1996 Reduced Hours and Compensation Practices

Effective July 1 - August 30, 1996

Departments, depending on their operational needs and constraints, may elect to implement reduced hour schedules in July 1996 or during any consecutive two-month period during fiscal year 1997 (e.g., January and February). Any unit deciding to maintain the regular work week schedule throughout July and August, observe reduced hours during two other consecutive months, or not have a reduced hours policy, should notify their staff in writing by June 7, 1996. A copy of this written notice should be shared with Human Resources/Staff Relations.

A. Effective Period

Beginning Monday, July 1, 1996 and ending Friday, August 30, 1996, University departments may alter their regular schedule of weekly hours worked. The reduced schedule of hours worked may be 1/2 hour per day totaling 2 1/2 hours per week (e.g., 9 a.m. to 4:30 p.m., Monday through Friday with a one-hour lunch period, resulting in a work week of 32.5 hours).

Reduced Hour Schedules:

35.0 hour work week is reduced to 32.5 hours;

37.5 hour work week is reduced to 35.0 hours;

40.0 hour work week is reduced to 37.5 hours.

The following should serve as a set of guidelines in the implementation of reduced hours for this year.

B. Guidelines for Implementation

In recognition of the varying operating requirements throughout the University, a particular department or school may need to adopt a flexible schedule to meet its particular needs. However, the reduced schedule of hours worked cannot exceed the reduced rate of weekly hours indicated above without additional compensation. Supervisors should advise staff members as soon as possible, but no later than June 7, 1996, what the reduced schedule of hours worked will be in their department or school. These same guidelines will apply if a department or school chooses to observe reduced hours in two other months.

Departments are given flexibility in the scheduling of the reduced work week. Some examples follow:

Scheduled Work Week (Using a 35 hour work week reduced to 32.5 hours)

I. Monday through Friday, 9 a.m. to 4:30 p.m.

II. Staggered hours to extend daily coverage:

Staff Member 1: Monday through Friday, 8:30 a.m. to 4 p.m.

Staff Member 2: Monday through Friday, 9 a.m. to 4:30 p.m.

Staff Member 3: Monday through Thursday, 9 a.m. to 5 p.m. and Friday, 9 a.m. to 2:30 p.m.*

* Staff members choosing to take the 2 1/2 hours off in any one day must work the regularly scheduled hours on the remaining four days to accrue the 2 1/2 hours. Paid time off, i.e., sick, vacation, personal days, etc. do not count as days worked.

C. Compensation Practices

  1. All staff members working the reduced schedule of hours are to be paid their regular weekly salary.

  2. If a weekly-paid staff member works more than the reduced schedule of hours, that staff member is to receive, in addition to the regular weekly salary, extra compensation at straight time for hours worked up to forty hours a week. With prior notification and approval of the supervisor, compensatory time may be taken equal to the additional straight-time hours worked.

  3. If the staff member is given approval to take compensatory time, it must be taken between September 3, 1996 and February 28, 1997.

  4. If a weekly-paid staff member works more than forty hours in a week, s/he is to receive compensation at time and one-half (1.5) for all hours worked in excess of forty (40) hours.

D. Exclusions

Regular part-time staff, temporary staff, University staff working in Public Safety, clinical areas at HUP, the Dental School, the Nursing School and the Veterinary School whose units choose not to observe the reduced hours schedule, and staff covered by collective bargaining agreements are excluded from this reduced hours procedure. Other areas may elect to be excluded from the procedure. These units should notify their staff in writing of this decision by June 7, 1996 and send a copy of the written notice to Human Resources/Staff Relations.

E. Questions

Any questions concerning reduced hours should be directed to Human Resources/Staff Relations at 898-6093.

--Division of Human Resources


Volume 42 Number 32
May 14, 1996

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