Section 1

Contents


Purpose

The purpose of this Human Resources Manual is to:

  1. Provide the personnel and payroll policies and procedures affecting the various categories of University employees.
  2. Outline the employee classifications, regulations and benefits.
  3. Establish requirements and instructions for submission of Human Resources System data.
  4. Outline the conditions, methods and schedules of employee pay.
  5. Provide format and instructions for the time and effort reporting system.
  6. Outline provisions and procedures of the workers’ compensation insurance coverage.

Authority

The classifications, rates of pay, leave policies, insurance benefits and retirement, as well as the basic records and procedures are prescribed by State regulations and by the Governing Board. The personnel policies and procedures are issued in compliance with the rules and regulations of the Colorado State Personnel System. Basic payroll policies and procedures are contained in the University Fiscal Rules.

If through administrative error any part of the manual is in conflict with State law, rules of the State Personnel System, or policies of the Governing Board of the University, such other authority prevails.

Responsibilities

1. Department Head

The department head is responsible for compliance with policies and procedures set forth in this manual and for prompt and accurate submission of required data. The department head or other immediate supervisor is responsible for accurate recording of time worked by employees and for certification and submission of required time sheets and Time and Effort Reports.

2. Office of Equal Opportunity and Diversity

Colorado State University is committed to providing an environment that is free from discrimination and harassment based on race, age, creed, color, religion, national origin or ancestry, sex, gender, disability, veteran status, genetic information, sexual orientation, gender identity or expression, or pregnancy and will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. Colorado State University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and Colorado State laws, regulations, and executive orders regarding non-discrimination and affirmative action. The Office of Equal Opportunity is located in 101 Student Services.

The Title IX Coordinator is the Executive Director of the Office of Support and Safety Assessment, 123 Student Services Building, Fort Collins, CO 80523 -2026, (970) 491-7407. The Section 504 and ADA Coordinator is the Executive Director of Human Resources and Equal Opportunity, Office of Equal Opportunity, 101 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-5836.

The following are key programs and activities of the Office of Equal Opportunity:

  1. Monitor and support University compliance with federal and state laws and CSU policies prohibiting discrimination and harassment.
  2. Develop and implement the University’s affirmative action program.
  3. Oversee the University’s search and selection process for all Academic Faculty and Administrative Professionals.
  4. Work in conjunction with the Human Resources Department in the hiring process used for State Classified employees to ensure compliance with affirmative action and nondiscrimination requirements.
  5. Conduct investigations and resolve complaints of discrimination and harassment in accordance with University procedures.
  6. Serve as a resource and provide assistance to units, departments and University constituencies regarding matter related to equal opportunity, affirmative action, access and nondiscrimination.
  7. Provide education and training to faculty, staff and students on matters related to equal opportunity, discrimination and harassment.
  8. Coordinate University compliance with the Americans with Disabilities Act and Title IX of the Education Amendments of 1972.
  9. Collaborate with the Vice President for Diversity to cultivate awareness, appreciation and engagement with diversity and its relevance in a University environment.

3. Human Resources Department

The Human Resources Department has the following responsibilities:

  1. Maintaining a personnel policy that is directed toward equity to employees, preservation of employee rights, and optimum employee morale and job satisfaction, to the extent possible within the capability and resources of the University as a public institution.
  2. Maintaining, or recommending to the administration as appropriate, policies and practices which ensure compliance with laws and regulations.
  3. Counseling supervisors and employees on matters involving employment relationships.
  4. In cooperation with the University Office of Equal Opportunity, assuring that personnel policies and practices are supportive of the commitment of the University to affirmative action and equal opportunity.
  5. Providing training programs designed to enhance opportunities for and performance by employees.
  6. With recommendations from the University Benefits Committee (UBC), developing and maintaining employee benefit programs for Academic Faculty and Administrative Professionals. Administering employee benefit programs established by the State Personnel Director and the Public Employees Retirement Association (PERA).
  7. In cooperation with the State Department of Personnel and Administration, administering programs for state classified employees with respect to recruitment, testing, and employment classification.
  8. Determining exemption of positions from state classification in accordance with statutory provisions and established guidelines.
  9. Serving as the delegated appointing authority in all actions affecting the University’s employees covered by the State Personnel System requiring such power. (Refer to Section 3 of the Human Resources Manual for additional information).
  10. Processing and recording of personnel actions, transactions of data of all University personnel except for student hourly employees.
  11. Publishing administrative and informational manuals which provide guidance on personnel matters to University departments and employees.
  12. Serving as technical liaison to the Classified Personnel Council.
  13. Administering the unemployment compensation insurance program.

4. Payroll Unit of the Human Resources Department

The Payroll Unit has the following responsibilities:

  1. Verification of payroll data to see that all employees are paid accurately and in a timely manner.
  2. Process Expense Transfers and Payroll Journal Entries.
  3. Input and/or Verification of additional types of pay. (Supplemental pay, uniform allowances, tips, overtime, shift differential, etc.)
  4. Entry of W-4’s and Payment Disposition Data.
  5. Input and/or verification of payroll deduction items, including insurance benefit programs, tax-deferred investments, taxes and various other deductions. Also, collect and remit cash payments for benefit programs not otherwise covered.
  6. Payments of all monies withheld through the payroll system to the appropriate agency including: Federal, State and local taxes, Medicare, PERA, benefit programs, retirement accounts, employee and student receivables, parking permits, athletic ticket accounts, University Club, etc.
  7. Prepare and submit Federal, State and other required reports associated with payroll processing.
  8. Calculate, withhold and remit monies ordered by court systems for garnishments, tax levies and child support. These include Department of Social Services; Federal, State and local court systems throughout the U.S.A., Guam, Virgin Islands, Puerto Rico and the District of Columbia.
  9. Prepare and submit W-2 forms and maintain records for prior years.
  10. Certify all PERA data for prospective retirees and maintain PERA records.
  11. Load and monitor back salary, tax adjustments and overpayments due to late paperwork submission.
  12. Handle stop payments, prepare and process special checks and hand drawn checks concerning payroll.
  13. Distribution of Certification Reports and maintenance of certification data in the Personnel/Payroll System.
  14. Maintaining or recommending to the administration as appropriate, policies and practices which ensure compliance with Federal, State and local tax laws.

5. Student Employment Services

Student Employment Services is responsible for basic student employment data including job classification codes, pay rates, student employee wage structure and the Student Employee Retirement Plan eligibility (SERP). The Benefits Unit of the Human Resources Department is responsible for retirement plan administration.

6. Office of Budgets and Institutional Analysis

The Office of Budgets and Institutional Analysis is responsible for providing, as of July 1, the staffing pattern for continuing faculty and classified employees.

7. Risk Management and Insurance Office

The Risk Management and Insurance Office is responsible for processing employee claims for workers’ compensation benefits. Information about this insurance and the required forms/reports can be obtained directly from the website.

Classification of Employees

Employees of Colorado State University are categorized as:

Academic Faculty and Administrative Professionals

These employees are appointed by the Governing Board or President of the University as applicable, upon recommendation of University officials. See Section 2 of the Human Resources Manual for details.

State Classified Personnel

State classified personnel are appointed by the Vice President for Human Resources. These employees are classified according to and are governed by State Personnel Rules and Regulations and University policies. See Section 3 of the Human Resources Manual for details.

Non-Student Hourly Employees

Non-student hourly employees are employed in jobs where the work usually is of short duration or intermittent in nature. These employees are paid by hourly rates. Personnel and payroll data are entered by the department and electronically transferred to the Personnel/Payroll System. See Section 4 of the Human Resources Manual.

Student Employees

Student employees perform duties assisting in an academic program, routine general labor and general office duties. These employees are treated as hourly personnel for payroll purposes. Students may be hired as student hourly or work-study employees. Special eligibility criteria and maximum hours of work apply. Processing is handled by Student Employment Services, a section of the Student Financial Services. See Section 5 of the Human Resources Manual for details.

Graduate Assistants, Graduate Research Assistant-PreDoc

Graduate assistants assist with academic programs and research but are students first and foremost. Graduate research assistant predoc (GRAPD) are graduate level fellows being paid/sponsored on certain types of Federal training grants and continue to hold the title, fellowship grant trainee pre-doctoral scholar, with the awarding entity (e.g., federal, state, public or private department, unit foundation, etc.). See Section 6 of the Human Resources Manual for details.

Post doctoral Fellows, Post doctoral Fellowship Grant Trainees, Veterinary Residents, Veterinary Interns and Clinical Psychology Interns

Post doctoral fellows typically have recently completed their PhD and are engaged to work primarily on research projects. Post doctoral fellowship grant trainees are post graduate level doctoral fellows who are paid/sponsored on certain types of Federal training grants, and thus are post doctoral fellows.

Veterinary residents are post-graduate veterinarians (some of whom have completed internships) who are enrolled in a 2-3 year combined graduate and residency program resulting in an advanced degree (MS or PhD), which may ultimately prepare them for advanced board certification in a recognized specialty. Veterinary residents are licensed to practice Veterinary Medicine in Colorado.

Veterinary internships are formalized through the Veterinary Teaching Hospital and the interns are DVM’s or equivalent completing a 1 year program that results in receipt of a certificate of completion in a specialty area (small animal medicine or surgery, large animal medicine or surgery, or combination).

Clinical psychology internships are formalized through the University Counseling Center (USC) and the interns are pre PhD in Counseling or Clinical psychology who are typically completing the last requirement of their PhD program, the internship, which results in receipt of a certificate of completion. See Section 7 of the Human Resources Manual for details.

Every individual performing work for the University (except for independent contractors as defined in the appropriate section below) must be employed in one of the employee categories above.

Volunteer Services

Generally, the use of volunteer services without compensation by individuals performing functions for which compensation normally would be paid is discouraged. The volunteer would not be covered by workers’ compensation. In some cases, involving injury to a volunteer, the “employer” has been held liable for medical costs.

However, this is not intended to apply to University students who perform services to the University as part of their educational experience, nor to affiliate faculty, guest speakers and lecturers, performers and artists, members of advisory committees and boards, 4-H club volunteer fund raisers, boosters and the like.

Questions concerning interpretation of this policy in specific cases should be referred to the Vice President for Human Resources.

Agricultural Labor Furnished by Crew Leader

Generally, individuals providing agricultural labor to the University are employees hired as non-student hourly personnel subject to withholding of payroll taxes, Medicare and Public Employee’s Retirement Association contributions. However, a special provision in the Internal Revenue Code of 1986 states that if a crew leader (1) furnished agricultural labor to the University, (2) pays the workers either on his own behalf or on the behalf of the University, and (3) is not designated as the University’s employee in any written statements between himself and the University, then the laborers are employees of the crew leader rather than the University. The crew leader is an independent contractor under these circumstances. It is the responsibility of the crew leader to collect, pay over and report payroll taxes of the laborers. Crew leaders may be paid, as any other independent contractor, through the Accounts Payable Section or they may be paid from special operations imprest bank accounts. If payment from an imprest account is contemplated, please refer to Financial Policy and Procedure Instruction Manual, Number 15.00 “Special Operations Imprest Bank Account.”

Independent Contractors

General

Careful distinction must be made between work which should be accomplished by employees on the University payroll or by individuals or firms on a personal services contract (verbal, letter or formal). Since there are numerous employer-employee obligations as well as independent contractor liabilities, the individual’s status should be carefully considered, and cases of doubt resolved in favor of the employee classification. An erroneous classification as an independent contractor can result in serious penalty to the University for failure to deduct withholding taxes. In some circumstances, the University contracting officer should require a certificate of insurance coverage to not only relieve the University of liability, but to further establish a valid independent contractor relationship.

Work may be undertaken as an independent contractor only when the individual or firm is as defined below and is not an employee of the University, unless specific exception is provided by the Vice President for Human Resources.

Definition of an Independent Contractor

An independent contractor, for the purposes of this manual, is defined as an individual or firm who performs personal services and who:

  1. Retains the right to decide the way in which final results are achieved and the details of when, where and how the work is to be done, and also
  2. Receives no benefits, directly or indirectly, that accrue to University employees. For example, the individual(s) is not covered by the University for workers’ compensation covering personal injury, for public liability covering injury to others, or for unemployment compensation.
  3. The above factors are controlling.

In addition, an independent contractor generally:

  1. Provides own tools and materials.
  2. Has a place of business and a business listing in a directory where the services are offered to the public.
  3. Agrees to perform specific services for a fixed price.
  4. Is free to work for any one or more clients during any given interval.

Performing Artists, Athletic Officials and Consultants

Employment of performing artists, athletic event officials and consultants is covered in the Purchasing Manual.

Nondiscrimination Policy

Colorado State University does not discriminate on the basis of race, age, creed, color, religion, national origin or ancestry, sex, gender, disability, veteran status, genetic information, sexual orientation, gender identity or expression, or pregnancy and will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. The University complies with the Titles VI and VII of the Civil Rights Act of 1964, as amended, related Executive Orders 11246 and 11375, Title IX of the Education Amendments Act of 1972, Sections 503 and 504 of the Rehabilitation Act of 1973, Section 402 of the Vietnam Era Veterans’ Readjustment Assistance Act of 1974, as amended, the Age Discrimination in Employment Act of 1967, as amended, The Pregnancy Discrimination Act of 1978, Americans with Disabilities Act of 1990, the Civil Rights Act of 1991, the ADA Amendments Act of 2008, the Genetic Information Nondiscrimination Act of 2008, and all civil rights laws of the State of Colorado. Accordingly, equal access and opportunity in treatment, employment, admissions, programs and activities shall be extended to all persons. The University shall promote equal opportunity and treatment in employment through a positive and continuing affirmative action program for ethnic minorities, women, persons with disabilities, and veterans. The Office of Equal Opportunity is located in 101 Student Services Building.

The Title IX Coordinator is the Executive Director of the Office of Support and Safety Assessment, 123 Student Services Building, Fort Collins, CO 80523 -2026, (970) 491-7407. The Section 504 and ADA Coordinator is the Executive Director of Equal Opportunity, Office of Equal Opportunity, 101 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-5836.

Discrimination Complaints

University employees have the right to file a complaint with the Office of Equal Opportunity when they believe there has been a violation of the Nondiscrimination Policy. The same right is available through State and Federal agencies for discriminatory acts based on race, age, color, religion, national origin, gender, sexual orientation, veteran status or disability.

Americans with Disabilities Act (ADA) Employment Accommodation Requests

An employee with a disability as defined by the ADA may be entitled to employment accommodations under that act. The Office of Equal Opportunity is responsible for determining whether an individual qualifies for protection under the ADA. Any employee who believes that he/she has a qualifying disability must submit a request for determination to that office.

Employment of Minors

The Colorado Youth Employment Opportunity Act of 1971 and the child labor provisions of the Fair Labor Standards Act outline specific requirements concerning times, hours and categories of work permitted for minors between the ages of 14 and 17. Departments contemplating employing a minor should refer to the Human Resources Summary of Child Labor Laws in Appendix 7 of the Human Resources Manual.

Immigration Reform and Control Act (IRCA)

The Immigration Reform and Control Act of 1986 (IRCA) requires all employers, under penalty of fine and/or imprisonment, to hire only U.S. citizens and aliens lawfully authorized to work in the United States and to maintain documentation indicating compliance. Enforcement of this new law rests with the Department of Homeland Security (DHS). An Employment Eligibility Verification (Form I-9) must be used in documenting compliance. Every employee hired on or after June 1, 1987, must have a completed I-9 Form on file within three days of commencing work. See “CLASSIFICATION OF EMPLOYEES” and “INDEPENDENT CONTRACTORS” in Section 1 of this Human Resources Manual.

The DHS requires employers to certify examination, via Form I-9, of work authorization documents, acceptable to the DHS, as a prerequisite to employment of anyone hired on or after June 1, 1987. Employers are responsible for updating and/or re-verifying employment eligibility of employees whose employment eligibility documents carry an expiration date. Questions pertaining to foreign passports, alien registration cards and VISAs should be directed to the Office of International Services.

Those employed for less than three workdays must provide identity and work authorization by the end of the first workday. CSU has adopted an electronic system in which to complete the Form I-9 and SSA 1945. This system must be used for all Form I-9 completions, unless otherwise expressed by Human Resources.

I-9 Forms must be kept on file with the Human Resources Department for three years after the date of hire or for one year after the date the employment is terminated, whichever is later.

To assure compliance with the IRCA, no appointment will be approved until a properly completed Employment Eligibility Verification Form has been completed. Departments must follow the established University process outlined below:

  1. Complete a Form I-9 for every employee within three days of hire or upon expiration of an existing Form I-9, as prescribed by law.
  2. Review certain documentation to ensure that the individual employee is authorized to work in the United States. The documentation the employee presents shall be used as long as the documents satisfy the requirements listed on the Form I-9.
    • If the documents presented appear valid on their face, and if they meet the requirements listed for the form, the review of the documents is sufficient, and no further action is necessary.
    • If the documents presented appear to have been tampered with or do not appear to be “authentic”, the matter should be referred to the Vice President for Human Resources for resolution.
  3. If separate information is received regarding an individual’s immigration status, the University may be obligated to review and respond to that information as deemed appropriate, based upon the circumstances. These cases should be referred to the Vice President for Human Resources.

For more information on completion of the Form I-9, please refer to the USCIS, Handbook for Employers: Guidance for Completing the Form I-9 (Employment Eligibility Verification Form).

NOTE: Departments should contact the Vice President for Human Resources, Office of Equal Opportunity or Office of General Counsel before taking any employment action related to the I-9 process which might deviate from the process outlined above.

Social Security Protection Act

The Social Security Protection Act of 2004 requires state and local government employers like Colorado State University, who do not participate in the Social Security program, to disclose the effect of the Windfall Elimination Provision (WEP) and the Government Pension Offset (GPO) to employees hired on or after January 1, 2005. Under the provisions of the GPO and the WEP, Social Security benefit calculations are based on a modified formula when a worker is entitled to a pension from a job where the worker did not pay Social Security tax. As a result, these workers may receive a lower Social Security benefit than if they were not entitled to the public pension. Starting in calendar year 2005, new employees who are required to be covered by a retirement plan (PERA, DCP or SERP) must be advised of the potential reduction of future Social Security benefits.

Form SSA-1945, Statement Concerning Your Employment in a Job Not Covered by Social Security, is completed in an electronic system adopted by Human Resources. Completion of this online document is mandated to meet the requirements of the law. The SSA-1945 explains the potential effects of two provisions in the Social Security law (GPO and WEP). This form is completed online during the onboarding process. A copy of the form is available online at the Social Security website.

For employees hired on or after January 1, 2005, departments are required to:

  1. Prior to the start of employment, direct the employee to fill out the Form SSA-1945 in the electronic system if the position is eligible to participate in a retirement plan. This includes:
    • Academic Faculty
    • Administrative Professionals
    • State Classified regular and hourly employees
    • Post doctoral Fellows
    • Clinical Psychology Interns and Veterinary Interns
    • Non-Student Hourly employees
    • Certain student employees not qualified for exemption from retirement plan participation
  2. Have these new employees complete the electronic process which attests to the fact that they are aware of a possible reduction in their future Social Security benefit entitlement.
  3. As per the provisions of the law, the Human Resources Department is required to maintain the Form SSA-1945 and to forward a copy to the appropriate pension paying agency (PERA).

Questions about this procedure should be directed to the Records Unit. Additional information about the GPO and WEP is available on the Social Security website.

Work Provisions and Definitions

Established Work Week

An established work week is any regularly recurring period of 168 hours – seven consecutive 24-hour periods – designated as a period of work for an employee. The established work week for all University departments shall be 168 consecutive hours beginning 12:01 a.m. each Saturday. Deviations from this established work week must be approved in writing by the Vice President for Human Resources.

Generally, administrative offices are open from 7:45 a.m. to 4:45 p.m. or 8:00 a.m. to 5:00 p.m., Monday through Friday, during the academic year, and from 7:30 a.m. to 4:30 p.m. during the summer.

However, many units have operating hours that deviate from these times based upon client service or other operational considerations that dictate different schedules.

The nature of the educational endeavor makes it impractical to establish specific work hours for Academic Faculty and Administrative Professionals with assignments in the areas of teaching, research, and administration of these areas of institutional responsibility.

Hours Worked

Hours worked is the time for which an employee is entitled to compensation. For employees eligible for overtime, compensation must be paid for the time the employee is required to be on duty on the employer’s premises, or at a prescribed work place, and for the time the employee is “suffered or permitted” to work, whether or not requested to do so. Thus, hours worked can include time spent in idleness and in incidental activities as well as in productive labor.

Scheduled meal periods are discretionary, are not counted as work time and must be at least 20 minutes. However, if the employee is materially interrupted or not completely free from duties, the meal period is counted as work time.

Work breaks are discretionary. If granted, breaks of up to 20 minutes are considered work time. Breaks shall not be used to offset other work time nor to substitute for paid leave, shall not be taken at the beginning or end of the workday, nor shall be used to extend meal periods.

NOTE: Work-Study Rules and Regulations for student employees are located on the Student Employment Services website.

Flexible Work Arrangements

The University values its employees’ well-being and strives to promote a positive work-life integration. Flexible work arrangements, such as flextime schedules, compressed workweeks, part-time arrangements, telecommuting, job sharing, sabbaticals, and phased retirement can help employees balance work and personal life demands while, at the same time, enabling employees to meet their needs and perform well the duties of their position. Flexible work arrangements are encouraged whenever, in the discretion of the department or unit head, they will promote the productivity and efficiency of the work unit and enhance employees’ work-life integration.

Types of Flexible Work Arrangements:

  1. Flextime Schedules: A work schedule that allows an employee to vary their start and end times around pre-defined core hours without changing the total hours worked in a defined work week. The core period will vary by the unit, position, and sometimes the time of year; in most areas, it is between 7:30 a.m. and 5:30 p.m.
  2. Compressed Workweek: A full-time work schedule that is compressed by varying the length of the workday into fewer than five days. For example, an employee who normally works 40 hours Monday-Friday may work four 10-hour days instead.
  3. Telecommuting: A work schedule that allows employees to work part or all of their work hours from a location other than their regular work site. An example would be an employee who works from a home office two days per week.
  4. Job Sharing: A work arrangement in which the responsibilities of one full-time position are divided by two employees who work a part-time schedule. Job sharing differs from part-time work in that job share partners are expected to be interchangeable in work assignments and represent a single employee in all respects. Job sharing arrangements MUST be approved by Human Resources before being implemented.

Flexible work arrangements are an additional management tool available to supervisors to assist a work unit to operate effectively and efficiently. Flexible work arrangements are encouraged when it is reasonable and practical to do so and when operational responsibilities of a unit are not adversely impacted. Flexible work arrangements are not an employee benefit or right. Before implementing schedule changes or other variances from established workdays, hours and locations, the department or unit head should check with the responsible higher authority (dean, vice president, vice provost, etc.). The following guidelines shall be observed:

  1. Employees who are non-exempt (i.e., overtime-eligible) may not be able to work varying hours unless care is taken to comply with the Fair Labor Standards Act (FLSA) and other applicable laws and regulations governing work hours. Supervisors should consult with Human Resources before approving flex hours for non-exempt employees.
  2. Employees who are exempt from overtime under the FLSA do not work a specified number of hours per week; they may exceed 40 hours in a workweek without earning overtime pay. Flexible work arrangements do not convert an exempt position to a non-exempt position; if the demands of the job require the employee to work more hours than the flex arrangement reasonably allows, or to work at a specific time or place that conflicts with the arrangement, then the flex arrangement will have to be modified (or not used during the period in question). In all cases, the primary consideration is the employee’s ability to meet all usual expectations for performance of the work.
  3. Not all positions or job assignments are suitable for flexible work schedules, telecommuting or job sharing. If one position within a department is found to be suitable for such an arrangement, it does not necessarily mean that other positions may also be suitable. Principles of efficiency, fairness, department morale, and accountability must all be taken into consideration when reviewing each flexible work arrangement.
  4. Flexible work arrangements should be confirmed in writing, signed by both the supervisor and the employee, and kept in the employee’s file along with performance plans and reviews. Such writings are not contracts but may help avoid misunderstandings about expectations. Flex plans are always subject to change or termination, at the supervisor’s discretion, in the best interests of the work unit and the institution.
  5. Both the employee and the supervisor have responsibilities to assure that the flexibility agreed to does not interfere with the employee’s ability to perform his or her job duties, or of the work unit to operate as intended. Established work hours for the unit based on the job responsibilities, availability of others or of resources, and team arrangements must be taken into consideration when flex time or telecommuting is allowed.
  6. A flex plan must not have the effect of changing the employee’s rate of pay, the manner in which the employee is paid, or the employee’s grade or title.
  7. An employee who requests a flexible work arrangement is not necessarily entitled to receive additional expenses, equipment, supplies, or travel time provided in order to accommodate the altered schedule or location. However, these considerations should be taken into account in the department’s budget and operational planning. For example, when replacing computers, a department head may decide to furnish some employees laptops instead of desktop models in order to facilitate telecommuting. Commuting to and from home or an alternate work location is not to be considered reimbursable travel because of a flexible work arrangement.

Human Resources may be contacted for questions related to flexing work hours or telecommuting at 491-947.

Overtime

Overtime Definition

Overtime is the time an employee in a position eligible for overtime is directed or allowed to work in excess of a 40 hour established work week, except as outlined in special plans. Work over 8 hours on a single workday may be balanced by time off in the same work week at a time mutually agreeable to the employee and supervisor. Overtime will not accrue until more than 40 hours are accrued in a single work week. Authorized paid leave and holidays shall be counted as time accrued for purposes of determining overtime.

Overtime Use

Overtime should be considered a reserve resource to be used sparingly and only on occasions when emergencies require. The utilization of overtime shall be at the discretion of the department head, subject to the provisions of this manual and limited by the availability of funds. Overtime may be authorized: (1) in the event of unforeseeable emergency, (2) for the purpose of manning a station or assignment when another employee is not available for work, (3) to provide essential services which cannot be provided by overlapping work schedules, and (4) to carry out short-range assignments for which the utilization of regular employees is more advantageous than the hiring of additional personnel.

Prior approval of the department head (or his or her designee) should be secured before an employee eligible for overtime is directed, authorized or allowed to perform overtime that will exceed the 40 hour per workweek threshold. Overtime approval may be verbal or written as determined by the supervisor. The hours worked in excess of 40 in a single work week will be paid at a rate of one and one half times the employee’s hourly rate, or shall be taken as compensatory time, unless the excess hours are balanced with time off during the same week, keeping the weekly total to 40 hours or less. Emergency overtime should be reported to the supervisor as soon as possible for approval. The overtime approval status should be noted on the timesheet by the supervisor. All overtime will be paid regardless of approvals, but non-approved overtime may be subject to corrective or disciplinary action.

Time Off

Time off is equivalent hours authorized away from the job to balance extra (over 8) hours worked on days of the same work week so that no overtime liability is incurred. No leave is charged for this time off.

Overtime Eligibility

The Human Resources Department individually reviews all state classified positions and designates each as either eligible or ineligible for overtime. These determinations are based upon the criteria contained in the Fair Labor Standards Act (FLSA). Departments and/or employees who question the stated designation may ask that a review be conducted. Requests should be submitted to the Vice President for Human Resources. Information concerning the FLSA criteria is available in the Human Resources Department.

All employees paid on an hourly basis are eligible for overtime regardless of the noted overtime designation for the appropriate job classification, with the exception of certain employees in computer related occupations who are paid at an hourly rate exceeding $27.63. Employees in computer related classes normally exempt from overtime whose hourly rates exceed this minimum are paid their normal hourly rate for all hours worked.

Travel Time and Overtime

For employees who regularly work in a fixed location who are given a special one day assignment in another city, travel time is compensable working time.

When employees travel overnight on business, they must be paid for time spent in traveling, except for meal periods, during their normal working hours, including Saturdays, Sundays and holidays. However, they shall not be paid for time spent in travel outside those hours.

On-Call Status

This is a condition where an employee is subject to call to duty but is not actually performing work. An employee who is required to remain on call on University premises, or so close thereto that the time cannot be used effectively for personal purposes, is working while on call. An employee who is not required to remain on University premises but is merely required to provide a means of contact with University officials is not working while on call. The determination is made on the degree of restricted activity, and not on the basis of location.

Sleep-in-Time

At times an employee is required to remain on the job and is permitted to sleep while on duty. Sleep-in- time is generally considered work time and requires compensation. However, the employee and the department may mutually agree to exclude compensation for sleep-in and mealtime if the employee is required to be on University premises twenty-four or more consecutive hours.

Weekends and Periods of Paid Leave

Employees whose established work week includes Saturday and/or Sunday shall have such day(s) treated as any workday for the purposes of overtime.

Casual, Occasional or Sporadic Employment

Hours worked by an employee are excluded from calculation of overtime hours if the work is: 1) in a different capacity from any capacity in which the employee is regularly employed; 2) is at the employee’s option, and; 3) is on an occasional or sporadic basis.

Accrual and Recording of Overtime

For employees in job categories eligible for overtime, time worked shall be recorded daily on the applicable time sheet in hours and minutes. For example, if an individual works 8:00 a.m. to 5:16 p.m.,8 hours and 16 minutes should be recorded. However, compensable overtime will not accrue until more than 40 hours are worked in a single work week.

Charging Overtime When Working in Two or More Positions

Employees whose positions entitle them to overtime compensation are to be paid overtime compensation for all time worked over forty hours in a work week, whether the excess hours result from work in a single department or work in two or more University departments or state agencies/institutions combined. Employees are responsible for advising their employing department(s) and securing approval prior to commencing employment with another University department or agency/institution. Each department should coordinate with other department, agency/institution sharing the services of an employee to ensure that overtime is properly recognized and compensated. Overtime for employees working in more than one department, agency/institution should be reported by and will be charged to the department, agency/institution where the hours over forty are actually worked (the last hours worked in the week).

Payment of Overtime

Overtime may be paid either in cash or in compensatory time. At the time the overtime is worked the department must decide whether the overtime is to be paid in cash or in compensatory time. Departments must reach an agreement with employees hired after April 15, 1986, regarding compensatory time payment. For new employees, an agreement to accept compensatory time off in lieu of cash payment is a condition of employment.

If overtime is paid in cash, the rate is 1 1/2 times the employee’s regular pay rate. If paid in compensatory time, the time allowed shall be 1 1/2 hours off for each hour of overtime worked. This must be a mutual agreement between the employee and the department, and a written record must be kept.

Cash payment for overtime will be made no later than the next regularly scheduled payday following the end of the payroll period in which the overtime hours were worked.

Compensatory Time

  1. Standard Provision – A non-exempt salaried employee may accumulate up to 160 hours of overtime equating to 240 hours of compensatory time at any given point in time. Any overtime worked in excess of this amount of accumulated overtime hours must be paid for in cash at the next regular pay period.

Accumulated “comp” time must be scheduled and taken as soon as practical. Whenever possible, the time for taking such “comp” time shall be by mutual agreement between the employee and the department.

When Separated from University Service

Employees being separated from University service and who have accumulated compensatory time resulting from overtime shall be paid for such time in cash.

Time Off for Exempt Employees

The salary level of employees who are exempt from overtime pay takes into account that it may be necessary for the employee to work a reasonable amount of overtime. However, there may be unusual situations in which an “exempt” employee is required to work significant amounts of overtime for an extended period of time.

In such an event, the department may grant discretionary administrative leave to an exempt employee. Under no circumstances shall an exempt employee be granted extra time off on an hour-for-hour basis.

Employee Privileges and Benefits

The privileges and benefits approved through the Governing Board of Colorado State University are made available to eligible Academic Faculty, Administrative Professionals, Post doctoral Fellows, Veterinary Interns and Clinical Psychology Interns through employment with Colorado State University and are summarized in the CSU Cost Share Faculty and Admin Pro Privileges and Benefits Summary Plan (SPD) booklet. The SPD booklet contains, in the case of some of the more complex benefits plans such as medical coverage, only general and summary information and should not be considered as a replacement for the more detailed information set forth in the certificates of coverage or master plan documents of Benefit Providers, available on the Human Resources website.

CSU Benefits Plan (Cost Share)

Under the CSU Benefits Plan, the University and employees share in the cost of basic benefit coverage for Academic Faculty, Administrative Professionals, Post doctoral Fellows, Veterinary Interns, Clinical Psychology Interns, and Federal employees (herein referred to as Faculty and Non-Classified staff). General information about your benefits is provided in CSU Cost Share Faculty and Admin Pro Privileges and Benefits Summary Plan’ (SPD) booklet. Additional information is available in certificates of coverage on the Human Resources website.

Enrollment in a retirement plan in lieu of Social Security contributions is required and is effective upon the date of employment (employee contributions). Temporary appointments must meet a one year waiting period before receiving the Defined Contribution Plan for Retirement (DCP) match. Temporary appointments include academic faculty, administrative professionals, post doctoral fellows, veterinary interns and clinical psychology interns.

The following employees are eligible for the CSU Benefits Plan (Cost Share) Privileges and Benefits afforded through University employment as of the date of appointment, unless otherwise noted.

  1. Academic Faculty on regular or special teaching or temporary¹ appointments of half-time or greater are eligible for benefits as of the date of appointment, unless otherwise noted. Faculty transitional appointees have the option of remaining on the active group insurance plans that are available to full-time Academic Faculty members.¹Visiting Faculty, Visiting Scientist/Scholar, Visiting Research Associates, Visiting Senior Scientist/Scholar are not eligible for benefits, except as required as a condition of employment under Colorado law, to make employee contributions to a retirement plan in lieu of Social Security.
  2. Administrative Professionals and Academic Faculty on regular, special or temporary¹ appointments of half-time or greater are eligible for benefits as of the date of appointment, unless otherwise noted.
  3. Post doctoral Fellows, Veterinary Interns and Clinical Psychology Interns on appointments of half-time or greater are eligible for benefits as of the date of appointment, unless otherwise noted.
  4. Federal employees on appointments of half-time or greater are eligible for insurance (excluding CSU medical plans), effective as of the date of appointment, unless otherwise noted.

State of Colorado Insurance Plans

The following employees are eligible for the State of Colorado insurance plans. The State’s contribution applies for employees who work at least 1 full workday (8 hours) per month. The employer portion of premiums must be paid by the employee if they do not have 8 hours paid in the month.

State Classified and State Classified Hourly Employees.

Health Contribution for Graduate Assistants

The Graduate School provides a health insurance contribution exclusively to help offset the cost of health insurance through CSU’s Student Health Insurance Plan (SHIP). The Graduate School health insurance contribution is provided to graduate assistants who meet ALL of the following criteria each fall and/or spring semester:

  • appointed to a 25% (10 hours per week) or more assistantship (GTA, GRA, GSA, GRAPreDoc Fellowship) by the end of the regular add/drop period in either fall or spring semester or both,
  • enrolled in CSU’s Student Health Insurance Plan (SHIP), not applicable to any other insurance plan, and
  • enrolled in 5 or more resident-instruction credits (Audits, Continuous Registration, and CSU Online Credits* do not meet the Resident Instruction enrollment criteria for this policy). To receive the contribution, GAs enrolled in 5 or more resident-instruction credits must still ENROLL/OPT INTO CSU’s Student Health Insurance Plan (SHIP) by completing an online enrollment form by the University Add/Drop date (approximately two weeks after classes begin).

*Credits through the pilot CSU online tuition benefit program will be applicable if approved.

Questions regarding the health insurance policy should be directed to the CSU Health Network at 970-491-5118 or visit the CSU Health Network website.

Questions regarding the health insurance contribution should be directed to the Graduate School at 970-491-6817 or visit the CSU Graduate School website.

Student Health Plan

The following categories may elect to participate in the Student Health Insurance plan.

  1. Graduate assistants (includes GTA, GRA, GSA, GRAPreDoc Fellowship)
  2. Student Hourly and Work Study Students (requires 6 enrolled eligible credits)

Eligible for the Student Health Insurance plan

  1.  Undergraduate students enrolled in 6 credit hours or more
  2. Graduate students enrolled in Continuous Registration, or 1 credit hour or more
  3. Online students enrolled in 6 credit hours or more
  4. International students enrolled in Continuous Registration, or 1 credit hour or more

Not Eligible for the Student Health Insurance plan

  1. Student eligible for CSU faculty/administrative professional or state classified health insurance
  2. Guest Students
  3. Undergraduate domestic students enrolled in less than 6 credits
  4. Non-student hourly employees are not eligible for any insurance plans

Questions regarding the health insurance policy eligibility should be directed to the CSU Health Network at 970-491-5118 or visit the CSU Health Network website.

University Employee Study Privilege and Reciprocal Study Privilege

Under the following conditions, Academic Faculty members, Administrative Professionals, Post doctoral Fellows, Veterinary Interns, and Clinical Psychology Interns with appointments of half-time or greater may register for credit courses at Colorado State University, Colorado State University-Global Campus, Colorado State University-Pueblo, and; subject to the terms of agreement between specific institutions, the University of Northern Colorado, on a space available basis without the assessment of the student portion of total tuition or general fees to the employee.

Ideally, courses taken as an employee under the Employee Study Privilege Program shall contribute to the employee’s success at the University. This is one of several factors taken into account in determining whether or not the value of this benefit is taxable to the employee. Such determinations are made by Human Resources and Business and Financial Services, with reference to the Internal Revenue code (26 U.S.C. sections 127, 132(d) and 117). Tuition is taxable after the first undergraduate degree is obtained. IRC taxation applies to graduate level educational benefits which exceed $5,250 per calendar year (for the amount an employee receives beyond this limitation). However, supervisors may approve an employee’s use of study privilege even if the subject matter is not directly related to current job duties.

The employee must obtain the written consent from the head of his or her administrative unit to register for specific courses. Time off to attend courses taught during an employee’s scheduled work hours require advance supervisor approval, which should be granted unless there is no reasonable way for the employee to perform his or her duties at other times. Time off that is granted to attend courses in which an employee enrolls at the request of the department in order to improve job skills should be treated as administrative leave with pay.

Eligible employees may register for courses without being regularly admitted to CSU.

Employee Study Privilege

Employee Study Privilege Eligibility—courses at Colorado State University

  1. Academic Faculty with Regular, Special or Temporary appointments of half-time or greater;
  2. Faculty Transitional appointees are eligible for the same benefit available to full-time academic faculty;
  3. Administrative Professionals with Regular, Special or Temporary appointments of half-time or greater;
  4. Post doctoral Fellows, Veterinary Interns, and Clinical Psychology Interns with appointments of half-time or greater;
  5. Non-temporary State Classified employees with appointments of half-time or greater;

Note: Effective July 1, 2014, the one year continuous eligibility waiting period of half-time or greater service has been eliminated for Temporary Academic Faculty and Administrative Professional employees defined in the CSU Cost Share Faculty and Admin Pro Privileges and Benefits as defined in the Faculty and Admin Pro Privileges and Benefits Summary Plan (SPD) booklet. Visiting temporary appointments are not eligible for benefits. Contact Human Resources at (970) 491-6947 regarding eligibility provisions for Military Science (ROTC).

Eligible Faculty/Staff with full-time appointments may register for up to nine (9) semester credits per academic year (commencing Summer session and ending Spring semester).

Eligible Faculty/Staff with full-time appointments may register for up to nine (9) semester credits per academic year (commencing summer session and ending spring semester). Credits are prorated based on the appointment percentage:

100% appt. 9 credits

75-99% appt. 7 credits

50-74% appt. 5 credits

under 50% appt. 0 credits

The above credit maxima include courses which are audited by the employee rather than taken for credit. Tuition will be assessed as soon as credits are taken in excess of the program maximum for the employee.

Eligible Courses

The Employee Study Privilege Program includes credit courses which are a part of the Colorado State University Curriculum, as defined by the Colorado State University General Catalog. These courses will be identified with a departmental course number. In particular, the study privilege does not cover the cost of continuous registration.

CSU Online (The Division of Continuing Education) offerings are included under this privilege if they are credit bearing at the institution; however, tuition for these courses may be higher than “Resident Instruction” tuition, in which case, the difference must be paid by the employee or by some other source. Courses that provide only continuing educations units (CEUs) are not eligible.

Eligible expenses under the Employee Study Privilege Program include:

  1. Base Tuition – up to 9 credits per year (credits are prorated based on your appointment percentage)
  2. Differential Tuition – up to 9 credits per year (credits are prorated based on your appointment percentage)
  3. Program Charges – at least one study privilege credit must be utilized each semester to allow eligibility for program charges
  4. University Technology Fee and General Fees – credited (fee waiver) to your student account. This waiver of General Fees removes your free access to the Recreation Center, athletic events, and other campus services.

Note: The University Technology Fee and General Fees will be credited (fee waiver) to your student account even if study privilege credits have been exhausted provided the Employee Study Privilege Registration Form is submitted.

Ineligible expenses under the Employee Study Privilege Program include:

  1. Undergraduate tuition normally covered by the College Opportunity Fund (COF) – if you take a COF eligible course in a manner that COF cannot be applied (i.e., you do not apply for and authorize COF, or you audit a course), the Employee Study Privilege Program will not cover the portion of tuition that would have been covered by COF
  2. Special Course fees – a list of associated courses with applicable fees is available on the CSU Provost website.
  3. University Facility Fee – prorated according to the number of study privilege credits utilized
  4. College Charges for Technology – prorated according to the number of study privilege credits utilized each semester
  5. After the exhaustion of available Employee Study Privilege credits, any remaining tuition, charges or fees are not eligible for coverage or the College Opportunity Fund (if applicable).

The employee registration form and tax consequences of program benefits can be downloaded from the Human Resources website.

Faculty and staff may also enroll in credit courses listed on the Online website. Registration forms for these courses are located on the CSU Online website.

Reciprocal Study Privilege

Colorado State University-Global

Colorado State University-Pueblo

University of Northern Colorado

The Employee Study Privilege Program includes reciprocal provisions that allow employees to take courses at Colorado State University-Global Campus, Colorado State University-Pueblo, and the University of Northern Colorado.

Enrollment requires the agreement to fulfill financial obligations and abide by the policies of the reciprocal educational institution in which student status is obtained. Program eligibility shall be defined and determined by the Employee Study Privilege Program of Colorado State University.

Contact Human Resources at (970) 491-6947 or review reciprocal program information on the HR website.

Additional forms are required to gain pre-approval under the reciprocal provisions of the Employee Study Privilege Program. The required forms are located on the HR website and are submitted to Human Resources.

Retirement Plans

All employees of the University, except for those student employees who qualify for exemption under federal law, are required to participate, according to their employment status, in one of the retirement plans summarized below. CSU employees are not covered by Social Security.

a. Public Employees Retirement Association (PERA)

PERA covers all state classified and non-student hourly employees, and certain faculty and administrative professional employees eligible for membership under PERA rules. Only those eligible newly appointed faculty, administrative professional and other non-classified employees with qualifying prior service in Colorado’s PERA retirement system may be eligible to elect to continue membership in that retirement plan. All other newly eligible faculty, administrative professional or non-classified appointee must enroll in the Defined Contribution Plan for Retirement (DCP).

Enrollment in PERA for Academic Faculty, Administrative Professionals and other non-classified staff is restricted to those employees meeting PERA’s eligibility criteria which includes, but is not limited to being an active PERA participant with at least 12 months of service credit, an in-active member with that amount of service credit or a current PERA retiree. However, unless you are a PERA retiree, you may not elect PERA as your retirement plan if you have previously been employed by a pubic college or university in Colorado offering an Optional Retirement Plan (ORP) if during that employment you made an election to participate in that institution’s ORP. In addition, if your election at that time was to participate in PERA, you may not now elect the ORP. Such elections are by law irrevocable. Effective January 1, 2011, present PERA retirees may elect either PERA or the ORP (Defined Contribution Plan) as their retirement plan each time they are reappointed. Any election to participate in PERA will require you to make the required employee or working retiree contribution to that Plan. Note: PERA is a separate and independent entity and has the authority to make determinations regarding eligibility for membership. CSU cannot mandate, nor is it responsible for, PERA’s determination regarding eligibility.

Coverage begins as of the date of employment. The employee’s contribution amount can be found on the PERA website, this is deducted from the employee’s monthly pay. The University also makes a contribution, which is a percentage of the participant’s salaries and wages.

Effective July 1, 1984, the employee contribution to PERA will be subject to tax-deferral.

All PERA benefits (retirement, survivor benefits, etc.) will be calculated on full pay.

The amount deducted from the employee’s salary and the University’s contribution is used to establish a retirement annuity fund for the employee. If requested, the employee’s contribution is refunded upon termination. The employee is eligible for a retirement annuity after five or more years of service and may apply for a deferred annuity rather than a refund. Contact PERA for additional information at (800) 759-7372.

Employees wishing to apply to receive monthly retirement benefits should contact the Benefits Unit in the Human Resources Department, between 60 and 90 days prior to their planned retirement date. PERA required forms can be obtained and processed at that time.

b. Defined Contribution Plan (DCP)

Academic Faculty, Administrative Professionals, Post doctoral Fellows, Veterinary Interns and Clinical Psychology Interns hired on or after April 1, 1993, are covered under the DCP unless they have an existing PERA account and request coverage under that retirement plan instead of the DCP and PERA permits such coverage. The DCP also covers those Academic Faculty, Administrative Professionals, Post doctoral Fellows, Veterinary Interns and Clinical Psychology Interns who elected between April 2 and May 31, 1993, to transfer from PERA to the DCP. Coverage begins as of the date of employment.

All DCP participants contribute 8.0% of their covered earnings to the plan. The University also makes a 12% contribution, which is a percentage of the participant’s covered monthly salary, toward the DCP retirement accounts of Academic Faculty with regular or special appointments of half-time or greater and Administrative Professionals with regular or special appointments of half-time or greater and Academic Faculty and Administrative Professionals with temporary appointments and Post doctoral Fellows, Veterinary Interns and Clinical Psychology Interns after one year of continuous half-time or greater service. Effective July 1, 2005, the University is required to make the employer match payments to PERA on all employees receiving an annuity from PERA. PERA annuitants newly hired or reappointed on or after July 1, 2005, and tenured faculty members going on Transitional Appointments on or after January 5, 2006 will be subject to a reduction in the employer match to the DCP by any amount the University is required to pay PERA on behalf of such annuitant. The University also contributes a percentage of covered earnings toward the cost of employee benefits and post-retirement health care for those Academic Faculty and Administrative Professional DCP participants who qualify for participation in the CSU Cost Share Faculty and Admin Pro Privileges and Benefits as defined in the Summary Plan (SPD) booklet.

Participant and University contributions, plus earnings on those contributions, are available for distribution to the participant upon termination of employment with the University and attainment of age 55, or can be rolled over to another employer’s IRS qualified retirement plan or to an Individual Retirement Account (IRA).

Participants invest their DCP accounts at Fidelity Investments. Participants can allocate their DCP account among the individual investment funds in whatever manner and as frequently as their selected company permits.

c. Student Employees Retirement Plan

The Student Employee Retirement Plan (SERP) has been established by the State of Colorado for eligible student employees. This retirement plan is administered by Fidelity Investments and they may be reached at (800) 343-0860 The Student Employee Retirement Plan is a state-mandated plan in lieu of Social Security for students of institutions of higher education. A retirement savings account will be established in the student’s name at Fidelity Investments for contributions made to the SERP. The contribution amounts assessed against wages are 7.5% for the SERP and 1.45% for Medicare. SERP account balances are available for distribution to participants upon the expiration of period(s) of covered employment, subject to IRS limitations. The plan requires that you end our student status with the institution before you have access to the SERP account. Therefore, termination is equivalent to graduation or no longer being enrolled as a student. Withdrawals prior to age 59½ are subject to ordinary income taxes and are generally subject to a 10% early withdrawal penalty. Participation in the SERP/Medicare is mandatory if students do not meet one of the following conditions for exemption:

Summer
  1. Undergraduate and Graduate Students: Must be officially admitted as a degree-seeking student and enrolled at least half-time (3 credits for summer) for a summer term running concurrently with your work schedule.
Fall and Spring
  1. Undergraduate Students: Must be officially admitted as a degree-seeking student and enrolled at least half-time (6 credits).
  2. Graduate Students: Must be officially admitted as a degree-seeking student and enrolled at least half-time (5 credits).

Tuition Scholarship Program for Spouses, Domestic Partners, and Children

The spouse, domestic partner, civil union partner, and Eligible Children of an Eligible Employee shall be qualified to receive a Tuition Scholarship if admitted to Colorado State University, Colorado State University Global Campus, or Colorado State University Pueblo and enrolled in a degree program or as a degree-seeking student with an undeclared major. This Tuition Scholarship Program is also available to students in programs such as Professional Veterinary Medicine, Teacher Certification, and Principal Licensure. The amount of this Tuition Scholarship shall be a fixed percentage of the undergraduate or graduate tuition that would be assessed to the student for regular on-campus courses at the in-state tuition rate, except for a student in the Professional Veterinary Medicine Program, whose scholarship shall equal this same percentage of the tuition assessed to in-state graduate students. This percentage shall be set by the President, but it shall be at least fifty (50) percent. Note that, in some cases, this Tuition Scholarship may be taxable income. Applications for this Tuition Scholarship must be processed in accordance with the requirements established by Student Financial Services and Human Resource Services for this program.

If a person dies while an Eligible Employee, his or her spouse or domestic partner, or civil union partner shall continue to be qualified for this Tuition Scholarship Program until six (6) years after the date of the death, and each of his or her Eligible Children shall continue to be qualified for this Tuition Scholarship Program until the Eligible Child reaches the age of twenty-six (26). For all cases of separation from employment of an Eligible Employee other than death, the spouse, domestic partner, civil union partner, and Eligible Children of the Eligible Employee shall cease to be qualified for this Tuition Scholarship Program at the end of the academic year in which the separation from employment occurs.

In exceptional circumstances, the Vice President for University Operations has the authority to grant eligibility to someone who might not qualify otherwise for eligibility.

a. Eligible Employee shall mean and refer to all:

1. faculty members with regular or special teaching appointments of half-time (0.5) or greater. Faculty transitional appointments are eligible for the same benefit available to full-time academic faculty

2. administrative professionals with regular or special appointments of half-time (0.5) or greater, and;

3. non-temporary state classified appointments of half-time (0.5) or greater.

b. “Eligible Child” shall mean and refer to biological children, adopted children, foster children, stepchildren, and legal wards of either the Eligible Employee or the Eligible Employee’s spouse or domestic partner, or civil union partner, as well as any person for whom either the Eligible Employee or the Eligible Employee’s spouse or domestic partner, or civil union partner is standing in loco parentis, provided that the “Eligible Child” is under twenty-six (26) years of age.

c. “Spouse” means a person who is legally married to an Eligible Employee, including a common-law spouse or same-gender spouse when the applicable jurisdiction’s law recognizes such marriages.

d. “Domestic partner” has the meaning described under the University’s benefits plan.

e. “Civil union partner” has the meaning defined in C.R.S. §14-15-103.

University Retirement Policy

Refer to the Human Resources Manual – Appendix 8 for the University’s retirement policy for Academic Faculty, Administrative Professional and State Classified employees, as approved by the CSU Board of Governors on May 5, 2005. It is also available on the Human Resources website.

Continuation of Medical Insurance Under COBRA

Effective March 1, 1987, provisions of the Federal Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA) permit employees who would otherwise lose group medical and dental coverage to extend this coverage for up to 18 months. Dependents who lose coverage due to end of employment, divorce, attainment of the maximum age for dependent child eligibility, death of employee or other specific events may continue group coverage under COBRA for up to 36 months.

Enrollment forms for continuation of benefits under COBRA are available from the Benefits Unit. Election for continuation must be made within 60 days of normal insurance termination date. You may locate additional information regarding COBRA at the State of Colorado website for State Classified staff. http://www.colorado.gov/cs/Satellite/DPA-DHR/DHR/1251573988461 Academic Faculty and Administrative Professionals may locate summarized COBRA information in the CSU Cost Share Faculty and Admin Pro Privileges and Benefits Summary Plan (SPD) booklet located on the Human Resources website.

Personnel-Budget-Payroll System

The Personnel System and the Payroll System are integral parts of an overall computerized

Personnel-Budget-Payroll System.

Data is primarily provided through the Human Resources Department and the Personnel/Payroll System, and a common master data file provides data for personnel operations, payroll operations, time and effort reporting, reports to State and Federal agencies and budget preparation.

The following table indicates the basic personnel actions and data forms required. 

Employee Type Electronic Personnel Action Request W-4 Completed in Employee Self-Service Voluntary Deductions Direct Deposit Authorization Retirement Application Overtime Auth/Certification Time Clock Plus (TCP) I-9
Academic Faculty and Administrative Professionals X X X X   X (2) X X
Classified-Exempt from O.T. X X X X   X (2) X X
Classified-Salaried Eligible for O.T. X X X X X X X X
Classified-Hourly X X X X X X X X
Graduate Assistants X X   X X (1)     X
Post Doctoral X X   X X (1) X X X
Non-Student Hourly X X   X X X X X
Student Work Study X X   X X (1)   X X
Student Non-Work Study X X   X X (1) X X X

(1) Only for mandated or voluntary enrollment as applicable. 

(2) TCP entry is required for annual and sick leave usage, as applicable to each employment category 

  1. Form deadlines: To ensure timely payment of employees and meet Personnel/Payroll processing, all personnel actions and data forms should be submitted through the appropriate channel(s) as soon as possible. All salaried time files that are complete and approved by the tenth of the month will be paid that month. Any received after the tenth will be subject to processing deadlines and may not get paid until the following month end. Personnel actions that have received final organizational approval (received by the Human Resources Department) at least 2 days prior to the published payroll processing date will be reflected in that payroll cycle. To be sure that personnel actions make it all the way through the approval process, initiate actions well in advance of the payroll processing date. The Payroll calendar of important due dates is located on the Human Resources website.

General Payroll Information

Payroll Documents

Time sheets are the primary documents to record and authorize regular hourly, overtime, and special pay. It is essential that these documents be accurately completed by knowledgeable supervisors, that documents be adequately secured against fraudulent entry data, and that documents be signed by authorized personnel and time appropriately and timely entered on the Personnel/Payroll System time file.

Pay and Pay Periods

Salaried employees are paid monthly on the last stated workday of the month. Hourly employees are paid bi-weekly (see payroll schedules on the Human Resources
website).

As of January 1, 1996, all new hires are required to have their pay directly deposited to a checking or savings account at the financial institution of their choice, as indicated on the employee’s Direct Deposit Authorization Form. Pay advices are now published online to Employee Self-Service. They are available to employees by signing into the Administrative Applications and Resources (AAR). Those grandfathered employees still receiving checks may pick them up at Banking Services Cashier’s Office, 555 South Howes Street, First Floor, during normal business hours.

Tax Withholding

Payments of salaries and wages are made through the Payroll Unit and taxes are withheld in accordance with each employee’s tax status as indicated on the W-4 form. When an employee is working in a state other than Colorado, they must also complete an Out-Of-State Work Location Information Sheet. Anyone claiming “exempt” must file a new W-4 form prior to February 15 for that year. Scholarship payments are not made through the Payroll Unit and there is no withholding of State or Federal taxes.

Extended Sick Leave

Extended sick leave for Faculty or Administrative Professionals’ sick leave usage due to the continuation of a serious health condition defined under Family Medical Leave (FML) exceeds 30 work days per fiscal year (July 1 – June 30), the cost of the excess sick leave (those days that exceed the 30 days) is charged to the fringe benefits pool. FML notice and designation requirements must be met in order to qualify for eligibility. This is done by the department filling out an Extended Sick Leave Request Form and submitting it along with supporting FML documentation (Notice of Eligibility and Rights) and Responsibilities, Designation Notice and Certification of Health Care Provider for Employee’s Serious Health Condition) to the Benefits Unit. The Benefits Unit will determine if the request is eligible for charge back to the fringe pool, at which point all process and cost-sharing requirements for fringe benefits are discussed in Section 8 of the Human Resources Manual. Only eligible costs are charged from department accounts into the fringe pool account.

Terminal Pay

Employees, who retire, resign or are discharged, and survivors or estates of deceased employees will be paid the salary due plus unused annual and allowable sick leave. Terminal pay will be included in the employee’s final pay if all required documents have been processed.

Payments to employees for accrued annual leave upon termination and accrued sick and annual leave upon retirement will be charged to the fringe pool. The Payroll Unit will make such charges based on data available on termination or retirement personnel actions.

Time Limitations for Terminal Pay

Following are statutory provisions for paying terminating employees:

  1. Employees who terminate will be paid on the next regular pay day.
  2. Employees who are terminated at the volition of the University will be paid within 3 business days from the date of receipt of notification in the Payroll Unit.
  3. The time for payments is not extended because of accrued leave.

Taxes on Terminal Pay

Taxes may be calculated and withheld on a fixed amount or on the percentage aggregate method. Employees who are to receive a substantial amount on the final payment should contact the Payroll Section prior to preparation of the payroll and determine the method desired for tax calculation.

Income earned may not be deferred until the next calendar year for tax purposes. The Internal Revenue Code states that if income is available in a calendar year it is taxable in that year. As an example, employees retiring on November 30 (last day worked) will receive their regular pay for November on the November payday. Pay for accumulated annual leave and the allowable sick leave will also be received in the same November paycheck.

Moving Expense Reimbursements

Changes in federal law require moving costs to be considered taxable income. See the University Financial Policy and Procedure Instruction Manual and Fiscal Rules details on such procedures.

Advances

The state does not permit advance payments or loans against future salaries.

Overseas Pay

The compensation of University employees located overseas may consist of four elements: the University base salary, overseas incentive pay, overseas (post) differential pay, and danger and/or premium pay.