Human Resources Policy Manual
Recent Updates
- Revisions effective Oct. 23, 2009
- Revisions effective Aug. 23, 2009
- July 2009 updates
- January 2009 updates
- October 2008 updates
- Revisions effective June 15, 2008
- Revisions effective Feb. 1, 2008
- Revisions effective Oct. 5, 2007
- Revisions effective Sept. 1, 2007
- Revisions effective March 1, 2007
- Revisions effective Dec. 15, 2006
- Revisions effective Sept. 1, 2006
- Revisions effective March 1, 2006
- Revisions effective Jan. 1, 2006
- Revisions effective Dec. 1, 2005
- Revisions effective Sept. 1, 2005
- Revisions effective July 1, 2005
- Revisions effective April 1, 2005
- Revisions effective Jan. 1, 2005
- Revisions effective Sept. 1, 2004
- Revisions effective July 1, 2004
- Revisions effective Dec. 1, 2003
- Revisions effective Oct. 17, 2003
- Revisions effective Oct. 1, 2003
- Revisions effective Aug. 1, 2003
- Revisions effective July 1, 2003
- Revisions effective May 1, 2003
- Revisions effective Jan. 1, 2003
Revisions effective Oct. 23, 2009
HR 106 Reporting Hours Worked
Revised paragraph on CERTIFYING TIME RECORDS to be consistent with practice. Paragraph now titled REPORTING TIME and explains that employees are responsible for accurately reporting their time, falsification of time is subject to disciplinary action, supervisors are responsible for reviewing, approving and correcting time and that employees should review pay in a timely manner for discrepancies.
HR 109 Probationary & Qualifying Periods Q&As
New Q&A section with questions and answers related to seniority when transferring departments.
HR 112 Transfers Q&As
New Q&A section with questions and answers related to seniority when transferring departments.
HR 117 Layoff Q&As
Defined those who are exempt from layoff provisions as executive and managerial employees. Some questions were moved to more appropriate policies. Added questions about change in geographic location, vacation pay out and how departments determine layoffs.
HR 211 Overtime Q&As
Added Q&As to clarify the calculation of overtime.
HR 217 Emergency Closure and Suspension of Operations
Changes have been made throughout the policy. The policy now provides that for complete closure during an emergency, employees will be paid for the duration of the closure, not to exceed 5 work days. Nonexempt employees required to work will receive one and a half times their regular rate of pay. Each campus will be responsible for developing procedures for those employees required to work and under what conditions.
HR226 Separation Payments
Revised last sentence under TEACHING AND RESEARCH so that earned salary is computed on a 12-month basis for teaching and research Staff. This change makes the policy consistent with the Collected Rules and Regulations.
HR 309 Educational Fee Reduction for Spouses and Dependents
Changed the term "educational fees" to "tuition" to reflect current language used for the base charge for classes per hour.
HR 401 Holidays
Added exception for University Health Care employees under HOLIDAYS ON DAYS OFF. The revision provides an exception for University Health Care employees so that regular employees who work in a department that operates 24 hours a day, 7 days a week will observe the holiday on the actual date of the holiday.
HR 402 Vacation Q&As
Added question regarding whether an employee claims paid time off to make him/her whole on a daily basis.
HR 403 Personal Days Q&As
Added question regarding whether an employee claims paid time off to make him/her whole on a daily basis.
HR 404 Sick Leave Q&As
Added question regarding whether an employee claims paid time off to make him/her whole on a daily basis.
HR 409 Work-Incurred Injury or Illness
Deleted sentence that employees may charge absence during the 3-day waiting period to personal days, in half-day increments. Consistent with other policies, employees are not required to use personal days in half-day increments.
HR 502 Grievance Procedure
Revised university grievance representative and UM system representative.
Revisions effective Aug. 23, 2009
HR 106 Reporting Hours Worked
Deleted sentence under OVERTIME PAY that hours paid includes all authorized hours worked. Added sentence that hours paid but not actually worked do not apply toward the calculation of overtime. Deleted section on HOLIDAY Pay because duplicate information is covered in HR 401 Holidays.
HR 117 Layoff & Layoff Q&As
The policy has been revised for clarification purposes only and to follow the wording of the transition assistance program. The provisions of layoff at the University have not changed.
HR 211 Overtime
Revised DEFINITION of overtime to reflect new policy that only hours actually worked count toward the calculation of overtime.
HR 211 Overtime Q&A’s
Questions and answers have been revised to reflect new change in overtime policy.
HR 212 Call-In/Call-Back, Standby
Changes have been made throughout the policy to reflect new policy that only hours actually worked count toward the calculation of overtime. The policy also clarifies expectations for employees in positions for which there are expectations for work outside their regular work schedule.
HR 401 Holidays
Deleted section CONDITIONS DETERMINING ELIGIBILITY FOR PAID HOLIDAY because employees are no longer required to be in pay status the day before the holiday and the day after the holiday to receive holiday pay. Deleted sentence regarding holiday pay counting as time worked toward the calculation of overtime because new policy states that only hours actually worked count toward the calculation of overtime.
HR 403 Personal Days
Removed first sentence under PROCEDURES that states personal days are counted in the calculation of hours worked for overtime purposes. New policy states that only hours actually worked count toward the calculation of overtime.
HR 518 Computer Utilization
Added sentence under PROHIBITED USE: “Employees may be subject to discipline for unauthorized or excessive personal use of computer resources.” This sentence was added so that the HR policy contains the same language as Collected Rules and Regulations 110.005 Acceptable Use Policy.
July 2009 Updates
HR 118 Separations
Added phrase under PAYMENT regarding refund of employee contributions to the UM Retirement, Disability and Death Benefit Plan upon separation from the University.
HR 222 Payroll Deductions
Added new section to address employee contributions to the UM Retirement, Disability and Death Benefit Plan.
HR 226 Separation Payments
Added paragraph to address refund of employee contributions to the UM Retirement, Disability and Death Benefit Plan upon separation from the University.
HR 406 Development Leave
Added paragraph under BENEFITS to address employee contributions to the University’s Retirement, Disability and Death Benefit Plan.
HR 407 Family & Medical Leave Act
Added paragraph under BENEFITS to address employee contributions to the University’s Retirement, Disability and Death Benefit Plan.
HR 408 Leaves of Absence
Added paragraph under BENEFITS to address employee contributions to the University’s Retirement, Disability and Death Benefit Plan.
HR 409 Work Incurred Injury or Illness
Added paragraph under BENEFITS to address employee contributions to the University’s Retirement, Disability and Death Benefit Plan.
October 2008 Updates
HR 114 Release of Employee Information
Added campus e-mail address under list of information that may be released without authorization. Revised last sentence under RELEASE to read: In no case will computerized listings of employee information be provided to individuals or organizations for the purpose of soliciting business or promoting commercial products or commercial services, unless required by law.
HR 212 Call-In/Call-Back, Standby
Add statements under STANDBY SUMMARY, PAYMENT and OVERTIME regarding standby for certain routinely scheduled UM Health Care positions. This change will clarify the standby policy for certain UM Health Care positions.
HR 502 Grievance Procedure
Corrected title for UM-Kansas City grievance representative.
Revisions effective June 15, 2008
HR 102 Equal Opportunity Program
Revised list of EEO and AA officers
HR 403 Personal Days and Personal Days Q&As
Revised to: (1) Allow use of two additional personal days if the probationary period is extended, (2) Allow use of personal days in hourly increments; (3) Clarify procedures for those required to work on a previously scheduled personal day; (4) delete reference to form. (Effective date July 1, 2008)
Deleted sentence stating that personal days may be used in half day increments and added personal days to leave that may be used if employees have exhausted sick leave. This revision was made to reflect the policy change that personal days no longer have to be taken in half day increments.
HR 406 Development Leave
Changes made throughout policy; revised to follow Collected Rules and Regulations.
HR 407 Family & Medical Leave Act and Family & Medical Leave Act Q&As
Changes made throughout policy to incorporate 26 weeks of leave in a 12-month period for eligible employees to care for a covered service member who is recovering from a serious illness or injury sustained in the line of duty on active duty and who is actively receiving medical treatment. These changes comply with federal law.
HR 408 Leaves of Absence
Removed reference to UMUW Form 60 as the form is no longer used.
HR 411 Voting
Removed reference to UMUW Form 60 as the form is no longer used.
HR 502 Grievance Procedure
Revised University Grievance Representative
Revisions effective Feb. 1, 2008
HR 217 Temporary Suspension of Classes/Operations
Changes have been made throughout the policy to better define authority and pay procedures for suspension or cancellation of classes or the temporary suspension of campus operations in the event of an emergency.
Revisions effective Oct. 5, 2007
HR 507 Conflict of Interest
- A new section was added regarding the acceptance of gifts by University employees. This change was a result of action taken by the Board of Curators.
Revisions effective Sept. 1, 2007
HR 102 Equal Opportunity Program
- Policy was revised to update list of EEO officers.
HR 201 Authorization for Personnel Actions
- Revised to clarify that all executive level positions are defined by Executive Order 6; deleted reference to Occupational Group Codes under CAMPUS AUTHORITY. Added Vice President to those who make recommendations to the President. Delegated authority to the Vice President for Human Resources in the absence of the President for approval of executive level positions.
HR 308 Benefit Premiums
- Updated language under PREMIUM OVERCHARGE/UNDERCHARGE to reflect current practice.
HR 502 Grievance Procedure
- Policy revised to update list of grievance representatives.
HR 504 Background Checks and Criminal Convictions
- Changed title of policy. Added new paragraph regarding Missouri Sex Offender Registry in order to comply with state law. Updated policy to reflect new procedures for background checks for all new employees.
HR 520 Reporting University-Related Misconduct
- This is a new policy which was developed to formalize the reporting of University-related misconduct and to prohibit retaliation as a response to such disclosure.
Revisions effective March 1, 2007
HR 120 Post Offer Pre-employment Testing
- This is a new policy focused on safety in which candidates for certain administrative, service and support positions are required to pass a post offer pre-employment physical examination.
HR 302 Identification Cards
- Revised second paragraph to clarify language with regard to who may be issued identification cards.
HR 412 Funeral Leave
- Deleted reference to Report of Absence form under PROCEDURES; form is outdated.
HR 601 Discipline
- Added phrase "is utilized for regular, non-probationary employees" in first paragraph under PROGRESSIVE DISCIPLINE to clarify language in policy.
Revisions effective Dec. 15, 2006
HR 519 Consensual Amorous Relationships
- This is a new policy based on action by the Board of Curators. It prohibits consensual amorous relationships between members of the University community when one participant has direct evaluative or supervisory authority over the other.
Revisions effective Sept. 1, 2006
HR 105 Employment Documentation
- SUMMARY section has been revised. Added information about non-resident alien employees under MO W-4. Added Appointment Notification Form and Personnel Action Form under REQUIRED FORMS.
Policy changed to be in compliance with law.
HR 221 Bi-Weekly Payroll
- Revised sentence under AUTHORIZATION to clarify who is responsible for authorization of payroll.
HR 302 Identification Cards
- Revised sentence regarding non-benefit eligible employees under ELIGIBILITY section to clarify issuance of ID cards for nonbenefit eligible employees.
Revisions effective March 1, 2006
HR 102 Equal Opportunity Program
- Updated list of EEO officers: UM Hospital and UMC have separate EEO officers; revision to UMKC officers; Outreach & Extension officer now deleted as they are part of UM-Columbia.
HR 118 Separations
- Added sentence, “Medical and dental benefit eligibility will continue until the end of the month of termination,” under PAYMENT section. This revision was made to support guidelines regarding termination so as to avoid overpayments and continuation of benefit enrollments beyond the eligibility date.
HR 212 Call-In/Call-Back, Standby
- Remove section regarding Information Technology employees as language is out of date. Standby pay is no longer offered to exempt technical staff.
HR 214 Extra Compensation
- Revised to conform with Executive Guideline Number 15. Establishes the expectation that full-time faculty and staff already have full work loads and that the normal workload cannot be reduced to permit proposed extra compensation work to be done. Establishes the approval process for extra compensation. Creates specific considerations for academic administrators. Academic administrators at the level of dean or higher are not eligible to receive extra compensation.
HR 216 Summer Appointments
- Policy revised throughout to comply with Collected Rules and Regulations 360.020. Includes section to determine appropriate compensation for summer session and also identifies the approval policy.
HR 301 Perquisites
- Revisions throughout policy. Changes recommended by Human Resource Advisory Council to update policy to conform to current practice.
Revisions Effective Jan. 1, 2006
HR 102 Equal Opportunity Program
- Updated list of EEO officers: UM Hospital and UMC have separate EEO officers; revision to UMKC officers; Outreach & Extension officer now deleted as they are part of UM-Columbia.
HR 212 Call-In/Call-Back, Standby
- Remove section regarding Information Technology employees as language is out of date. Standby pay is no longer offered to exempt technical staff.
HR 301 Perquisites
- Revisions throughout policy. Changes recommended by Human Resource Advisory Council to update policy to conform to current practice.
Revisions Effective Dec. 1, 2005
HR 222 Payroll Deductions & Payroll Deductions Q&A’s
- Revisions due to changes in federal regulations for student FICA exemptions.
Revisions Effective Sept. 1, 2005
HR 117 Layoff
- Added sentence under “HIRING PREFERENCE” stating that upon expiration of a lay-off, an employee will be terminated if he/she has not located a position. This change incorporates the Question & Answer information into the policy.
HR 402 Vacations
- Added HR 407 Family & Medical Leave Act to “SEE ALSO” section. Added cross reference to policy for clarification.
HR 403 Personal Days
- Added HR 407 Family & Medical Leave Act to “SEE ALSO” section. Added cross reference to policy for clarification.
HR 404 Sick Leave
- Added HR 407 Family and Medical Leave Act to “SEE ALSO” section. Added cross reference to policy for clarification.
HR 407 Family & Medical Leave Act
- Added HR 402 Vacations, HR 403 Personal Days and HR 404 Sick Leave to “SEE ALSO” SECTION. Added cross references to policies for clarification.
HR 601 Discipline
- Under “PROGRESSIVE DISCIPLINE” revised second sentence to read, “Exempt employees are not typically subject to progressive discipline…” This revision is because of changes in exemption categories and reassignment of occupational groups related to the FLSA review and provides clarification for which employees are subject to progressive discipline.
Revisions Effective July 1, 2005
HR 104 Relocation Incentives
- Deleted the word “exempt” in sentence explaining eligibility to be consistent with instances when non-exempt employees can be considered for the relocation incentive.
HR 215 Compensatory Time
- Revisions were made throughout the policy to follow Fair Labor Standards Act Guidelines.
HR 219 Pay Periods
- Added under PAY PERIODS, “Full-time faculty on a 12-month appointment with 9-month service basis may be paid for the period of service or have their pay allocated over 12 months, at the option of the faculty member. Such election may occur once per year.” Change was made in order to clarify that faculty may be paid over 9 months or 12 months.
HR 307 Workers’ Compensation
- Revised section REQUIRED WAITING PERIODS, including change to waiting period and deleting sentence related to waiting period for employees who do not work a normal workweek. Revised to comply with law.
HR 409 Work-Incurred Injury or Illness
- Change in form number for Report of Injury Form.
Revisions Effective April 1, 2005
HR 110 Interviewing
- Revised nondiscrimination categories in first paragraph of policy. Deleted sentence, “Even if the information is not used in applicant selection, these questions tend to discourage women and minority groups from applying for positions.” Revisions were made to be consistent with HR 102 Equal Employment Opportunity.
HR 111 Direct Promotion
- Deleted last sentence in first paragraph: “The University’s regular promotion policy follows conventional recruitment practices.”
HR 509 Political Activity
- Added sentence under PUBLIC OFFICE, “Some offices, for example the Missouri General Assembly, should be considered full-time although not in session for the entire year.” Change made to clarify political offices that are considered full-time.
Revisions Effective Jan. 1, 2005
HR 101 Employee Status
- Changed appointment duration for benefit eligibility from 6 months to 9 months. This change allows for a consistent definition to be applied to both the pension and welfare plans. The time period pertaining to the 1500 hour rule was also changed from date of hire to September 1 through August 31.
HR 203 Position Classifications
- Deleted sentence under CONCURRENT APPOINTMENTS, “For the purpose of this policy, academic staff includes those staff with instruction, research or extension activities with academic rank of Assistant Professor, Associate Professor, Professor, or equivalent. This sentence is no longer necessary.
HR 209 Service/Maintenance Transfer
- Corrected length of qualifying period from 2 months to 1 month under PROBATIONARY EMPLOYEES.
HR 402 Vacations
- Changed name of policy in SEE ALSO section.
HR 403 Personal Days
- Changed name of policy in SEE ALSO section.
HR 405 Military Leave
- Changed name of policy in SEE ALSO section.
HR 407 Family & Medical Leave Act
- Changed name of policy in SEE ALSO section.
HR 408 Leaves of Absence
- Change reference number for Workers’ Compensation under TEMPORARY CLOSING.
HR 501 Seniority
- Changed name of policy in SEE ALSO section.
Revisions Effective Sept..= 1, 2004
HR 104 Relocation Incentives
- Added information to specify who may approve relocation incentives. Also added provision for relocation incentives in excess of one-third of employee’s annual salary.
HR 109 Probationary and Qualifying Periods
- Qualifying period changed from 2 months to 1 month. Eliminated provision of return to former department after six month leave of absence expires. Eliminate paragraph allowing transfers and promotions during the probationary period. Revised to improve management of transfer activities.
HR 112 Transfers
- Changed qualifying period for transfers from 2 months to 1 month to improve
management of transfer activities.
HR 114 Release of Employee Information
- Revised paragraphs dealing with Requests and Release of information for current and past employees. Added paragraph regarding official personnel files. Policy was revised to update information with regard to Family Educational Rights and Privacy Act and to update materials in the official personnel file.
HR 402 Vacations
- Corrected See Also section by adding HR 118.
HR 404 Sick Leave
- Added sentence regarding use of family sick leave for adoption. This change will allow use of the 12 days of family sick leave in a calendar year for the purpose of placement of an adoptive child in an employee’s home or the care of that child immediately after placement.
HR 408 Leaves of Absence
- Revisions made throughout policy to reflect procedural changes in software and to clarify current practice.
HR 601 Discipline
- Added sentence that exempt status employees may be suspended in increments of one workday for inappropriate or illegal conduct.
Revisions Effective July 1, 2004
HR 103 Moving Expenses
- Revisions throughout the policy, including changes to authorizations and the addition of a repayment provision if the employee does not remain employed at the University for an agreed upon amount of time. Revised to bring University policy into alignment with IRS guidelines.
HR 220 Monthly Payroll
- Changes throughout policy to reflect current practice for payroll.
HR 221 Bi-Weekly Payroll
- Changes throughout policy to reflect current practice for bi-weekly payroll.
HR 303 Educational Assistance
- Revised second paragraph of Eligibility to read…"immediately prior to regular registration." Revised so that the policy supports the intention of registration prior to the beginning of the semester.
HR 602 Grievance Administration
- Added phrase at end of first paragraph, "..and probationary or nonregular employees may process a grievance concerning issues of prohibited discrimination or application/interpretation of University policies and procedures." Sentence added to clarify when probationary and nonregular employees may file a grievance and for consistency with HR 502 Grievance Procedure.
Revisions effective Dec. 1,2003
HR 114 Release of Employee Information
- Changes throughout the policy regarding information to be released. Revised to adequately reflect the current procedures in release of employee information.
HR 401 Holidays
- Added sentence under Required Work on a Holiday to clarify that all regular staff members receive paid time off for designated University holidays in proportion to their FTE, up to a maximum of eight hours.
HR 409 Work Incurred Injury or Illness
- Added phrase to first sentence under Holiday to clarify that holiday pay shall be paid to employees in pay status only.
HR 412 Funeral Leave
- Revised Summary to indicate that employees are granted 24 hours of funeral leave and that it is provided on a prorata basis for employees who work 75 to 99 percent FTE.
Revisions effective Oct.17,2003
HR 101 Employee Status
- This change adds a Per Diem employee category for University employment. Previously, employees have been designated as regular or nonregular. Benefit eligibility is determined by an individual's employment status, either regular or nonregular. "Regular" employees are eligible for University benefits. "Nonregular" employees may not work more than 1,500 hours per year and are not eligible for benefits. Appointments designated as Per Diem will not be eligible for the University's benefit programs, even if the individual works over 1,500 hours per year. The policy will allow MU Healthcare the flexibility necessary to designate certain positions as exempt from the 1,500 hour rule, which will alleviate use of higher cost agency personnel All Per Diem appointments must be approved by the Vice President for Human Resources. To demonstrate necessity for Per Diem employees, the following criteria must be met:
- Need must be based on employee elected, non-regular work periods.
- Need must be supported by compelling industry practices
- Need must be based on business interests only and should realize specific cost savings.
HR 102 Equal Opportunity Program
- This policy has been revised to add sexual orientation to the nondiscrimination statement. List of equal employment opportunity and affirmative action officers has also been revised.
HR 502 Grievance Procedure
- Added language regarding discrimination grievances to policy.
Revisions effective Oct. 1,2003
HR 406 Development Leave
- Change "Faculty" to "Academic Employees" in second paragraph to clarify language.
HR 501 Seniority
- Correct reference to Understanding of Policies in second paragraph.
HR 506 Personal Debts
- Change Office of Controller to Central Payroll Office to accurately reflect current procedures.
Revisions effective Aug. 1,2003
HR 309 Educational Fee Reduction for Spouses and Dependents - NEW
- Provides a fifty percent reduction of educational fees for an eligible spouse or an eligible dependent child of eligible employees.
Revisions effective July 1,2003
HR 213 Shift Differential
- Add the phrase, "…and in lump sum payments of accrued vacation," at the end of the first paragraph to assure that shift differential is included in lump sum vacation payouts.
HR 403 Personal Days
- Remove sentence under AUTHORIZATION that states, "Personal days may not be used while an employee is on a leave of absence." Change is necessary in order to conform with HR 407 Family and Medical Leave Act.
HR 407 Family and Medical Leave Act
- Eliminate sentence under COVERAGE, "The availability of leave time will be limited if husband and wife work for the University. The total amount o leave for both employees will be limited to 12 weeks for birth, adoption, or foster care or care of a parent." Eliminates the requirement that employees who are husband and wife share the 12 weeks of FMLA.
Revisions effective May 1, 2003
HR 402 Vacations
- Deleted sentence, "Employees may be discharged without notice or without further pay for willful gross violation of rules, misconduct or similar causes" under USING VACATION.
HR 601 Discipline
- Under SUMMARY DISCHARGE, the second sentence, "willful damage to University property" has been changed to "negligent, careless or intentional performance that results in damage to property or individuals or the risk thereof."
Revisions effective Jan. 1, 2003
HR 223 Special Payments
- Policy revised due to new procedures.
HR 225 Payroll Earnings
- Policy deleted due to new procedures.
HR 225 Deceased Employees (formerly HR 227 Deceased Employees)
- Added sentence dealing with estates that are not opened in Probate Court. Revised department's notification requirements.
HR 302 Identification Cards
- Deleted sentence about immediate family member's use of employee ID card. Added sentence dealing with non-benefit eligible employees and courtesy appointees. Revised sentence about replacement cards.
HR 303 Educational Assistance
- Moved sentence regarding retired employees from "Summary" to "Conditions." Added sentence to clarify that activity fees, books, and other expenses are the responsibility of the participating employee. Other changes are not substantive.
HR 304 Human Resource Development
- Revised sentence about availability of programs on all campuses. Changed incidental fee to educational fee.
HR 305 Service Awards
- Revised to comply with practice and to clarify policy. Clarified that those who are exempt from classification because of directing instructional or research activities are not eligible for service awards. Added sentence that the service award program is administered by the UM System Office of Human Resources.
HR 306 Social Security
- Revised "Summary." Added phrase under "Determining Eligibility" regarding nonresident alien individuals. Deleted sentences regarding department responsibility at UM Extension and UM-St. Louis under "Determining Eligibility." "Deductions" and "Additional Information" sections have been revised.
HR 307 Workers' Compensation
- Minor changes only. Added "See Also" Section.
HR 308 Benefit Premiums
- Revised sentence under premium adjustments to state that premium adjustments will be made on the basis of premium rates applicable during the period for which coverage was provided. Other changes are not substantial.
HR 401 Holidays
- Removed the phrase, "unless excused by their supervisor" in the first sentence of the fourth paragraph.
HR 409 Work-Incurred Injury or Illness
- Revised necessary forms under "Reporting" to comply with form names.
HR 513 Volunteers
- Policy rewritten to reflect current practice.
