Title: Benefit/Payroll Issues

Benefit/Payroll Issues
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1. How is vacation, sick leave or holiday calculated under a flexible work arrangement?

Tracking vacation, sick leave and holidays is the responsibility of the employee and his/her supervisor.

2. How does an employee on an alternate work schedule record sick or vacation time?

When a non-exempt employee takes sick or vacation time they must indicate the hours they were regularly schedule to work.  For example if a non-exempt employee is regularly schedule to work four 10-hour days each week and is sick on one of the scheduled days they must indicate 10 hours of sick time.

Exempt employees must continue to document leave in ½ day increments. 

3. If an employee is working an alternate schedule (four 10-hour days Monday – Thursday) and is sick on a Tuesday, can the employee decide to come in to work on Friday so they do not have to take sick time for the week?

Normally, since the employee’s new alternate work schedule is Monday – Thursday, the employee will take 10 hours of sick leave on Tuesday.  In certain circumstances, the manager may allow the employee to work 10 hours on Friday in lieu of sick time on Tuesday.  This allowance should be an exception and only allowed in special situations. 

4. If a part-time exempt employee works a greater number of hours than specified in the approved flexible work arrangement request, is he or she eligible for extra pay?

In the rare occasion that there are part-time exempt positions, as with all exempt employees, exempt employees are paid for the job they do rather than the number of hours required to complete the job. They are not eligible for additional pay for additional hours worked. However, if a part-time professional regularly works more than the weekly scheduled hours, the work schedule and/or job expectations may need to be re-evaluated.

5. If a paid holiday falls on a day on which an employee is not normally scheduled to work, can the employee take off one of his or her regularly scheduled days that week?

No. An employee who is not normally scheduled to work on the day on which a holiday falls should not take another day off that week unless he or she schedules vacation.  Employees are only eligible for holidays that fall on their regularly scheduled workdays.

6. How do flexible work arrangements affect overtime pay for non-exempt employees?

Compensation for all qualifying overtime hours over forty in a workweek is made at one-half times the employee's weighted average adjusted overtime rate.

7. How do flexible work arrangements affect the accrual rate for vacation and sick leave?

No adjustment is required as long as regular hours worked remain the same.

8. What happens if there is an inclement weather schedule on my non-work day?

You would not have to take leave (personal or vacation time) for that time since you are not scheduled to work that day.

9. Who should a supervisor or employee consult to determine if a flexible work arrangement may affect a person's benefits?

Contact URHR at (804) 289-URHR (8747) or URHR@richmond.edu.

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