UM System

Recent Updates

May 2023

HR-521 Break Time for Nursing Mothers

  1. Added contact information for employees to request reasonable accommodations for breaks beyond one year
  2. Updated Pay for Break Time section III pursuant to FLSA, PUMP Act, and PWFA
  3. Additional language cleanup

April 2023

HR-222 Payroll Deduction Q&As

  1. Title changed to Payroll FICA Exemption Q&As to better reflect purpose of document
  2. Language cleanup

COVID-related policies and references

  1. Removed HR-700 Enhanced Policies which were suspended or rescinded in August 2022 or prior.
  2. Removed HR-700 policy reference in HR-217 Emergency Closure and Transition to Remote Operations.
  3. Removed HR-700 policy reference in HR-413 Administrative Leave.

February 2023

HR-522 Telework Arrangements

  1. Add approvals needed to work from an international location
  2. Additional language cleanup

HR-522 Telework Arrangements Q&A

  1. Clarify why requests to work outside the USA must be reviewed by the Research Security and Compliance team
  2. Clarify when an employee does not need to complete a telework form
  3. Additional language cleanup

HR-602 Grievance Procedure for Administrative, Service and Support Staff

  1. Update MU Health Care grievance officer

January 2023

HR-602 Grievance Procedure for Administrative, Service and Support Staff

  1. Update MU Health Care grievance officer

December 2022

HR-508 Drug/Alcohol Abuse in the Workplace

  1. Added a policy note regarding application of Amendment 3, Marijuana Legalization 12-7-22

HR-401 Holidays

  1. CRR amended 9-7-22
  2. Juneteenth added as an official University holiday

November 2022

HR-125 Employment Records

  1. CRR amended date correction
  2. Remove Workers’ Compensation records as an example of a personnel file document
  3. Clarify student employment personal information may not be released without authorization

HR-211 Overtime and Compensatory Time

  1. Placed in new policy format
  2. Combined two policies into one (HR-211 Overtime and HR-215 Compensatory Time)
  3. Clarified overtime calculations with two or more rates of pay and nondiscretionary compensation (III.A.i.)
  4. Added expectations language (C, IV.B.iii)
  5. Updated calculation method for lump-sum payment of unused comp time balance upon separation of employment (C.iii.)
  6. Clarified timing of lump-sum payment of unused comp time balance upon separation of employment (V.C.)

HR-211 Overtime and Compensatory Time Q&A

  1. Updated title
  2. Added Comp Time questions

HR-308 Benefit Premiums

  1. Placed in new policy format
  2. Added Retiree Premium Charges information
  3. Added Long-Term Disability Recipient Premium Charges information
  4. Added reference and link to benefit Summary Plan Descriptions (SPD)

October 2022

HR-117 Layoff Q&A

  1. myHR access upon separation updated.

September 2022

HR-117 Layoff Q&A

  1. Added question regarding length of notice required.

HR-407 FMLA Q&A

  1. Clarified question #18 to reference faculty paid leave in accordance with CRRs 340.070 and 320.070.
  2. Clarified question #21 to address the effect of paid FMLA on service credit for UM retirement plans.
  3. Revised question #25 in accordance with CRR 320.070.A.2.
  4. Added question #27 to clarify the effect of FMLA entitlement period calculations during summer breaks.

August 2022

HR-208 Service and Maintenance Longevity Increases

  1. Policy inactivated
     

HR-209 Service and Maintenance Transfers

  1. Policy inactivated
     

HR-304 Employee Orientation and Development

  1. Remove specific course names listed

July 2022

HR-420 Medical Resident Leaves

  1. Update to include ACGME requirements.
  2. Clarify use of leave per CRR 320.070 concurrently with ACGME and ABMS leave requirements.
  3. Clarify other provisions including intermittent leave.

June 2022

HR-603 Law Enforcement Agency Internal Affairs

  1. New policy in accordance with Missouri law.
     

HR-224 Paycheck Disposition

  1. Employees may choose to deposit their paycheck into multiple accounts.
  2. Policy name updates.

May 2022

HR-105 Employment Documentation

  1. Updated required employment forms pursuant to CRR 320.020 and CRR 320.070.

HR-201 Authorization for Personnel Action

  1. Placed in new policy format
     

HR-304 Employee Orientation & Development

  1. Policy title change
  2. Updated content
  3. Move content from HR-108 orientation to HR-304
     

HR-410 Legal Proceedings

  1. Placed in new policy format
     

HR-501 Performance Appraisals

  1. Placed in new policy format
     

HR-402 Vacation

  1. Update practice regarding temporary FTE reductions to pre-COVID practices
     

HR-403 Personal Days

  1. Update practice regarding temporary FTE reductions to pre-COVID practices
     

HR-514 Union and Union Membership

  1. Place in new policy format
     

HR-515 Check-Off of Union Dues

  1. Place in new policy format
     

HR-518 Computer Utilization

  1. Placed in new policy format
     

HR-602 Grievance Procedure for Administrative, Service and Support Staff

  1. Update grievance officer name for MU. 
  2. Add “Individuals without computer access, or former employees who no longer have university access to askHR, may contact their campus Human Resources or Employee Relations Office, or email employeerelations@umsystem.edu for a form.”

April 2022

HR-126 Employee Referral Incentive Program

  1. New policy which provides $500 payments to current university employees for each candidate referred (and then hired) to a benefit-eligible staff position.
  2. Q&A created to address additional questions including procedures for employees who refer candidates to benefit-eligible staff positions.

February 2022

HR-401 Holidays

  1. Document approved 2021 and 2022 Juneteenth observed holidays.

January 2022

HR-130 Student Workers

  1. New policy providing compensation, performance expectations, and discipline guidelines for units who employ student workers.
     

HR-420 Medical Resident Leaves

  1. New policy complying with the ABMS Policy, “Parental, Caregiver and Medical Leave During Training.”
     

HR-601 Discipline Guidelines

  1. Revise policy, providing guidelines for discipline measures to address performance work workplace behavior concerns for administrative, service, and support benefit-eligible employees, and student employees
  2. Update policy title, documentation and summary discharge
  3. Revised layout to align with policy standards
     

HR-702 COVID-19 Policies

  1. Updated employee notification requirements.
  2. Updated supervisor notification requirements.

November 2021

HR-117 Layoff and Transition Assistance (for layoffs effective on or after 01/02/2022)

  1. Change transition assistance payments from 4 – 20 weeks to 4 – 10 weeks.
  2. Change transition assistance payment maximum from $50,000 to $25,000.
  3. Change continuation of benefit coverage from 3 – 6 months to 4 – 10 weeks.
  4. Clarification edit - employees on any appointment type (academic or staff) who have been given one year or more of notice will not be eligible for Layoff and TAP benefits.

HR-303 Educational Assistance and Tuition Reduction

  1. Provide clarifying language regarding taxation of benefits for Sponsored Adult Dependents
  2. Provide clarifying language regarding taxation of benefits for Spouses or Dependents engaged in teaching or research

October 2021

HR-101 Employment Status

  1. Effective 1/1/2022, variable hour teaching academic employees FTE will be based on one credit hour taught equals 3.25 hours worked.
  2. International student employees may work up to 20 hours per week on campus during fall and spring semesters, and more than 20 hours per week during the summer term and designated breaks.
     

HR-106 Reporting Hours Worked

  1. Remove duplicative language from HR-101.
     

HR-417 Victims Economic Safety and Security Act (VESSA) Leave and Q&A

  1. New policy providing an equivalent of two workweeks of leave during a 12-month period, and reasonable safety measures, to an employee who is a victim of domestic or sexual violence, or an employee whose family or household member is a victim of domestic or sexual violence.
  2. Q&A created to address additional questions including how to request leave and how to record approved time off.
     

HR-519 Consensual Romantic Relationships

  1. Effective 04/22/21, the board of curators approved updates to CRR 330.065: Consensual Romantic Relationship Policy.
  2. Added exception request procedure information to the HR Policy provisions.

September 2021

HR-702 COVID-19 Policies and Q&A

  1. Added section to address discipline measures for non-compliance of required vaccinations.
  2. Updated question #11 to address employees who are required to be vaccinated.
  3. Added questions regarding FMLA.

August 2021

HR-702 COVID-19 Policies and Q&A

  1. New policies related to COVID-19 including working arrangements and time off.
  2. Related Q&As added.

June 2021

HR-205 Classification and Compensation

  1. Update to include section IV “Pay reduction measures for academic and staff” for ease of reference to existing policies.
     

HR-205 Classification and Compensation Q&A

  1. Added questions #14 and #15 regarding Salary and FTE Reductions.
     

HR-303 Educational Assistance and Tuition Reduction

  1. Update HR Policy Provisions to add a process for requesting an Extension of a Deadline.

HR-303 Educational Assistance and Tuition Reduction Q&A

  1. Question #1 updated to clarify employee eligibility for Educational Assistance during a leave of absence.

HR-404 Sick Leave Q&A

  1. Added questions #5-10.
     

May 2021

HR-700 Enhanced HR Policies in Response to COVID Q&A

  1. Removed questions related Families First Coronavirus Relief Act (“FFCRA”) which expired 12/31/2020.
  2. Updated the expiration date, per the national public health emergency initiative, for no-cost/cost-share virtual visit COVID-19 treatments.

April 2021

HR-125 Employment Records

  1. Create HR-125 Employment Record Policy and Q&A
  2. Modify CRR 180.060 Personnel Files
  3. Eliminate HR-114 (include content in HR-125)
     

HR-602 Grievance Administration

  1. Policy updated to reflect Board approved changes to CRR 380.010, effective 06/01/2021
  2. HR-502 Grievance Procedures eliminated (content integrated into HR-602), effective 06/01/2021
  3. HR-602 Q&A created, effective 06/01/2021
     

HR-700 Enhanced HR Policies for Employees in Response to COVID-19 Q&A

  1. Updated Travel-related section regarding personal travel
  2. Updated Benefits section to reflect guidelines for COVID testing, treatment, and vaccines

February 2021

HR-101 Employment Status

  1. Placed in new policy format
  2. Removed gender specific language
  3. Replaced “Service credit under the UM retirement program requires a minimum of 1500 hours worked per year.” with “Service credit for purposes of UM retirement plans will be determined by the terms of the applicable plan.”
  4. Added “Nonregular employees are not benefit eligible, provided that their eligibility for and participation in particular UM retirement plans will be determined by the terms of the applicable plans.”
     

HR-102 Equal Opportunity Program

  1. Placed in new policy format
     

HR-106 Reporting Hours

  1. Placed in new policy format
  2. Added “Recorded hours do not produce pay.” to the exempt, variable hour academic staff section.
  3. Changed overtime provisions to refer to HR-211
     

HR-110 Interviewing

  1. Placed in new policy format
  2. Removed Interview notes can be used in litigation of any discriminatory cases.
  3. Added questions to the Questions to Avoid and Appropriate Questions lists.
     

HR-116 Employment of Minors

  1. Placed in new policy format
  2. Reordered topics
  3. Added a See Also section
     

HR-213 Shift Differential

  1. Placed in new policy format
  2. Reworded section on when shift differential will be paid for all consecutive hours. Content did not change. 
     

HR-301 Perquisites

  1. Placed in new policy format
  2. Changed treatment of non-taxable perquisites to incorporate all retirement plans instead of just RDD.
     

HR-302 Identification Cards

  1. Placed in new policy format
  2. Aligned language with ID office websites
     

HR-401 Holidays

  1. Placed in new policy format
  2. Revised summary
     

HR-406 Development Leave

  1. Placed in new policy format
  2. Removed reference to specific form numbers
  3. Removed “In particular, this is a requirement for Development leave requests and for requests for leave by administrators specified in Executive Order No. 6.”
  4. Removed: “and sick leave” from the period of leave counting as length of service for accrual rates.
     

HR-516 Check-Off of Union Dues – Registered Nurses

  1. Replaced policy with statement that policy is under review. 

January 2021

HR-407 Family and Medical Leave Act Q&As

  1. Added Q #25 regarding available time to a faculty member when they take FMLA leave that crosses semesters.
  2. Added Q #26 regarding available pay for faculty members when they take FMLA leave that crosses semesters.

HR-700 Enhanced HR Policies for Employees in Response to COVID-19

  1. Adjusted policy to reflect the sunsetting of FFCRA
  2. Changed Child Care Unavailability to Caregiver Unavailability
  3. Added “FFCRA leave is effective April 1, 2020 through December 31, 2020” throughout the policy for clarification
  4. Changed 15 days to workdays regarding Administrative Leave
     

HR-700 Enhanced HR Policies for Employees in Response to COVID-19 Q&A

  1. Removed questions pertaining to FFCRA specific leave and pay
  2. Added “*FFCRA effective April 01, 2020 through December 31, 2020” to the COVID Leave and Pay Questions section
  3. Added questions to the Benefits section pertaining to vaccines
     

HR-700 Enhanced HR Policies for Employees in Response to COVID-19 Additional Guidance

  1. Removed information pertaining to FFCRA specific leave and pay
  2. Changed 15 days to workdays regarding Administrative Leave

December 2020

HR-203 Position Classifications

  1. Combined with HR-205 Admin/Professional Compensation; HR-206 Office/Technical Compensation; HR-207 Office/Technical Hiring/Transfers/Reclassifications; and HR-210 Annual Increases to create new HR-205 Compensation and Classification
     

HR-203 Position Classification Q&A

  1. Removed from policy library
     

HR-205 Compensation and Classification

  1. Combine five policies into one: HR-203 Position Classifications; HR-205 Admin/Professional Compensation; HR-206 Office/Technical Compensation; HR-207 Office/Technical Hiring/Transfers/Reclassifications; and HR-210 Annual Increases.
  2. Placed in new policy format
  3. Update language
     

HR-205 Compensation and Classification Q&A

  1. Creation of Q&A
     

HR-206 Office/Technical Compensation

  1. Combined with HR-203 Position Classifications; HR-205 Admin/Professional Compensation; HR-207 Office/Technical Hiring/Transfers/Reclassifications; and HR-210 Annual Increases to create new HR-205 Compensation and Classification
     

HR-207 Office/Technical Hiring/Transfer/Reclassification

  1. Combined with HR-203 Position Classifications; HR-205 Admin/Professional Compensation; HR-206 Office/Technical Compensation; and HR-210 Annual Increases to create new HR-205 Compensation and Classification
     

HR-210 Annual Increases

  1. Combined with HR-203 Position Classifications; HR-205 Admin/Professional Compensation; HR-206 Office/Technical Compensation; and HR-207 Office/Technical Hiring/Transfers/Reclassifications to create new HR-205 Compensation and Classification
     

HR-216 Summer Appointments and Consultation

  1. Place policy in new approved format.
  2. Update language regarding retirement to include defined benefit, defined contribution and hybrid plans.
  3. Remove gender specific language.
     

HR-520 Reporting University Related Misconduct

  1. Placed policy in new format

November 2020

HR-217 Emergency Closure and Q&A

  1. Update title to "Emergency Closure and Transition to Remote Operations"
  2. Update policy language to reflect required "on-site" and "telework" during an event of a closure
  3. Add summary table
  4. Update Q&A questions 7, 16. and 21.
     

HR-413 Admin Leave

  1. Placed in new policy format
     

HR-414 Shared Leave

  1. Placed in new format
  2. Added a Process section
  3. Clarified eligibility
     

HR-503 Rest Periods

  1. Placed in new policy format
     

HR-505 Personal Conduct

  1. Placed in new format
  2. Added a summary
  3. Added a see also section
     

HR-519 Consensual Relationships

  1. Placed in new policy format
     

HR-521 Breaktime for Nursing Parents

  1. Placed policy in new format
  2. Corrected title
  3. Removed gender specific language
     

HR-700 Enhanced HR Policies

  1. Updated definition of “close contact” based on CDC guidelines
     

HR-700 Enhanced HR Policies Q&A

  1. Updated question 4 with the definition of “close contact” based on CDC guidelines

October 2020 updates

HR-107 Attendance

  1. Placed in new policy format
  2. Removed references to forms to align with current practices
  3. Updated with gender neutral language
     

HR-109 Probationary Period

  1. Placed in new policy format
  2. Added language to clarify departmental seniority during a transfer (previously stated in HR-109 Q&A).
  3. CRR section updated to include gender neutral language
     

HR-109 Probationary Period Q&A

  1. Removed Q&A due to information being included in policy
     

HR-114 Release of Employee Information

  1. Placed in new policy format
  2. Updated with gender neutral language
     

HR-115 Employment of Relatives

  1. Placed in new policy format
  2. Updated with gender neutral language
     

HR-118 Separations

  1. Updated with gender neutral language
     

HR-121 Fitness for Duty

  1. Placed in new policy format
  2. Updated with gender neutral language
     

HR-204 Student Titles

  1. Modified student titles table to change "student titles - undergraduate" to "student titles - all students". All University of Missouri students can be hired into one of these titles regardless of degree level.
  2. Added student employee title of Healthcare Student Assistant, 6941, to the list of student titles for all students.
  3. Updated with gender neutral language.
     

HR-211 Overtime Q&A

  1. Updated with gender neutral language
     

HR-214 Extra Compensation

  1. Place policy in new approved format.
  2. Added information to clarify that extra compensation does not count as creditable earnings for retirement.
  3. CRR section updated to include gender neutral language
     

HR-305 Service Recognition Q&A

  1. Removed questions regarding gift card information
  2. Updated with gender neutral language
     

HR-405 Military Leave

  1. Placed in new policy format
  2. Updated with gender neutral language
  3. Updated language regarding retirement to include defined benefit, defined contribution and hybrid plans
  4. Removed the reference to the bi-weekly roster
     

HR-408 Leaves of Absence Q&A

  1. Updated with gender neutral language
     

HR-411 Voting

  1. CRR section updated to include gender neutral language
  2. Placed in new policy format
  3. Updated time-keeping procedures to reflect Time & Labor processes
  4. Added language that allows time off without pay or use of PTO for employees who live outside of Missouri
     

HR-507 Conflict of Interest

  1. CRR section updated to include gender neutral language
  2. Placed in new policy format
     

HR-508 Drugs and Alcohol in the Workplace

  1. Placed in new policy format
  2. Added See Also reference to Office of General Council Medical Marijuana FAQ
     

HR-509 Political Activity

  1. Updated with gender neutral language
     

HR-517 Violence in the Workplace

  1. Updated with gender neutral language

*In addition to the HR policies, 27 Collected Rules and Regulations connected with Human Resources were updated with gender neutral language.

September 2020 updates

HR-117 Layoff and Transition Assistance Q&A

  • Q22 clarified when transition assistance pay will begin.

HR-700 Enhanced HR Policies for Employees in Response to COVID-19

  • Families First Coronavirus Response Act (FFCRA) updates effective 09/16/20 related to the definition of Healthcare Provider for purposes of eligibility for FFCRA Leave, and clarification regarding Intermittent Leave approvals required.

HR-700 Enhanced HR Policies for Employees in Response to COVID-19 Q&A

  • Q12 updated “How do I request FFCRA Paid Sick Leave or FFCRA Expanded FMLA”
  • Q29 updated “May I take FFCRA Paid Sick Leave and FFCRA Expanded FMA intermittently while teleworking”
  • Q31 updated “May I take FFCRA Expanded FMLA intermittently while my child(ren)’s school or place of care is closed, or child care provider is unavailable, due to COVID-19 related reasons, if I am not teleworking?
  • Q33 updated “My position is excluded from FFCRA because I am a ‘health care provider’ or ‘emergency responder’. What positions are excluded and why?”

August 2020 updates

HR-222 Payroll Deductions

  1. Clarifying that an employee can authorize payments only to approved credit unions.
     

HR-402 Vacation and HR-404 Sick

  1. Adjust the timing of vacation and sick accruals for exempt employees
    From: Exempt employees who are in active pay status on the 15th of the month are eligible to receive the entire month's accruals
    To: Exempt employees who are in active pay status on the Monday of each week are eligible to receive the accrual for the corresponding week.
  2. Update vacation policy to align with practices during Shared Leave and Furlough (no accruals).
     

HR-522 Telework

  • Policy created

HR-700 Enhanced HR Policies in Response to COVID-19 Updates

  • Remove Limited Closure - Remove “Limited Closure” which previously expanded HR-217 leave available from 5 days to 30 days of administrative leave if employees were unable to work due to a limited closure situation (i.e., rec center closure).  
  • Remove Telework - Remove “Telework Arrangements.” Policy HR-522 Telework replaces the temporary measures identified in HR-700 previously.
  • Clarify temperature - Update language to reflect CDC’s recommendations of “100.4 degrees Fahrenheit/38 degrees Celsius or higher” versus above 100.4.   
  • Define “Close Contact” - Replace references to “have been exposed or are reasonably believed to have been exposed to the coronavirus causing COVID-19” throughout the policy with “close contact”. “Close contact, as outlined and periodically updated by the CDC, includes contact within six feet for at least 15 minute”.
  • Improve directives on when employees must remain away from the worksite – “Employees who have received a COVID-19 diagnosis, have a fever of 100.4 degrees Fahrenheit/38 degrees Celsius or higher, are experiencing COVID-19 symptoms (unless symptoms are otherwise explained by existing conditions), or who have had close contact with a person with COVID-19 diagnosis or unexplained symptoms, are required to consult with their healthcare provider as appropriate, avoid the worksite and other University premises, with the exception of appropriate health care facilities, until authorized to return. The university’s chief human resources officer or designee may approve exceptions to remain on the worksite.”
  • Improve directives on what supervisors should do if contacted by an employee – Supervisors with employees working on-site should:
    • Notify their university’s chief human resources officer (or designee) of an employee who has been diagnosed with COVID-19, has a fever of 100.4 degrees Fahrenheit/38 degrees Celsius or higher, is experiencing symptoms of COVID-19 unless symptoms are otherwise explained by existing conditions, or has had close contact with a person who has COVID-19 diagnosis or unexplained symptoms.
    • Advise the employee to consult with their healthcare provider as appropriate, including Telehealth or Virtual Visits.
  • Clarify Notification - Add language regarding what information supervisors may provide.
    • “Follow campus guidelines regarding notification of potential exposure to COVID-19.  The identity of the employee should be kept confidential, but information may be shared with employees who have a need to know, including employees needed to assist with cleaning or assisting with work arrangements.”
  • Update Intermittent Leave – Update language to align with recent regulation interpretation and align with FMLA provisions.
    • “FFCRA Paid Sick Leave and FFCRA Expanded FMLA Leave may be taken intermittently if the need for the leave is intermittent.  Employees taking leave intermittently must make a reasonable effort to schedule the leave so as not to unduly disrupt the University’s operation.”
  • Updated Symptoms – Update language throughout the policy to add “…unless symptoms are otherwise explained by existing conditions..”
  • Improve directives on who is authorized to conduct contact tracing.
    • Add “Supervisors with employees working on-site should not undertake contact tracing efforts. Only public health officials and approved contact tracers are authorized to use information about COVID-19 exposures and diagnosis to conduct contact tracing.”
  • Add a summary Time and Labor Record Keeping chart
    • Paid leave available
    • Time reporting code descriptions

HR-700 Q&A Updates

  • Update Q&A to reflect policy revisions
  • Updated benefit-related questions to reflect updates in benefit policies
  • Added the following questions
    • How many “15-days of administrative leave” can an employee have? Can an employee receive it multiple times?
    • Are Graduate Assistants eligible for up to 15 days paid leave?
    • If an employee is asked to quarantine prior to a medical procedure, does this qualify as ‘quarantine’ for the purpose of FFCRA?
    • My child’s school or place of care has moved to online instruction or to another model in which children are expected or required to complete assignments at home. Is it “closed” and how does this impact my eligibility for FFCRA eFMLA?
    • Where are face coverings required and not required?
    • If an employee is diagnosed with COVID-19, will they be required to provide a release before returning to working on site?  
    • Are supervisors responsible for contact tracing when an employee reports they have been diagnosed with COVID-19?  
    • What can a supervisor communicate to their unit when they have been informed that someone within their department has been diagnosed with COVID-19?  
    • If an employee is quarantined but has exhausted available FFCRA Paid Leave, what paid time off options are available?  
    • If an employee is directed by a healthcare provider to self-quarantine as a precautionary measure (e.g. to avoid potential exposure to COVID prior to a surgery or birth of a child), what leave is available?  

July 2020 updates

HR-105 Employment Documentation

  1. Policy reformat
  2. Add Direct Deposit as a requirement per HR-224
  3. Add Pay Deferral Election Form per HR-219 for faculty and graduate students who choose to defer pay over 12-months

HR-111 Direct Promotion

  1. Policy re-format
  2. Removal of reference to specific forms to align with current procedures
     

HR-120 Post Offer Pre-employment Testing

  1. Policy re-format
     

HR-208 Service & Maintenance Longevity

  1. Policy re-format
  2. Updated to indicate the expiration of the policy for Service/Maintenance employees.
     

HR-209 Service & Maintenance Transfer

  1. Policy re-format
  2. Removed gender specific language
  3. Updated to indicate the expiration of the policy for Service/Maintenance employees.
     

HR-218 Daylight Saving Time

  1. Policy re-format
     

HR-219 Pay periods

  1. Add Pay Deferral Election option for graduate students on 9-month, exempt (monthly paid) appointments (e.g. students who receive assistantships for an academic year appointment).
  2. Clarify process and deadlines
  3. Effective 2020-2021 pilot with MU; 2021-2022 implement at all universities.

HR-222 Payroll Deductions

  1. Policy reformat including reference to CRR 530.010 sections A.10 and T.1
  2. Updated language regarding retirement to include defined benefit, defined contribution, and hybrid plans.
  3. Replaced “United Way Contributions” with “charitable contributions”
  4. Gender neutral language
     

HR-222 Payroll Deductions Q&A

  1. Removed “regularly working 40 or more hours per week” from question two.
  2. Clarified the number of days for 5 weeks in question four.
     

HR-223 Special Payment for Payroll

  1. Policy re-format
  2. Updated policy title
  3. Clarified administrative cost for off-cycle payments and who is responsible for associated fees.
     

HR-224 Check Disposition for Payroll

  1. Policy re-format
     

HR-303 Educational Assistance and Tuition Reduction

  1. Modified submitting the benefit form for each semester to submitting the form for the current semester and one semester ahead.
     

HR-306 Social Security

  1. Policy re-format
     

HR-407 Family and Medical Leave

  1. Updated policy to reflect the date of the change to the entitlement period being measured as rolling backward.
     

HR-407 Family and Medical Leave Q&A

  1. Added a question regarding leave entitlement during a bereavement leave.
     

HR-412 Funeral Leave

  1. Policy re-format
  2. Policy clarification regarding eligibility during paid and unpaid status.
     

HR-506 Personal Debt

  1. Policy re-format
  2. Removed reference to fee amount associated with payments for court-ordered withholdings
     

HR-509 Political Activity

  1. Policy reformat including aligned language with CRR 350.050 dated 7-24-15
  2. Clarified factors such as:
    1. The policy applies to faculty and staff
    2. Notification procedures
    3. An employee on a leave of absence who is seeking office will be placed on an unpaid personal leave of absence, except in an instance when paid leave is required by law.
       

HR-512 Consultation

  1. Policy re-format
     

HR-513 Volunteers

  1. Policy re-format
     

HR-517 Violence in the Workplace

  1. Policy re-format
     

HR-730 Policy on Extension

  1. Policy creation pursuant to CRR 20.021 COVID-19
  2. Provides guidance on the terms of hiring non-regular academic appointments within University of Missouri Extension related to extramural funding.

June 2020 updates

HR-305 Service Recognition

  1. Policy reformat
  2. Updated policy to align with changes to the service recognition program, namely the gift card program ended as of May 31, 2020.

May 2020 updates

HR-402 Vacation Days
The following policy provisions were added to apply to employees whose FTE is temporarily reduced and whose accruals exceed the maximum allowed with their new, lower temporary FTE:

  1. The vacation days which exceed the new lower vacation maximum before the FTE change occurred will be unavailable for use during the temporary FTE reduction time-frame.
  2. The vacation days will be restored and available for use after the employee resumes their previous, higher FTE.
  3. Otherwise, vacation hours will be paid lump-sum if the employee’s change to a lower FTE is permanent, or other change occurs such as resignation, termination, or employment change to a variable hour position.

HR-403 Personal Days

The following policy provisions were added to apply to employees whose FTE is temporarily reduced and whose accruals exceed the maximum allowed with their new, lower FTE:

  1. The personal days which exceed the new lower pro-rated personal day maximum before the FTE change occurred will be unavailable for use during the temporary FTE reduction time-frame.
  2. The personal days will be restored and available for use after the employee resumes their previous, higher FTE.

HR-408 Leave of Absence

  • Streamlined procedures related to leaves requested pursuant to the Family and Medical Leave Act.
  • Updated policy format.

HR-700 Enhanced HR Policies for Employees in Response to COVID-19

  1. Addition guidelines for phased plans to return to on-site work operations that were previously completed via telework
  2. Guidelines for precautionary measures
    1. Six-foot distance
    2. Personal Protective Equipment (e.g., face coverings)
    3. Limit of in-person meetings/group gatherings
    4. Washing hands for 20 seconds or using hand sanitizer
    5. Regular cleansing of the work area
    6. Measuring temperature before work
  3. Guidelines for notifying supervisors
  4. Accommodation considerations
  5. Removal of guidelines for:
    1. Class continuation
    2. Operations of residence and dining halls
    3. Limiting on-site work

HR-720 Policy on Salary Reductions for Faculty and Other Academic Appointees in Response to COVID-19  

  1. Policy and Q&A creation (05/04/2020)
  2. General Temporary Salary Reductions defined for across the board reductions for faculty
  3. Criteria-Based Salary Reductions defined for Tenured Faculty

April 2020 updates

HR-700 Enhanced HR Policies for Employees in Response to COVID-19

  1. Addition of Families First Coronavirus Response Act (FFCRA) and federal guidelines
    1. Available April 1, 2020 through December 31, 2020
    2. FFCRA Paid Sick Leave
      1. Leave to be paid only for qualifying reasons
        1. Is subject to a Federal, State, or local quarantine or isolation order related to COVID-19;
        2. Has been advised by a health care provider to self-quarantine related to COVID-19;
        3. Is experiencing COVID-19 symptoms and is seeking a medical diagnosis;
        4. Is caring for an individual who is subject to an order described in (a) above or has been advised to self-quarantine as described in (b) above; or
        5. Is experiencing another substantially-similar condition designated by the U.S. Department of Health and Human Services.
      2. Two weeks of paid leave
      3. Paid at the regular rate with $511 per day maximum for a total of $5110 maximum for care of self
      4. Paid at 2/3 the regular rate with $200 per day maximum for a total of $2000 maximum for care of immediate family members
      5. One occurrence per employee
    3. FFCRA Expanded FMLA Leave
      1. Employee employed a minimum of 30 days
      2. Twelve weeks of expanded leave to address school or care provider closings
      3. Ten of the twelve weeks to be paid time off at 2/3 the regular rate with $200 per day maximum for a total of $10,000 maximum
    4. Addition of guidelines for leave due to quarantine or isolation
  2. Provided an end date of April 12, 2020 for administrative leave
     

HR-710 COVID-19 Payroll Reduction Measures for Administration, Service and Support Employees

  1. Policy creation.
  2. Addresses the type of payroll reduction measures that may be made to address challenges posed by the COVID-19 emergency.
  3. Provides guidelines on covered employees, guiding principles, applicable rules, and documentation.
     

HR-710 COVID-19 Payroll Reduction Measures for Administration, Service and Support Employees Q&A

  1. Question and Answer creation.
  2. Provides guidance on the application of the HR-710 policy.

March 2020 updates

HR-103 Moving Allowance
Added content to inform employees that new IRS regulations consider any moving allowance as compensation therefore it is taxable.

HR-303 Educational Assistance and Tuition Reduction Program for University Employees and Their Spouses/Dependents
Note: This is the new combined HR-303 and HR-309.

  1. Changed the deadline to submit a request for Educational Assistance and/or Tuition Reduction has been changed from the end of the semester to the following deadlines:
    1. Fall semester October 1st
    2. Spring semester March 1st
    3. Summer semester July 1st
  2. Streamlined the approval process by eliminating the department signature
  3. Updated language and policy provisions regarding eligibility and ineligibility, including:
    1. Employees may now continue eligibility when they are on a paid or unpaid leave of absence
    2. New policy provisions have been added for employees who have been approved for Long Term Disability (LTD)
    3. Added clarifying language regarding the death of a retiree.
  4. On rare and extenuating circumstances, the semester/summer/intersession limits may be raised. Supervisory approval and UM System Human Resource approvals are required. Under no circumstances will exceptions be granted to extend beyond the yearly maximum policy limit.
  5. Taxable and non-taxable situations are largely but not exhaustively detailed
  6. Title changed from “Educational Assistance Program for University Employees, Other than Graduate Teaching and Research Assistants” to “Educational Assistance and Tuition Reduction Program for University Employees and their spouse/dependents”

HR-303 Educational Assistance and Tuition Reduction Program for University Employees and Their Spouses/Dependents Q&A

  1. Added “Are employees and their spouses/dependents eligible for the Educational Assistance and Tuition Reduction if the employee is on a leave of absence?”
  2. Added “Are employees who receive the Educational Assistance benefit eligible to use student resources?”
  3. Added “I previously worked for the university and am considering returning. When will my child/spouse be eligible to receive a 50% tuition reduction?”
  4. Added “What are the eligibility requirements for a spouse and dependent(s) under the Tuition Reduction program?”
  5. Added “I have been advised that I may be taxed for my “non-tax dependents” who are between the ages of 19-24 and utilizing the Tuition Reduction benefits. What does “non-tax dependents” mean?”
  6. Other edits to reflect changes to CRR 230.070 and HR-303.

HR-402 Vacations

  • Policy reformat to reflect CRR language
  • Remove years of service include “interruptions of service of less than four (4) months each, due to the University’s temporary lack of need for the employee’s services”
  • Remove “any period of service as a variable hour employee, which occurs immediately following and preceding periods of regular service, for the convenience of the University is counted” [towards years of service]

HR-407 Family Medical Leave Act (FMLA)

  1. Policy updated reflecting recent changes to Collected Rules and Regulations, Section 340.010 Family and Medical Leave Act. Specifically:
    • The 12-month period is measured backward from the date the eligible employee uses any FMLA leave, and the leave entitlement is equal to the balance of the twelve (12) workweeks which has not been used during the immediately preceding 12 months. Note: This provision will take affect at a date determined by the UM System Chief Human Resources Officer, which at the time of this posting is anticipated to be on or after May 1, 2020.
    • Spouses who are eligible employees may each take up to twelve (12) workweeks of leave in a 12-month period for FMLA-qualifying reasons, including leave to care for the employee’s parent with a serious health condition or for the birth of a child or placement of a child with the employee for adoption or foster care.
  2. Define the order of PTO paid to faculty and staff during leave.

HR-407 Medical Leave Act (FMLA) Q&A

  1. Updated “how does the University define a year?”
  2. Added “Can a break in service have an effect on FMLA eligibility?”
  3. Added “What is the definition of ‘next of kin’ for military caregiver leave?”
  4. Added “What is the definition of ‘qualifying exigencies’?”
  5. Other edits to reflect changes to CRR 340.010 and HR-407.

HR-700 Enhanced HR Policies for Employees in Response to COVID-19

March 17, 2020:

  1. Policy creation
  2. Provides guidance to address issues concerning COVID-19 and the operations of the University.
    1. Allowable leave to be taken and length of leave
    2. Thirty days of sick leave to care for an immediate family member due to care provider closings
    3. Use of fifteen days of unearned vacation
    4. Fifteen days of administrative leave pay for eligible employees who are unable to telework
    5. Approved unpaid leave for those without available paid time off
    6. Thirty days of administrative leave pay when a limited closure has occurred
    7. Employee eligibility for leave: administrative, service and support staff including variable hour, probationary, and student staff
  3. Telework and on-site work arrangements
  4. Measures beyond existing policies
  5. Employees experiencing symptoms or having been diagnosed with COVID-19, or caring for family members experiencing symptoms or having been diagnosed with COVID-19.

March 19, 2020:

  1. Addition of a section pertaining to pay for academic appointments
    1. Addresses those who do not accrue paid time off
    2. How much leave is permitted
      1. Fifteen days of administrative leave pay for those unable to telework
      2. Applicable annual leave
  2. Telework for academic appointments
  3. Procedures for class continuation
  4. Operations for residence and dining halls
  5. Telework and on-site work arrangements for academic appointments

December 2019 updates

HR-416 Organ and Bone Marrow Donor Leave
New policy created to provide paid leave for employees who donate an organ or bone marrow.

HR-416 Organ and Bone Marrow Donor Leave Q&As
Questions and Answers created to provide information to employees and departments regarding usage and application of donor leave.

October 2019 updates

HR-118 Separations
Update to ensure consistency with other policies referencing University retirement plans.

HR-202 FLSA
Eliminate exempt employee reduction in pay language. Added the definition of work week. Eliminate overtime calculation for multiple appointments language. Eliminate UM payroll reports language. Eliminate 40% table explaining dual appointments.

HR-217 Emergency Closure
Update policy to improve the language and clarify pay practices.

HR-217 Emergency Closure Q&A
Addition of new questions and answers for HR-217 Emergency Closure and Suspension of Operations policy.

HR-219 Pay Periods
Update the beginning and end time of the pay period to align with the University’s time keeping and payroll systems.

HR-220 Monthly Payroll
Update to align with the University’s time keeping and payroll systems.

HR-221 Bi-weekly Payroll
Update to align with the University’s time keeping and payroll systems.

HR-407 FMLA Q&A
Update to align with changes made to CRR 340.030 Sick Leave Policy and HR-404 Sick Leave.

HR-415 Winter Break Leave Q&A
Update the beginning and end time of Winter Break to align with the University’s time keeping and payroll systems.

HR-504 Background Checks

  1. Added or changed the following:
    • Transfers - Eliminate background checks on employees transferring between departments except for “Current employees transferring into a position involving responsibility for patient care (e.g. MU Health Care transfers or promotions)”
    • Break in Service - Employees who have a break in service and return to the university are subject to a background checks
    • Education verification - Background checks will now include verification of education confirming the candidate’s academic credentials
    • Disclosure requirement timeframe - Change the disclosure requirement timeframe from “five days” to “within a reasonable amount of time, not to exceed five days”.
    • Additional checks - Added “The University may require additional background checks or disclosures not described in this policy, including but not limited to background checks or disclosures required by federal or state law, by contract or agreement, or as approved by the applicable University, MU Health Care, or UM System Human Resource office.
  2. Clarified the following:
    • Background checks will be conducted for benefit-eligible and non-benefit eligible faculty and staff
    • Background checks are generally not conducted on student employees
    • Clarify that background checks include social security number verifications
    • Background checks are conducted on the final candidate
  3. Updated the following:
    • Update language regarding Exclusion List to include additional lists beyond LEIE/SAM
    • Update language regarding how the University will use the information to assess employment
    • Update language regarding sex offender searches

Top

July 2019 updates

HR-117 Layoff and Transition Assistance Q&As
Updated to add new question regarding winter break leave while on layoff leave of absence. Revised terminology to align with current practices; changed "I" to "an employee"/"they", "my" to "their".

Top

January 2019 updates

HR-117 Layoff and Transition Assistance
Policy updated reflecting recent changes to Collected Rules and Regulations, Section 350.051: Layoff and Transition Assistance.

HR-117 Layoff and Transition Assistance Q&As
Policy updated reflecting recent changes to Collected Rules and Regulations, Section 350.051: Layoff and Transition Assistance.

Top

November 2018 updates

HR-415 Winter Break Leave
Addition of new policy HR-415 Winter Break Leave.

HR-415 Winter Break Leave Q&A
Addition of new Q&A related to HR-415 Winter Break Leave.

Top

July 2018 updates

HR-103 Moving Allowance
Policy updated to be consistent with Amended Executive Order No. 15 (CRR 360.111 Moving Allowance).

HR-403 Personal Days and HR-403 Personal Days Q&As
Policy updated reflecting recent changes to Collected Rules and Regulations, Section 340.060: Personal Days.

HR-404 Sick Leave and HR-404 Sick Leave Q&As
Policy updated reflecting recent changes to Collected Rules and Regulations, Section 340.030: Sick Leave.

HR-414 Shared Leave
Addition of new policy HR-414 Shared Leave.

Top

June 2018 Updates

HR-602 Grievance Administration
Update to remove the phrase "issues of prohibited discrimination or" from the last sentence of the summary paragraph, update pronouns to be gender neutral, update refer to Collected Rules and Regulations.

Top

January 2018 Updates

HR-109 Probationary and Qualifying Periods
Update to refer to Collected Rules and Regulations.

HR-407 Family and Medical Leave
Update to refer to Collected Rules and Regulations.

HR-502 Grievance Procedure
Update to refer to Collected Rules and Regulations.

HR-519 Consenual Amorous Relationship
Update to refer to Collected Rules and Regulations.

Top

May 2017 Updates

HR-117 Layoff

HR-117 has been updated to exclude article numbers as section references, as 148 and 773 are slightly different.

HR-117 has been updated to clarify which human resources offices notice and procedures should be directed through.

HR-117 Layoff Q&As
Answer #6 has been updated to reflect that employee status may change either department or University seniority.

Question and answer #7 have been updated to provide clarity.

Question and answer #12 have been updated to align with current practices related to the lump sum payout of vacation at the time of layoff and to provide clarity.

Top

April 2017 Updates

HR-211 Overtime & HR-211 Overtime Q&As
HR-211 has been updated to clarify how time and labor calculates overtime:

  • One and one-half of the employee's regular straight time wage rate on any hours over 40 in a workweek
  • Aligns with paycheck information
  • Additional notice that MUHC (hospital and clinics) does not offer compensatory time in lieu of pay

HR-223 Special Payments

  • Revised terminology to align with current naming practices; updated 'on-line check' to 'off-cycle payment'.

Top

January 2017 Updates

HR-116 Employment of Minors
HR-116 has been updated to state, "Workers under 18 are prohibited from work that involves handling pesticides or pesticide application equipment, applying or assisting in the application of pesticides, entering or remaining in any treated area during pesticide application, or entering any treated area after pesticide application is complete but before the restricted-entry interval specified on the pesticide’s labeling has expired."

HR-407 Family and Medical Leave Act & HR-407 Family and Medical Leave Act Q&As
HR-407 and HR-407 Q&As have been updated to reflect Sponsored Adult Dependents as eligible dependents, and the use of Intermittent Leave for the “Birth of a Child” and Adoptions under the University’s FMLA provisions.

Top

April 2015 Update

HR-504 Background Checks and Criminal Convictions
HR-504 has been updated to reflect new checks against the following exclusions lists: the Office of Inspector General List of Excluded Individuals and Entities (LEIE) and the General Services Administration System for Award Management (SAM).

Top

June 2014 Update

HR-102 Equal Opportunity Program
This policy has been revised to reflect Board of Curators action regarding the addition of gender identity and gender expression to the Equal Employment Opportunity Program.

HR-510 Sexual Harassment
Statement has been added to the policy to indicate that sexual harassment may occur regardless of the sex, gender, identity, gender expression or sexual orientation of the parties.

Top

April 2014 Update

HR-204 Graduate and Undergraduate Student Titles
HR-204 has been revised to reflect new job codes for undergraduate students.

Top

November 2013 Update

HR-105 Employment Documentation
HR-105 Employment Document Langauge requiring a copy of the Social Security card has been deleted.

Top

October 2013 Update

HR-104 Relocation Incentives
This policy has been renamed Hiring Incentives for Faculty and Staff and the provisions of the policy ave changed as well.

Top

September 2013 Update

HR-101 Employee Status
In order to comply with requirements of the Patient Protection and Affordable Care Act (PPACA), the University has redefined employment groups.  Administrative, Service and Support Staff are now defined as a Regular Employee or a Variable Hour employee. Academic Staff are defined, for purposes of this policy, as Fully Benefit Eligible or Variable Hour.

HR-109 Probationary and Qualifiying Periods
Add “administrative, service and support staff” to be consistent with other Human Resources’ policies in the SUMMARY section.  Eliminate sentence under SUMMARY, “A probationary or nonregular employee may process a grievance concerning issues of prohibited discrimination or application/interpretation of University policies and procedures.”  This issue is addressed in HR 502 Grievance Procedure.

HR-120 Post Offer Pre-employment Testing
Language change in order to be consistent with HR 101 Employee Status.

HR-204 Graduate and Undergraduate Student Titles
HR 204 has been revised so that it applies to student titles and establishes criteria for use of student titles.

HR-216 Summer Appointments
Added “Fully Benefit Eligible Academic” to the SUMMARY section for consistency with HR 101 Employee Status.

HR-217 Emergency Closure and Suspension of Operations
Language revised to be consistent with HR 101 Employee Status. 

HR-219 Pay Periods
Language revised to be consistent with HR 101 Employee Status.  In addition, a default pay option for newly hired faculty who do not make an election has been added.

HR-222 Payroll Deductions
Language revised to be consistent with HR 101 Employee Status. 

HR-302 Identification Cards
Language revised to be consistent with HR 101 Employee Status. 

HR-303 Educational Assistance
Language revised to be consistent with HR 101 Employee Status. 

HR-308 Benefit Premiums
The timing of premium collections has been changed  premiums will now be collected in the same month they are due.

HR-402 Vacations
Language revised to be consistent with HR 101 Employee Status. 

HR-403 Personal Days
Language revised to be consistent with HR 101 Employee Status.   Also revised to reflect current pay procedures.

HR-406 Military Leave
Language revised to be consistent with HR 101 Employee Status. 

HR-409 Work Incurred Injury or Illness
Language revised to be consistent with HR 101 Employee Status. Changes were made to the Reporting section to adequately reflect current reporting procedures.

HR-501 Performance Appraisals
Language revised to be consistent with HR 101 Employee Status. 

HR-601 Discipline
Language revised to be consistent with HR 101 Employee Status. 

HR-602 Grievance Administration
Language revised to be consistent with HR 101 Employee Status. 

Top

September 2012 Update

HR-412 Funeral Leave
HR-412 has been revised to extend the length of the time that funeral leave can be used from 2 days after the funeral to 10 days after the funeral or memorial service.

Top

April 2012 Updates

HR-102 Equal Opportunity Program
The list of EEO and Affirmative Action officers has been revised.

HR-104 Relocation Incentives
The repayment provisions for relocation incentives have been revised so that employees who work at least 18 months but fewer than 24 months must return 25% of the relocation incentive.

HR-115 Employment of Relatives
This policy has been revised to follow the Collected Rule and Regulations.

HR-212 Call-In/Call-Back, Standby
Revised so that employees who are called in before their normal shift and who continue working into the regular shift, will be paid at 1 and ½ times the straight-time wage rate for the hours worked prior to the regular shift time.

HR-215 Compensatory Time
The policy has been revised to clarify the agreement that is necessary between the employee and the department concerning the use of compensatory time instead of overtime. Language has also been added regarding the use of compensatory time.

HR-217 Emergency Closure and Suspension of Operations
Language regarding premium pay for those employees required to work during full closure has been revised so that those employees will receive both premium pay for the hours worked and those hours worked will count toward the calculation of weekly overtime pay.

HR-222 Payroll Deductions Q&As
Student employees are no longer required to complete the Student FICA Checklist when they return from a short work break.  In addition, language has been added to clarify whether a student is regularly attending classes if he/she is taking independent study or correspondence courses.

HR-309 Tuition Reduction for Spouses and Dependents
The eligibility requirements have been revised.  Employees must be currently employed as a benefit eligible employee and must have five years of continuous full-time service, but the continuous service does not have to be immediately prior to the first day of the semester in which the spouse or dependent was enrolled.  Therefore, employees with five years of continuous full-time service with the University who leave the university will be immediately eligible for this benefit upon return to the University.    

HR-309 Q&As Tuition Reduction for Spouses and Dependents
Revised eligibility requirements for children.

HR-404 Sick Leave
Foster children and stepchildren have been added to the definition of immediate family.

HR-412 Funeral Leave
Funeral leave may now be taken for stepchildren.

HR-502 Grievance Procedure
List of campus grievance representatives has been revised.

HR-504 Background Checks and Criminal Convictions
Language has been added to allow the University to periodically check the driving record of employees who drive vehicles on University business. In addition, language has been added requiring employees to notify their supervisor if their driving privileges are suspended or revoked.

HR-521 Breaktime for Nursing Mothers
This is a new policy that has been added to comply with federal law.

Top

Revisions effective Aug. 20, 2010

HR-201 Authorization for Personnel Actions
This policy has been revised to conform with Executive Order 6.

HR-219 Pay Periods
This policy has been revised so that hours worked in shifts that cross midnight will be counted as hours worked on the day in which the shift starts.

HR-212 Call-in/Call-back/Standby
Effective with the pay period beginning August 22, 2010:

  1. Hours actually worked during call-in/call-back will be paid at 1-1/2 times the straight time wage rate.
  2. Instead of receiving 1 hour straight time pay for every 8 hours on standby, employees will receive 1-1/2 hour’s straight time pay for every 8 hours on standby.

HR-213 Shift Differential
HR-213 has been revised so that effective August 22, 2010:

  1. There will be one shift differential rate which, in most cases, will be the current approved night differential rate for the specified job title. 
  2. In order to receive shift differential, the required length of the shift will be reduced from 8 hours to 5 hours. Work periods must be at least 5 consecutive hours in duration.
  3. Work period begins on or after 2 p.m. and before 4 a.m.  Work periods beginning on or after 4 a.m. or prior to 2 p.m. will not be paid shift differential.  Exception: For work periods that extend over a continuous 12-hour period or longer, shift differential will be paid for all hours as long as 5 consecutive hours of the work period fall between 2 p.m. and 4 a.m.
  4. Shift differential will be paid on call-in/call-back when the employee works 5 or more hours.

HR-401 Holidays
Employees required to work on a holiday will continue to receive premium pay of 1-1/2 times their straight time wage.  Additionally, these hours will count toward hours worked for overtime purposes. Premium pay for working the holiday may be paid on the actual holiday versus the observed holiday for employees in 24/7 operations.

HR-413 Administrative Leave
This is a new policy that provides a way to account for employees’ time when they are away from work at the request of the University.  This type of leave will be used only on rare occasions.

HR-501 Performance Appraisal
New policy to ensure that performance appraisals are provided consistently and appropriately on an annual basis to all benefit-eligible, administrative, service and support staff.

HR-518 Computer Utilization
The policy has been revised to align with the Collected Rule and Regulation for Acceptable Use.

Top

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.

HR-226 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.

Top

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.

Top

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.

Top

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.

Top

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

Top

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.

Top

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.

Top

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.

Top

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.

Top

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.

Top

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.

Top

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.

Top

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.

Top

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.

Top

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.

Top

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.

Top

 

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.

Top

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.

Top

 

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.

Top

 

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.
Top

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.
Top

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.
Top

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.
Top

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.
Top

 

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.
Top

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."
Top

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.
Top

Reviewed 2023-05-05