End of Fiscal Year Reminders

UNH END OF YEAR Reminders* for FY14

*Current as of June 11, 2014

As the end of the University of New Hampshire fiscal year and summer approaches please keep in mind a few deadlines and important processes related to compliance with state and federal employment laws and UNH/USNH employment and benefit policies. Feel free to contact Human Resources with questions, either through your HR Partner or by calling HR at 862-0501. 

Below you will find information on:

Additional Pay Processing

Prior to an employee performing services, the hiring department completes an additional pay request form and secures department and Human Resources approval.  Examples of additional pay are stipends, special services, and faculty supplemental effort. With the exception of faculty supplemental effort, Business Service Centers cannot process additional pay requests unless there is approval from HR.

Completing this before work begins provides time for proper review, clarification and approval of the request as well as timely payment for services. If the request is made after work begins, a written justification must be included.

Compensatory Time Payout

By law, employees paid by the hour are paid at 1.5 times their hourly rate for hours worked over 40 in a work week. This is referred to as “overtime” pay. Operating staff, with the approval of their supervisor, have the option to receive compensatory time in lieu of payment of overtime.  Compensatory time provides time off with pay and is not part of the earned time program. The option to receive compensatory time for overtime is not available to any other employee group, including adjunct hourly paid employees.

It is important to note that a supervisor/manager cannot require an employee to elect the option of compensatory time regardless of reason. To do so is in violation of employment law.

By policy and employment law, compensatory time will be paid to the employee as overtime if not used prior to June 30, 2014.  Information on overtime and compensatory pay are available under USNH “Additional Pay” policies (USY V.F.7.3.1) at www.usnh.edu/olpm/USY/V.Pers/F.7.htm 

Earned Time and Annual Leave Minimum Usage

Earned Time and annual leave minimum usage requirements must be met by June 30, 2014.  If requirements are not met, these amounts cannot carry forward into July, 2014.  Information on Earned Time and leave programs is available on the HR web site at:  www.usnh.edu/olpm/USY/V.Pers/A.4.htm

Minimum usage and leave program information is available at www.usnh.edu/olpm/USY/V.Pers/A.4.htm for Operating Staff employees in the Earned Time program; and for Exempt employees (PAT, EE, AA, PA) and fiscal year faculty. 

Final Payment for Exempt Employees where Employment Ends Involuntarily

When an exempt employee’s employment ends involuntarily, the last date of employment must be the end of a pay period to comply with state law: Chapter 275, Protective Legislation, Section 275:43-b, Payment of Salaried Employees: 

“A Salaried employee shall receive full salary for any pay period in which such employee performs any work without regard to the number of days or hours worked.”

Involuntary termination of a non-exempt employee can occur any time during the pay period because they are paid by the hour.


FY15 Defer Pay Election Deadline – noon, August 1, 2014 

Academic year faculty and flex-year PAT employees normally receive their pay between the dates of their work appointment. New employees with these types of appointments are automatically set up to receive their pay in this timeframe.

Each year, employees with academic year/flex-year appointments are given an opportunity to elect to spread (i.e. “defer”) their pay evenly over the entire year so that they never have an unpaid period. For example, an employee who would normally receive pay during 20 pay periods, if electing to “defer”, would receive pay over the full 26 pay periods of the year.

Once an employee elects the “defer” pay option it will automatically roll forward for a successive appointment.

The election requires completion of the USNH Defer Pay Selection/Change Form.


If you are not making a change to your current payment choice, there is nothing you need to do.  If you are making a change, you will need to complete your form and return it to the Human Resources, 2 Leavitt Lane, by Noon,  August 1, 2014. Any form received after the deadline will NOT be accepted.  Government regulations do not permit an individual to change the election once the payment year has begun.

Two “defer” options are available:

  • A fixed direct deposit amount to a savings account of the employee’s choosing. This provides full access to the amount at any time.
  • Defer a portion of pay to a non-interest earning account for payment during the unpaid period.  With this option deferred pay is not available to the employee, no matter the situation or need to have access sooner.

Questions may be directed to the Payroll Office at (603) 862-1400 or Human Resources at (603) 862-0501.

Tuition Benefit – Important Reminders

Dependent Benefit Eligibility - Children are considered dependent, if at the time of enrollment, they are unmarried, have not reached age 24, and otherwise meet the legal definition of “dependent” as defined by the Internal Revenue Service.

Summer Session Benefit - All Summer Session courses count toward the tuition benefit for the 2014-2015 fiscal year, regardless of when the course begins. 

WISE - Tuition waiver forms are now completed online via the employee’s WISE account.  For questions regarding this process please call Chris VanHorn (862-0519).

Youth Employment

It is important to remember our responsibilities in hiring youth at UNH. Summer is a time when many youths work on our campus.

No one under the age of 14 may be hired under any circumstances.

Human Resources approval is required before a department hires youth under the age of 16.

The PROCESS for hiring youth at UNH:

If there are questions on the above information, please call Human Resources at 862-0501.