You are eligible to apply for the Reduced Seasonal Hours program if you meet all of the following criteria:
- Regular employee (i.e. not temporary)
- Full-time employee
- Non-exempt (hourly) OR exempt (salaried)**
- Successfully completed new hire orientation period
**Please note that due to the revised Fair Labor Standards Act (FLSA) changes (effective 12/1/2016), exempt (salaried) employees must maintain a minimum gross salary of $916/week -- regardless of the hours worked that week. If a reduction in hours causes your gross salary to fall below $916/week, you are, unfortunately, not eligible for the reduced seasonal hours program, even if you meet all of the other criteria above.
- Reduced Seasonal Hours -- Reduced Hours Schedule: Employees who meet the above criteria may request a temporary reduced work schedule to no less than 0.75 FTE.
- Reduced Seasonal Hours -- Unpaid Leave: Employees who meet the above criteria may request leave without pay from December 4, 2016 through February 4, 2017 and/or May 7, 2017 through August 19, 2017. Leave must be taken in full-week increments.
Please note that employees should not request Reduced Seasonal Hours -- Unpaid Leave the weeks of: December 18; January 8; or May 21 as this puts employees in an unpaid status immediately before or after a holiday. As indicated in the Holiday Leave policy, employees must be in a paid status on a scheduled day immediately before and after the holiday in order to be paid for the holiday.
Approval of a reduced seasonal hours program is at the discretion of department management and administration.
Applications to request reduced seasonal hours must be submitted using the online FlexWork Request Form. The form will go to the director of Work-Life as well as to the employee's supervisor. The supervisor is responsible for reviewing and responding to the employee and the Office of Work-Life indicating whether the request is approved, denied, or needs modification.
Please note that the Office of Work-Life manages and supports the Reduced Seasonal Hours program, but does not approve or deny requests; once an employee has his/her supervisor's approval, they may begin their reduced seasonal hours.
- An employee who requests and is approved for a leave without pay from December 4, 2016 through February 4, 2017 and/or May 7, 2017 through August 19, 2017 or for any period within this time frame will be considered to be on voluntary leave and is not eligible for unemployment compensation.
- Vacation and temporary disability leave (TDL) will not accrue during this time period. An employee on leave without pay will not be entitled to holiday leave.
- An employee who requests and is approved for a reduced work schedule will remain a regular employee.
- The employee's pay rate will be reduced on a pro-rated percentage relative to the FTE reduction.
- Vacation, TDL, and holiday will accrue on a pro-rated percentage relative to the FTE reduction.
- Depending on a leave without pay or a reduction in FTE, the employee's benefits will be adjusted accordingly.
The business officer in the employee's department will execute a "Position Update" action in SAP to update the employee's record. Detailed instructions may be found in the HR Reference manual.
- At the end of the agreed upon leave, the business officer will execute the same action and bring the employee back to the original status, FTE and pay rate.
- Because the seasonal hours assignment is a temporary accommodation, there will be no need to change the attributes of the position.
- An employee's health benefits premiums will be "caught up" retroactively when the employee returns to active status.
Find answers to these Frequently Asked Questions about Reduced Seasonal Hours.
For more information contact Erika Chambers, Director, UK Office of Work-Life, at (859) 257-1003 or email@example.com.