End of Fiscal Year Reminders
UNH END OF YEAR Reminders* for FY13
*Current as of May 8, 2013
As the end of the University of New Hampshire fiscal year and summer approaches please keep in mind a few deadlines and important processes related to compliance with state and federal employment laws and UNH/USNH employment and benefit policies. Feel free to contact Human Resources with questions, either through your HR Partner or by calling HR at 862-0501.
Below you will find information on:
- Additional Pay Processing
- Annual Performance Dialogue and Reviews
- Compensatory Time Payout
- Earned Time and Annual Leave Minimum Usage
- Final Payment for Exempt Employees where Employment Ends Involuntarily
- FY14 Defer Pay Election Deadline – noon, August 1, 2013
- Tuition Benefit – Important Reminders
- Youth Employment
Prior to an employee performing services, the hiring department completes an additional pay request form and secures department and Human Resources approval. Examples of additional pay are stipends, special services, and faculty supplemental effort. With the exception of faculty supplemental effort, Business Service Centers cannot process additional pay requests unless there is approval from HR.
Completing this before work begins provides time for proper review, clarification and approval of the request as well as timely payment for services. If the request is made after work begins, a written justification must be included.
- Forms are available at: www.unh.edu/hr/forms.htm
- The Additional Pay Policy/Procedure is available at: www.unh.edu/hr/cmp.htm
This year we are departing from a single deadline for completing a performance dialogue and review. Each specific area of UNH may have a slightly different deadline depending upon business needs beginning now and extending through the summer. Your Dean and/or Department Leader will communicate the date that works best for your department.
Please be aware that Human Resources must receive all completed reviews no later than September 13th, 2013
- Forms and related information are available at: www.unh.edu/hr/forms.htm
- For information on using the PACES* software system, please contact Kevin Hinchey or Sharon Flanagan. (*Position Advertising Classification & Evaluation System).
By law, employees paid by the hour are paid at 1.5 times their hourly rate for hours worked over 40 in a work week. This is referred to as “overtime” pay. Operating staff, with the approval of their supervisor, have the option to receive compensatory time in lieu of payment of overtime. Compensatory time provides time off with pay and is not part of the earned time program. The option to receive compensatory time for overtime is not available to any other employee group, including adjunct hourly paid employees.
It is important to note that a supervisor/manager cannot require an employee to elect the option of compensatory time regardless of reason. To do so is in violation of employment law.
By policy and employment law, compensatory time will be paid to the employee as overtime if not used prior to June 30, 2013. Information on overtime and compensatory pay are available under USNH “Additional Pay” policies (USY V.F.7.3.1) at www.usnh.edu/olpm/USY/V.Pers/F.7.htm
Earned Time and annual leave minimum usage requirements must be met by June 30, 2013. If requirements are not met, these amounts cannot carry forward into July, 2013. Information on Earned Time and leave programs is available on the HR web site at: www.usnh.edu/olpm/USY/V.Pers/A.4.htm
Minimum usage and leave program information is available at www.usnh.edu/olpm/USY/V.Pers/A.4.htm for Operating Staff employees in the Earned Time program; and for Exempt employees (PAT, EE, AA, PA) and fiscal year faculty.
When an exempt employee’s employment ends involuntarily, the last date of employment must be the end of a pay period to comply with state law: Chapter 275, Protective Legislation, Section 275:43-b, Payment of Salaried Employees:
“A Salaried employee shall receive full salary for any pay period in which such employee performs any work without regard to the number of days or hours worked.”
Involuntary termination of a non-exempt employee can occur any time during the pay period because they are paid by the hour.
Academic year faculty and flex-year PAT employees normally receive their pay between the dates of their work appointment. New employees with these types of appointments are automatically set up to receive their pay in this timeframe.
Each year, employees with academic year/flex-year appointments are given an opportunity to elect to spread (i.e. “defer”) their pay evenly over the entire year so that they never have an unpaid period. For example, an employee who would normally receive pay during 20 pay periods, if electing to “defer”, would receive pay over the full 26 pay periods of the year.
Once an employee elects the “defer” pay option it will automatically roll forward for a successive appointment.
The election requires completion of the USNH Defer Pay Selection/Change Form.
If you are not making a change to your current payment choice, there is nothing you need to do. If you are making a change, you will need to complete your form and return it to the Office of Human Resources, 2 Leavitt Lane, by Noon, August 1, 2013. Any form received after the deadline will NOT be accepted. Government regulations do not permit an individual to change the election once the payment year has begun.
Two “defer” options are available:
- A fixed direct deposit amount to a savings account of the employee’s choosing. This provides full access to the amount at any time.
- Defer a portion of pay to a non-interest earning account for payment during the unpaid period. With this option deferred pay is not available to the employee, no matter the situation or need to have access sooner.
Dependent Benefit Eligibility - Children are considered dependent, if at the time of enrollment, they are unmarried, have not reached age 24, and otherwise meet the legal definition of “dependent” as defined by the Internal Revenue Service.
Summer Session Benefit - All Summer Session courses count toward the tuition benefit for the 2013-2014 fiscal year, regardless of when the course begins.
WISE - Tuition waiver forms are now completed online via the employee’s WISE account. For questions regarding this new process please call Chris VanHorn (862-0519) or Alix Campbell (862-0544).
It is important to remember our responsibilities in hiring youth at UNH. Summer is a time when many youths work on our campus.
No one under the age of 14 may be hired under any circumstances.
Human Resources approval is required before a department hires youth under the age of 16.
The PROCESS for hiring youth at UNH:
- Hiring supervisor completes the “Youth Employment Request Form”.
- Youths 14 and 15 years old must provide "State of New Hampshire Employer's Request for Child Labor form" signed by the employer and taken to school department. The school will provide a NH Youth Certificate.
- Youths 16 and 17 years old must provide the "State of New Hampshire Proof of Permission for the Employment of a Youth age 16 or 17 form" permitting employment. Exception: A youth age 16 or 17 who has graduated from high school or obtained a general equivalency diploma (GED) does not need permission from a parent or legal guardian.
- For youth who may be exposed to a high hazard area, the “Children in High Hazard Areas” form is to be completed. A completed, signed copy is to be submitted to: USNH Human Resources Office, and the UNH Office of Environmental Health and Safety. Further information on Youth Employment is available on the HR web site at www.unh.edu/hr/youthemp.htm and the New Hampshire Department of Labor web site at www.nh.gov/labor/