HR Manual 
                          March 2020 
                                                      
                               
                               
                                     
                                                                                                                                                                 Section 1, Page 1 
                                                                                                                                                         
                        Purpose ....................................................................................................................... 1-1 
                        Authority ..................................................................................................................... 1-1 
                        Responsibilities ......................................................................................................... 1-1 
                              Department Head ................................................................................................................................. 1-1 
                              Office of Equal Opportunity and Diversity......................................................................................... 1-1 
                              Human Resources Department ........................................................................................................... 1-2 
                              Payroll Unit of the Human Resources Department ............................................................................. 1-2 
                              Student Employment Services ............................................................................................................ 1-3 
                              Office of Budgets and Institutional Analysis ........................................................................................ 1-3 
                              Risk Management and Insurance ....................................................................................................... 1-3 
                        Classification of Employees ..................................................................................... 1-3 
                              Academic Faculty and Administrative Professionals ......................................................................... 1-3 
                              State Classified Personnel............................................................................................................... 1-3 
                              Non-Student Hourly Employees .......................................................................................................... 1-3 
                              Student Employees .............................................................................................................................. 1-3 
                              Graduate Assistants, Graduate Research Assistant-PreDoc, Veterinary Residents  ........................ 1-4 
                              Post Doctoral Fellows, Veterinary Interns and Clinical Psychology Interns ....................................... 1-4 
                        Volunteer Services ..................................................................................................... 1-4 
                        Agricultural Labor Furnished by Crew Leader ........................................................ 1-4 
                        Independent Contractors .......................................................................................... 1-5 
                              General ........................................................................................................................................... 1-5 
                              Definition of an Independent Contractor .............................................................................................. 1-5 
                              Performing Artists, Athletic Officials, and Consultants ...................................................................... 1-5 
                        Nondiscrimination Policy .......................................................................................... 1-5 
                        Discrimination Complaints ....................................................................................... 1-6 
                        Americans with Disabilities Act (ADA) Employment Accommodation 
                        Requests ..................................................................................................................... 1-6 
                        Employment of Minors .............................................................................................. 1-6 
                        Immigration Reform and Control Act (IRCA) ........................................................... 1-6 
                        Social Security Protection Act .................................................................................. 1-7 
                        Work Provisions and Definitions .............................................................................. 1-8 
                              Established Work Week .................................................................................................................. 1-8 
                              Hours Worked ................................................................................................................................. 1-8 
                            Flexible Work Arrangements ............................................................................................................ 1-8 
                         
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                 ............................................................................................................................... Section 1, Page 10 
                      
                Overtime ................................................................................................................. 1-11 
                      Overtime Definition .................................................................................................................. 1-10 
                      Overtime Use .......................................................................................................................... 1-10 
                      Time off ........................................................................................................................................ 1-10 
                      Overtime Eligibility ................................................................................................................... 1-10 
                      Travel Time and Overtime ....................................................................................................... 1-10 
                      On-Call Status ......................................................................................................................... 1-11 
                      Sleep-in-Time .......................................................................................................................... 1-11 
                      Weekends and Periods of Paid Leave ......................................................................................... 1-11 
                      Casual, Occasional or Sporadic Employment .............................................................................. 1-11 
                      Accrual and Recording of Overtime ......................................................................................... 1-11 
                      Charging Overtime When Working in Two or More Positions ................................................... 1-11 
                      Payment of Overtime ............................................................................................................... 1-11 
                      Compensatory Time ................................................................................................................ 1-12 
                      When Separated from University Service ................................................................................. 1-12 
                Time Off for Exempt Employees ........................................................................... 1-12 
                Employee Privileges and Benefits ....................................................................... 1-12 
                      CSU Benefits Plan (Cost Share) .............................................................................................. 1-12 
                      Academic Faculty on regular, special, or temporary appointments ............................................ 1-12 
                      Administrative Professionals on regular, special or temporary appointments ........................... 1-12 
                       Academic Faculty and Administrative Professionals on temporary appointments .................... 1-12 
                       Post doctoral Fellows, Veterinary Interns and Clinical Psychology Interns ............................... 1-13 
                       Federal Employees ...................................................................................................................... 1-13 
                       State Classified and State Classified Hourly Employees ............................................................ 1-13 
                       Graduate Assistants, Graduate Research Assistant-Pre-Doc .................................................. 1-13 
                       Non-Student Hourly Employees .................................................................................................. 1-13 
                       Student Hourly and Work Study Students ............................................................................... 1-13 
                       University Study Privilege ....................................................................................................... 1-14 
                       Eligible Courses ...................................................................................................................... 1-15 
                       Ineligible Courses ................................................................................................................... 1-15 
                       Reciprocal Study Privilege ...................................................................................................... 1-15 
                       Retirement Plans ......................................................................................................................... 1-16 
                       Public Employees Retirement Association (PERA) ..................................................................... 1-16 
                       Defined Contribution Plan (DCP) for Retirement ......................................................................... 1-16 
                       Student Employees Retirement Plan (SERP) .......................................................................... 1-17 
                       Tuition Scholarship Program for Spouses, Domestic Partners, and Children .......................... 1-17 
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                                                                                                                         Section 1, Page 22 
                    
                           University Retirement Policy ................................................................................................... 1-18 
                           Continuation of Medical Insurance under COBRA ................................................................. 1-18 
                    
                   Personnel-Budget-Payroll System ................................................................... 1-19 
                        Form Deadlines ....................................................................................................................... 1-19 
                   General Payroll Information .............................................................................. 1-19 
                        Payroll Documents ............................................................................................................. 1-19 
                        Pay and Pay Periods .......................................................................................................... 1-19 
                        Tax Withholding ................................................................................................................. 1-20 
                        Extended Sick Leave .............................................................................................................. 1-20 
                            Terminal Pay ...................................................................................................................... 1-20 
                    
                        Time Limitations for Terminal Pay ...................................................................................... 1-20 
                        Taxes on Terminal Pay ...................................................................................................... 1-20 
                        Moving Expense Reimbursements ..................................................................................... 1-21 
                        Advances ................................................................................................................................ 1-21 
                        Overseas Pay .................................................................................................................... 1-21 
                   f    Pay Advice ......................................................................................................................... 1-21 
                   Payroll Deductions ............................................................................................. 1-21 
                   Overpayments and Underpayments of Salaries and Wages and Other 
                    
                   Amounts .............................................................................................................. 1-22 
                        Recovery of Overpayments ................................................................................................ 1-22 
                        Underpayment of Salaries and Wages ............................................................................... 1-22 
                   FICA Medicare Tax ............................................................................................. 1-22 
                    
                   Workers’ Compensation .................................................................................... 1-23 
                   Unemployment Insurance ................................................................................. 1-23 
                    
                   Social Security Number ..................................................................................... 1-23 
                    
                   Name Change ..................................................................................................... 1-24 
                   Family and Medical Leave Act (FMLA) ............................................................. 1-24 
                    
                   Inclement Weather Policy .................................................................................. 1-25 
                   Records Policy ................................................................................................... 1-26 
                    
                   Outside Employment ......................................................................................... 1-26 
                   Policy on Rights and Responsibilities Related to Creative Works ................ 1-26 
                    
                   Oath of Allegiance .............................................................................................. 1-26 
                   Code of Ethical Behavior and Conflict of Interest Statements ...................... 1-26 
                    
                   Political Activities ............................................................................................... 1-26 
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