Coordinating Committee Meeting

Notes - May 2, 2005

• Resolution of Leave Issue

IRIS Coordinating Committee members agreed to convene for this special meeting to address and resolve the issue of the hospital’s practice on employee leave accrual and use of leave.  Mary Ferlan and Jayna Cheesman, co-chairs of a committee charged with reviewing vacation and temporary disability leave policies, announced that the issue had in fact been resolved just before this called meeting.  They reported that the hospital no longer wishes to pursue its request to permit employees to accrue and use paid leaves within the same pay period.  Campus and hospital will follow the same policy and procedure, and accruals and usage in SAP will be handled as originally recommended by the vacation and TDL policy review group.

• Clarification of Accrual and Use Practices in SAP

Mr. Owen asked for some clarification of leave accrual practices in SAP, as compared to present systems and policies.  In response to his request, Mary Ferlan offered the following explanation of differences:         

Present policy calls for an “all or none” accrual of vacation and TDL each month, i.e., employees whose employment date occurs on or before the 15th calendar day of the month accrues, while a hire whose employment date is on the 16th calendar day of the month accrues no leave time for the month. The same practice should be continued in the new HR/Payroll system, with these differences:

Rather than having paid leaves accrue on the 15th day of each month, the new system will accrue paid leaves at the end of each pay period. Bi-weekly employees will accrue paid leave 26 times in a fiscal year, while monthly employees will accrue 12 times during the same period. Accrued leaves will appear on the employee’s pay statement and be available for use after the end of each pay period.

Employees must be in a paid status for at least one half of the pay period (rather than one-half of the month) in order to accrue appropriate paid leaves.  Leaves will be accrued on an “all or none” basis (and not pro-rated based on the amount of time an employee is in a paid status.)

Employees will be permitted to use both TDL and vacation leave in 15-minute increments (presently only vacation may be used in this smaller increment, with TDL being limited to 30-minute increments).

As a final point, Mary noted that the leave accrual policy does not apply to faculty members or post-doctoral scholars.