberate false accusations of workplace violence violates this policy. In such instances, the complainant will be subject to disciplinary action. However, failure to prove a claim of workplace violence does not constitute proof of a false and/or malicious accusation.

Employees who, in good faith, report what they believe to be workplace violence or who cooperate in any investigation will not be subjected to retaliation.

Responsibilities

The responsibilities each party has in connection with the Policy on workplace violence are:

Party Responsibility
Vice Chancellor for Human Resources, USG Ensure compliance with policy.
Institution Chief Human Resources Officers Ensure compliance with policy.
Institution Chief Legal Affairs Officer and USG Legal Affairs To respond to policy questions and to ensure compliance occurs.
Institution Chief Public Safety To maintain a safe institutional environment.

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Safety & Security

Print friendly Modified May 7, 2014

Smoking

Citation Reference  
Official Title Policy on Smoking
Abbreviated Title Smoking
Volume Human Resources
Responsible Office Human Resources
Originally issued May 2008
Revised

Policy Statement

Smoking of any material is prohibited in all enclosed areas of the University System of Georgia, including hallways, elevators, offices, restrooms, seminar/meeting rooms, and all other spaces owned or leased by the University System of Georgia (USG). Smoking is also prohibited in any outside areas adjacent to a USG facility whose configuration and/or other physical circumstances allow smoke either to enter and affect the internal environment or to adversely affect the environment of those entering or exiting the facility.

Reason for Policy

In accordance with the Georgia Smoke free Air Act of 2005, Title 31 Chapter 12A, this policy reinforces the agency’s commitment to provide a safe and amicable workplace for all employees by protecting them from involuntary exposure to secondhand smoke. In establishing such guidelines, the University System of Georgia is aiming to preserve and improve the health, comfort and environment of employees and any persons occupying our facilities.

Entities Affected By This Policy

All employees, visitors, vendors, and contractors shall abide by the guidelines set forth in this policy.

Who Should Read This Policy

All employees within the University System of Georgia should be aware of and follow this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Assistant Vice Chancellor for Legal Affairs 404-962-3255 usg-legal@usg.edu

Website Address for This Policy

None

Related Documents/Resources

  • Senate Bill 90
  • Smoke free Air Act of 2005

Related Documents/Resources

The following definitions apply to terms as they are used in this policy:

  1. “Act/Law” shall be defined as the Smoke free Air Act of 2005, Chapter 12 of Title 16 and Title 31 of the Official Code of Georgia Annotated

  2. “Employee” shall be defined as any individual who is employed by the University System of Georgia for direct or indirect monetary wages and profit

  3. “Constituents” shall be defined as visitors, contractors, vendors, business consultants and the general public

  4. “Enclosed Area/Facility” shall be defined as any space allocated between a floor and ceiling that is enclosed on all sides by solid walls or windows, exclusive of doorways, which extend from the floor to the ceiling.

  5. “Local Governing Authority” shall be defined as the University System of Georgia, operating as a local board authorized to execute special services for the state

  6. “State” shall be defined as state of Georgia

  7. “Smoking Areas” shall be defined as outside locations where smoking is allowed

Overview

The University System of Georgia operates as a local governing authority of the state of Georgia and in accordance with state law, maintains that smoking shall be prohibited in all enclosed facilities belonging to or operated by the state, to include owned and leased property. As a local governing entity of the state, the University System of Georgia declares that smoking shall be prohibited in all enclosed areas where our offices operate. All employees are expected to be familiar with and abide by the guidelines set forth in this policy. It is further established that all outside constituents visiting the agency for any reason will consent to this policy as well.

Nothing in this policy will interfere with an institutional policy that bans the use of all tobacco products on all campus property.

Exceptions

Any area designated as a “smoking area” shall be located in “non-work” spaces outside of the building and away from the main entrances. These areas shall be authorized in accordance with state law.

Process/Procedures

As an operating unit of the state, the University System of Georgia is obligated to establish a smoking policy that coincides with state law. Please visit the link below for detailed information on Senate Bill 90 and The Smoke free Air Act of 2005.

http://www.legis.state.ga.us/legis/2005_06/pdf/sb90.pdf

Responsibilities

The responsibilities each party has in connection with the Policy on Smoking are:

Party Responsibility
Vice Chancellor for Human Resources, University System of Georgia Oversight, publishing and communication of updates related to policies on smoking in the state of Georgia
Assistant Vice Chancellor for Legal Affairs, University System of Georgia For legal specific information regarding this policy

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Safety & Security

Print friendly Modified May 7, 2014

Drug Testing

Citation Reference  
Official Title Policy on Drug Testing
Abbreviated Title Drug Testing
Volume Human Resources
Responsible Office Human Resources
Originally issued July 13, 1990
Revised September 2010

Policy Statement

The University System of Georgia promotes and requires a drug-free work place among its employees. Employees in “high-risk” jobs on a regular basis shall be subject to pre-employment, reasonable suspicion, post accident and random drug testing for evidence of use of illegal drugs. Additionally, an employee who has notified his/her supervisor that he/she has a drug related problem and is maintaining employment under Board of Regents Policy 8.2.18, Voluntary Disclosure of Drug Use, shall be subject to random drug testing.

Reason for Policy

This policy seeks to prevent risks and ill effects of illegal drug use, particularly by employees in high risk positions and to provide a safer and more productive work environment.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All Human Resources personnel within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

None

Related Documents/Resources

Definitions

These definitions apply to these terms as they are used in this policy:

High Risk – All P.O.S.T. certified law enforcement positions and all transportation positions requiring a CDL. Additionally, each institution shall have the responsibility of determining which positions on the campus is safety sensitive and are considered high risk in their impact to fellow employees and students. Examples of these positions may include, but are not limited to medical personnel, non–DOT regulated drivers, positions working with children under the age of thirteen (13) and positions working with toxic or hazardous chemicals or equipment.

Overview

All P.O.S.T. certified law enforcement positions, as well as all transportation positions requiring a CDL are considered high risk and are subject to drug testing in accordance with this policy. Each institution shall also have the responsibility of determining which positions on the campus is safety sensitive and are considered high risk in their impact. Examples of these positions may include, but are not limited to medical personnel, non–DOT regulated drivers, positions working with children under the age of thirteen (13) and positions working with toxic or hazardous chemicals or equipment.

Employees in “high-risk” jobs on a regular basis shall be subject to drug testing for evidence of use of illegal drugs in the following situations:

Pre-employment/Acceptance of High Risk Duties

The State of Georgia requires all state entities to conduct Pre-employment testing of applicants that:

  • are regulated by the US department of Transportation and its operating authorities
  • require certification under O.C.G.A. 35-8 (POST) and whose incumbents regularly perform high risk work
  • have been identified by each appointing authority as performing duties that are considered high risk

Applicants for the above referenced high risk positions and employees who have not previously performed high risk duties shall be required to successfully complete drug testing prior to being placed in the high risk position.

Job notices/announcements/postings for positions that are subject to pre-employment testing should include a statement such as, “The applicant offered this position will be required to successfully complete a pre-employment drug test.”

Random

The State of Georgia requires all state entities to conduct random testing of employees that:

  • are regulated by the US department of Transportation and its operating authorities
  • require certification under O.C.G.A. 35-8 (POST) and whose incumbents regularly perform high risk work
  • have been identified by each appointing authority as performing duties are consider to be high risk
  • All employees in the above referenced high risk positions shall be subject to random drug testing. The numbers of employees to be tested and the scheduling of employee selection shall be determined by the institutions Chief Human Resources Officer or his/her designee in accordance with applicable law and regulations.

Post-Accident

The State of Georgia requires all state entities to conduct post accident testing of employees that:

  • are regulated by the US department of Transportation and its operating authorities
  • have been identified by each appointing authority as performing duties that are considered high risk
  • Because they are also considered high risk employees, the University System of Georgia requires post accident testing is conducted for POST certified employees.

Reasonable Suspicion

All employees shall be subject to drug testing for evidence of use of illegal drugs in cases of reasonable suspicion:

Any affected employee may be required to submit to drug testing when their supervisor has reasonable suspicion to believe that the employee is under the influence of illegal drugs. The determination of reasonable suspicion shall be made by a supervisor or other official who is trained to make such determinations and the Chief Human Resources officer or institutional legal department. With the approval of the Chief Human Resources officer or institutional legal department, the supervisor can require testing after making specific, well articulated observations concerning the appearance, behavior, speech or odor of the employee.

Procedures

Drug testing for University System employees will be performed in accordance with the same regulations and procedures as those prescribed by the State Merit System of Personnel Administration and approved by the Vice Chancellor for Human Resources for drug testing of applicants for state employment.

Notification

Employees identified for drug testing under this policy shall be provided a specific date and time to report for testing; such date and time shall be as soon as possible, but not later than two (2) business days following the date the individual receives notification to report. Therefore, individuals should be notified to report at a time that takes into account when the testing location is open. Most testing locations are closed on Saturday and Sunday, so in general, Monday, Tuesday and Wednesday are preferable to Thursday and Friday.

Disciplinary Action

Employees subject to testing due to their high risk position shall be removed from the high risk position or terminated from employment after compliance with the dismissal procedures of the Board of Regents if they decline to submit to a drug test or if they test positive for the use of illegal drugs. Employees subject to testing for reasonable suspicion shall be subject to disciplinary action to include possible termination after compliance with the dismissal procedures of the Board of Regents if they decline to submit to a drug test or if they test positive for the use of illegal drugs.

To the extent allowed by law, the identity of any employee who declines a drug test, or who tests positive for drug use, shall be withheld from all persons except those who have need for such information in their official capacity.

Responsibilities

The responsibilities each party has in connection with the Policy on Random Drug Testing of High-Risk Employees are:

Party Responsibility
Vice Chancellor for Human Resources, USG To maintain policy, provide advice and guidance to campuses with regard to policy interpretation and application, provide updates as necessary
Institution Chief Human Resources Officers To ensure policy is communicated to employees and that compliance occurs.

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Employee Relations

Print friendly Modified May 7, 2014

Conflict of Interest

Citation Reference  
Official Title Policy on Conflict of Interest
Abbreviated Title Grievance
Volume Human Resources
Responsible Office Human Resources
Originally issued July 1983
Revised December 2007

Policy Statement

An employee of the University System of Georgia shall make every reasonable effort to avoid even the appearance of a conflict of interest. This includes avoiding actual or apparent conflict of interests between his or her college or university obligations and his or her outside activities. (See BOR Policy Manual regarding Outside Activities Policy.)

Occupational

  1. An employee of the University System shall not engage in any occupation, pursuit, or endeavor which will interfere with the regular and punctual discharge of official duties.
  2. All full-time faculty, administrators, and other professional staff members employed by an institution of the University System are expected to give full professional effort to their assignments of teaching, research, and service.
  3. Professional employees are encouraged to participate in professional activity that does not interfere with the regular and punctual discharge of official duties provided the activity meets one of the following criteria: (1) is a means of personal professional development; (2) serves the community, state or nation; or (3) is consistent with the objectives of the institution.
  4. For all activities, except single-occasion activities, the employee shall report in writing through official channels the proposed arrangements and secure the approval of the President or his/her designee prior to engaging in the activities. Such activities include consulting, teaching, speaking, and participating in business or service enterprises.

Consulting

Recognizing that teaching, research, and public service are the primary responsibilities of faculty members in the University System of Georgia, it shall be considered reasonable and desirable for faculty members to engage in consulting activities, which are defined for purposes of this policy as any additional activity beyond duties assigned by the institution, professional in nature and based in the appropriate discipline for which the individual receives additional compensation during the contract year. Each institution of the University System shall adopt guidelines governing consulting activities of faculty members which shall include the following:

  1. A plan for reimbursing the institution for use of the institution’s employees, facilities, equipment and/or materials consistent with rates charged outside groups or persons.
  2. A procedure for obtaining prior approval of the President or his/her designee.
  3. A procedure for defining and prohibiting conflicts of interest.

Political

As responsible and interested citizens in a democratic society, employees of the University System are encouraged to fulfill their civic obligations and otherwise engage in the normal political processes of society. Nevertheless, it is inappropriate for System employees to manage or enter political campaigns while on duty to perform services for the System or to hold elective political office at the state or federal level while employed by the System. Therefore, the following policies governing political activities are hereby adopted:

  1. Employees may not manage or take an active part in a political campaign which interferes with the performance of duties or services for which he or she receives compensation from the System.
  2. Employees may not hold elective political office at the state or federal level.
  3. A candidate for or holder of an elective political office at the state or federal level may not be employed or hold a faculty, staff, or other position at an institution of the System, with or without compensation.
  4. Employees seeking elective political office at the state or federal level must first request a leave of absence without pay beginning prior to qualification as a candidate in a primary or general election and ending after the general or final election. If elected to state or federal office such person must resign prior to assuming office.
  5. Employees may seek and hold elective office at other than the state or federal level, or appointive office, when such candidacy for or holding of the office does not conflict or interfere with the employee’s duties and responsibilities to the institution or the System.

Reason for Policy

This policy ensures employees are advised of the expectation to avoid actual and apparent conflicts of interest.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All Human Resources personnel within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/
Institution Chief Legal Affairs and USG Legal Affairs USG: 404-962-3255
Institutions: refer to directory
USG: burns.newsome@usg.edu
Institutions: refer to directory
Institution Chief Audit Officer and USG Audit Office USG: 404-962-3025
Institutions: refer to directory
USG: john.fuchko@usg.edu
Institutions: refer to directory

Website Address for This Policy

None

Related Documents/Resources

Definitions

These definitions apply to these terms as they are used in this policy:

  • Board of Regents: The governing body of the University System of Georgia

Overview

Employees shall make every reasonable effort to avoid even the appearance of a conflict of interest. An appearance of conflict exists when a reasonable person will conclude from the circumstances that the employee’s ability to protect the public interest, or perform public duties, is compromised by personal interest. An appearance of conflict can exist even in the absence of a legal conflict of interest. Employees are referred to State Conflict of Interest Statutes O.C.G.A. §45-10-20 through §45-10-70 and Board of Regents Policies 8.2.15 through 8.2.15.3 and institutional policies governing professional and Conflict of Interest. For full policy statement see BOR Policy Manual regarding Outside Activities Policy.

Responsibilities

The responsibilities each party has in connection with the Policy on Conflicts of Interest are:

Party Responsibility
Vice Chancellor for Human Resources, USG To maintain policy, provide advice and guidance to campuses with regard to policy interpretation and application, provide updates as necessary
Institution Chief Human Resources Officers To ensure policy is communicated to employees and that compliance occurs.
Institution Chief Legal Affairs and USG To respond to policy questions and to ensure compliance occurs.
Chief Audit Officer and USG To audit compliance with policy.

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Employee Relations

Print friendly Modified May 7, 2014

Gratuity

Citation Reference  
Official Title Policy on Gratuity
Abbreviated Title Gratuity
Volume Human Resources
Responsible Office Human Resources
Originally issued July 1, 1983
Revised December 2007

Policy Statement

An employee of the University System shall not accept gratuities, courtesies, or gifts in any form whatsoever from any person or persons, corporations, or associations that, directly or indirectly, may seek to use the connection thus formed for securing favorable comment or consideration on any commercial commodity, process or undertaking. (See BOR Policy Manual regarding Gratuity Policy)

Reason for Policy

This policy ensures compliance with federal and state law and consistency among institutions of the University System of Georgia.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All employees within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

Related Documents/Resources

None

Definitions

These definitions apply to these terms as they are used in this policy:

  • Board of Regents: The governing body of the University System of Georgia

Overview

See Gratuity Policy

Process/Procedures

An employee of the University System of Georgia or any other person on his/her behalf, is prohibited from knowingly accepting, directly or indirectly, a gift from any vendor or lobbyist as those terms are defined in Georgia statutes (O.C.G.A. 21-5-70(6) and 45-1-6(a)(5)b). If a gift has been accepted, it must be either returned to the donor or transferred to a charitable organization. A gift may be accepted by the employee on behalf of the institution subject to reporting requirements of the Board of Regents. If the gift is accepted, the person receiving the gift shall not maintain custody of the gift for any period of time beyond that reasonably necessary to arrange for the transfer of custody and ownership of the gift.

Responsibilities

The responsibilities each party has in connection with the Policy on Gratuity are:

Party Responsibility
Vice Chancellor for Human Resources, USG Provide advice and guidance on application of policy.
Institution Chief Human Resources Officers Provide advice and guidance on application of policy.
Institution Chief Legal Affairs Officers and USG Serve as a resource for the campus Chief Human Resources Officer, providing advice and guidance on application of policy and appropriate processes.
Institution Chief Audit Officer and USG Serve as a resource for the campus Chief Human Resources Officer, providing advice and guidance on application of policy and appropriate processes

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Employee Relations

Print friendly Modified May 7, 2014

Grievance Policy

Citation Reference  
Official Title Policy on Grievance
Abbreviated Title Grievance
Volume Human Resources
Responsible Office Human Resources
Originally issued May 2008
Revised

Policy Statement

The University System of Georgia is committed to providing a good working environment for its faculty and staff. Conflicts and disagreements between employees and their supervisors are inevitable. It is the policy of the University System of Georgia to resolve these disputes fairly, and at the lowest possible level. When these conflicts or disagreements occur, employees should first attempt to resolve them through discussion with their supervisor.

Reason for Policy

This policy reinforces the institution’s commitment to provide a safe and amicable workplace for all employees.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All employees within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/
Chief Legal Affairs Officer, USG 404-962-3255 burns.newsome@usg.edu
Institution Chief Legal Affairs Officer Refer to institution directory.

Website Address for This Policy

None

Related Documents/Resources

None

Definitions

These definitions apply to these terms as they are used in this policy:

  • Board of Regents: The governing body of the University System of Georgia

  • Board of Review: A designated employee or group of employees assigned to consider a grievance file by an employee and review the action taken, as determined by each individual institution.

Overview

The policy is intended to provide an avenue for resolution of conflicts at the lowest possible level. Attempted resolution may be addressed through the Grievance/Disciplinary Review Process, if applicable.

A grievance or disciplinary review will be available to handle claims that a person has been harmed by any action that violates the policies of either the institution or the Board of Regents of the University System of Georgia (“the Board of Regents”) or for requested disciplinary review pursuant to the University System policy, entitled Dismissal, Demotion or Suspension.

A grievance will not be available to dispute:

  • promotion and tenure decisions,
  • performance evaluations,
  • hiring decisions,
  • classification appeals,
  • challenges to grades or assessments,
  • challenges to salary decisions,
  • challenges to transfers or reassignments,
  • termination or layoff because of lack of work or elimination of position,
  • investigations or decisions reached under the institutions Harassment Policy, and
  • normal supervisory counseling.

In addition, these formal procedures will not be available to a student or employee who has chosen to seek relief through a department, school or unit’s internal grievance procedure unless such procedure failed to provide a fair and impartial hearing and an adequate mechanism for appeal or review.

Process/Procedures

Circumstances under Which Grievances May Be Filed

A classified employee may file a grievance only if:

  • The employee has been suspended; or
  • The employee has been discharged; or
  • The employee has been demoted, or their salary has been reduced.

An employee may not file a grievance, even in the above circumstances, if:

  • The discharge occurred during the six (6)-month provisional period;
  • They have been adversely affected by a reorganization, program modification or financial exigency (such employees may apply to the Board of Regents for review);
  • The issue underlying the grievance is a charge of discrimination on the basis of race, sex, age, disability or religion. Such charges should be directed to the Affirmative Action/EEO Officer.
  • The issues being grieved have been previously heard by an administrative panel at the institution.

Grievance Procedures

A classified employee may file a grievance by completing a grievance form and submitting it to the Chief Human Resources Officer (or other office designated to handle grievances). Unless there is good cause for delay, a grievance must be filed within ten (10) working days of the notice of suspension or discharge. If filed after that time, the grievance must be accompanied by a written explanation for the delay. The Chief Human Resources Officer will rule on whether the employee had good cause for filing the grievance late. Upon submission of the grievance statement, the grievant will be provided with a copy of the formal grievance policy and other documents pertaining to grievance hearing procedures. The employee shall be entitled to the procedural protections of a hearing before a Board of Review. The Board of Review hearing may take place either before or after the effective date of the personnel decision in question.

Responsibilities

The responsibilities each party has in connection with the Grievance Policy are:

Party Responsibility
Vice Chancellor for Human Resources, USG Ensure compliance with policy; provide guidance and advice to campus Chief Human Resources Officers on appropriate grievance hearing processes.
Institution Chief Human Resources Officers Ensure compliance with policy; establish institution specific grievance hearing procedures.
Chief Legal Affairs Officer, USG Serve as a resource for the Vice Chancellor for Human Resources and campus Chief Human Resources Officers, providing advice and guidance on application of policy and appropriate hearing processes.
Institution Chief Legal Affairs Officer Serve as a resource for the campus Chief Human Resources Officer, providing advice and guidance on application of policy and appropriate hearing processes. May design or assist in design of institution specific hearing procedures.

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Employee Relations

Print friendly Modified May 7, 2014

Dispute Resolution

Citation Reference  
Official Title Policy on Dispute Resolution
Abbreviated Title Dispute Resolution
Volume Human Resources
Responsible Office Human Resources
Originally issued
Revised May 2008

Policy Statement

The University System of Georgia is committed to providing a good working environment for its faculty and staff. Conflicts and disagreements between employees and their supervisors are inevitable. It is the policy of the University System of Georgia to resolve these disputes fairly, and at the lowest possible level. When these conflicts or disagreements occur, employees should first attempt to resolve them through discussion with their supervisor.

Reason for Policy

This policy reinforces the institution’s commitment to provide a safe and amicable workplace for all employees.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All employees within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/
Chief Legal Affairs Officer, USG 404-962-3255 burns.newsome@usg.edu
Institution Chief Legal Affairs Officer, if applicable See institution directory.

Website Address for This Policy

None

Related Documents/Resources

Definitions

These definitions apply to these terms as they are used in this policy:

  • Board of Regents: The governing body of the University System of Georgia

Overview

The policy is intended to provide an avenue for resolution of conflicts at the lowest possible level. Attempted resolution may be through the Dispute Resolution Process or through the Grievance/Disciplinary Review Process, if applicable.

A grievance or disciplinary review will be available to handle claims that a person has been harmed by any action that violates the policies of either the institution or the Board of Regents of the University System of Georgia (“the Board of Regents”) or for requested disciplinary review pursuant to the University policy, entitled Conduct, Dismissal, Demotion or Suspension. See more information on grievances and disciplinary reviews in the section entitled Grievance Policy.

Process/Procedures

Dispute Resolution Procedures

As a first step, complainants should try to resolve problems and complaints by contacting their immediate supervisor or, in the case of a student, the academic department head or unit director. This initial contact should be made within ten (10) working days from the occurrence of the problem. The supervisor or department head should then arrange a meeting with the complainant, and all concerned should make a good faith effort to resolve the problem. The Dispute Resolution Coordinator will be available to assist in these initial efforts to resolve disputes.

If the dispute cannot be resolved through the efforts outlined above, the parties may be referred to the Mediation Coordinator to discuss whether mediation is an appropriate means for resolving the dispute. Mediation is a process that helps people resolve disputes for themselves in a mutually acceptable way in which everyone involved in the dispute meets with one or more trained mediators. In a private setting, the mediator provides an orderly, simple process for the parties to discuss their dispute along with their feelings, perceptions and needs. The goal is to begin communication and move towards resolving the dispute in a manner agreeable to all.

If the parties are unable to informally resolve the dispute, they do not wish to pursue mediation or are unsuccessful in resolving the dispute through mediation, the Dispute Resolution Coordinator will advise the person raising the dispute of what other resources may be available, if any.

Responsibilities

The responsibilities each party has in connection with the Dispute Resolution are:

Party Responsibility
Vice Chancellor for Human Resources, USG Ensure compliance with policy.
Institution Chief Human Resources Officers Ensure compliance with policy. Ensure identification of individuals who can serve as the institutional dispute resolution coordinator and the mediation coordinator.
Chief Legal Affairs Officer, USG Offer assistance with policy interpretation.
Institution Chief Legal Affairs Officer Offer assistance with policy interpretation.

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Employee Relations

Print friendly Modified May 7, 2014

Cooperation in Internal Investigation

Citation Reference  
Official Title Policy on Cooperation in Internal Investigations
Abbreviated Title Internal Investigations
Volume Human Resources
Responsible Office Human Resources
Originally issued July 1, 1983
Revised December 2007

Policy Statement

An employee of the University System of Georgia shall cooperate to the fullest extent possible in any internal investigation conducted by the Board of Regents or any institution thereof when directed to do so by persons who have been given investigative authority by the President of the institution.

Reason for Policy

To ensure that the employees of the University System of Georgia are informed of their responsibility to participate in investigative activities.

Entities Affected By This Policy

All employees and units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All employees within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/
Institution Chief Public Safety Officer Refer to institution directory
Institution Chief Internal Audit Officer Refer to institution directory
Institution AA/EEO Refer to institution directory
Institution Legal Affairs Refer to institution directory

Website Address for This Policy

None

Related Documents/Resources

Definitions

These definitions apply to terms as they are used in this policy:

  • Board of Regents: The governing body of the University System of Georgia

Overview

An employee of the University System of Georgia shall cooperate to the fullest extent possible in any internal investigation conducted by his or her employment unit when directed to do so by persons who have been given the investigative authority by the President of the institution. Failure to cooperate fully shall be grounds for adverse personnel action, including possible termination of employment.

Suggested Process/Procedures (institutions may determine their own procedures)

In conducting an Internal Investigation, the investigator will notify only the appropriate administrators or individuals with a need to know. In addition to acting in the best interest of the institution, the investigator must assure that the investigation provides for due process.

Once a complaint or allegation is received, the investigator should notify the accused as soon as practical. The time frame of the notification will vary depending on the necessity to gather and/or clarify facts prior to the accused being approached. Additionally, the notification could be delayed in order to protect everyone involved, evidence, etc.

The accused should be given an opportunity to present his/her position relating to the allegation(s). At times, it may be necessary for this to occur in more than one sitting.

The investigator should gather as many facts and other forms of evidence as will allow the investigator to make a reasonable conclusion regarding the allegation(s).

Responsibilities

The responsibilities each party has in connection with the Policy on Internal Investigations are:

Party Responsibility
Institution Provide advice and guidance to campus officials regarding this policy; coordinate with the office of legal affairs as necessary regarding use of and updates to policy.
Institution Chief Human Resources Officers or other institution designated official Ensure compliance with policy and consistent application.

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Employee Relations

Print friendly Modified May 7, 2014

Prohibit Discrimination & Harassment

Citation Reference  
Official Title Policy to Prohibit Discrimination & Harassment
Abbreviated Title Prohibit Discrimination & Harassment
Volume Human Resources
Responsible Office Human Resources
Originally issued July 1, 1983
Revised December 2007

Policy Statement

The University System Of Georgia prohibits its faculty, staff and students from engaging in any form of prohibited discrimination or protected status harassment (including sexual harassment), and expects these individuals to refrain from committing acts of bias within the System’s jurisdiction. The University System of Georgia complies with applicable State and Federal law which provides that it shall be an unlawful discriminatory practice for any employer, because of sex of any person, to discharge without cause, to refuse to hire, or otherwise discriminate against any person with respect to any matter directly or indirectly related to employment or academic standing.

Reason for Policy

This policy ensures compliance with federal and state laws.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All employees within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/
Institution Legal Affairs Refer to institution directory
Institution AA/EEO Office (or applicable campus contact) Refer to institution directory

Website Address for This Policy

Related Documents/Resources

None

Definitions

These definitions apply to these terms as they are used in this policy:

  • Board of Regents: The governing body of the University System of Georgia

Overview

Federal law provides that it shall be an unlawful discriminatory practice for any employer, because of the age, disability, gender, national origin, race, religion or status as a war veteran, to discharge without cause, to refuse to hire, or otherwise discriminate against any person with respect to any matter directly or indirectly related to employment or academic standing. Harassment of an employee, student, or applicant on the basis of any of these protected classes violates this federal law.

Sexual harassment of employees or students in the University System is prohibited and shall subject the offender to dismissal or other sanctions after compliance with procedural due process requirements. Unwelcome sexual advancements, requests for sexual favors, and other verbal or physical conduct of a sexual nature constitute sexual harassment when:

  • Submission to such conduct is made explicitly or implicitly a term or condition of an individual’s employment or academic standing; or
  • Submission to or rejection of such conduct by an individual is used as a basis for employment or academic decisions affecting an individual; or
  • Such conduct unreasonably interferes with an individual’s work or academic performance or creates an intimidating, hostile or offensive working or academic environment (BR Minutes, 1980-81, p. 237-38).

Process/Procedures

Campuses are expected to ensure that all employees are informed of the policy and advised of the appropriate reporting procedure.

Responsibilities

The responsibilities each party has in connection with the Policy to Prohibit Discrimination and Harassment are:

Party Responsibility
Vice Chancellor for Human Resources, USG Provide advice and guidance to campus officials regarding this policy; coordinate with the office of legal affairs as necessary regarding use of and updates to policy
Institution Chief Human Resources Officers Communicate policies to all employees
Institution Legal Affairs Provides legal support
Institution AA/EEO Office (or applicable campus contact) Provides support to depts.

Forms

None

Appendices

Sample procedures - http://www.gcsu.edu/womenscenter/projectcare/policy.htm

Human Resources Administrative Practice Manual:
Employee Relations

Print friendly Modified May 7, 2014

Amorous Relationships

Citation Reference  
Official Title Policy on Amorous Relationships
Abbreviated Title Amorous Relationships
Volume Human Resources
Responsible Office Human Resources
Originally issued May 2008
Revised January 2010

Policy Statement

The University System of Georgia is committed to providing a harassment free environment for all faculty, staff and students. A sense of fairness by supervisors and teaching faculty is a fundamental prerequisite for fulfilling the University mission of teaching, research and public service.

Reason for Policy

This policy reinforces the institution’s commitment to provide a safe and amicable workplace for all employees.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All employees within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/
Institution Chief Legal Affairs Officer and USG Legal Affairs USG: 404-962-3255
Institutions: refer to directory
USG: usg-legal@usg.edu
Institutions: refer to directory.
Institution Chief Public Safety Refer to institution directory

Website Address for This Policy

None

Related Documents/Resources

None

Definitions

These definitions apply to these terms as they are used in this policy:

  • Board of Regents: The governing body of the University System of Georgia

Overview

When one party has a professional relationship towards the other, or stands in a position of authority over the other, even an apparently consensual amorous relationship may lead to sexual harassment or other breaches of professional obligations. The University prohibits all faculty and staff, including graduate teaching assistants, from pursuing amorous relationships with undergraduates whom they are currently supervising or teaching.

The Board of Regents also strongly discourages amorous relationships between faculty or administrators and graduate/professional students and/or employees whose work they supervise. Anyone involved in an amorous relationship with someone over whom he or she has supervisory power must recuse himself or herself from decisions that affect the compensation, evaluation, employment conditions, instruction, and/or the academic status of the subordinate involved.

Process/Procedures

Any individual in authority who is or has been involved in an amorous relationship with a person whom they may be called upon to evaluate must promptly report this fact to his or her supervisor. The supervisor will then arrange to see that the individual in authority does not evaluate nor participate in discussions and decisions that affect the compensation, evaluation, employment conditions, instructions, and/or academic status of the subordinate involved. Any individual who violates this policy is subject to disciplinary action commensurate with the offense. An institution may also elect to have such matters be reported to the institution’s department responsible for investigating matters that may relate to sexual harassment.

Each institution will establish a reporting process such that any person who believes that a faculty member, administrator, graduate assistant or other employee is involved in an amorous relationship with a person under his/her direct authority or supervision will have an avenue for reporting the perceived relationship.

Each institution will have the authority to take appropriate action when disruptive conduct, job performance problems, or actions that reflect poorly on the institution result from amorous relationships.

Responsibilities

The responsibilities each party has in connection with the Amorous Relationship Policy are:

Party Responsibility
Vice Chancellor for Human Resources, USG Ensure compliance with policy.
Institution Chief Human Resources Officers Ensure compliance with policy.
Chief Legal Affairs Officer, USG Provide guidance to Chief Human Resources Officers; safeguard system liability.

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Employee Relations

Print friendly Modified May 7, 2014

Disruptive Behavior

Citation Reference  
Official Title Policy on Disruptive Behavior
Abbreviated Title Disruptive Behavior
Volume Human Resources
Responsible Office Human Resources
Originally issued
Revised December 2007

Policy Statement

All segments of the academic community are under a strong obligation and have a mutual responsibility to protect the campus community from disorderly, disruptive, or obstructive actions which interfere with academic pursuits of teaching, learning, and other campus activities. Any student, faculty member, administrator, or employee, acting individually or in concert with others, who obstructs or disrupts, or attempts to obstruct or disrupt any teachings, research, administrative, disciplinary or public service activity or any other activity authorized to be discharged or held on any campus of the University System of Georgia is considered by the Board of Regents to have committed an act of gross irresponsibility and shall be subject to disciplinary procedures, possibly resulting in dismissal or termination of employment.

Reason for Policy

This policy ensures protection from disorderly, disruptive, or obstructive actions which interfere with academic pursuits of teaching, learning, and other campus activities.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All Human Resources personnel and employees within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

None

Related Documents/Resources

None

Definitions

These definitions apply to these terms as they are used in this policy:

  • Board of Regents: The governing body of the University System of Georgia

Overview

Any student, faculty member, administrator, or employee, acting individually or in concert with others, who obstructs or disrupts, or attempts to obstruct or disrupt any teachings, research, administrative, disciplinary or public service activity or any other activity authorized to be discharged or held on any campus of the University System of Georgia is considered by the Board of Regents to have committed an act of gross irresponsibility and shall be subject to disciplinary procedures, possibly resulting in dismissal or termination of employment.

Process/Procedures

See policy on internal investigations

Responsibilities

The responsibilities each party has in connection with the Policy on Disruptive Behavior are:

Party Responsibility
Vice Chancellor for Human Resources, USG Ensure compliance with policy.
Institution Chief Human Resources Officers Ensure compliance with policy, ensure employees are informed of their rights with regard to this policy

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Employee Relations

Print friendly Modified May 7, 2014

Performance Evaluation

Citation Reference  
Official Title Policy on Performance Evaluation
Abbreviated Title Performance Evaluation
Volume Human Resources
Responsible Office Human Resources
Originally issued
Revised January 2008

Policy Statement

Each institution of the University System of Georgia shall establish a system of performance evaluation for all classified employees. This system of performance evaluation shall be for the purpose of career development and merit pay increase recommendation. All classified employees shall be evaluated by the supervisor in a systematic manner at specified time intervals, but in no case less than once each year. An employee in his or her provisional period should be evaluated at least once prior to the completion of the provisional period.

Reason for Policy

To establish a system for assessing and improving the work performance of employees and to provide guidelines for the administration of this system while also affording the appropriate level of flexibility needed at the institutional level.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All Human Resources personnel within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

None

Related Documents/Resources

Evaluation of Personnel

Definitions

These definitions apply to these terms as they are used in this policy:

  • Board of Regents: The governing body of the University System of Georgia

  • Provisional Period: The first six (6) months of an individual’s employment with the University System of Georgia in a regular, benefits eligible position.

Overview

The University System supports a performance management process that is consistent and continuous, and emphasizes communication between supervisors and employees. Supervisors are expected to assess and ensure optimal employee performance, document acceptable and unacceptable performance, and to improve performance that is below standards or below an employee’s capabilities. Critical to meeting this expectation are regular evaluations of an employee’s progress, accurate documentation of that progress, and regular communications with the employee.

Process/Procedures

Each institution shall establish procedures to implement this policy.

Responsibilities

The responsibilities each party has in connection with this policy are:

Party Responsibility
Vice Chancellor for Human Resources, USG Provide guidance to institutional Chief Human Resources Officers on effective performance evaluation systems and instruments; monitor compliance with policy.
Institution Chief Human Resources Officers Each institution shall establish and maintain an adequate procedure for implementing this policy; ensure institutional compliance.

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Employment

Print friendly Modified May 7, 2014

Employee Personnel Records

Citation Reference  
Official Title Employee Personnel Records
Abbreviated Title Employee Personnel Records
Volume Human Resources
Responsible Office Human Resources
Originally issued December 2009
Revised March 2010

Policy Statement

Each Institution shall maintain the proper documents in employee personnel files. The Institution shall collect, use and retain only those items of personal information, which are required for business, regulatory, compliance with federal and state law, and legal purposes.

When requested, the Institution shall provide employees the opportunity to inspect and verify the accuracy of their personnel record. The Institution shall provide interested members of the public access to public records upon proper legal request.

Reason for Policy

To establish guidelines and policy governing the maintenance and confidentiality of employee Human Resources and Health records.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All Human Resources personnel and employees within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy
None

Related Documents/Resources
None

Definitions

  • Open Records Act - Inspection of public records.
    a) As used in this article, the term “public records” shall mean all documents, papers, letters, maps, books, tapes, photographs, computer based or generated information, or similar material prepared and maintained or received in the course of the operation of a public office or agency. “Public records” shall also mean such items received or maintained by a private person or entity on behalf of a public office or agency which are not otherwise subject to protection from disclosure. Provided, further, this Code section shall be construed to disallow an agency’s placing or causing such items to be placed in the hands of a private person or entity for the purpose of avoiding disclosure. Records received or maintained by a private person, firm, corporation, or other private entity in the performance of a service or function for or on behalf of an agency, a public agency, or a public office shall be subject to disclosure to the same extent that such records would be subject to disclosure if received or maintained by such agency, public agency, or public office. As used in this article, the term “agency” or “public agency” shall have the same meaning and application as provided for in the definition of the term “agency” in paragraph (1) of subsection (a) of Code Section 50-14-1 and shall additionally include any association, corporation, or other similar organization which:

    1. Has a membership or ownership body composed primarily of counties, municipal corporations, or school districts of this state or their officers or any combination thereof and
    2. Derives a substantial portion of its general operating budget from payments from such political subdivisions.

    (b) All public records of an agency as defined in subsection (a), except those which by order of a court of this state or by law are prohibited or specifically exempted from being open to inspection by the general public, shall be open for a personal inspection by any citizen of this state at a reasonable time and place; and those in charge of such records shall not refuse this privilege to any citizen.

  • Open Records Request - Request to inspect Open Records.

Overview

Records That Should Be Contained In the Personnel File:

The types of documents that should be maintained in employee personnel files include the following:

  1. Application for Employment;
  2. Resumes or Curriculum Vitae;
  3. Policy and Procedure Acknowledgements;
  4. Training Acknowledgements;
  5. Payroll Authorization Records, including direct deposit;
  6. Vacation Records;
  7. Faculty-Staff Information Sheets;
  8. Performance Evaluations;
  9. Corrective Action Records;
  10. Termination notices (including DOL 800 for Georgia employees);
  11. Internal Complaints/Grievances and additional documentation;
  12. Appropriate insurance, retirement and other benefits information;
  13. Diplomas, certificates, training records and related personal accomplishment documentation;
  14. Tax forms (federal and state), compensation records, pay increases, overtime, employee loans/advances, garnishment notifications etc.; and
  15. Benefits Information/Elections.

Items That Should Not Be Contained In The Employee’s Personnel File:

  1. Medical Records.
  2. Workers’ Compensation Claims.
  3. I-9 Forms (including supporting documents).
  4. Family Medical Leave Information for time away from work under the Family Medical Leave Act (FMLA) will be maintained in a separate file. The document listing includes but is not limited to the following: Requests for leave, Certification(s), Notice of Eligibility, and Designation Notice.

General Disclosure Guidelines:

Periodically, the Institution may receive requests from employees or others not employed by the Institution requesting information from an employee’s personnel file. In such situations, the following rules shall apply:

Personal information maintained about an employee shall only be made available for inspection at the employee’s request, except for information described in this procedure requested through other lawful means.

  1. Employees may contact the institutionally designated officer to arrange for an inspection of their own personnel records.

  2. Personnel records shall be made available for inspection by an employee only in the presence of a management representative or a designated Human Resources representative.

  3. Employees who disagree with any information found in their records have the right to place a statement disagreeing with the contents of their own personnel record and to file a grievance in accordance with procedure.

  4. The institutionally designated officer shall decide when employee personnel records will be released in accordance with the Georgia Open Records Act.

  5. As a general rule, most documents that may be found in personnel files must be disclosed, but there are exceptions. The Open Records Act protects the following types of information that may be found in employee personnel files and that should be redacted:

    1. Social Security number (see asterisk below)
    2. Financial data or information
    3. Mother’s birth name
    4. Bank account information
    5. Month and day of birth (see asterisk below)
    6. Credit card information
    7. Insurance or medical information
    8. Debit card information
    9. Home address and telephone number
  6. With respect to specific types of documents, the following rules apply:

    1. Subject to Redaction

      Applications for Employment
      Applications for employment are subject to the Act’s disclosure requirements after redaction of the information cited in subsection E above.

      Certificates of Training
      Certificates of training and course completion are subject to the disclosure requirements after redaction of the information cited in subsection E above.

      Performance evaluations
      Performance evaluations are subject to release after redaction (see subsection E above).

      Training records
      Training records are subject to the Act’s disclosure requirements after redaction of the information cited in subsection E above.

    2. Time Limitations

      Background Investigations
      Background investigations for purposes of hiring are subject to the Act’s disclosure requirements ten days after the investigation is closed.

      Reprimands/adverse personnel actions
      Reprimands and adverse personnel actions and records of investigations leading to those actions are subject to the Act’s disclosure requirements after redaction of the information cited in subsection E above. Release of this information should be delayed until ten (10) days after the investigation is closed.

    3. Exempt from Release

      Benefits Selections/Payroll Deductions
      Individual employee benefits selections and payroll deductions are exempt from release.

      Birth Certificates
      Birth certificates are exempt from release.

      DD-214s (military discharge forms)
      Military discharge forms (DD-214s) are exempt from release and must not be disclosed pursuant to the Open Records Act until after a period of 50 years has elapsed from the date of its filing.

      Financial records
      Personal financial data (bank account numbers, etc.) is exempt from release.

      Health insurance records
      Health insurance records as well as other personal insurance information are exempt from release.

      Medical records
      Medical records are exempt from release.

    4. Subject to Open Records Act Disclosure Requirements

      Commendations
      Commendations are subject to the Act’s disclosure requirements.

      Criminal History Background Checks
      Criminal history background checks which have been incorporated into a personnel file are subject to the Act’s disclosure requirements.

      Driver’s License Information
      Driver’s license information and Georgia driving history reports that have been incorporated into a personnel file are subject to the Act’s disclosure requirements.

      Financial records
      The salary and other compensation paid to an employee, however, are subject to the Act’s disclosure requirements.

      Law Enforcement Records
      When it comes to University police and security personnel, addresses, telephone numbers, social security numbers, identities of immediate family members, and insurance and medical information are protected from disclosure.

Process/Procedures

Information either subpoenaed or otherwise required to be disclosed through proper court proceedings shall be approved by the institutionally designated officer.

Disagreements regarding interpretations of this policy will be decided by the institutionally designated officer.

In all other cases, all public records (unless exempted by the Open Records Act) are open to inspection by the general public. Requests may be written or verbal. The Institution does not have to prepare summaries of documents, nor must you compile records in any requested order not in existence at the time of the request.

Requests must be acknowledged/fulfilled in response by nature and reasonableness of request. In the case of an Open Records Request, those requests should be acknowledged/fulfilled within three (3) business days. During that time, the Institution must determine whether the records can be inspected (or are legally excluded from inspection), and then, during that same period, the Institution must notify the individual who made the request whether (and when) the records will be available. The Institution must provide a timely schedule even if it will take more than three days to assemble and produce the records. If records are not subject to disclosure, the Institution still must respond within three business days with citation of legal authority exempting the records. The Institution can amend or supplement a designation one time within five days of the discovery of an error.

  1. Electronic Records - Computer records can be made available by electronic means, including internet access. Security can be used to control access. The Institution may charge the actual costs of computer disks and tapes. However, there is no charge for conversion of documents into electronic form.

  2. Copy Costs - The requester has the right to copy records under custodial supervision. You custodian may charge up to 25¢ per page for copies. The Institution must notify the requester of estimated total charges before completing the request, or else the requester is not responsible for the charges.

  3. Service Charges - The Institution must provide 15 minutes of free staff time to retrieve records. You may charge for time after that. The hourly charge equals the salary of the lowest paid full-time employee with the skill to respond to the request.

  4. Redaction of Records - A document must be produced if a portion of the document is protected but can be “redacted.” To redact a document, you make a copy, black out the offending portion of the copy, and then copy the copy. The second copy is then produced to the person who requested the document.

Responsibilities

The responsibilities each party has in connection with this policy are:

(Party) (Responsibility)
Vice Chancellor for Human Resources, USG Maintain and revise employee personnel records guidelines and procedures as appropriate.
Institution Chief Human Resources Officers Each institution shall establish and maintain an adequate procedure for implementing this policy.

Forms
None

Appendices
None

Human Resources Administrative Practice Manual:
Employment

Print friendly Modified May 7, 2014

Teleworking/Flextime Policy

Citation Reference  
Official Title Policy on Teleworking/Flextime
Abbreviated Title Telework/Flextime
Volume Human Resources
Responsible Office Human Resources
Originally issued July 2008
Revised September 2008

Policy Statement

The University System of Georgia allows teleworking and flextime, on a voluntary basis, to employees who fill job classifications/positions that have been designated as eligible for telework and/or flextime. The Telework and Flextime program is an employer option, not an employee right and is appropriate only when it results in a benefit to the institution. Telework and/or flextime may not be suitable for all employees and/or positions. Institutions may implement teleworking and/or flextime as a work option for certain eligible employees based on specific criteria and procedures consistently applied throughout the department.

Reason for Policy

The purpose of this policy is to define the program for teleworking (also known as telecommuting) and alternative work schedules, hereinafter referred to as flextime, and the guidelines and rules under which it will operate. There are significant economic, personal, and production benefits of telework and flextime, but there are a number of potential downfalls. This policy is designed to help managers and employees understand this type of work environment and their associated rights and responsibilities. This policy and its accompanying guidelines provide a general framework for teleworkers and employees approved for flextime at an institution. It does not attempt to address the special conditions and needs of all employees, nor is it intended to interfere with existing faculty schedules driven by teaching, research, service and/or clinical responsibilities, which can vary daily.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

This policy applies to all employees approved for teleworking and flextime activities within the University System of Georgia. All managers, supervisors, and employees should be familiar with the contents of this policy and its supporting guidelines.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

Related Documents/Resources

Definitions

These definitions apply to these terms as they are used in this policy:

  • Alternate Workplace: A work site other than the employee’s usual and customary worksite (primary workplace). The alternate workplace may include the employee’s home.

  • Core Operating Hours: Each institution may establish operating hours according to the operating needs of the institution during which all full-time employees are expected to work a minimum of forty (40) hours in a workweek. Core hours, which are a subset of operating hours, are the time period during which all regular professional/administrative and staff employees will normally be expected to be present. During this time, all offices are to be open for business, unless administratively and/or programmatically unfeasible. All offices are to be adequately staffed to transact business during these hours and to provide the necessary and appropriate services. An employee’s flexible schedule will always include the core hours to facilitate the scheduling of institutional business.

  • Eligible Employees: An employee, in an eligible position, who has been identified by the employee’s supervisor as satisfactorily meeting performance standards, terms, and conditions of employment of their position. The employee shall have no active formal disciplinary actions on file for the current or immediately preceding review period.

  • Eligible Positions: A position having measurable quantitative or qualitative results-oriented standards of performance that is structured to be performed during a work period that may vary from the core work hours established for a department or school. For teleworking, the position must be structured to be performed independently of others and with minimal need for support and can be scheduled at least one day a pay period to participate in teleworking without impacting service quality or organizational operations. The eligibility of a position for teleworking or flextime may change depending on circumstances.

  • Flextime: A work period that may vary from the core work hours established for a department or school. Work schedule will include the core hours established by the institution, with the start and end times varying to ensure a forty (40) hour work week. Sample options for flextime, assuming the core hours are 9:00 a.m. to 4:00 p.m., may include 7:00 a.m. to 4:00 p.m. with one (1) hour for lunch, 7:30 a.m. to 4:00 p.m. with thirty (30) minutes for lunch, 8:00 a.m. to 4:30 p.m. with thirty (30) minutes for lunch, or 8:00 a.m. to 5:00 p.m. with one (1) hour for lunch. Four (4) ten (10) hour days may also be considered by the manager when feasible for the department and position.

  • Flextime Agreement: The flextime agreement documents the mandatory policies in effect and the results of any other agreements between the supervisor and the flextime worker. The agreement must be signed by both parties prior to the start of flextime, agreeing that both parties will abide by the terms and conditions of flextime. The agreement must be reviewed and renewed at least annually to ensure that the guidelines for participating in the program indicate continued eligibility and are well understood. A supervisor may elect to revise the agreement when a need arises. In addition, the flextime agreement should be reviewed and revised if necessary when there is a change in supervisor, job responsibilities, or change in work circumstances or performance. The agreement must have a place where the employee acknowledges that he or she has read and agreed to the terms of the policy and items listed in the agreement. Any employee who is approved for flextime must sign a Flextime Agreement.

  • Mobile Worker: An employee who travels continuously and whose current work location is his/her home or an assigned office. The duties of these positions generally require the employee to meet and work off-site with clients/customers who are dispersed throughout a geographic territory. For the purposes of this policy, mobile workers are not considered teleworkers. (See Attachment E)

  • Occasional Teleworker: A teleworker, who with the approval of his/her supervisor, works at home on an infrequent basis. Approval is usually task or project specific and normally approved at least the day before the employee teleworks. Occasional teleworkers do not telework on a scheduled basis. For the purpose of this policy, occasional teleworkers are considered teleworkers. It is not necessary for the occasional teleworker to complete a formal Teleworking Agreement.

  • Primary Workplace: The teleworker’s usual and customary workplace.

  • Teleworker: A person who for at least one or more days in a particular pay period works at home, or a satellite office, to produce an agreed upon work product. All teleworkers should complete the telework agreement and training. A teleworker is not a mobile worker.

  • Teleworking: Working at a location other than the employee’s usual and customary workplace.

  • Teleworking Agreement: The signed document that outlines the understanding between the agency and the employee regarding the teleworking arrangement. The teleworker agreement documents the mandatory policies in effect and the results of any other agreements between the supervisor and the teleworker. The agreement must be signed by both parties prior to the start of telework period agreeing that both parties will abide by the terms and conditions of teleworking. The agreement must be reviewed and renewed at least annually to ensure that the guidelines for participating in the program indicate continued eligibility and are well understood. A supervisor may elect to revise the agreement when a need arises. In addition, the teleworking agreement should be reviewed and revised if necessary when there is a change in supervisor, job responsibilities, or change in work circumstances or performance. The agreement must have a place where the employee acknowledges that he or she has read and agrees to the terms of the policy and items listed in the agreement. Any employee who teleworks must sign a Telework Agreement.

Overview

Telework and/or flextime may not be suitable for all employees and/or positions. Institutions may implement teleworking and/or flextime as a work option for certain eligible employees based on specific criteria and procedures consistently applied throughout the department. Institutions will be responsible for designating the positions which will be authorized to approve telework or flextime arrangements. Directors, Department Chair, or other management personnel authorized by an institution to approve telework or flextime shall hereinafter be referred to as the Telework or Flextime Manager for the purposes of this policy.

Telework or Flextime Managers who choose to consider telework for employees shall be responsible for the following:

  1. Establishing expectations for and monitoring of employee performance;
  2. Identifying eligible positions suitable for telework;
  3. Identifying eligible employees (see “Employee Participation”);
  4. Determining if office-like space is required;
  5. Determining if equipment will be provided to the employee to use at home (see “Equipment and Supplies”);
  6. Establishing how the teleworker will maintain regular contact with office coworkers and supervisors;
  7. Determining how the department will handle restricted access materials, security issues, and taking electronic or paper records from the primary work place (see “Security and Access to Information”);
  8. Ensuring that practices are consistent and compliant with state, Board of Regents, and institutional policy and state and federal law in the use of technology;
  9. Delivering telework training to employees;
  10. Ensuring that individual work schedules and reporting for non-exempt employees are in compliance with FLSA regulations and Board of Regents policy;
  11. Ensuring that each employee’s request to telework is considered in relation to the department’s operating and customer needs;
  12. Requiring a Teleworking Agreement. (See Attachment A)
  13. Ensuring that employees approved for telework record their telework days as “TW” for “Teleworking” on the appropriate institutional leave records.

Conditions of Employment

The teleworker’s conditions of employment remain the same as for non-teleworking employees. Employee salary, benefits, and employer-sponsored insurance coverage will not change as a result of teleworking. The employee shall adhere to all policies, rules, and regulations of the institution, the Board of Regents of the University System of Georgia, and state while teleworking. Further, an employee must have the willingness of his/her supervisor to perform the necessary supervisory responsibilities required for teleworking. The employee agrees not to conduct personal business while in official duty status at the alternate workplace.

Teleworking Self-Assessment

A successful teleworker has particular traits, a job suitable for telework and a telework site that is conducive to the work assigned. A self-assessment helps an employee interested in teleworking decide whether telework is right for him or her. An institution may elect to provide the employee a self-assessment as part of the application to telework. A sample self-assessment is provided in Attachment C.

Work Site and Work Hours

A defined workspace and defined core work hours are necessary (1) to reduce University System of Georgia’s exposure to risk, (2) to facilitate proper management of teleworkers, and (3) to ensure work is conducted in a productive environment.

Work Space

As a condition of permission to telework, the employee must verify that home facilities used for telework purposes are safe and suitable for purposes of the employee’s work. The department may deny an employee the opportunity to telework if the alternate worksite is not conducive to productive work. The department should provide the employee a self-certification checklist, as part of the application to telework. The checklist is necessary to reduce the University System of Georgia’s exposure to risk and liability and helps the employee know if his or her alternate workplace is conducive to productive work. A sample checklist is provided in Attachment D.

An employee approved to telework shall be responsible for setting up an appropriate work environment within his/her home. The institution will not be responsible for any cost associated with the setup of a home office. Upon request, the University System of Georgia will consult with an employee on any modifications or requirements to operate University System of Georgia-owned equipment at the home office. An employee will be required to provide the University System of Georgia with a statement within ten (10) working days of the request to telework confirming that he/she has met the reasonable standards to include health and safety requirements (including an ergonomically sound workstation) and promise to maintain it in the condition for the duration of the telecommuting period.

Equipment and Supplies

Office supplies (e.g. pens and paper) shall be provided by the department and should be obtained during the teleworker’s in-office work period.

The employee is expected to use his or her own furniture, telephone lines, and other equipment. Any use of private facilities of the employee will be at the employee’s discretion and not at the behest or expense of the institution. This applies to all physical improvements and conveniences as well as services.

In no situation should the institution-owned equipment be installed in an employee’s home. An institution, however, may give written permission for certain equipment, for example computers and pagers, to be checked out and used at the alternate worksite. As each institution’s equipment is the property of the state, each institution must retain the responsibility for the inventory and maintenance of state-owned property following state laws and procedures.

Work Hours

Each employee who teleworks shall develop a work schedule with the employee’s supervisor and the employee’s supervisor must agree in advance to any changes to the employee’s work schedule (a sample work schedule is provided in Attachment D). Exempt employees will record telework days on the Monthly Record of Leave as “TW” for “Teleworking” to designate the time as work performed off campus under this policy. Nonexempt employees will report telework days to their departmental time and attendance administrator to ensure that such time is accurately reported as hours worked. Non-exempt employees subject to mandatory overtime must obtain approval from their supervisor before performing overtime. A nonexempt employee working overtime without such approval may cause the department to terminate the teleworking option and/or take other appropriate action. The employee must obtain approval in advance from his or her supervisor before taking leave during a designated telework day.

The employee must maintain contact with the office as specified in the work schedule, department policy, and telework agreement. An employee’s activities outside the time of work or outside the place designated for work will be deemed to be in the employee’s own personal time and place, unconnected with work activities.

Expenses and Compensable Time

Work related long distance phone calls should be planned for in-office days. At the discretion of the supervisor, expenses for business related long distance calls and cell phone calls, which must be made from a teleworker’s home, may be reimbursed if the reasons and costs for the calls are documented. The teleworker is responsible for the cost of maintenance, repair, and operation of personal equipment.

Liability

The employee’s home workspace when used for telework is an extension of the department workspace. An institution’s liability for job-related accidents will continue to exist during the approved work schedule and in the employee’s designated work location. The teleworker is covered under the State’s Workers’ Compensation Law for injuries occurring in the course of the actual performance of official duties at the alternate workplace.

If an injury occurs during teleworking work hours, then the employee shall immediately report the injury to the supervisor. The employee, supervisor, and agency should follow the institution’s policies regarding the reporting of injuries for employees injured while at work.

The State of Georgia and each institution are not responsible for any injuries to family members, visitors, and others in the employee’s home. The teleworker may not have business guests at the alternate workplace.

To the extent permitted by law, the employee will not attempt to hold an institution or the state responsible or liable for any loss or liability in any way connected to the employee’s non-work related use of his or her own home.

The teleworker is responsible for contacting the teleworker’s insurance agent and a tax consultant and consulting local ordinances for information regarding home workplaces.

Telework Coordination

Each institution will need to ensure the appropriate coordination of the Telework/Flextime Program. The institution should identify an existing employee to serve as a Telework Coordinator, who will serve as a liaison to departments and the Statewide Telework Coordinator. The Telework Coordinator will provide guidance and clarification to departments on telework, act as a liaison between including compliance with policies, procedures, and guidelines and will report the results of telework in the agency to the Statewide Teleworker Coordinator.

Security and Access to Information

The teleworker is responsible for maintaining confidentiality and security at the alternate workplace, as the teleworker would at the primary work place. The employee must protect the security and integrity of data, information, paper files, and access to agency computer systems. All institutional policies on Information Technology and Internet and technology use apply to teleworking, as they would in the primary work place.

Child and Dependent Care

Teleworking is not a substitute for childcare or dependent care. The teleworker shall continue to make arrangements for child or dependent care to the same extent as if the teleworker was working at the primary workplace.

Program Reporting and Evaluation

The employee agrees to participate in studies, inquiries, reports or analyses relating to teleworking at an institution’s direction.

Provisions Specific to Flextime

Telework or Flextime Managers who choose to consider flextime for employees shall be responsible for the following:

  • Establishing expectations for and monitoring employee performance;
  • Identifying eligible positions suitable for flextime;
  • Identifying eligible employees (see “Employee Participation”);
  • Ensuring that each employee’s request for flextime is considered in relation to the department’s operating and customer needs
  • Requiring a Flextime Agreement. (See Attachment B)

Employee Participation in Program

Offering the opportunity to work at home or according to a flextime schedule is a management option and is not an employee right. An employee’s participation in the telework and/or flextime program is entirely voluntary. The employee, supervisor, or manager may terminate teleworking or flextime without cause. Teleworking and flextime are work arrangements between an individual employee and his/her supervisor. A supervisor has no authority to require an employee to telework or work flextime unless it was a condition of employment or a requirement of the job description.

Responsibilities

The responsibilities each party has in connection with this policy are:

Party Responsibility
Vice Chancellor for Human Resources, USG Maintain and revise termination, demotion, or suspension policy as appropriate.
Institution Chief Human Resources Officers Each institution shall establish and maintain an adequate procedure for implementing this policy.

Forms

  • Telecommuting Agreement
  • Flextime Agreement
  • Telework Self-Assessment
  • Work Space Self-Certification Checklist
  • Mobile Worker Agreement

Appendices

None

Human Resources Administrative Practice Manual:
Employment

Print friendly Modified May 7, 2014

Dismissal, Demotions, or Suspensions

Citation Reference  
Official Title Policy on Dismissal, Demotions, or Suspensions
Abbreviated Title Dismissal, Demotions, or Suspensions
Volume Human Resources
Responsible Office Human Resources
Originally issued
Revised January 2008

Policy Statement

Supervisors who are considering a suspension, demotion or dismissal of an employee must contact human resources to ensure that all appropriate laws, regulations and policies are observed.

Dismissal of classified employees may be effected by an employee’s immediate supervisor who has been granted the authority to impose action up to and including dismissal when the supervisor determines the employee’s performance of duty or personal conduct is unsatisfactory. Classified employees may be terminated for just cause. All supervisors are encouraged to follow a progressive discipline process; however, there are certain offenses that warrant immediate termination. Generally, these offenses should be communicated to employees by their supervisor.

A demotion is defined as a reassignment from one position to another position at a lower pay grade or salary range. A demotion can also be defined as a reassignment of duties to a lower level of pay or responsibility even if there is not a change in the employee’s job title or position. Involuntary demotions may occur if work is eliminated, abolished or reorganized, as a disciplinary action or if a classified employee is unable to perform the work satisfactorily.

A suspension may occur as part of a Progressive Disciplinary Process or as part of an investigation.

Reason for Policy

This policy ensures consistency among institutions of the University System and that appropriate law, regulations, and policies are observed.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All Human Resources personnel and employees within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

None

Related Documents/Resources

None

Definitions

These definitions apply to these terms as they are used in this policy:

  • Dismissal: end of employment, generally involuntary or for cause.

  • Demotions: a decrease in the duties and responsibilities assigned to an employee and a downward change in his/her classification and salary range.

  • Suspension: a period of time during which the employee is not allowed to work and for which the employee will receive no compensation when it has been determined that the employee’s performance of duty or personal conduct is unsatisfactory.

  • Board of Review: A designated employee or group of employees assigned to consider a grievance file by an employee and review the action taken, as determined by each individual institution.

Overview

Employees may be subject to demotion, suspension or dismissal in the sole discretion of institutional management. Institutions are expected to adhere to fair employment practices when considering such actions and should follow institutional policy regarding adverse employment actions.

An employee affected by demotion, suspension or dismissal shall be informed in writing of the reasons for the action taken. The effective date of a dismissal is immediate. The effective date of a demotion or suspension shall be five days following the notification. An employee affected by a demotion, suspension or dismissal may appeal to the next level of authority within five working days of the notification of the action.

The employee shall also be entitled to the procedural protections of a hearing before a Board of Review. (See Grievance Policy). The request must be made within ten (10) working days following the documented adverse action. The Board of Review hearing may take place either before or after the effective date of the personnel decision in question.

An employee who has been terminated or suspended without pay and is later reinstated shall be entitled to recover back pay unless the President or his designee determines otherwise.

Each institution is encouraged to establish an exit checklist to implement this policy

Responsibilities

The responsibilities each party has in connection with this policy are:

Party Responsibility
Vice Chancellor for Human Resources, USG Maintain and revise termination, demotion, or suspension policy as appropriate.
Institution Chief Human Resources Officers Each institution shall establish and maintain an adequate procedure for implementing this policy.

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Employment

Print friendly Modified May 7, 2014

Exit Questionnaires

Citation Reference  
Official Title Policy on Exit Questionnaires
Abbreviated Title Exit Questionnaires
Volume Human Resources
Responsible Office Human Resources
Originally issued March 1, 2011
Revised March 1, 2011

Policy Statement

Supervisors who are considering a suspension, demotion or dismissal of an employee must contact human resources to ensure that all appropriate laws, regulations and policies are observed.

All employees voluntarily separated from the University System of Georgia will participate in an exit interview. The intent of the interview is to gain perspective and information on the employment experience at the institution and the employee’s decision for leaving the University System of Georgia. Particular attention will be paid to those factors which were viewed as sources of satisfaction/dissatisfaction, as well as what was attractive about the alternative employment opportunity (in instances where an employee is leaving to accept other employment).

Data collected from exit interviews will be used in assessing employee mobility, perceptions of academic programs and administration, and ways in which the USG can improve its ability to recruit and retain high quality employees.

Reason for Policy

To establish a system-wide process for obtaining employee feedback for analysis aimed at improving the operations and work environment of the institutions of the University System. Regular data collection, and subsequent analysis, from across all institutions will aid in identifying system-wide trends and patterns which may not be apparent at the institutional level.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All Human Resources personnel and employees within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

None

Related Documents/Resources

None

Definitions

These definitions apply to these terms as they are used in this policy:

  • Exit interviews: take place between a terminating employee and a surveyor, either in person or by phone. The exit questionnaire guides the survey.

  • Exit survey data: questionnaire information used to generate summaries of information for analysis and planning purposes.

  • Exit questionnaire: is a form used to gather information from terminating employees.

  • Aggregate data: describes high-level data that is composed of a multitude or combination of other more individual data.

Overview

This policy establishes the exit survey process for use within the University system for employees leaving the system and can also be utilized by institution for individuals transferring.

Process/Procedures

As part of the exit interview process, departing employees will complete an online exit questionnaire which, at a minimum, includes the first five (5) questions of the online exit interview.

Institutions may continue to use their existing exit interview forms and processes for collecting data, but they should include, at a minimum, the first five (5) questions of the online exit interview.

Responsibilities

The responsibilities each party has in connection with the Policy on Exit Questionnaires are:

Party Responsibility
Vice Chancellor for Human Resources, USG Provide guidance to Institution Chief Human Resource Officers and hiring departments to ensure compliance with policy.
Institution Chief Human Resources Officers Ensure exit questionnaires are conducted and acted upon in compliance with policy.
Chief Legal Affairs Officer, USG Provide guidance to Institution Chief Human Resource Officers and hiring departments to ensure compliance with policy.

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Employment

Print friendly Modified May 7, 2014

Resignations

Citation Reference  
Official Title Policy on Resignations
Abbreviated Title Resignations
Volume Human Resources
Responsible Office Human Resources
Originally issued
Revised January 2008

Policy Statement

The University System of Georgia has established a policy to provide guidance for situations involving separations of employees from the USG through resignation and allows for consistency among institutions regarding resignations.

Reason for Policy

This policy ensures consistency among employees of the University System of Georgia.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All Human Resources personnel and employees within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

None

Related Documents/Resources

None

Definitions

These definitions apply to these terms as they are used in this policy:

  • Resignation: voluntary relinquishment of employment by an employee.

Overview

Employees who resign for any reason should give as much notice as possible. The minimum notice is generally ten (10) working days, but a shorter period of time may be permissible. Written notice is expected. The supervisor is strongly encouraged to provide a written acceptance of the resignation, regardless of whether the resignation was submitted orally or in writing. The institution is not obligated to allow an employee to rescind the resignation. The supervisor may designate an earlier final date of employment.

Process/Procedures

Upon notice by an employee indicating his/her intent to resign, whether verbally or in writing, the immediate supervisor is expected to accept the resignation in writing. Any written resignation shall be made a part of the employee’s official personnel file. The written response shall be issued to the employee, with a copy maintained in the official personnel file.

Upon the termination of an employee, the employee’s home department shall submit the institutional form (which may be electronic) to Human Resources for processing.

The department should identify any equipment or other property issued to the employee and ensures that it is collected from the employee on or before his/her last date of employment.

The employee will receive his/her final pay check or direct deposit with the normal payroll period that coincides with his/her termination date. Accrued vacation/annual leave up to the maximum accumulation as outlined in policy shall be paid to the employee in accordance with the institutional payroll policy.

The institution will issue the required Department of Labor Separation Notice, provide information on the employee’s rights regarding benefits continuation under the provisions of the Consolidated Omnibus Budget Reconciliation Act (COBRA) of 1986, and provide any other information regarding the conversion of benefits not covered by COBRA.

Institutions are encouraged to develop exit checklists specific to their campus that can serve as a reference and identify potential items that should be collected and/or destroyed. A copy of the checklist should then be retained in the employee’s personnel file.

Responsibilities

The responsibilities each party has in connection with this policy are:

Party Responsibility
Vice Chancellor for Human Resources, USG Maintain and revise resignation policy as appropriate.
Institution Chief Human Resources Officers Each institution shall establish and maintain an adequate procedure for implementing this policy.

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Employment

Print friendly Modified May 7, 2014

Reduction in Force

Citation Reference  
Official Title Policy on Reduction in Force
Abbreviated Title Reduction in Force
Volume Human Resources
Responsible Office Human Resources
Originally issued January 2008
Revised March 2010

Policy Statement

The University System of Georgia is committed to providing stable employment for its employees; however, each institution shall have the authority to determine the appropriate staffing levels to meet the mission of the institution. Each institution may, in its sole discretion, add positions or change positions where necessary to meet the mission of the institution, and it may eliminate positions that are no longer critical to the mission of the institution. Situations such as lack of funding, lack of work, or reorganization may require a reduction in the workforce. Institutions making such reductions are responsible for retaining the staff necessary to preserve their excellence. If the administration has determined that a workforce reduction will not occur for a particular situation, this policy shall not be utilized.

Generally, a reduction in workforce may be implemented for reasons that include the following:

  • A budget reduction and/or funding changes;
  • Programmatic changes that result in the elimination of or decrease in services;
  • Reorganization that results in a shifting of responsibilities or elimination of certain tasks altogether;
  • Business process improvements that change work to such an extent that a position(s) is no longer required; and
  • Other organizational changes that might prompt an adjustment to staffing needs.

In an effort to avoid reducing positions due to budget cuts or funding changes, each institution reserves the right to consider implementing a furlough or other such program to achieve the necessary budget reduction.

Employees are to be terminated through a reduction in force only after examining other available alternatives. The provisions of this policy are not to be used to remove an employee if the sole cause is substandard performance, incompetence or misconduct.

If the positions eliminated via this policy are reestablished within one year, the employees displaced should be given an opportunity to apply for the positions. The department must coordinate with Human Resources to ensure this communication occurs.

The employee(s) shall also have the right, upon written request within twenty (20) days from the date of the final decision of the President to apply to the Board of Regents for a review of the President’s decision in accordance with the provisions of the Bylaws of the Board.

Reason for Policy

This policy ensures consistency among institutions of the University System as necessary for implementing ethical and legal processes and communication around RIF’s.

This policy also provides institutions with flexible guidelines necessary to meet institutional, University System, State and Federal work regulations and laws.

This policy also supports the University System and institutional financial management goals.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All institutional Human Resources personnel, managers, supervisors and employees within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

See Policy on Financial Exigencyhttp://www.usg.edu/policymanual/section8/

Related Documents/Resources

Financial Exigency policy

Definitions

  • Financial Exigency: any event or occurrence that creates a need to reduce financial expenditures for personnel and/or other costs

  • Reduction in Force: A reduction in force (RIF) is an action to reduce the number of employees in a department or at a University overall. A reduction in force may become necessary due to reduced funding, reorganization, and/or changed workload.

  • Georgia Department of Labor Rule 300-2.4-.10 and O.C.G.A. §34-8-70: Georgia’s Unemployment laws state that in the event of a mass layoff, when a requisite number of employees are displaced, certain requirements must be followed. Under Georgia Department of Labor Rules whenever twenty-five (25) or more workers employed in one establishment are separated on the same day, for the same reason, and the separation is permanent, for an indefinite period or for an expected duration of seven (7) or more days, the employer or employing unit shall, within forty-eight (48) hours following such separation, furnish the local office of the department nearest its place of business, Form DOL-402, titled “Mass Separation Notice” (in duplicate) and a copy of Form DOL-402A “Mass Separation Notice (Continuation Sheet),” setting forth the information required thereon.

Overview

Identification of Employees for a Reduction in Force

All regular classified employees who have completed their provisional periods are covered by this policy (full-time and part-time regularly scheduled to work twenty (20) or more hours each work week).

Temporary employees, employees funded through sponsored programs and/or contracts, and regular employees scheduled less than twenty (20) hours per week, and provisional period employees may be separated without following this policy.

The decision as to which employee(s) must be separated is determined at the institutional level, subject to the approval of administrators identified by each institution. Each institution should consider financial, supervisory and AA/EEO goals in implementing this policy.

To avoid delays in communicating a RIF each institution should contact their Human Resources Office prior to the anticipated separation of an affected employee by the reduction in force.

A reduction in force decision requires a thorough evaluation of the need for specific positions and the relative qualifications of employees so the institution can provide the highest level of service possible with a smaller work force.

When identifying employees for a reduction in force, management may consider the following factors. This list is not exhaustive and other factors, which are not listed, may be considered:

  • The position classification(s) affected;
  • The appointment type of each employee, and;
  • Impact on institutional equity.
  • Only when multiple positions exist within the department with the same classification but only a subset of those positions has been identified for the RIF, the documented performance of employees in affected classification(s) may be considered. (consult performance section within this policy)

Position Classification

For the purpose of determining which employee(s) will be affected by a reduction in force, comparisons will be made between departmental employees with the same job classification.

Appointment Type

Once the relevant job classification for the reduction in force has been determined, the department head shall make a decision as to which employee(s) is (are) designated for the reduction in force. The type of appointment is the first factor to be considered. Regular employees must be retained over employees with temporary, provisional, and time-limited appointments with the same classifications.

Performance

The primary component for determining the performance of employees should be the most recent two (2) annual Performance Evaluation ratings, unless the employee has been employed for one (1) year or less in which case there would only be one (1) annual Performance Evaluation available.

Other components of determining performance are:

  • An active disciplinary action for either job performance or personal conduct;
  • Documented performance difficulties communicated to the employee, but not rising to the level of disciplinary action; or
  • Any other documented indicators of performance.

Management is responsible for making the reduction in force decision using the above factors, and others that may not be listed including reasons not related to performance. A RIF should not be used to remove an employee to avoid adherence to the policy on demotion, suspension or dismissal.

Process/Procedures

Reduction in Force Process

  1. A supervisor/manager must submit written request for approval of a proposed reduction in force to designated institutional administrators (for example: Dean/VP, Human Resources Administrator, AA/EEO Administrator, CEO/COO). The written request must contain the following information:

    • The reason(s) for the reduction in force;
    • Anticipated date of separation;
    • Name(s) of the employee(s) to be separated and justification for the decision;
    • A listing of all vacant positions in the department which are the same or closely related;
    • Status of recruitment activity for vacant positions which are the same or closely related;
    • What efforts the department has made within the department to avoid the reduction in force of the selected employee;
    • A brief explanation why action other than a reduction in force is not possible;
    • Management contact information; and
    • Current organizational chart of affected department

    Upon receipt in Human Resources, the appropriate Human Resources official will identify the affirmative action information (i.e. race, gender, age, disability status, veteran’s status) for each employee identified for the RIF for use in an Affirmative Action review.

  2. After receiving approval from institution administrators, the supervisor/manager must notify the employee in writing of the reduction in force using the institutional RIF template provided by Human Resources. Whenever possible, this letter should give the employee at least sixty (60) preferably ninety (90) days, prior notice before the reduction in force occurs. The letter should contain the following information:

    • The reason for the reduction in force;
    • The effective date of the reduction in force (whenever possible the employee should receive the notification at least sixty (60) preferably ninety (90) days prior to the effective date)
    • Instructions to contact Human Resources to obtain information about:
      • Unemployment insurance eligibility;
      • The right of employees to appeal the reduction in force to the Board of Regents of the University System of Georgia.
      • Retirement system membership and benefit continuation options; and
      • Opportunities for seeking employment within the institution.
  3. The last day the employee works is the effective date of the reduction in force. An employee separated by a reduction in force is paid for accumulated vacation leave (as permitted by Board of Regents policy) in the same manner as other separations.

  4. On the final day of employment, the employee must complete the institution’s clearance process and Human Resources will process all other termination business for the employee.

  5. If applicable, Human Resources will complete Form DOL-402, titled “Mass Separation Notice” (in duplicate) and a copy of Form DOL-402A “Mass Separation Notice (Continuation Sheet),” setting forth the information required thereon (Georgia Department of Labor Rule 300-2-4-.10 and O.C.G.A. §34-8-70).

Responsibilities

The responsibilities each party has in connection with the Policy on Reduction in Force are:

Party Responsibility
Vice Chancellor for Human Resources, USG Provide guidance to institution human resources officers on effective utilization of this process, monitor campus utilization of this program through annual reports submitted by each institution on the use of this process, update the system as necessary on the use of this process.
Institution Chief Human Resources Officers Ensure appropriate utilization of the USG RIF policy submit reports in accordance with the vice chancellor of human resources guidelines, ensure utilization of this program is in compliance with applicable laws.
Institution Affirmative Action/EEO Offices Monitor RIF process and its appropriate use to ensure an unbiased and non-discriminatory RIF decisions.
Institution Chief Business Office or designee Notification; serve as a resource for position funding information to ensure accurate identification of positions funded through grants or other sponsored funds, which therefore are not subject to this policy.

Forms

Human Resources Administrative Practice Manual:
Employment

Print friendly Modified May 7, 2014

Conformity with Federal Grant Standards

Citation Reference  
Official Title Policy on Conformity with Federal Grant Standards
Abbreviated Title Conformity with Federal Grant Standards
Volume Human Resources
Responsible Office Human Resources
Originally issued
Revised January 2008

Policy Statement

Institutions of the University System of Georgia shall conform to and comply with federal regulations and standards applicable to grants as required by law.

Reason for Policy

This policy ensures institutions of the University System are informed of this expectation to conform to and comply with federal regulations and standards applicable to grants.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All Human Resources personnel and employees within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

None

Related Documents/Resources

None

Definitions

These definitions apply to these terms as they are used in this policy:

  • Board of Regents: The governing body of the University System of Georgia

Overview

Policies of this Manual concerning classified employees shall conform to such personnel standards as specified by Federal Departments who have active grants with the University System

Process/Procedures

Each institution shall establish procedures to implement this policy

Responsibilities

The responsibilities each party has in connection with this policy are:

Party Responsibility
Vice Chancellor for Human Resources, USG Maintain and revise policy as appropriate.
Institution Chief Human Resources Officers Each institution shall establish and maintain an adequate procedure for implementing this policy.

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Employment

Print friendly Modified May 7, 2014

Employee Orientation

Citation Reference  
Official Title Policy on Employee Orientation
Abbreviated Title Employee Orientation
Volume Human Resources
Responsible Office Human Resources
Originally issued December 2007
Revised January 2010

Policy Statement

Each institution shall conduct a general employee orientation program for each new employee. Each new employee shall be responsible for reading and familiarizing himself/herself with the contents of the appropriate policy and/or procedures manuals at his/her institution. Copies shall be made available by Human Resources and/or in the departmental office of each new employee’s department chair or immediate supervisor (See BOR Policy Manual regarding Employee Orientation Policy)

Reason for Policy

This policy ensures sufficient introduction to the policies of the institution and the University System of Georgia, and ensures compliance with forms associated with conditions of employment.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All employees within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

None

Related Documents/Resources

USG Ethics Policy

Definitions

These definitions apply to these terms as they are used in this policy:

  • Board of Regents: The governing body of the University System of Georgia

Overview

Each institution shall conduct a general employee orientation program for each new employee. The orientation session, typically conducted by the institution’s Human Resources Department, should include information related to human resources policies and procedures, leave benefits, as applicable; insurance benefits, as applicable; and retirement benefits. The orientation program shall specifically include USG Ethics Policy training. All employees shall complete USG Ethics Policy training and certification within 90 days of their initial date of employment.

In addition to attending the general orientation program, each new employee should meet with his or her supervisor, who will explain the duties and responsibilities of the position. Any specific departmental policies, procedures, and regulations will be explained by the supervisor at that time. It will ultimately be the responsibility of each new employee to read and familiarize himself/herself with the contents of the appropriate policy and/or procedures manuals at his/her institution.

Process/Procedures

Each institution shall establish procedures to implement this policy. Each institution shall also establish regular reporting dates to certify all employees have participated in USG Ethics Policy training.

Responsibilities

The responsibilities each party has in connection with the Policy on Employee Orientation are:

Party Responsibility
Vice Chancellor for Human Resources, USG Ensure compliance with policy.
Institution Chief Human Resources Officers Ensure compliance with policy; provide a general orientation to each new employee, including information on employee benefits if applicable.
Institution Managers/Supervisors Ensure compliance with policy; review with new employees the duties and responsibilities of their position, review departmental policies and procedures

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Employment

Print friendly Modified May 7, 2014

Provisional Appointments

Citation Reference  
Official Title Policy on Provisional Appointments
Abbreviated Title Provisional Appointments
Volume Human Resources
Responsible Office Human Resources
Originally issued
Revised January 2008

Policy Statement

With the exception of certain public safety employees, all classified employees are required to serve the first six (6) months of employment in the University System on a provisional basis to provide the employer an opportunity to evaluate the employee’s performance. University System employees transferring to another University System institution or the University System Office are subject to a new six (6) month provisional period upon beginning at the new location.

If the work of the employee is satisfactory, employment will be continued. Should the work not be satisfactory, the employee will be notified in writing prior to the completion of the six (6) months provisional period. In the event of an approved leave of greater than thirty (30) days, an equivalent extension of the provisional period may be granted with the approval of the President or the Chief Human Resources Officer. The extension should be granted only in exceptional circumstances, and in no instance shall the provisional period be extended such that the total provisional period would exceed nine (9) months.

An employee who has been discharged during the provisional period does not have any right to appeal or procedural protections as provided for in Section II – I (Dismissal, Demotion or Suspension) and K (Appeals of these policies.

Public safety employees are subject to the same provisional employment requirement as other classified employees, except that the six (6) month provisional period will not begin until any person employed as a public safety officer has completed his/her mandated training for certification as a police officer. This special provision only applies to those public safety employees for who specified training is mandated by state law and such training occurs after their employment.

Reason for Policy

This policy ensures consistency among institutions of the University System and clarifies that the provisional period is institution specific. The policy also affords the appropriate level of flexibility needed at the institutional level should circumstances warrant consideration of a limited extension.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All University System of Georgia personnel within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/
Legal Affairs 404-962-3255 usg-legal@usg.edu

Website Address for This Policy

Related Documents/Resources

Definitions

These definitions apply to these terms as they are used in this policy:

  • Board of Regents: The governing body of the University System of Georgia

  • Extended Provisional Period: The period of time that is equivalent to 180 days beginning on the employee’s first day of employment in a regular, benefits eligible position plus the amount of time that the employee was on an approved leave that exceeded thirty days, and for which an extension was then approved by the President or Chief Human Resources Officer.

  • Provisional Period: The 180 day period that begins on an employee’s first day of employment in a regular, benefits eligible position and ends at the conclusion of the 180 day period.

Overview

This policy defines the provisional period and affords the institutions the opportunity to extend the provisional period should circumstances warrant upon approval of the President or designee. The policy also provides that employees discharged during the provisional period do not have the right to appeal.

Process/Procedures

Suggested Process: When an institution has an employee who has not completed his/her first 180 days of employment and that employee has been approved for a period of leave that will extend beyond a thirty (30) day period, the President of that institution or Chief Human Resources Officer in his/her sole discretion may approve an extension of the provisional period for an amount of time that is equivalent to the approved leave only, but not to exceed three (3) months.

The employing department is expected to submit to the President or the Chief Human Resources Officer, a written request to extend the provisional period, specifying the reasons that it believes an extension is warranted.

An approval to extend the provisional period must be in writing and filed in the employee’s personnel file.

Responsibilities

The responsibilities each party has in connection with the Policy on the Provisional Period are:

Party Responsibility
Vice Chancellor for Human Resources, USG Maintain policy, provide guidance to institution human resources officers on effective utilization of policy, and monitor campuses for compliance.
Institution Chief Human Resources Officers Ensure all employees are aware of the policy. Provide guidance to management on appropriate application of the policy. Ensure that extensions are properly evaluated and administered in accordance with policy. Ensure appropriate documentation is maintained when necessary.

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Employment

Print friendly Modified May 7, 2014

Relocation Expenses

Citation Reference  
Official Title Policy on Relocation Expenses
Abbreviated Title Relocation Expenses
Volume Human Resources
Responsible Office Human Resources
Originally issued December 2008
Revised April 2009

Policy Statement

In order to attract the best faculty and staff possible, the University System should be competitive in the employment offers it makes. As part of its desire to achieve that goal, the University System of Georgia (USG) has established a policy enabling institutions to provide for relocation expenses as outlined below.

Reason for Policy

This policy ensures consistency in compensation practices among institutions of the University System while affording the appropriate level of flexibility needed at the institutional level.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All employees within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

None

Related Documents/Resources

Definitions

These definitions apply to these terms as they are used in this policy:

  • Board of Regents: The governing body of the University System of Georgia

  • Salary Range: The institutionally approved pay range for a position, usually designated by a minimum salary amount and a maximum salary amount.

Overview

An institution is permitted to pay relocation expenses of a specific amount that is set out in the original written offer of employment. “Original written offer” is emphasized because any post-offer negotiated amounts will be considered a violation of the Gratuities clause of the Constitution of the State of Georgia.

Process/Procedures

Each institution shall establish procedures to implement this policy. Each institution that intends to pay relocation expenses should adopt written procedures, approved by the institution president, governing the practice. These procedures should reflect at a minimum:

  • Budget constraints at the institution, with the maximum amount of relocation expenses that can be offered to a prospective employee;
  • Specific positions or levels of positions that are eligible for payment of relocation expenses;
  • Tax implications under IRS regulations;
    • Note: See IRS Publication 521 for moving/relocation taxation rules.
  • Permitted expenses;
  • Prohibited expenses;
    • For example, institutions should not end up owning someone’s home in another location.
  • Method of payment; and,
  • Recordkeeping.

If the method of payment in the written policy is directly to vendors on behalf of the employee, all State of Georgia purchasing regulations apply. For example, moving company expenses exceeding $5,000 must be competitively bid. Using the same example of moving company expenses exceeding $5,000 related to employee reimbursement as the method of payment, employees are required to obtain three (3) quotes and to submit the quotes to the institution as evidence that the company providing the lowest quote was selected.

Relocation expenses, if part of an institution’s approved procedures that are generally not subject to tax withholding are:

  • Moving household goods and personal effects, and
  • Traveling, including lodging but not meals, from the employee’s former home to the new home by the shortest and most direct route.

These reimbursements are fringe benefits excludable from the employee’s income as qualified moving expense reimbursements. The institution should report these reimbursements in box 12 on the employee’s Form W-2.

In general, all other relocation expenses reimbursed to an employee or paid on behalf of an employee are subject to tax withholding and reported as taxable wages in box 1 of Form W-2. For complete rules regarding Relocation expense tax implications, see IRS Publication 521.

Relocation expenses are not subject to Continuous Audit reporting and should be reported in account 565xxx, Relocation Expense, for GAAP reporting.

Responsibilities

The responsibilities each party has in connection with the Entrance Salary are:

Party Responsibility
Vice Chancellor for Human Resources, USG Maintain policy, provide guidance to institution human resources officers on effective utilization of policy, and monitor campuses for compliance.
Institution Chief Human Resources Officers Ensure all hiring managers are aware of this policy. Provide guidance to management on appropriate application of the policy. Ensure that an appropriate process or institutional level policy is in place to facilitate fair and equitable evaluations of requests to extend offers above the minimum of a salary range. Ensure requests are properly evaluated and administered in accordance with policy and applicable federal and state laws. Ensure appropriate documentation is maintained when necessary.

Forms

Appendices

None

Human Resources Administrative Practice Manual:
Employment

Print friendly Modified May 7, 2014

Motor Vehicle Use

Citation Reference  
Official Title Policy on Motor Vehicle Use
Abbreviated Title Motor Vehicle Use
Volume Human Resources
Responsible Office Human Resources
Originally issued December 2009
Revised

Policy Statement

Each Institution shall develop a Policy that ensures all employees who drive State of Georgia vehicles have appropriate documentation of a license to drive and operate the vehicle. The policy shall require appropriate screening based on nature of the driving requirements associated with the employee’s position.

Reason for Policy

To establish guidelines and policy governing the use of State of Georgia Vehicles and/or rental vehicles for the purpose of business travel.

USG employees may have work assignments that involve driving a vehicle to accomplish Institution business. In an effort to promote a safe work environment and reduce the number of motor vehicle accidents that occur on-the-job, USG has established this Motor Vehicle Use Policy which sets driving qualification standards for USG drivers and requires training and other appropriate action for employees who fall outside those standards.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Specifically, this policy applies to all USG employees who drive on Institution business regardless of frequency of driving.

Who Should Read This Policy

All employees within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/
USG Director of Safety & Security 404-962-3157 bruce.holmes@usg.edu

Website Address for This Policy

None

Related Documents/Resources

Definitions

These definitions apply to these terms as they are used in this policy:

State of Georgia Vehicle: A vehicle purchased through state funds or rented or leased using state funds. For the purposes of this policy, a State of Georgia vehicle also includes institution-owned or controlled vehicles.

Motor Vehicle Record: A report from the agency that issues driver’s licenses, listing accidents and violations that appear on the driver’s driving record.

Drivers License: A license authorizing the bearer to drive a motor vehicle.

Rental Vehicle: A vehicle in which the use of the vehicle involves an agreement where a payment is made for the temporary use of the vehicle; which is owned by another person or company. The owner of the vehicle may be referred to as the lessor and the party paying to use the property as the lessee or renter.

DOAS: The Department of Administrative Services is a state agency that offers centralized state purchasing and associated training, management of the State’s fleet, risk management services, mail and courier service, and the redistribution and disposal of State personal property.

Driver: The operator of a motor vehicle.

Overview

It is expected that all employees of the USG who wish to use State of Georgia Vehicles, Institution owned or controlled vehicles, or rental vehicles for the USG/Institution business usage should be appropriately licensed and meet acceptable driving standards as defined within the policy. The level of driver screening will be based upon the driving requirements.

Process/Procedures

Screening

All USG employees who drive on Institution business regardless of frequency of driving shall be subject to annual training regardless of frequency and location of driving.

Employees who are approved for special purpose driving shall be subject to annual training and be required to complete the Driver Acknowledgment Form on an annual basis. Special purpose driving is defined as travel covered by an institutional travel authorization; which may include travel for professional development, meeting attendance, workshops, conferences, etc.

Employees who routinely drive USG/Institution owned vehicles will be subject to annual training, annual completion of the Driver Acknowledgement Form and an annual MVR History check prior to operating State vehicles on USG/Institution business.

Driver Qualifications

The Driver Acknowledgement Form, if applicable, will be reviewed by an institutionally designated officer. Each covered employee must initial next to each safety standard on the form to be deemed eligible to drive.

USG employees must have a valid license in their possession while operating a vehicle on Institution and/or USG business.

Driver Disqualifications

An employee who has had one of the following occurrences during the 24-month period preceding their use or request for use of a State of Georgia vehicle or a vehicle rented or used for USG and/or Institution business will be considered a “Disqualified Driver”:

  1. Accumulating more than 10 points on his or her driving record,
  2. Receiving a citation (ticket or warning) while driving on Institution and/or USG business,
  3. Having an “at fault” motor vehicle accident within the six (6) months preceding an assignment to drive on Institution and/or USG business, or
  4. Having been convicted of one of the following offenses preceding an assignment to drive on Institution and/or USG business:
    • Driving Under the Influence (DUI)
    • Driving While Intoxicated
    • Leaving the scene of an accident
    • Refusal to take a chemical test for intoxication

Employees subject to completion of the Driver Acknowledgement Form shall be required to disclose to the institutionally designated officer if any of the above apply. A Disqualified Driver may not drive on Institution and/or USG business until: (a) his or her Motor Vehicle Record has been reviewed by the institutionally designated officer and (b) the Disqualified Driver has satisfied the corrective, preventative and/or educational measures specified by the Institution.

  1. The measures specified may include, but are not limited to, the following: viewing a driver safety video; successfully completing an approved defensive driving course; and/or waiting a specified period of time before being permitted to again drive on USG/institution business.
  2. Based on the nature of the events leading to Disqualified Driver status, it may be determined that the Disqualified Driver may never again be permitted to drive a vehicle on USG/institution business. Prior to making such a determination, the institutionally designated officer and the Chief Human Resources Officer must consult the Disqualified Driver’s departmental manager to discuss the factors supporting such a determination and the effects such a determination may have on the job status of the Disqualified Driver.
  3. Among the factors that should considered in determining whether Disqualified Driver status can be removed and the conditions for doing so may include:
    • the driving conditions under which the relevant events occurred;
    • the extent to which the Disqualified Driver exceeded the maximum speed, level of intoxication, or other limitation imposed pursuant to applicable law;
    • the apparent degree of recklessness or disregard for safety on the part of the Disqualified Driver;
    • whether anyone was injured as a result of the Disqualified Driver’s actions; and;
    • the amount of time that has passed since the events in question.

An employee with a driver’s license that is expired, suspended, or revoked is not permitted to drive on state business until the license is reinstated. Employees who drive on state business are to disclose any license expiration, suspension, or revocation.

Employees charged with the following offenses are not permitted to drive on USG/Institution business until disposition of the charges:

  1. Driving Under the Influence
  2. Driving While Intoxicated
  3. Leaving the scene of an accident
  4. Refusal to take a chemical test for intoxication
  5. Aggressive Driving (only if a conviction would result in more than 10 points accumulated on driving record)
  6. Exceeding speed limit by more than 19 mph (only if a conviction would result in more than 10 points accumulated on driving record)

Employees who drive on state business are to disclose receipt of the above charges by submitting Driver Notification Form no later than the workday following the charges.

Employees who meet all Driver Qualifications following disposition of the charges are permitted to resume driving on state business.

If an employee does not meet all Driver Qualifications following disposition of the charges, the employee will not be permitted to drive on USG/Institution business until the circumstances leading to such citations has been reviewed by the institution’s Chief Human Resources or a designee and the Disqualified Driver has satisfied the corrective, preventative and/or educational measures specified by that institution. The determination of the measures to be required will be made by the Institution’s Risk Management Services and the Institution’s Chief Human Resources Officer or a designee, in consultation with the employee’s departmental manager, based on the specific citation and circumstances. Information for these items can be retained through DOAS.

Responsibilities

The responsibilities each party has in connection with the Policy on Employee Orientation are:

Party Responsibility
Vice Chancellor for Human Resources, USG Ensure compliance with policy.
Institution Chief Human Resources Officers Ensure compliance with policy; provide a general orientation to each new employee, including information on employee benefits if applicable.
Institution Managers/Supervisors Ensure compliance with policy; review with new employees the duties and responsibilities of their position, review departmental policies and procedures.

Forms

Appendices

None

Human Resources Administrative Practice Manual:
Employment

Print friendly Modified July 31, 2012

Background Investigation

Citation Reference  
Official Title Policy on Background Investigation
Abbreviated Title Background Checks
Volume Human Resources
Responsible Office Human Resources
Originally issued September 17, 2007
Revised March 15, 2010

Policy Statement

It shall be a condition of employment with any institution of the University System of Georgia to submit to a background investigation. Offers of employment shall be conditional pending the result of the background investigation, which shall include, at a minimum, the following:

  • A state and federal criminal history check covering a minimum of seven (7) years;
  • A nationwide sex offender search;
  • A social security number check; and
  • For all professional, faculty and academic positions, an academic credentials check.

Offers of employment for positions of trust may be conditional pending the result of a state and federal criminal history check covering more than the minimum of seven (7) years. Positions of trust are those that involve interaction with children, after-hours access to facilities, access to financial resources or that have been otherwise identified by the hiring official to require a more extensive background investigation.

A background investigation shall also be performed on any existing employee being transferred, reassigned, reclassified or promoted to a position of trust unless a background investigation conforming to this procedure has been performed on such employee on or after July 1, 2002. Any existing employee that is transferred, reassigned, reclassified or promoted into a position requiring a Purchase Card, when they have not been assigned a Purchase Card previously, must submit to a credit check. Existing cardholders are subject to a background check before next renewal of card.

An institution of the University System of Georgia may elect to perform reference checks and/or background investigations on part-time, student or temporary employees.

Reason for Policy

This policy ensures consistency among institutions of the University System as necessary for ensuring that we have the proper workforce.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy; all employees are covered by this policy.

Who Should Read This Policy

All Human Resources personnel within the University System of Georgia should be aware of this policy; all employees and applicants for employment should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

http://www.usg.edu/hr/manual/employment_applications/

Related Documents/Resources

Definitions

These definitions apply to these terms as they are used in this policy:

  • Board of Regents: The governing body of the University System of Georgia

  • Background Investigation: An investigation comprised of a criminal background check (including social security number check and, for positions with access to or responsibility for money and/or a Purchase Card, a credit check.), confirmation of credentials and confirmation of employment history.

  • Background Investigation Committee (BIC): The administrative committee charged with determining questions of suitability of hire. Each institution of the University System of Georgia shall form such a committee. It is suggested that such committee have a minimum of three members and not more than five members and include a representative from the institution’s Hiring Office, the applicable Hiring Department, the institution’s legal advisor (if on campus) and public safety department.

  • Consent Form: A form authorizing the institution to conduct a criminal background check. All employment finalists and promotion candidates at the institution are required to sign a Consent Form to be considered for employment with the University.

  • Hiring Department: The department hiring a new employee (whether internally or externally), or promoting an existing employee.

  • Hiring Office: The institution’s employment office that handles all new hires at the institution.

  • Hiring Official: An employee of the institution’s employment office that handles all new hires at the institution.

  • Position of Trust: Positions of trust are those that involve interaction with children, master access to facilities, access to financial resources, including but not limited to Purchase Cards, delivery of patient care and have access to patient information or that have been otherwise identified by the hiring institution.

Overview

This policy establishes the Board of Regents of the University System of Georgia’s commitment to provide a qualified workforce. Applicants for employment are required to undergo a background investigation to determine their eligibility for employment.

Process/Procedures

Determining Employment Eligibility for Applicants with Criminal History

Only criminal convictions may be considered when determining a candidate’s eligibility for a specific position or employment as a whole. Detention and/or arrest without conviction do not constitute valid grounds for adverse employment decisions and do not play a part in the decision-making process. However, if an individual has a criminal case pending, his or her suitability for continued employment will be reviewed upon disposition of the case.

  1. Conviction of a criminal drug offense shall disqualify an individual for employment with the University System of Georgia.

    1. The first conviction shall disqualify a person for not less than two (2) years.
    2. Any person who has been convicted of a second or subsequent criminal drug offense shall be ineligible for employment or re-employment for a period of five (5) years from the most recent date of conviction.
  2. Felony convictions and convictions involving crimes of moral turpitude automatically disqualify an individual for employment with the University System of Georgia in a position of trust.

  3. Failing to disclose a criminal conviction history where required in employment application materials will disqualify a candidate for employment with an institution of the University System of Georgia.

  4. When determining whether a candidate with disclosed criminal convictions is eligible for employment or promotion, the Background Investigation Committee will consider the specific responsibilities of the position for which the candidate is being considered, the nature, number and gravity of crimes for which the candidate was convicted and the amount of time that has passed since the conviction. A determination of ineligibility for a specific position as the result of a criminal conviction does not necessarily mean that an individual is ineligible for all employment with the institution and each such determination will be made on a case by case basis.

Guidelines for Determining Eligibility for Employment or Continued Employment or eligibility for a purchase card When Verifying Credit History

The following are guidelines for institutions to interpret the information obtained in the credit report for each applicant and/or existing employee. Each institution is expected to establish guidance that is in the range of the guidelines below.

  1. Student loans currently in default and bankruptcies should be considered bad credit, however, a bankruptcy followed by good credit established after filing, indicates an attempt to rectify past credit problems and may be considered acceptable if the bankruptcy occurred over three years ago.
  2. Credit reports indicating installments in excess of 40% of gross monthly income are not acceptable.
  3. One or more unpaid collections and judgments are considered to be bad credit. Collections and judgments appear under “Public Records.” Collections and judgments can be paid, marked paid or satisfied but will not be removed from the credit report for 7 years. If collections and judgments have been paid and all other credit is satisfactory, the institution may approve, at their discretion.
  4. Mitigating factors regarding an applicant’s credit report, such as hardships and disputes with creditors, will be considered by the institution upon submission of objective written evidence, as long as the evidence presented, in the sole opinion of the institution, represents reliable evidence beyond the applicant’s control.
  5. It is not the responsibility of the institution to discover research or verify that there are possible mitigating factors. The burden of proof to present mitigating factors rests entirely with the applicant.
  6. A determination of ineligibility for a specific position as the result of his or her credit report results does not necessarily mean that an individual is ineligible for all employment with the institution and each such determination will be made on a case by case basis.
  7. If the institution determines the employee is not eligible for employment, continued employment or to receive a purchase card, an adverse action notice must then be sent to the candidate. This notice must include:
    1. the name, address and telephone number of the company that supplied the Background Investigation report;
    2. a statement that the company that supplied the Background Investigation report did not make the decision to take the adverse action and cannot give specific reasons for it; and
    3. a notice of the individual’s right to dispute the accuracy and completeness of any information the company furnished in the Background Investigation report and the right of the individual to obtain an additional free report from the company upon request within sixty days

Process for Conducting Background Investigation

Notice should be included in all job postings that finalists will be required to submit to a background investigation. The institution shall set guidelines for assigning the cost of performing a background investigation.

The Hiring Department is responsible for confirming the employment history and credentials of an applicant before having the Hiring Office initiate the Background Investigation and before extending an offer of employment. The Hiring Office shall give the Hiring Department all required employment paperwork, including the Consent Forms, to be given to the final candidate. With respect to the promotion of existing employees, the institution shall implement a procedure for obtaining the Consent Form from the employee prior to initiating the Background Investigation. A conditional offer of employment/promotion may be made at this time. Important: All offers of employment must be made in writing and must include the following statement: “This offer of employment is contingent upon completion of a background investigation including a criminal background check demonstrating your eligibility for employment with [the institution], as determined by [the institution] in its sole discretion, confirmation of the credentials and employment history reflected in your application materials and, if applicable, a satisfactory credit check.”

Upon receipt of a signed Consent Form of the Hiring Department’s selected candidate, the Hiring Office will initiate the Background Investigation into that candidate. If the top candidate is not hired for the involved position (e.g. criminal conviction precludes hiring, other criminal convictions render applicant ineligible for the specific position, candidate does not accept the job offer, etc.), the Hiring Department may select another candidate for the position. If the candidate next selected for the position has already signed the Consent Form, then the Hiring Office will immediately initiate the investigation process. If the next applicant identified as the Hiring Department’s top candidate has not signed a Consent Form, then the Hiring Office will initiate the Background Investigation as soon as the Hiring Department submits a signed Consent Form.

How Criminal Background Check Information is Processed:

Background Investigation reports are submitted directly to the Hiring Office by the entity performing the investigation. The BIC is responsible for determining the eligibility of the selected candidate for employment with the institution. The Hiring Office should notify the Hiring Department of this determination. The BIC makes its decision about the selected candidate’s eligibility as follows:

  1. The Background Investigation report shows no convictions: the selected candidate is eligible for employment.

  2. The Background Investigation report shows one or more felony convictions or conviction of one or more crimes of moral turpitude: the selected candidate is ineligible for employment with the institution in a position of trust.

    1. Prior to making this final determination, the Hiring Office must give a pre-adverse action disclosure to the candidate. This pre-adverse action disclosure must include a copy of the candidate’s Background Investigation report, together with the name, address and telephone number of the company that conducted the Background Investigation, and information on how to dispute information in the report. A copy of “A Summary of Your Rights Under the Fair Credit Reporting Act” must also be provided to the candidate. This summary will be typically provided by the company performing the Background Investigation.

    2. The candidate must be given an opportunity (a minimum of three days) to provide an explanation in writing of the circumstances surrounding the results of the Background Investigation, including any mitigating factors, and have this explanation considered prior to the finalization of the hiring decision.

    3. If the candidate successfully shows that s/he has no felony convictions or convictions of crimes of moral turpitude, then the candidate shall be eligible for employment. The Hiring Office will notify the Hiring Department of this determination.

    4. If the candidate is unsuccessful in showing no felony convictions or convictions of crimes of moral turpitude, then the candidate is ineligible for employment in a position of trust. An adverse action notice must then be sent to the candidate. This notice must include:

      • the name, address and telephone number of the company that supplied the Background Investigation report;
      • a statement that the company that supplied the Background Investigation report did not make the decision to take the adverse action and cannot give specific reasons for it; and
      • a notice of the individual’s right to dispute the accuracy and completeness of any information the company furnished in the Background Investigation report and the right of the individual to obtain an additional free report from the company upon request within sixty days.
  3. The Background Investigation report shows one or more criminal convictions and the applicant is not applying for a position of trust:

    1. The criminal convictions were all disclosed by the selected candidate in the application materials. The BIC will determine whether the candidate is eligible for the involved position based on the job description and the nature of the crimes for which the candidate was convicted.

      1. If the BIC determines the candidate is eligible, then the Hiring Office will so notify the Hiring Department.

      2. If the BIC determines the candidate is not eligible, then prior to making this final determination, the Hiring Office must give a pre-adverse action disclosure to the candidate.

        1. This pre-adverse action disclosure must include a copy of the candidate’s Background Investigation report, together with the name, address and telephone number of the company that conducted the Background Investigation, and information on how to dispute information in the report. A copy of “A Summary of Your Rights Under the Fair Credit Reporting Act” must also be provided to the candidate. This summary will be typically provided by the company performing the Background Investigation.

        2. The candidate must be given an opportunity (a minimum of three days) to provide an explanation in writing of the circumstances surrounding the results of the Background Investigation, including any mitigating factors, and have this explanation considered prior to the finalization of the hiring decision.

        3. If the candidate successfully shows that s/he does not have the criminal convictions that led the BIC to determine that the candidate was ineligible for employment, then the candidate shall be eligible for employment. The Hiring Office will notify the Hiring Department of this determination.

        4. If the candidate is unsuccessful in showing that s/he does not have the criminal convictions that led the BIC to determine that the candidate was ineligible for employment, then the candidate is ineligible for employment. An adverse action notice must then be sent to the candidate. This notice must include:

          • the name, address and telephone number of the company that supplied the Background Investigation report;
          • a statement that the company that supplied the Background Investigation report did not make the decision to take the adverse action and cannot give specific reasons for it; and
          • a notice of the individual’s right to dispute the accuracy and completeness of any information the company furnished in the Background Investigation report and the right of the individual to obtain an additional free report from the company upon request within sixty days.
    2. The criminal convictions were not disclosed by the selected candidate in the application materials. The Hiring Office will notify the candidate in writing that the Background Investigation revealed criminal convictions not disclosed in his/her application materials and that s/he will removed from consideration for the involved position due to misrepresentation and falsifying application materials unless s/he contacts the Hiring Office and corrects any inaccuracies contained in the report within a minimum of three (3) days. This notification will be accompanied by a pre-adverse action disclosur

      1. The pre-adverse disclosure must include a copy of the candidate’s Background Investigation report, together with the name, address and telephone number of the company that conducted the Background Investigation, and information on how to dispute the information in the report. A copy of “A Summary of Your Rights Under the Fair Credit Reporting Act” must also be provided to the candidate. This summary will be typically provided by the company performing the Background Investigation.

      2. The candidate must be given an opportunity (a minimum of three days) to provide an explanation in writing of the circumstances surrounding the results of the Background Investigation, including any mitigating factors, and have this explanation considered prior to the finalization of the hiring decision.

      3. If the candidate successfully shows that s/he has no criminal convictions, then the candidate shall be eligible for employment. The Hiring Office will notify the Hiring Department of this determination.

      4. If the candidate is unsuccessful in showing no criminal convictions, then the candidate is ineligible for employment due to misrepresentation and falsifying application materials. An adverse action notice must then be sent to the candidate. This notice must include:

        • the name, address and telephone number of the company that supplied the Background Investigation report;
        • a statement that the company that supplied the Background Investigation report did not make the decision to take the adverse action and cannot give specific reasons for it; and
        • a notice of the individual’s right to dispute the accuracy and completeness of any information the company furnished in the Background Investigation report and the right of the individual to obtain an additional free report from the company upon request within sixty days.
  4. It is not the responsibility of the institution to discover research or verify that there are possible mitigating factors. The burden of proof to present mitigating factors rests entirely with the applicant.

A copy of his or her report shall be given to each applicant and/or employee as applicable.

Arrests and Convictions

Any current employee charged with a crime (other than a minor traffic offense) shall report being charged with such crime to the Hiring Office within 72 hours of the employee becoming aware of such charge. Failure to report being charged with such a crime may result in appropriate disciplinary action, including termination of employment. The Hiring Office shall review the nature of the crime and make a determination on what, if any, action should be taken regarding the employee’s employment status until resolution of the charge.

Any current employee who is convicted of a crime (other than a minor traffic offense) shall report such conviction to the Hiring Office within 24 hours of the conviction. Failure to report such conviction may result in appropriate disciplinary action, including termination of employment. The BIC shall review the nature of the crime and make a determination on what, if any, action should be taken regarding the employee’s employment status. The BIC shall review the crime utilizing the same standards as it applies in reviewing crimes committed by a candidate for employment but may consider other factors, including the length of employment of the employee and performance reviews.

Responsibilities

The responsibilities each party has in connection with the Policy on Background Investigation are:

Party Responsibility
Vice Chancellor for Human Resources, USG Provide guidance to Institution Chief Human Resource Officers and hiring departments to ensure compliance with policy.
Institution Chief Human Resources Officers Ensure background investigations are conducted and acted upon in compliance with policy.
Chief Legal Affairs Officer, USG Provide guidance to Institution Chief Human Resource Officers and hiring departments to ensure compliance with policy.

Forms

Appendices

None

Human Resources Administrative Practice Manual:
Employment

Print friendly Modified May 7, 2014

General Criteria for Employment

Citation Reference  
Official Title Policy on General Criteria for Employment
Abbreviated Title Criteria for Employment
Volume Human Resources
Responsible Office Human Resources
Originally issued
Revised March 2011

Policy Statement

In order to ensure that USG employees are cognizant of and adhering to their obligations with respect to the USG Ethics Policy, to ensure compliance with state and federal laws, and to ensure appropriate hiring standards are met, certain criteria for employment have been designated by the University System of Georgia. These conditions of employment include successful completion of a background investigation, completion of the State Security Questionnaire, state of Georgia Loyalty Oath, successful completion of initial and ongoing training and certification as required by Board Policy on Ethics training and certification, federal and state withholding tax forms and applicable retirement forms.

Reason for Policy

This policy ensures compliance with state and federal laws and that appropriate hiring standards are met.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All Human Resources personnel within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

None

Related Documents/Resources

Definitions

These definitions apply to these terms as they are used in this policy:

  • Actively Employed: Employed by the University System of Georgia or an institution thereof and currently engaged in the performance of assigned duties. For the purposes of this policy, employees on Family and Medical Leave (not including intermittent FMLA leave), military leave, or other extended leave shall not be deemed active employees until such time as that employee has returned to work.

  • Board of Regents: The governing body of the University System of Georgia

  • Position of Trust: Positions of trust are those that involve interaction with children, master access to facilities, access to financial resources, including but not limited to Purchase Cards, delivery of patient care and have access to patient information or that have been otherwise identified by the hiring institution.

Overview

As a condition of employment, all persons employed for thirty (30) or more days must complete and sign a Security Questionnaire. This form will be prepared in original copy only, notarized, and filed appropriately at the institution.

Employees of the University System of Georgia are required to take and sign a loyalty oath as required by the Laws of Georgia. This form will be prepared as required by the laws of the State of Georgia and retained in the permanent files of the institution.

Federal and Georgia withholding tax forms must be completed. The Employee’s Withholding Allowance Certificate (Form W-4 or W-4A and G-4) are used to indicate the number of personal exemptions, authorized dependents, and allowances the employee wishes to claim for the computation of federal and state withholding taxes.

Where applicable, application for membership in the Teachers Retirement System must be made.

As a condition of employment, Form I-9, the federally required form which identifies an individual’s legal right to employment in the United States, must be completed within three (3) days of employment. Employees are required to maintain authorization to work in the U.S. for the duration of their employment, including re-certification to the employer as necessary.

The employment and payment of nonresident foreign nationals shall be in compliance with all applicable federal laws and shall comply with all relevant visa restrictions.

The employment of all persons under the age of eighteen (18) years shall be in compliance with the regulations of the U.S. Department of Labor. Employees under the age of sixteen (16) must provide a Work Permit to the employing institution.

As a Condition of Employment new hires must successfully complete a background investigation appropriate to their positions. In addition, background investigations will be conducted on existing employees being transferred, reassigned, reclassified, or promoted into “positions of trust”.

Prior to completing the selection process, the hiring department should contact the applicant’s former employer(s), including any previous USG employers, and other references as necessary to verify employment and/or obtain job related information which will assist in determining the qualifications and suitability of an applicant for a particular position. Before making reference inquiry with an outside applicant’s present employer, the permission of the applicant should be obtained so as not to jeopardize the applicant’s current employment status.

Each actively employed University System of Georgia (USG) employee, to include institutional employees, is expected to complete the USG Ethics Training and Certification within 90 days of their initial day of employment as a condition of employment. This training will typically be coordinated through institutional-level human resources departments. Additionally, the USG may require periodic “refresher” ethics training and related certification courses. In the event any employee refuses to complete any required Ethics training and certification, the institution shall follow the process as outlined below:

Employees

In the event an actively employed employee fails to complete USG Ethics training and certification or other required training the employee shall be subject to disciplinary action consistent with Board Policy up to and including termination. Upon initial failure to complete the training in accordance with the published deadline, the institution shall have 30 days to obtain the employee’s compliance with the required training and certification using disciplinary procedures consistent with institutional procedures and Board Policy up to and including termination. If the employee has not remediated the requirement within 30 days, then the disciplinary process outlined as follows shall be implemented. Nothing in the following process shall be construed as preventing the institution from taking measures it deems necessary to obtain compliance prior to the end of the 30-day period. Upon failure to complete the required training and certification, the immediate supervisor of the employee shall convene a meeting and issue a verbal warning. If the employee does not remediate this requirement within three business days of having received the verbal warning, the employee will be relieved of any supervisory (personnel) or budgetary responsibilities until such time as the employee successfully completes the training and certification.

In the event a tenured or non-tenured employee with faculty rank continues to fail to complete the training and certification, the President shall remove the faculty member for cause consistent with the policy and procedures outlined in Board Policy 8.3.9. If the faculty member is tenure-track, non-tenure, or part-time and/or adjunct and refuses to complete the training and certification, the faculty member shall also be subject to non-renewal of contract or non-reappointment.

All non-faculty employees shall have a total of 10 business days from the date of the verbal warning to complete the training and certification. If the employee still fails to complete the training and certification at the end of the 10 business day period, then the employee shall receive a final written warning and will be given 10 additional business days to complete the training. If the employee continues to fail to complete the training by the regular close of business on the 10th day after the issuance of the final written warning, then s/he shall be terminated.

The USG Vice Chancellor for Human Resources and/or the USG Chief Audit Officer may periodically require reports from institutions with respect to their completion of ethics certification and training requirements. These reports will periodically be summarized and presented to the Board of Regents’ Committee on Internal Audit, Risk, and Compliance.

Student Employees

Student employees shall be subject to the ethics training and certification requirements and associated disciplinary procedures as outlined in the “Employees” section above unless the institution has decided to deliver an alternate ethics training and certification process. Institutions may deliver ethics training and certification to student employees using alternative means with approval from the institution President. Alternative means for delivery of ethics training shall minimally include:

  1. Review of the USG Ethics Policy;
  2. A physical and/or electronic signature indicating understanding of and compliance with the USG Ethics Policy; and,
  3. Periodic re-review and recertification of the USG Ethics Policy.

Institutions choosing an alternative means to train student employees shall submit their proposed student employee ethics training and certification program to the USG Vice Chancellor for Human Resources and the USG Chief Audit Officer for review prior to the institution President approving an alternative delivery method.

Alternative Delivery Methods

Institutions may, with approval, choose alternative means to deliver USG Ethics Policy training and certification requirements. Alternative means for delivery of ethics training shall minimally include:

  1. Training, e.g., discussion groups, classes, online training, seminars, convocations, etc., that addresses the tenets of the USG Ethics Policy and current USG ethics issues as defined in published guidance;
  2. Review of the actual USG Ethics Policy; and,
  3. A physical and/or electronic signature indicating understanding of and compliance with the USG Ethics Policy.

Scheduling of alternative delivery methods shall be consistent with the training deadlines established for completion of the USG Ethics Policy periodic training and certification requirements. Additionally, institutions shall enforce compliance with the alternative delivery methods as outlined under the “Employee” section above.

Institutions choosing an alternative means to deliver USG Ethics Policy training and certification requirements shall submit their proposed employee ethics training and certification program to the USG Vice Chancellor for Human Resources and the USG Chief Audit Officer for approval prior to the institution President approving an alternative delivery method.

Responsibilities

The responsibilities each party has in connection with the General Criteria for Employment are:

Party Responsibility
Vice Chancellor for Human Resources, USG Ensure compliance with policy; maintain up-to-date list of required forms; provide guidance on meeting requirements. Approve alternative means of obtaining policy compliance with respect to the USG Ethics Policy training and certification requirements for Faculty and Staff.
Chief Audit Officer and Associate Vice Chancellor, USG Provide counsel and guidance on an as-needed basis in regards to USG Ethics Training and Certification. Approve alternative means of obtaining policy compliance with respect to the USG Ethics Policy training and certification requirements for Faculty and Staff.
Institution Chief Human Resources Officers Ensure compliance with policy, establish institutional processes to comply.

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Employment

Print friendly Modified May 7, 2014

Employment of Foreign Nationals

Citation Reference  
Official Title Policy on Employment of Foreign Nationals
Abbreviated Title Employment of Foreign Nationals
Volume Human Resources
Responsible Office Human Resources
Originally issued July 1, 1983
Revised December 2007

Policy Statement

The employment and/or payment of nonresident foreign nationals shall be in compliance with all applicable federal laws and shall comply with all relevant visa restrictions. (See BOR Policy Manual regarding Employment of Foreign Nationals Policy)

Reason for Policy

This policy ensures a fair and measured approach to employment of foreign nationals and ensures compliance with all applicable federal laws and relevant visa restrictions.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All Human Resources personnel within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

None

Related Documents/Resources

Definitions

These definitions apply to these terms as they are used in this policy:

  • Board of Regents: The governing body of the University System of Georgia

  • Citizenship: All persons born or naturalized in the United States, and subject to the jurisdiction thereof, are citizens of the United States and of the state where they reside. Most people become U.S. citizens in one of the following ways:

    By birth, either within the territory of the United States or to U.S. citizen parents, or By naturalization, or by adoption of any child under the age of eighteen (18) by a U.S. citizen when the child immigrates to the U.S. to acquire immediate citizenship.

  • Foreign national, non-immigrant, and immigrant: a person who does not hold citizenship in the United States as defined above.

Overview

Occasionally it is necessary and desirable to employ foreign nationals, non-immigrants and immigrants into faculty, non-classified and classified (staff) positions. The employment of foreign nationals will be accomplished in compliance with all Board of Regents’ hiring policies, and the appropriate U. S. government laws and regulations.

The University System of Georgia and its member institutions shall only employ those individuals who are authorized to work in the United States in accordance with federal and state law.

Process/Procedures

The University System of Georgia and its member institutions will follow federal requirements to verify the eligibility of persons for employment, including completion of the USCIS Form I-9, within the first three (3) days of employment.

Institutions will communicate to foreign nationals the requirement that the employee is responsible for maintaining authorization to work in the U.S. for the duration of their employment, including re-certification to the employer as necessary.

In its sole discretion, an institution may elect to pursue an employer sponsored visa for a selected candidate but this is not required. Any employer sponsored visa must meet all federal processing requirements and University System of Georgia policies.

Responsibilities

The responsibilities each party has in connection with the Employment of Foreign Nationals are:

Party Responsibility
Vice Chancellor for Human Resources, USG Ensure compliance with policy; provide sample procedures for campuses to use; update policy as necessary.
Institution Chief Human Resources Officers Ensure compliance with policy; ensure appropriate institutional procedures are developed and followed to facilitate compliance.

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Employment

Print friendly Modified May 7, 2014

Age Criteria

Citation Reference  
Official Title Policy on Age Criteria
Abbreviated Title Age Criteria
Volume Human Resources
Responsible Office Human Resources
Originally issued April 2002
Revised December 2007

Policy Statement

The employment of all persons under the age of eighteen (18) years shall be in compliance with the regulations of the U. S. Department of Labor and with applicable State law (See BOR Policy Manual regarding Age Criteria Policy.)

Reason for Policy

This policy ensures compliance with employment related age restrictions.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All Human Resources personnel within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

None

Related Documents/Resources

Definitions

These definitions apply to these terms as they are used in this policy:

  • Board of Regents: The governing body of the University System of Georgia

Overview

The employment of all persons under the age of eighteen (18) years shall be in compliance with the regulations of the U.S. Department of Labor. Employees under the age of eighteen (18) must also provide a Work Permit to the employing institution. Special attention should be given to the prohibition of the employment of persons under the age of eighteen (18) in hazardous occupations.

Process/Procedures

Each institution shall establish procedures to implement and comply with this policy.Generally, the minimum age for hire into a regular position an institution within the USG is eighteen (18) years of age. Each institution may allow departments to hire persons age sixteen (16) and seventeen (17) into temporary positions during recognized school breaks under the following conditions. Any department considering hiring an individual under the age of eighteen (18) must coordinate this through the Human Resources Office.

  • Such employment must be in accordance with applicable federal and state laws.
  • Employment is generally limited to standard office or standard classroom type settings, excluding laboratories. Such employment is generally limited to jobs that are considered to be non-hazardous as defined in federal and state law.
  • Employment that is not going to be limited to an office or classroom type setting (i.e. labs, or any environment that could be considered hazardous) is permitted only when the hiring manager has coordinated with the applicable office responsible for Environmental Health and Safety and has agreed to abide by the requirement that the direct supervisor will have constant line-of-sight supervision of the minor at all times while in the laboratory (see below for specifics on compliance with this provision). Please note, however, that a minor cannot be employed in any setting involving exposure to radioactive substances or explosive materials.
  • The employee must present a valid work permit as issued by the appropriate School or County School Superintendent.
  • The employee will be subject to a criminal background check in accordance with standard practice for temporary employees.
  • The employee must complete all other documentation normally required for employment at the institution.

To appoint a temporary employee age sixteen (16) or seventeen (17), the hiring department must complete the appropriate hiring approval forms and must have secured prior approval for the appointment if the job will include work outside of a normal office setting.

Employment of Minors in a Laboratory or Other Hazardous Area

Each institution that has laboratories or other hazardous areas where a person under the age of eighteen (18) may be assigned to work must have a process for authorizing the work in that location by an appropriate person with responsibility for Environmental Health and Safety. If the minor (16 or 17 years of age) is to be employed in a laboratory setting or other hazardous area, the hiring manager must contact the applicable office responsible for Environmental Health and Safety and complete an “Application for Authorization of a Minor (16 or 17 years of age) to Work or Volunteer in a Laboratory or other Hazardous Area.” This authorization must occur prior to the start date. The parent/legal guardian of the minor must also complete the “Consent for Minor’s Presence in Laboratory” and return it to the office responsible for Environmental Health and Safety prior to the minor beginning work. The office responsible for Environmental Health and Safety will notify Human Resources when a minor has been approved to work in a laboratory or other hazardous area and will provide copies of the executed documents referenced above to Human Resources. A hiring manager who fails to attend to these requirements prior to the minor beginning work may be subject to disciplinary action.

Responsibilities

The responsibilities each party has in connection with this are:

Party Responsibility
Vice Chancellor for Human Resources, USG Ensure compliance with policy.
Institution Chief Human Resources Officers Ensure compliance with policy.

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Employment

Print friendly Modified May 7, 2014

Employment of Relatives

Citation Reference  
Official Title Policy on Nepotism – Employment of Relatives
Abbreviated Title Employment of Relatives
Volume Human Resources
Responsible Office Human Resources
Originally issued February 14, 1990
Revised December 2007

Policy Statement

The basic criteria for the appointment and promotion of employees in the University System shall be appropriate qualifications and performance as set forth in the policies of the Board of Regents. Relationship by a family or marriage shall constitute neither an advantage nor a disadvantage. (See BOR Policy Manual regarding Employment of Relatives Policy.) No person shall be employed in a position which will result in the existence of a subordinate-superior relationship between such individual and any relative of such individual through any line of authority.

Reason for Policy

This policy ensures a fair and measured approach to employment of relatives and avoids the conflicts that can arise from nepotism.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All employees and candidates for employment are subject to the provisions of this policy. Human Resources personnel within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

None

Related Documents/Resources

Definitions

These definitions apply to these terms as they are used in this policy:

  • Board of Regents: The governing body of the University System of Georgia

  • Line of authority: Authority extending vertically through one or more organizational levels of supervision or management.

  • Nepotism: the showing of favoritism toward relatives and friends, based upon that relationship, rather than on an objective evaluation of ability, meritocracy or suitability.

  • Relative: Husbands and wives, parents and children, brothers, sisters, and any in-laws of the foregoing.

Overview

No individual shall be employed in a department or unit which will result in the existence of a subordinate-superior relationship between such individual and any relative of such individual through any line of authority. This standard does not apply to the temporary or part-time employment of children under age twenty-five (25), nor to any individual employed as of February 14, 1990, at any institution where a relative of such individual then holds a superior position at least one level of supervision removed from such individual in any line of authority. Exceptions may be approved by the Board of Regents upon recommendation of the Chancellor as being clearly in the best interest of the institution and the University System.

Process/Procedures

Each institution shall establish procedures to implement and comply with this policy.

Responsibilities

The responsibilities each party has in connection with the Employment of Relatives are:

Party Responsibility
Vice Chancellor for Human Resources, USG Ensure compliance with policy; provide guidance to institution human resources officers regarding policy.
Institution Chief Human Resources Officers Ensure managers are aware of this policy; ensure compliance with policy by implementing institutional practices or policy to prevent nepotism.

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Employment

Print friendly Modified May 7, 2014

Employment Applications

Citation Reference  
Official Title Policy on Employment Applications
Abbreviated Title Employment Applications
Volume Human Resources
Responsible Office Human Resources
Originally issued
Revised March 2008

Policy Statement

  1. Applications For Employment – An application must be submitted for a posted vacancy via the employer’s published application process.
  2. Disqualification of Employment – A candidate will be disqualified for employment for any of the following reasons:
    1. Conviction of a criminal drug offense shall disqualify a candidate for not less than two (2) years. Any candidate who has been convicted of a second or subsequent criminal drug offense shall be ineligible for employment or re-employment for a period of five (5) years from the most recent date of conviction.
    2. Any false statement of material fact in the application.
    3. The candidate is or has been a member of an organization advocating the violent overthrow of the government of the United States.
    4. The candidate applying for a position of trust has been convicted of a felony or crime involving moral turpitude, unless the applicant has been pardoned.

Reason for Policy

This policy ensures that all institutions of the University System require applications for employment for posted vacancies while also affording the appropriate level of flexibility needed at the institutional level to determine individual campus specific application procedures.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All University System of Georgia employees and prospective employees should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/
Legal Affairs 404-962-3255 usg-legal@usg.edu

Website Address for This Policy

Related Documents/Resources

Definitions

These definitions apply to these terms as they are used in this policy:

  • Board of Regents: The governing body of the University System of Georgia

  • Position of Trust: Positions of trust are those that involve interaction with children, master access to facilities, access to financial resources, including but not limited to Purchase Cards, delivery of patient care and have access to patient information or that have been otherwise identified by the hiring institution.

  • Applicant: shall be defined as any person who expresses written interest in a posted vacancy via the employer’s published application process, meets the minimum qualifications; and, at no point in the selection process, removes himself or herself from further consideration or otherwise indicates that he or she is no longer interested in the position.

Overview

The University System of Georgia and its member institutions require an application for employment from any qualified individual who wishes to be considered for an open position. Applications will be maintained in accordance with applicable state and federal regulations. While electronic applications are becoming the norm for applying for positions within the University System, this policy also addresses those who may not have access to electronic devices. Therefore, an application may be in the form of an employment application form, a resume typically accompanied by a cover letter, or an electronic application submitted through the internet, also known as an “Internet Application.” Regardless of the application format used, federal and state requirements where applicable will be followed.

Institutions will also disqualify certain applicants under this policy. In following the disqualification provisions of the policy, each institution will be responsible for identifying its positions of trust.

Process/Procedures

None

Responsibilities

The responsibilities each party has in connection with the Policy on Employment Applications are:

Party Responsibility
Vice Chancellor for Human Resources, USG Provide guidance to institution human resources officers on policy, update the policy as necessary, and monitor OFCCP regulations to ensure USG HR officers are appraised of changes timely.
Institution Chief Human Resources Officers Ensure appropriate maintenance of applications for employment in accordance with applicable rules and regulations.

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Employment

Print friendly Modified May 7, 2014

Americans with Disabilities Act

Citation Reference  
Official Title Policy on American with Disabilities Act
Abbreviated Title American with Disabilities Act Policy
Volume Human Resources
Responsible Office Human Resources
Originally issued January 2009
Revised April 2009

Policy Statement

The University System of Georgia complies with the Americans with Disabilities Act (ADA) and the Americans with Disabilities Act Amendments Act of 2008 (ADAAA).

Reason for Policy

This policy ensures consistency in practices among institutions of the University System while affording the appropriate level of flexibility needed at the institutional level.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All Human Resources personnel and employees within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

None

Related Documents/Resources

Definitions

These definitions apply to these terms as they are used in this policy:

  • Board of Regents: The governing body of the University System of Georgia

  • ADA: Americans with Disabilities Act.

  • ADAAA: Americans with Disabilities Act Amendments Act of 2008

  • Undue Hardship: an action requiring significant difficulty or expense when considered in light of factors such as an employer’s size, financial resources, and the nature and structure of its operation.

Overview

Federal law requires the University System of Georgia to provide reasonable accommodations to applicants and employees who are disabled.

Process/Procedures

An individual with a disability is a person who:

  • Has a physical or mental impairment that substantially limits one or more major life activities;
  • Has a record of such an impairment; or
  • Is regarded as having such an impairment.

A qualified employee or applicant with a disability is an individual who, with or without reasonable accommodation, can perform the essential functions of the job in question. Reasonable accommodation may include, but is not limited to:

  • Making existing facilities used by employees readily accessible to and usable by persons with disabilities.
  • Job restructuring, modifying work schedules, reassignment to a vacant position;
  • Acquiring or modifying equipment or devices, adjusting or modifying examinations, training materials, or policies, and providing qualified readers or interpreters.
  • An institution is required to make a reasonable accommodation to the known disability of a qualified applicant or employee if it would not impose an “undue hardship” on the operation of the employer’s business. Undue hardship is defined as an action requiring significant difficulty or expense when considered in light of factors such as an employer’s size, financial resources, and the nature and structure of its operation.
  • An institution is not required to lower quality or production standards to make an accommodation; nor is an institution obligated to provide personal use items such as glasses or hearing aids.
  • The ADAAA expands the definition of “major life activities” by including two non-exhaustive lists:

    • the first list includes many activities that the EEOC has recognized (e.g., walking) as well as activities that EEOC has not specifically recognized (e.g., reading, bending, and communicating);
    • the second list includes major bodily functions (e.g., “functions of the immune system, normal cell growth, digestive, bowel, bladder, neurological, brain, respiratory, circulatory, endocrine, and reproductive functions”);

The ADAAA further states:

  • states that mitigating measures other than “ordinary eyeglasses or contact lenses” shall not be considered in assessing whether an individual has a disability;
  • clarifies that an impairment that is episodic or in remission is a disability if it would substantially limit a major life activity when active;
  • provides that an individual subjected to an action prohibited by the ADA (e.g., failure to hire) because of an actual or perceived impairment will meet the “regarded as” definition of disability, unless the impairment is transitory and minor;
  • provides that individuals covered only under the “regarded as” prong are not entitled to reasonable accommodation; and
  • emphasizes that the definition of “disability” should be interpreted broadly.

Responsibilities

The responsibilities each party has in connection with the Policy on the ADA are:

Party Responsibility
Vice Chancellor for Human Resources, USG Maintain policy, provide guidance to institution human resources officers on effective utilization policy, and monitor campuses for compliance.
Institution Chief Human Resources Officers Ensure all managers are aware of this policy. Provide guidance to management on appropriate application of the policy. Ensure that an appropriate process or institutional level policy is in place to facilitate fair and equitable evaluations of requests for accommodations. Ensure appropriate documentation is maintained when necessary.

Forms

Sample Forms:

Appendices

None

Human Resources Administrative Practice Manual:
Employment

Print friendly Modified May 7, 2014

Equal Employment Opportunity

Citation Reference  
Official Title Policy on Equal Employment Opportunity
Abbreviated Title EEO
Volume Human Resources
Responsible Office Human Resources
Originally 1980
Revised December 2007

Policy Statement

No person shall, on the grounds of race, color, sex, religion, creed, national origin, age, disability, or veteran status be excluded from employment or participation in, be denied the benefits of, or otherwise be subjected to discrimination under any program or activity conducted by the Board of Regents of the University System of Georgia or any of its several institutions now in existence or hereafter established (See BOR Policy Manual regarding Equal Employment Opportunity Policy)

Reason for Policy

This policy ensures fair treatment of all employees and applicants as well as compliance with related laws

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All employees within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

None

Related Documents/Resources

Definitions

These definitions apply to these terms as they are used in this policy:

  • Board of Regents: The governing body of the University System of Georgia

Overview

The University System of Georgia is committed to providing equal employment opportunity for all persons regardless of race, color, sex, religion, creed, national origin, age, disability or veteran status. Equal opportunity extends to all aspects of the employment relationship, including hiring, transfers, promotions, training, terminations, working conditions, compensation, benefits, and other terms and conditions of employment.

Every member of the University System of Georgia is expected to uphold this policy as a matter of mutual respect and fundamental fairness in human relations. All University System of Georgia employees are expected to ensure that nondiscriminatory practices are followed at their institution.

Responsibilities

The responsibilities each party has in connection with the Policy on Position Classification are:

Party Responsibility
Vice Chancellor for Human Resources, USG Ensure compliance with policy.
Institution Chief Human Resources Officers Ensure compliance with policy.

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Classification, Compensation, and Payroll

Print friendly Modified May 7, 2014

Interim and Acting Assignments

Citation Reference  
Official Title Policy on Interim and Acting Assignments
Abbreviated Title Interim and Acting Assignments
Volume Human Resources
Responsible Office Human Resources
Originally issued April 2009
Revised

Policy Statement

The University System of Georgia recognizes the need to assign additional responsibilities of a higher level position to an employee on a temporary basis and to make interim and acting appointments. Temporary salary adjustments may be warranted when additional responsibilities are assigned on an interim or acting basis, or when an interim or acting appointment is made. These adjustments are subject to budgetary authorization and funding limitations as well as human resources review to ensure a temporary increase is warranted.

Reason for Policy

This policy ensures consistency in organizational and compensation practices among institutions of the University System while affording the appropriate level of flexibility needed at the institutional level.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All Human Resources personnel within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/
Institution Payroll Officer Refer to institution directory

Website Address for This Policy

None

Related Documents/Resources

Definitions

These definitions apply to these terms as they are used in this policy:

  • Board of Regents: The governing body of the University System of Georgia

  • Acting Title: An ‘acting’ title is used if an administrator is absent or reassigned for a short period of time (usually three months or less). The absent administrator retains the responsibility of his/her position but delegates the authority to the ‘acting’ person.

  • Interim Title: An ‘interim’ title is used if an administrator resigns and a replacement is sought or if an administrator is absent for a longer period of time (usually exceeding three months). The ‘interim’ person has both the authority and responsibility of the office.

Overview

Reassignments as described in this policy shall normally be for no less than one month and no more than twelve months and shall only occur when the responsibilities being undertaken by the employee are those of another position that is vacant or because of temporary sufficient change in the duties and responsibilities of a filled position. A temporary pay increase may be made when a significant change in duties and responsibilities occurs. Such pay increases may only be made if funding is available. The pay increase should be consistent with additional responsibilities assigned and with institutional salary guidelines; and should be approved by the Chief Human Resources Officer or designee. The pay increase should generally be at least the minimum of the salary range for the position for which the interim or acting appointment is made. The former rate of pay will be re-assigned when the interim or acting assignment is completed.

Process/Procedures

Each institution shall establish procedures to implement this policy.

Responsibilities

The responsibilities each party has in connection with the Policy on Salary Increase Administration Process are:

Party Responsibility
Vice Chancellor for Human Resources, USG Maintain policy, provide guidance to institution human resources officers on effective utilization of policy, and monitor campuses for compliance.
Institution Chief Human Resources Officers Ensure all hiring managers are aware of the policy. Provide guidance management on appropriate application of the policy. Ensure that an appropriate process or institutional level policy is in place to facilitate fair and equitable evaluations of requests to extend offers above the minimum of a salary range. Ensure requests are properly evaluated and administered in accordance with policy and applicable federal and state laws. Ensure appropriate documentation is maintained when necessary.

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Classification, Compensation, and Payroll

Print friendly Modified May 7, 2014

Salary Increase Administration Process

Citation Reference  
Official Title Policy on Salary Increase Administration Process
Abbreviated Title Salary Increase Policy
Volume Human Resources
Responsible Office Human Resources
Originally issued April 2009
Revised

Policy Statement

Salary and wage adjustments will generally be awarded to employees in the University System upon promotion to a higher level position, upon reclassification to a higher level position, when an equity or administrative adjustment is deemed necessary, and on annual basis provided performance warrants the adjustment. The annual increase will be in the form of a merit increase and developed in conjunction with the budget development process. Equity adjustments may also be developed in conjunction with the budget development process. All adjustments are contingent upon available funding.

Reason for Policy

This policy ensures consistency in compensation practices among institutions of the University System while affording the appropriate level of flexibility needed at the institutional level.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All Human Resources personnel within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/
Institution Payroll Officer Refer to institution directory

Website Address for This Policy

None

Related Documents/Resources

Definitions

These definitions apply to these terms as they are used in this policy:

  • Board of Regents: The governing body of the University System of Georgia
  • Salary Range: The institutionally approved pay range for a position, usually designated by a minimum salary amount and a maximum salary amount.

Overview

Annual Merit Increases

Each year, the Office of Fiscal Affairs will issue a salary administration statement that provides guidelines for awarding salary increases for that fiscal year. Merit increases are normally authorized at the beginning of a fiscal year and are subject to salary limitations and guidelines established each fiscal year. Annual salary increases are merit-based, reflecting each employee’s performance as evaluated by his/her supervisor. Merit increases will generally be distributed on a percentage basis around the average percentage increase as provided for by state appropriations. Merit salary increases that exceed the range established by the salary administration statement must be documented on an individual basis.

Additionally, and subject to Board policy, institutions may make salary increases for promotions and reclassifications or to address issues of salary inequities, subject to the availability of funds. See BOR Policy Manual regarding Compensation Policy.

Promotional Increases/Reclassifications

When an employee is promoted or reclassified to a position in a higher classification, the employee will normally be awarded a promotional/reclassification increase. Determinations of the actual increase should consider relevant factors such as internal pay relationships and the individual’s qualifications and experience for the position. Promotional and reclassification increases are subject to availability of funding.

Administrative Adjustments

In order to correct an administrative oversight, and subject to funding availability, the Director of Human Resources or his/her designee may approve a corrective adjustment to an employee’s rate of pay.

Changes to Legislative Appropriations

The Board receives an annual appropriation from the General Assembly for all phases of its operations. This appropriation may be increased or decreased by the Legislature or the Governor during the period of any fiscal year. Expenditures for operation of the University System are therefore necessarily contingent upon legislative appropriations. In the event that the General Assembly or the Governor at any time reduces the amount of funds appropriated to the Board, the compensation of all employees and other operating expenses may as a consequence be correspondingly reduced. It shall, however, be the intent of the Board to maintain current salary commitments in so far as possible to every employee, and the Board will exert its composite influence and best efforts to that end (BR Minutes, 1976-66, p. 184).

Summary

Good compensation practices are needed to attract and retain good employees. When determining salaries, various factors should be taken into consideration, including but not limited to: internal alignment and equity, external market conditions, job responsibilities and required qualifications. Before employing an individual at a rate higher than the entry level salary, institutions are strongly advised to review the salary levels of all other current employees in the same or similar classifications.

Institutions are authorized to develop and administer a wage and salary administration program for utilization at the institutional level to ensure consistency in applying this policy.

Process/Procedures

Each institution shall establish procedures to implement this policy.

Responsibilities

The responsibilities each party has in connection with the Policy on Salary Increase Administration Process are:

Party Responsibility
Vice Chancellor for Human Resources, USG Maintain policy, provide guidance to institution human resources officers on effective utilization of policy, and monitor campuses for compliance.
Institution Chief Human Resources Officers Ensure all hiring managers are aware of the policy. Provide guidance management on appropriate application of the policy. Ensure that an appropriate process or institutional level policy is in place to facilitate fair and equitable evaluations of requests to extend offers above the minimum of a salary range. Ensure requests are properly evaluated and administered in accordance with policy and applicable federal and state laws. Ensure appropriate documentation is maintained when necessary.

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Classification, Compensation, and Payroll

Print friendly Modified May 7, 2014

Withholding of Pay

Citation Reference  
Official Title Policy on Withholding of Pay
Abbreviated Title Withholding of Pay
Volume Human Resources
Responsible Office Human Resources
Originally issued July 1, 1983
Revised December 2007

Policy Statement

Units of the University System are authorized to hold paychecks, after payment of minimum wage, pending reimbursement of amounts owed by employees of the institution for any fine, fee, penalty or other financial obligation(s) to the institution of employment.

Reason for Policy

This policy establishes the authority under which institutions may withhold pay from employees under certain conditions.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All Human Resources personnel within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/
Institution Payroll Officer Refer to institution directory

Website Address for This Policy

None

Related Documents/Resources

Definitions

These definitions apply to these terms as they are used in this policy:

  • Board of Regents: The governing body of the University System of Georgia

Overview

Units of the University System are authorized to hold paychecks, after payment of minimum wage, pending reimbursement of amounts owed by employees of the institution for any fine, fee, penalty or other financial obligation(s) to the institution of employment.

Process/Procedures

Units of the USG are encouraged to provide prior notice to employees.

Responsibilities

The responsibilities each party has in connection with the Policy on Withholding of Pay are:

Party Responsibility
Vice Chancellor for Human Resources, USG To ensure policy is up to date with federal and state laws.
Institution Chief Human Resources Officers To ensure notice and consistent application of policy.
Institution Payroll Officer To ensure consistent implementation of this policy.

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Classification, Compensation, and Payroll

Print friendly Modified May 7, 2014

Garnishment of Pay

Citation Reference  
Official Title Policy on Garnishment of Pay
Abbreviated Title Garnishment of Pay
Volume Human Resources
Responsible Office Human Resources
Originally issued July 1, 1983
Revised December 2007

Policy Statement

The University System considers the acceptance and settlement of just and honest debts to be a mark of personal responsibility. Each institution shall establish procedures to counsel with employees whose failures to meet their personal financial obligations causes discredit to the institution. (See BOR Policy Manual regarding Garnishment of Pay Policy)

Reason for Policy

This policy ensures that employees are informed of the expectation that they will manage their financial obligations in a manner that does not bring discredit to an institution of the University System and ensures that institutions will respond appropriately when notified of employee garnishments.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All employees within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/
Institution Payroll Officer Refer to institution directory.

Website Address for This Policy

Related Documents/Resources

None

Definitions

These definitions apply to these terms as they are used in this policy:

  • Board of Regents: The governing body of the University System of Georgia

Overview

To address garnishment of pay and the responsibilities of our campuses and employees.

Process/Procedures

Each institution shall establish procedures to counsel with employees whose failures to meet their personal financial obligations cause discredit to the institution. Repeated instances of default in payment by employees of the University System, after appropriate counseling, shall be considered sufficient grounds to terminate for cause.

Responsibilities

The responsibilities each party has in connection with the Policy on Garnishment of Pay are:

Party Responsibility
Vice Chancellor for Human Resources, USG Maintain policy, update as necessary, and provide guidance to institutions.
Institution Chief Human Resources Officers Establish procedures for complying with policy
Institution Payroll Officer Establish procedures for complying with policy including timely processing of garnishments received.

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Classification, Compensation, and Payroll

Print friendly Modified July 31, 2012

Workweek and Overtime

Citation Reference  
Official Title Policy on Workweek and Overtime
Abbreviated Title Workweek and Overtime
Volume Human Resources
Responsible Office Human Resources
Originally issued
Revised January 2008

Policy Statement

Institutions of the University System of Georgia shall establish a standard workweek of forty (40) hours and abide by the provisions of the Fair Labor Standards Act. The distribution of hours throughout the week shall be a matter of scheduling left to the individual institution. This policy applies to all employees including public safety officers.

Overtime work shall be authorized for employees who are not exempt from the provisions of the Fair Labor Standards Act only when the work is deemed necessary by the departmental supervisor authorized to make such decisions. Payment for overtime work will be made in accordance with the Fair Labor Standards Act. In lieu of payment for approved overtime work, compensatory time may be granted at the rate of one and one-half hours of compensatory time for each hour of overtime worked. Approved compensatory time is subject to a maximum accumulation of sixty (60) hours and must be expended by the end of the succeeding calendar quarter.

Reason for Policy

This policy ensures consistency among institutions of the University System as necessary, ensures compliance with the Fair Labor Standards Act, and affords the appropriate level of flexibility needed at the institutional level.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All Human Resources personnel and employees within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

None

Related Documents/Resources

Definitions

These definitions apply to these terms as they are used in this policy:

  • Overtime: time worked by a non-exempt employee above the normal forty (40) hour work week.

  • Workweek: A seven (7) day period that begins at 12:01 a.m. on day one (1) and ends at 12 midnight on day seven (7), in which the required working hours for full-time employees equal forty (40) hours, with distribution of such hours during the workweek a matter of scheduling left to the individual institutions.

Overview

The University System of Georgia has established a policy to allow for consistency among institutions regarding work schedules and overtime.

Process/Procedures

Each institution shall establish procedures to implement this policy.

Responsibilities

The responsibilities each party has in connection with this policy are:

Party Responsibility
Vice Chancellor for Human Resources, USG Maintain and revise workweek and overtime policy as appropriate.
Institution Chief Human Resources Officers Each institution shall establish and maintain an adequate procedure for implementing this policy, including designation of an official institutional workweek.

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Classification, Compensation, and Payroll

Print friendly Modified July 31, 2012

Wage and Salary Administration Policy

Citation Reference  
Official Title Wage and Salary Administration Policy
Abbreviated Title Salary Administration
Volume Human Resources
Responsible Office Human Resources
Originally issued
Revised December 2007

Policy Statement

The University System of Georgia recognizes the importance of employees to the mission of the System and its member’s institutions. Therefore, the USG authorizes institutions to develop and administer wage and salary administration programs to ensure fair and equitable pay among their employees. Such a program shall provide guidance on an employee’s salary at the time of hire, performance based increases, and other salary adjustments when necessary and warranted. Such a program will also recognize that all salaries are subject to budgetary authorization and funding limitations.

Reason for Policy

To provide institutions with the authority to develop and administer a wage and salary administration program and to ensure fair and equitable pay.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All employees within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

None

Related Documents/Resources

None

Definitions

These definitions apply to these terms as they are used in this policy:

  • Board of Regents: The governing body of the University System of Georgia

Overview

The University System of Georgia authorizes institutions to develop and administer wage and salary administration programs to ensure fair and equitable pay among their employees. Such a program shall provide guidance on an employee’s salary at the time of hire, performance based increases, and other salary adjustments when necessary and warranted. Such a program will also recognize that all salaries are subject to budgetary authorization and funding limitations. Each institution’s compensation policies and procedures should be designed to assist in creating an environment which will:

  • Attract, develop, retain, and reward high quality employees at all levels of responsibility
  • Provide the foundation for internal equity through consistent application of job evaluation, position evaluation and pay programs,
  • Ensure pay is competitive with the prevailing rates for similar employment in the labor markets,
  • Comply with all applicable state and federal laws and regulations.

Process/Procedures

Each institution should establish procedures to implement this policy.

Responsibilities

The responsibilities each party has in connection with the Policy on Wage and Salary Administration are:

Party Responsibility
Vice Chancellor for Human Resources, USG Maintain policy, ensure compliance with policy, and provide guidance to institution human resources officers on best practices, monitor for consistency.
Institution Chief Human Resources Officers Develop institutional program to ensure fair and equitable pay among employees while also supporting recruitment and retention of a talented workforce.

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Classification, Compensation, and Payroll

Print friendly Modified July 31, 2012

Emergency Call Back Pay and Variant Pay

Citation Reference  
Official Title Policy on Emergency Call Back Pay and Variant Pay
Abbreviated Title Variant Pay Policy
Volume Human Resources
Responsible Office Human Resources
Originally issued April 2009
Revised March 2010

Policy Statement

The University System of Georgia has established a process to provide guidance to institutions concerning variant or premium pay issues.

Reason for Policy

This policy ensures consistency in compensation practices among institutions of the University System while affording the appropriate level of flexibility needed at the institutional level.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All Human Resources personnel and employees within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

None

Related Documents/Resources

Definitions

These definitions apply to these terms as they are used in this policy: * Compensable Time: Those hours during which the individual is actually performing productive work but also includes those hours when no work is performed but the individual is required by the employer to remain available for the next assignment. However, where the individual is completely relieved from duty and is not required to remain available for the next assignment, such time will not be considered compensable time.

  • De minimus: About minimal things, of insufficient significance to warrant judicial attention.

  • Emergency Call Back: When an employee has left the work site and is called back by management to work before or after completing the regular work schedule and upon leaving the premises.

  • On Call: The scheduled state of availability to return to duty, work-ready, within a specified period of time.

  • Shift Differential: Extra compensation paid as an inducement to accept shift work

  • Travel time: Time spent in home-to-work travel by an employee, which generally is not “hours worked”. Time spent traveling during normal work hours is considered compensable work time

Overview

The University System of Georgia has established a policy to allow for consistency among institutions regarding variant pay. This policy authorizes units of the University System to determine non-exempt employees and positions, as determined by each institution, eligibility for premium pay.

Procedures

Emergency Call Back

An emergency call back occurs when a nonexempt employee is requested by management to return to work after leaving the university premises following his or her work shift to respond to a work-related emergency which cannot wait until regularly scheduled working hours. Each institution should identify those positions and/or employees that are likely to be called back to work in the event of an emergency and management should carefully weigh the costs and benefits of alternatives before authorizing emergency call back pay. Employees may be called back to work for emergencies which require a response on short notice and for which the call back work will serve to:

  • Avoid significant service disruption
  • Avoid placing employees, students or the public in unsafe situations
  • Protect and/or provide emergency services to property or equipment
  • Respond to emergencies with students, clients, or residents

When an employee has left the work site and is called back by management to work before or after completing the regular work schedule and upon leaving the premises, the employee shall be paid for time actually worked upon return or a minimum of three (3) hours, whichever is greater. In accordance with FLSA, travel time from the home location to the primary work site is not compensable. The portion of the three hours call back compensation that is guaranteed but not worked does not count toward overtime. Emergency call back time actually worked will count towards determining overtime.

  • Employees returning to work shall receive a minimum of three hours compensation as time off or additional pay at the straight-time rate of pay for each occasion of callback.
  • If the time on callback is more than the three hours allowed, the employee shall be compensated for the actual time on callback.
  • Management shall determine a reasonable time for which preparation and travel to the worksite shall be compensated.
  • Shift pay, holiday pay and overtime pay shall be received in addition to emergency call back pay, if applicable. Time on callback is subtracted from the on-call hours, if applicable.
  • Unless otherwise compensated and/or de minimis under FLSA, employees responding to an emergency request via telephone/computer shall receive a minimum of 30 minutes as paid time at the employee’s hourly rate for each occasion of call back. If more than one call back occurs within an eight (8) hour time frame, total call back time cannot exceed three (3) hours unless the time actually worked exceeds three (3) hours.
  • Time actually worked and, if applicable, travel to a remote worksite from the primary work location, shall be included in hours worked for determining overtime hours.
  • The provisions of this policy do not apply when the emergency call back causes the employee to return to work less than one (1) hour in advance of his/her start time.
  • Employees whose work continues following the end of the regularly scheduled hours of work will not be considered to be called back

On Call Pay

An employee is considered to be in on-call status only when assigned by the institution. On-call will be considered hours worked only when an employee is required to restrict personal activities so that the employee cannot use his or her time effectively for the employee’s own purposes. The employee must be fully capable of performing all essential functions of the job. In most cases, if an employee is not required to remain at home or leaves a message where they can be reached is not working while on call.

Under such circumstances, the employee will be paid at the employee’s normal pay rate (or overtime when appropriate).

Shift Differential Pay

To qualify for shift differential, more than half of the positions regular, recurring work shift should occur between the hours of 3:00 p.m. and 8:00 a.m. Shift premium is payable only for hours actually worked. It is not paid for hours accounted for through leave, paid time off, holidays, or other absences. At the discretion of the institution, shift differential should be combined with the base salary rate before the calculation of overtime rate for hours worked. Employees will be eligible for Shift differential if they are schedule to work between the hours of 3:00 p.m. and 8:00 a.m. An employee that works extended hours beyond the scheduled timeframe will qualify for differential pay.

Shift differential pay is not considered a part of annual salary or the hourly rate for classification or personnel records purposes.

  • Shift differentials are separate from the base wage for the covered positions.
  • The shift differential is to be combined with the base hourly rate before the calculation of any overtime rate for hours worked that are covered by a shift differential.
  • Shift differential is not paid on paid-time-off benefits received as separation pay.

If the employee is required to work a covered shift on a holiday, the employee will receive shift premium pay as well as holiday pay.

Weekend Premium

At the discretion of the institution, employees in selected classifications whose regular work schedule includes work on Saturdays and/or Sundays may be paid a weekend differential (in addition to a shift differential when applicable) for all hours worked between 11:00 p.m. on Friday and 11:00 p.m. on Sunday

Holiday Pay

The Fair Labor Standards Act (FLSA) does not require payment for vacations or holidays (federal or otherwise). Holidays and vacations are generally a matter of agreement between an employer and an employee (or the employee’s representative).

Holiday pay should be designated as eight (8) hours pay for each holiday as set by the institution and under BOR holiday policy. Should an employee’s normal work schedule not include a holiday, that employee’s supervisor should schedule an alternate “holiday” to ensure the employee receives the ‘benefited’ holiday time allowed by the University System of 12 days. Non-exempt employees required and scheduled to work on holidays will receive regular pay in addition to the holiday pay. Holiday hours are not considered as time worked in the computation of overtime. Any time worked over 40 hours will follow FLSA overtime regulations. Part-time benefited employees are eligible for holiday pay on a pro-rated basis. Non-benefited employees are not eligible for holiday pay.

Process/Procedures

Each institution shall establish procedures to implement this policy.

Responsibilities

The responsibilities each party has in connection with this policy are:

Party Responsibility
Vice Chancellor for Human Resources, USG Maintain and revise workweek and overtime policy as appropriate.
Institution Chief Human Resources Officers Each institution shall establish and maintain an adequate procedure for implementing this policy, including designation of an official institutional workweek.

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Classification, Compensation, and Payroll

Print friendly Modified July 31, 2012

Transfers

Citation Reference  
Official Title Policy on Transfers
Abbreviated Title Transfers
Volume Human Resources
Responsible Office Human Resources
Originally issued
Revised January 2008

Policy Statement

The University System of Georgia supports an environment that values the pursuit of career mobility and encourages employees who express an interest, and have the abilities, to pursue appropriate vacancies to foster their career development. Toward that end, employees’ efforts to transfer from one position to another will be supported. An employee may apply for a posted position in another department or at another USG institution or the University System office or be identified for transfer when appropriate. Institutions shall have the discretion to transfer an employee when deemed appropriate. For the purposes of this policy, there shall be two types of transfers as follows:

  1. Internal Transfer - The shift of an employee from one position to another of the same classification or to one with comparable skills and in the same general pay range in the same institution.

    1. The employee who is affected by an internal transfer shall continue all benefits uninterrupted.
    2. The employee will not restart the provisional period.
  2. External Transfer – The movement of an employee from a position at one institution within the University System to a position at another institution or to or from the University System Office. Since institutional compensation practices may differ due to market conditions, the transfer may be to a position at a different pay range but the provisions of this transfer policy shall apply. a. In the event of an external transfer, accumulated sick leave, retirement benefits and service continuity will be transferred if the break in service does not exceed thirty (30) calendar days. When the external transfer occurs with no break in service, an employee must transfer accrued vacation leave of between one (1) and twenty (20) days. For employees with accrued vacation leave of greater than twenty (20) days, the employee may elect one of the following options:

    1. Transfer of the total accrued vacation balance, not to exceed forty-five (45) days.
    2. Payment by the institution from which the employee is moving of accrued vacation leave greater than twenty (20) days. The total accrued vacation leave for which the employee may be paid shall not exceed twenty-five (25) days.
    3. The transferring employee will restart the provisional period at the new location effective on the first day of employment and serve his/her first six (6) months in a provisional status, subject to all terms and conditions of the provisional period policy.

    When an employee terminates from one institution and is then hired by another System institution, this shall not constitute an external transfer. If the termination and subsequent hiring occurs with less than thirty (30) days between the actions, the Chief Human Resources Officer of new employer may choose to treat such an action as an external transfer under this policy at his/her sole discretion.

Reason for Policy

This policy ensures consistency among institutions of the University System regarding the transfer of employees with the institution and from one University System institution to another, including the University System office. The policy also ensures consistency as necessary for meeting applicable reporting requirements while also affording the appropriate level of flexibility needed at the institutional level.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All Human Resources personnel within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

None

Related Documents/Resources

None

Definitions

These definitions apply to these terms as they are used in this policy:

  • Board of Regents: The governing body of the University System of Georgia.

  • Break in Service: A gap in employment that exceeds thirty (30) calendar days.

Overview

The University System of Georgia supports an environment that values the pursuit of career mobility and encourages employees who express an interest, and have the abilities, to pursue appropriate vacancies to foster their career development. Toward that end, employees’ efforts to transfer from one position to another will be supported. Two (2) types of transfers exist – internal and external – with specific provisions applicable to each. All classified employees serve in a provisional status for the first six (6) months of their employment at an institution. Upon an external transfer - a move between University System institutions, an employee is subject to a provisional period in their new position.

Process/Procedures

Each institution shall establish procedures to implement this policy, including a procedure to notify in writing the institution to which an employee is transferring of the benefits held by the employee as of the last day of employment at the original institution as well as leave balances eligible for transfer.

Responsibilities

The responsibilities each party has in connection with the Policy on the Entrance Salary are:

Party Responsibility
Vice Chancellor for Human Resources, USG Maintain policy, provide guidance to institution human resources officers on effective utilization of policy, and monitor institutions for compliance.
Institution Chief Human Resources Officers Ensure all hiring managers are aware of the policy. Provide guidance to management on appropriate application of the policy. Ensure that an appropriate process or institutional level policy is in place to notify the institution to which an employee is transferring of benefits and leave of the employee as of the last day of employment.

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Classification, Compensation, and Payroll

Print friendly Modified July 31, 2012

Promotions

Citation Reference  
Official Title Policy on Promotions
Abbreviated Title Promotions
Volume Human Resources
Responsible Office Human Resources
Originally issued
Revised January 2008

Policy Statement

A promotion is the shift of an employee from one job title or position to another having more responsible duties or involving more skill and generally associated with a higher minimum rate of pay. To be promoted, the employee must meet the minimum job qualifications or minimum hiring standards required by the new job title or position. An employee affected by a promotion may be subject to a background check.

Reason for Policy

This policy ensures general consistency in the definition of promotion among institutions of the University System.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All Human Resources personnel and employees within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

None

Definitions

These definitions apply to these terms as they are used in this policy:

  • Promotion: A shift of an employee from one job title or position to another having more responsible duties or involving more skills and generally associated with a higher minimum rate of pay.

  • Minimum Hiring Standard: The minimum threshold of education and experience required to perform a given job.

  • Reclassification: A change in a position that results in the position being assigned to a different classification. For the purposes of this policy, a reclassification that results in the position being assigned to a classification level that is assigned to a higher pay grade or range than the former position is considered a promotion.

  • Reorganization: Organizational changes within a department that results in a position assuming additional responsibilities such that the position is reclassified to a higher level or movement of an employee to a higher level position in accordance with reorganization plan.

Overview

Promotions may come in the form of reclassification, reorganization, or through competitive recruitment.

Process/Procedures

Each institution shall establish procedures to implement this policy.

Responsibilities

The responsibilities each party has in connection with this policy are:

Party | Responsibility Vice Chancellor for Human Resources, USG | Maintain and revise promotion policy as appropriate. Institution Chief Human Resources Officers | Each institution shall establish and maintain an adequate procedure for implementing this policy.

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Classification, Compensation, and Payroll

Print friendly Modified July 31, 2012

Entrance Salary

Citation Reference  
Official Title Policy on Entrance Salary
Abbreviated Title Entrance Salary
Volume Human Resources
Responsible Office Human Resources
Originally issued
Revised January 2008

Policy Statement

The salary of a new employee in the University System shall normally be at the beginning salary range level for the classification or position to which the person is appointed. The Chief Human Resource Officer at an institution has the discretion to approve a higher salary level with appropriate review and justification. In addition, pursuant to the Policy on Position Classification, institutions are authorized to develop and administer wage and salary administration programs that may allow the salary of a new employee to exceed the beginning of the salary range.

Reason for Policy

This policy ensures consistency in compensation practices among institutions of the University System while affording the appropriate level of flexibility needed at the institutional level.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All Human Resources and management personnel within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

None

Related Documents/Resources

Definitions

These definitions apply to these terms as they are used in this policy:

  • Board of Regents: The governing body of the University System of Georgia

  • Salary Range: The institutionally approved pay range for a position, usually designated by a minimum salary amount and a maximum salary amount.

Overview

Good compensation practices are needed to attract and retain good employees. When determining salaries, various factors should be taken into consideration, including but not limited to: internal alignment and equity, external market conditions, job responsibilities and required qualifications. Before employing an individual at a rate higher than the entry level salary, institutions are strongly advised to review the salary levels of all other current employees in the same or similar classifications.

Institutions are authorized to develop and administer a wage and salary administration program for utilization at the institutional level to ensure consistency in applying this policy.

Process/Procedures

Each institution shall establish procedures to implement this policy.

Responsibilities

The responsibilities each party has in connection with the Policy on the Entrance Salary are:

Party Responsibility
Vice Chancellor for Human Resources, USG Maintain policy, provide guidance to institution human resources officers on effective utilization of policy, and monitor campuses for compliance.
Institution Chief Human Resources Officers Ensure all hiring managers are aware of the policy. Provide guidance to management on appropriate application of the policy. Ensure that an appropriate process or institutional level policy is in place to facilitate fair and equitable evaluations of requests to extend offers above the minimum of a salary range. Ensure requests are properly evaluated and administered in accordance with policy and applicable federal and state laws. Ensure appropriate documentation is maintained when necessary.

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Classification, Compensation, and Payroll

Print friendly Modified July 31, 2012

Position Classification

Citation Reference  
Official Title Policy on Position Classifications
Abbreviated Title Position Classifications
Volume Human Resources
Responsibility Human Resources
Originally issued July 1, 1983
Revised December 2007

Policy Statement

The University System of Georgia has established a position classification system to provide the basis for administering a personnel program in the University System. The classification system is based on job categories designed to group positions which have similar duties, have approximately the same levels of complexity and responsibility, require similar training and experience at the time of recruitment, may be compensated at the same general levels of pay, and ensure the University System member institutions meet federal reporting requirements. Campuses are authorized to establish positions within the USG System, to create campus specific job classifications where appropriate based on institutional size, scope and complexity, and to establish salary structures to which the specific job classifications can be linked to guide compensation at the campus level.

Reason for Policy

This policy ensures consistency among institutions of the University System in the assignment of appropriate position classifications, ensures consistency for meeting applicable reporting requirements, and also affords the appropriate level of flexibility needed at the institutional level.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All Human Resources personnel within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu

Website Address for This Policy

None

Related Documents/Resources

Definitions

These definitions apply to these terms as they are used in this policy:

  • Board of Regents: The governing body of the University System of Georgia

  • Position Classification: A system that that establishes and maintains the overall job structure in an equitable and flexible manner, grouping positions which have similar duties, have approximately the same levels of complexity and responsibility, require similar training and experience at the time of recruitment, and which may be compensated at the same general levels of pay.

  • Wage and Salary Administration Program: A program that co-exists with the position classification system to provide an equitable, competitive and consistent basis for paying employees. A wage and salary administration program will include a salary structure that serves as a logical and ordered framework that combines internal job relationships developed through the job evaluation and classification process with the internal and external prevailing market conditions as reflected by market salary analysis, and provides guidance for determining pay when certain job actions occur, including but not limited to, hires, promotions, reclassifications, and demotions.

Overview

  1. Position Classification System

    A position classification system has been developed and adopted to provide the basis for administering a personnel program in the University System. The classification system was designed to group positions which have similar duties, have approximately the same levels of complexity and responsibility, require similar training and experience at the time of recruitment, and which may be compensated at the same general levels of pay.

    The Vice Chancellor of Human Resources for the Board of Regents of the University System of Georgia shall maintain a list of official job categories with a general description of the types of positions that would normally be included in the category. The job categories are represented by a six (6) digit code with the first four (4) characters established at the System level. Campus Chief Human Resources Officers are authorized to create campus specific job categories using the 5th and 6th characters in accordance with the published instructions based on campus size, scope and complexity. Campuses are also authorized to establish market competitive pay structures for classified positions. The job categories have been established with a format intended to comply with the reporting requirements associated with the Integrated Post-Secondary Education Data System (IPEDS) and the Fair Labor Standards Act. Each campus is expected to implement the job category system, ensuring compliance with all applicable laws. Where institutions have positions, which cannot be accommodated by creating a campus specific job category, they shall prepare a request for a new job category for consideration by the Vice Chancellor for Human Resources for the Board of Regents of the University System of Georgia. The position classification system includes positions intended to be regular positions, which if half-time or greater, will be eligible for benefits, and temporary positions, which, regardless of work commitment, are not eligible for benefits.

  2. Students Working for the University System Office or an Institution (July 1, 1983)

    Students enrolled at an institution within the University System of Georgia may be employed by the USG or one of its member institutions as a student employee subject to need and availability of funding. A student employee is a part-time employee who is currently enrolled in school at a USG institution with the primary goal of receiving a degree. A student employee is a temporary employee and is not eligible for benefits. Student employees are at will employees and may be terminated at any time, without the right to appeal.

    Students shall be employed only on an hourly basis with remuneration for such work to be computed by the hour unless otherwise classified by the appropriate human resources officer of the institution. Limited and specified individual classifications assigned to such student workers will be recorded in the Human Resources Office of the institution. All such employment is stipulated to be subject to reevaluation without prior notice to such employee to include possible change of location and function. Moreover, employment and budgeting of students, is limited to a period of time coincident to the academic semester or any fraction thereof. (Formal cooperative work agreements extending for periods in excess of one academic semester may be initiated by an institution as an exception to the one-semester limitation on student employment.)

    Re-employment of a student shall be initiated for the institution by the action of the appropriate personnel officer, or a designate, and only upon advance recommendation by the supervisor of the future work specified. Notice of re-employment for any succeeding semester, or fraction thereof, shall be provided to the employee prior to the initiation of work.

    A regular, benefits eligible employee who elects to enroll or is enrolled at the time of hire in courses at his/her home institution or another institution within the University System of Georgia, whether full- or part-time, will be considered an employee first and the employment relationship shall govern the terms and conditions of the relationship.

Process/Procedures

Generally the position categories should be sufficient to accommodate any position classification at the institutional level. When a position category will not meet the institutional needs, a written request that includes a job description should be submitted to the Vice Chancellor for Human Resources for review and consideration.

For more information see - http://www.usg.edu/hr/classification/frequently_asked_questions/

Responsibilities

The responsibilities each party has in connection with the Policy on Position Classification are:

Party Responsibility
Vice Chancellor for Human Resources, USG Maintain position classification system, provide guidance to institution human resources officers on effective utilization of system, monitor campus utilization of system for compliance, update the system as necessary, evaluate and respond to campus requests for updates.
Institution Chief Human Resources Officers Ensure appropriate utilization of the USG position classification on their respective campuses, including creation of campus specific job categories where appropriate, maintain market competitive pay structures to ensure appropriate compensation for employees, ensure utilization of position categories in compliance with applicable laws.

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Classification, Compensation, and Payroll

Print friendly Modified July 31, 2012

Determination of Status – Employee vs. Independent Contractor

Citation Reference  
Official Title Policy on Determination of Employee vs. Independent Contractor Under Common Law
Abbreviated Title Independent Contractor Policy
Volume Human Resources
Responsibility Human Resources
Originally issued January 2009
Revised April 2009

Policy Statement

The University System of Georgia complies with the provisions of Internal Revenue Service regulations regarding personal service arrangements that create an employer/employee or an independent contractor relationship.

Reason for Policy

The Internal Revenue Service (IRS) and other government agencies assess employers with significant penalties for misclassifying employees as independent contractors. The University System of Georgia must apply common standards in order to reduce the financial and political risks of such misclassifications. The purpose of this policy is to provide a standard process for determining the appropriate worker classification of individuals engaged to perform services for the University System. Further, its purpose is to develop documentation supporting the respective department or unit’s review and analysis for each individual compensated as an independent contractor by the University System, in the event of a government audit.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All Human Resources personnel and employees within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

Related Documents/Resources

None

Definitions

These definitions apply to these terms as they are used in this policy:

  • Board of Regents: The governing body of the University System of Georgia

  • Employee: An individual who performs personal services for the Institution where the Institution has the right to control and direct the individual who performs the services, not only as to the result to be accomplished, but also as to the details and means by which that result is to be accomplished. It is not necessary that the Institution actually direct or control the manner in which the services are performed; it is sufficient to establish an employee-employer relationship that the Institution has the right to do so.

  • Employer: The Institution, when it has a relationship with an individual performing services for its benefit, and where the Institution has the right to subject the individual to its will, and control not only what shall be done but how it shall be done.

  • Independent Contractor: An individual - who performs personal services for the Institution where the Institution has the right to specify the result to be accomplished by the work, but not the means and methods by which the result is to be accomplished.

Overview

The characterization of individuals as independent contractors or employees has important tax and non-tax consequences to both the Institution and the individual. It is generally more advantageous to federal and state governments to have an individual classified as an employee. When faced with a characterization issue during the course of an employment tax audit, the Internal Revenue Service (IRS) will almost always treat individuals as employees, absent a reasonable basis for classification as an independent contractor on the part of the employer. Misclassification of an individual can be very expensive to the Institution (or to persons in positions of responsibility), so it is essential that proper characterization of an individual be determined before any payments are made to an individual for services performed.

When a person performing services for an Institution meets the criteria established by the IRS for status as an independent contractor, he/she shall not be subject to income tax withholding through the Institution’s payroll. When a person performing services for the Institution does not meet the criteria to be considered an independent contractor, he/she shall be treated as an employee, hired through the normal Institutional process subject to all applicable policies and requirements, and subject to income tax withholding through the Institution’s payroll. Retirees of the University System of Georgia are not eligible for re-employment as independent contractors but are subject to the University System policy on Employment Beyond Retirement. (This eligibility clause is not applicable to S-Corporations.)

To assist in determination of whether an individual is an employee under the common law rules, 20 factors have been identified that indicate whether sufficient control is present to establish an employer-employee relationship. The degree of importance of each factor varies depending on the occupation and the context in which the services are performed. It does not matter that the employer allows the employee freedom of action, so long as the employer has the right to control both the method and the results of the services. The 20 factors indicating whether an individual is an employee or an independent contractor are provided in the University Business Practice Manual Section 5.5.

Process/Procedures

The IRS “Common Law” Test: As indicated in the definitions above, the most important consideration in determining whether an employer-employee relationship exists with an individual is whether the Institution has the right to instruct and control the individual with respect to both the results and the details of the work that is to be performed. The IRS has developed a 20-factor “common law” test which it uses to determine whether sufficient control and supervision exist to warrant an employee classification of an individual. However, no definitive combination of factors has been established by the IRS with which a concrete determination can be made. The factors are simply indicators which may be used to assist in determining the degree of control that may be exercised over the individual, and thus the most appropriate classification for the individual.

Classification Checklist and Criteria: In an effort to simplify the determination process for the most common situations in which the Institution seeks to obtain the services of individuals, the IRS has developed criteria for classifying an individual as an independent contractor based on 20 determining factors. These classification criteria are provided as guidance to departments for determining an individual’s classification.

Responsibility for Determining the Classification

Department Responsibility: The primary responsibility for determining the classification of an individual as an employee or an independent contractor rests with the department obtaining the personal services. The department must make the initial determination by review and application of the factors associated with Determination of Status – Employee vs. Independent Contractor, BPM 5.5

Examples of Individuals Generally Classified as Employees: The examples below are not all-inclusive. Departments should determine an individual’s classification by using the Employee Versus Independent Contractor Classification Checklist as a guide whenever doubt exists as to the proper classification of an individual providing service to the Institution.

Employee examples include:

  • Contract-Classified Staff
  • Credit or Noncredit Primary Course Instructors
  • Faculty
  • Hourly Employees
  • Medical Residents
  • Professional Staff
  • Research Assistants
  • Student Helpers
  • Teaching Assistants

Examples of Individuals Generally Classified as Independent Contractors: The examples below are not all-inclusive and may not be suitable depending upon circumstances and the amount of control the Institution has over the individual performing the services. Departments must complete the Employee Versus Independent Contractor Classification Checklist form to support any determination that an individual is to be classified as an independent contractor.

Independent contractor examples include the following:

  • Artists
  • Consultants
  • Guest Lecturers and Seminar Leaders (occasional service and not Primary Course Instructors)
  • Lawyers
  • Musicians
  • Public Stenographers
  • Veterinarians

Responsibilities

The responsibilities each party has in connection with the Policy on Family Leave are:

Party Responsibility
Vice Chancellor for Human Resources, USG Maintain policy, provide guidance to Institution Human Resources Officers on effective utilization of policy, monitor for compliance, update the system as necessary, and respond to campus requests for updates.
Institution Chief Human Resources Officers Monitor for compliance, provide guidance to Institution administration and staff.

Forms Related to Independent Contractors

Sample Employee vs. Independent Contractor Status Determination Form: If consideration of the relevant facts presents a strong case for classifying the individual as an independent contractor, an Employee vs. Independent Contractor Status Determination Form is then completed.

Human Resources Administrative Practice Manual:
Introduction

Print friendly Modified May 7, 2014

About the Administrative Practice Manual

The purpose of the Human Resources Administrative Practice Manual is to define those policies and procedures that affect and apply to the various types of employees in the University System of Georgia. The policies contained herein are either derived directly from the Board of Regents Policy Manual, Section 8.0, Personnel, Section 3.0, Academic Affairs, or they are administrative policies, as authorized by the Chancellor of the University System of Georgia by virtue of the delegated authority from the Board of Regents, that are critical to the effective administration and operation of a complex University System and its member institutions. The policies provide information about working conditions, employee benefits, and policies affecting employment. Human Resources officers and institutional managers should read, understand, and comply with all provisions of this manual. Also, institutions may develop institutional level policies that comply with these policies. The policies contained herein also outline responsibilities for employees and programs developed by the University System of Georgia to benefit employees.

No policy manual can anticipate every circumstance or question that may arise in an employment situation. As the University System of Georgia continues to develop, change and grow, the need may arise and the University System of Georgia reserves the right to revise, supplement, or rescind any policies or portion of the manual from time to time as it deems appropriate, in its sole and absolute discretion.

This policy manual applies to the University System of Georgia and its member institutions. When the term “institution” is used in this manual, it shall include all institutions within the University System of Georgia and the University System Office which employs individuals in executive, professional, administrative and staff support positions.

Should you have any questions or need clarification on any policy outlined within this manual, please feel free to contact the Vice Chancellor for Human Resources or any member of the Human Resources team.

These provisions supersede all existing policies and practices and may not be amended or added to without the express written approval of the Chancellor of the University System of Georgia or designee.


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