End of Fiscal Year Reminders
UNH END OF YEAR Reminders for FY16
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
- Compensatory Time Payout
- Earned Time Minimum Usage
- Final Payment for Exempt Employees where Employment Ends Involuntarily
- Fiscal Year Business Days
- FY17 Defer Pay Election Deadline – August 1, 2016
- Tuition Benefit – Important Reminders
- Youth Employment
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.
- Forms are available at: www.unh.edu/hr/forms.htm
- The Additional Pay Policy/Procedure is available at: www.unh.edu/hr/cmp.htm
Operating staff, with the approval of their supervisor, have the option to receive compensatory time in lieu of pay for time worked over their regular hours in a week. Compensatory time provides time off with pay and is not part of the earned time program.
The option to receive compensatory time is not available to any other employee group, including adjunct hourly paid employees.
Compensatory time will be accrued at 1.5 hours for each hour worked in excess of forty hours in one week. For staff who work a 7.5 hour day or a 37.5 hour work week, compensatory time accrued the first 2.5 hours per week will be at an hour-for-hour rate.
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 if not used prior to June 30, 2016. Information on overtime and compensatory pay are available under USNH “Additional Pay” policies (USY V.F.7.3.1) at www.usnh.edu/policy/usa/v-personnel-policies/f-compensation
Earned Time minimum usage requirements must be met by June 30, 2016. If requirements are not met, these amounts cannot carry forward into July, 2016. Information on Earned Time and leave programs is available on the HR web site at: www.unh.edu/hr/leaves.htm
Minimum usage and leave program information is available at www.usnh.edu/policy/usy/v-personnel-policies/employee-benefits/#usyva4 for Operating Staff employees in the Earned Time program.
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.
In FY17 there are 261 business days, an decrease of 1 day from the number of business days in FY16 (262). As of 7/1/16 exempt (salaried) staff's bi-weekly pay amount will be increased. This is the result of the annual rate being divided by 261 days instead of 262.
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 26 pay periods. For example, an employee who would normally receive pay during 20 pay periods, if electing to “defer”, would receive pay over 26 full pay periods.
Once an employee elects the “defer” pay option, the election remains the same unless the employee requests a change.
The election requires completion of the USNH Defer Pay Selection/Change Form.
You will need to complete the form and return it to UNH Payroll, 2 Leavitt Lane, by August 1, 2016. Any form received beyond the deadline will NOT be accepted. Government regulations do not permit an individual to change the election once the payment year has begun.
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 2016-2017 Fiscal Year, regardless of when the course begins. Please note the FALL Semester will be available for request starting July 1st.
WISE - Requesting the USNH Tuition benefit (for employee/spouse/dependent) is completed online via the employee’s WISE account and must be submitted for each semester the benefit is being requested for. Details regarding this benefit's eligibility and instructions on how to request it are available on the HR website at: www.unh.edu/hr/tuition.htm For questions regarding this process please call Chris VanHorn (862-0519).
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:
- Hiring supervisor completes the “Youth Employment Request Form”.
- Youths 14 and 15 years old must provide "State of New Hampshire Employer's Request for Child Labor form" signed by the employer and taken to school department. The school will provide a NH Youth Certificate.
- Youths 16 and 17 years old must provide the "State of New Hampshire Proof of Permission for the Employment of a Youth age 16 or 17 form" permitting employment. Exception: A youth age 16 or 17 who has graduated from high school or obtained a general equivalency diploma (GED) does not need permission from a parent or legal guardian.
- For youth who may be exposed to a high hazard area, the “Children in High Hazard Areas” form is to be completed. A completed, signed copy is to be submitted to: USNH Human Resources Office, and the UNH Office of Environmental Health and Safety. Further information on Youth Employment is available on the HR web site at www.unh.edu/hr/youthemp.htm and the New Hampshire Department of Labor web site at www.nh.gov/labor/