USD 373 Personnel Handbook for Classified Employees 2014-2015

USD 373

Personnel Handbook for Classified Employees

2014-2015

TABLE OF CONTENTS

DEFINITION OF CLASSIFIED PERSONNEL ................................................................................. 1

EMPLOYMENT AT WILL.......................................................................................................... 1

HOW MANY HOURS DO I HAVE TO WORK TO BE ELIGIBLE FOR BENEFITS?.............................. 1

PAYROLL ............................................................................................................................... 1

TIME SHEETS ......................................................................................................................... 2

OVERTIME AND ADDITIONAL WORK HOURS .......................................................................... 2

LUNCH PERIODS AND BREAK INFORMATION.......................................................................... 3

EMPLOYEE ABSENCE REPORTING ........................................................................................... 3

HOLIDAYS.............................................................................................................................. 4 Twelve-Month Employees ..............................................................................................................4 Employees Who Work 200 Days or More and Less Than 250............................................................4 Employees Who Work Less Than 200 Days but More Than 169 Days................................................5

SICK LEAVE ............................................................................................................................ 5

BEREAVEMENT/FAMILY ILLNESS LEAVE.................................................................................. 5 Bereavement .................................................................................................................................6 Family Illness .................................................................................................................................6

PERSONAL LEAVE .................................................................................................................. 6

CLASSIFIED LONG TERM LEAVE POOL ..................................................................................... 6

EMERGENCY ABSENCE ........................................................................................................... 7

INCLEMENT WEATHER ABSENCE ............................................................................................ 8

LEGAL LEAVE ......................................................................................................................... 8

VACATIONS ........................................................................................................................... 8

KANSAS PUBLIC EMPLOYEES RETIREMENT SYSTEM ................................................................ 9 Accumulated Contributions ............................................................................................................9 Vested Benefit .............................................................................................................................10 Normal Retirement for Employees Covered Under Tier 1...............................................................10 Early Retirement for Employees Covered Under Tier 1 and Tier 2...................................................10 Service Connected Disability Benefits ...........................................................................................10 Insured Disability Benefit .............................................................................................................10 Regular Death Benefit ..................................................................................................................11 Survivor Benefit ...........................................................................................................................11 Service Connected Death Benefit..................................................................................................11 Insured Death Benefit ..................................................................................................................11

OTHER KPERS INFORMATION .............................................................................................. 11

INCOME PROTECTION.......................................................................................................... 11

TAX SHELTERED ANNUITIES ................................................................................................. 12 DISTRICT SPONSORED MASS MUTUAL 457 RETIREMENT SAVINGS PROGRAM ...................... 13 TERM LIFE INSURANCE ........................................................................................................ 14 SOCIAL SECURITY................................................................................................................. 14 UNEMPLOYMENT INSURANCE ............................................................................................. 14 WHITE EAGLE CREDIT UNION ............................................................................................... 15 PERFORMANCE EVALUATION .............................................................................................. 15 IRC SECTION 125 CAFETERIA AND FLEXIBLE BENEFITS PLANS ................................................ 15

Health Flexible Spending Account Plan .........................................................................................16 IRC Section 129 Dependent Care Assistance Plan...........................................................................16 HEALTH INSURANCE BENEFIT............................................................................................... 16 WORKER'S COMPENSATION PROCEDURES........................................................................... 17 REIMBURSEMENT VOUCHER................................................................................................ 17 PURCHASING PROCEDURES ................................................................................................. 18 DRESS CODE ........................................................................................................................ 19 COMMUNICATIONS............................................................................................................. 19 LOYALTY OATH .................................................................................................................... 19 HEALTH CERTIFICATE ........................................................................................................... 19 AMERICANS WITH DISABILITIES ACT (ADA) .......................................................................... 19 BOARD POLICIES.................................................................................................................. 20 FORMS APPENDIX ............................................................................................................... 21 Time Sheet Sample.......................................................................................................................22 Classified Personnel Evaluation ....................................................................................................23 Reimbursement Voucher..............................................................................................................25

Newton USD 373 does not discriminate on the basis of race, color, national origin, religion, sex, disability, or age in its programs and activities and provides equal access to the Boy Scouts and

other designated youth groups. Persons having inquiries concerning the District's nondiscrimination policies and compliance therewith may contact the school district's Compliance

Coordinator at 308 E. 1st St., Newton, Kansas, 67114-3846, or call 316-284-6200.

BOE Approved 8/11/2014

NEWTON USD 373 PERSONNEL HANDBOOK FOR CLASSIFIED EMPLOYEES

DEFINITION OF CLASSIFIED PERSONNEL

Classified personnel are defined as employees who are not required to have a valid teaching or administrative license issued by the Kansas State Department of Education or other appropriate licensing agency. This includes but is not limited to bus drivers, clerical staff, custodial staff, maintenance staff, food service staff, aides and paraprofessionals.

EMPLOYMENT AT WILL

It is understood and agreed that classified positions are employment at will, which may be terminated by either party without notice and that no oral statements, board policy nor statements contained in this handbook are intended to create a right to continuing employment.

HOW MANY HOURS DO I HAVE TO WORK TO BE ELIGIBLE FOR BENEFITS?

Benefit

Hours Required for Eligibility

KPERS

3.5 hours per day/5 days a week/180 days

Health Insurance

30 hours per week*

Sick Leave

4 or more hours per day

Bereavement/Family Leave

4 or more hours per day

Vacation

12 months

* All classified employees who were participating in the district health plan for the 2013-14

school year under the previous eligibility guidelines shall be granfathered in and shall be

considered eligible so long as they maintain continuous participation in the plan.

PAYROLL

Pay dates and cutoff dates for submission of timecards for payroll are on the employee portal. An information sheet is given to each new employee with this information upon employment and they are told where to access the information on the employee portal (Link: ).

The pay dates change each year to year depending on several factors and must correspond with KPERS quarters and the calendar year. Generally, pay day is the 25th of each month unless it falls on a Saturday or Sunday.

Employees are required to sign up for direct deposit or a payroll card. The forms for direct deposit or Visa Payroll Card Sign-up are located in the appendices or online on the employee portal.

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TIME SHEETS

All classified personnel working in hourly wage positions will record their hours worked via VeriTime Kiosk stations or by logging into the employee's online Aesop/VeriTime account. This time shall be maintained on a daily basis and shall accurately reflect time worked. Time sheets that do not accurately reflect time worked will be viewed as dishonest and will be grounds for immediate dismissal.

Time sheets shall be submitted via VeriTime weekly to the employee's supervisor. Changes in leave or errors in clock ins/outs must be reported within 24 hours to the supervisor or designee in order to maintain accurate data and ensure correct payments.

While the vast majority of classified employees will follow the processes outlined above, there will continue to be some instances where paper timesheets are allowed, i.e. Rule 10 coaches, working athletic events, tutoring, etc. Paper timesheets must be turned in by the published due dates in order to be processed in a timely manner.

(Refer to Time Sheet sample in the Forms Appendix.)

OVERTIME AND ADDITIONAL WORK HOURS

Classified employees are subject to the Fair Labor Standards Act and the applicable administrative rules and regulations that may from time to time be promulgated or amended.

For classified employees who work in positions that have been determined to be nonexempt under the Fair Labor Standards Act, overtime work is considered to be that which is performed in excess of forty (40) hours per work week. To be considered overtime, the employee must actually work the hours. If an employee uses leave time during the week, overtime will not be paid if leave and hours worked place the employee in an overtime situation. Example, an employee has 43 hours on the timecard; however, the employee used 2 hours of personal leave in that week. The actual time the employee was at work was 41 hours so the district would pay one (1) hour of overtime.

Prior to working overtime and/or time which exceeds the daily work schedule, the additional work must be authorized by the employee's building principal or supervisor through notification to the Assistant Superintendent for Human and Fiscal Services to ensure that additional hours worked will not result in any operating budget deficit. If advanced approval from the building principal or supervisor is not obtained, compensation must still be paid if the work is performed. Employees who work overtime or additional hours without obtaining prior approval may be subject to disciplinary action, including possible termination of employment.

Hours worked by any nonexempt classified employee in excess of forty (40) in a work week performing his/her regularly assigned job tasks will be compensated at one and one-half times

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the employee's hourly rate of pay. Additional work hours that do not result in overtime will be paid at the employee's regular hourly rate for similar work. Hours required on weekends will be paid at the overtime rate.

Classified employees may perform work in more than one position at more than one hourly rate. In this situation, the appropriate pay rates for each position and assignment are computed for payroll based on the hours worked at the rate of pay for each assignment on a weekly basis. The hourly overtime rate will be based on one and one-half times the total earnings per week divided by the total number of hours per week.

Employees in certain classified positions as designated by the Assistant Superintendent for Human and Fiscal Services are exempt under the provisions of the Fair Labor Standards Act and are not required to receive overtime pay or compensatory time off for working in excess of forty (40) hours in any work week.

LUNCH PERIODS AND BREAK INFORMATION

Classified employees shall have at least a 30-minute duty free lunch. Federal wage and hour guidelines do not require employers to allow for morning and afternoon breaks.

EMPLOYEE ABSENCE REPORTING

All classified employees must notify their immediate supervisor of the reason for an absence from work. Failure to report to work for more than three consecutive scheduled work days, without notification to the immediate supervisor of the reason for such absence, may be deemed to be a voluntary resignation from employment with the district.

The district utilizes an automated service called Aesop for recording and managing absences. Aesop is available 24 hours a day, 7 days a week, and can be accessed via Internet or phone. Employees are required to submit all absences via the Aesop service. For more information on using Aesop, please visit the Aesop help website or visit with your supervisor.

Absences that require prior approval (i.e. personal leave, legal leave, professional leave) should be entered well in advance of the absence for supervisor consideration and action. Last minute events such as illness must be entered at least an hour prior to a scheduled shift. Supervisors will review, approve/deny, and reconcile absences for submission to the payroll office.

Employees can track their absence history via the Aesop website or Employee Portal.

In the vast majority of cases, a combination of leave hours and work hours shall not exceed the normal schedule of the employee. In the event that an emergency results in an exception, the supervisor and/or superintendent/designee must approve such additional hours.

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HOLIDAYS

A twelve-month employee's yearly compensation is based on a total of 261 (250 scheduled work days plus 11 paid holidays).

Employees who work four (4) or more hours every day on a regular schedule in a position that is required for more than 169 days per year will receive holiday pay subject to the following provisions.

Twelve-Month Employees

For those scheduled to work 250 days year, the following holidays will be considered days worked and employees will be paid for the number of hours they are regularly scheduled to work each day. To receive pay for the specified holiday, one must be regularly scheduled to work on the days immediately preceding and following the specified holiday as well as the day on which the holiday falls.

? Labor Day ? Thanksgiving Day ? Wednesday before & Friday following

Thanksgiving ? Two Days During School Christmas

Vacation

? One Day for New Year's Day* ? Maximum of two Days for Spring Break ? Memorial Day ? Independence Day**

Employees Who Work 200 Days or More and Less Than 250

For those scheduled to work 200 days or more per year, the following holidays will be considered days worked and employees will be paid for the number of hours they are regularly scheduled to work each day. To receive pay for the specified holiday, one must be regularly scheduled to work on the days immediately preceding and following the specified holiday as well as the day on which the holiday falls.

? Labor Day ? Thanksgiving Day ? Wednesday before & Friday following

Thanksgiving ? Two (2) Days During School Christmas

Vacation

? One (1) Day for New Year's Day* ? Maximum of two (2) days for Spring

Break ? Memorial Day ? Independence Day**

*If this day falls on a regular working day, the employee will not be required to work but will receive pay for that day. If this day falls on a Saturday or Sunday, the employee will be given one additional day off with pay during the Christmas vacation with the day to be specified by the business office.

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**If this day falls on a regular working day, the employee will not be required to work but will receive pay for that day. If this day falls on a Saturday or Sunday, the employee will be given a designated day with pay.

Employees Who Work Less Than 200 Days but More Than 169 Days

For those regularly scheduled to work less than 200 days per year, but more than 169 days per year, the following holidays will be considered days worked and employees will be paid for the number of hours they are regularly scheduled to work each day.

? Labor Day ? Thanksgiving Day

SICK LEAVE

? Two (2) days during School Christmas Vacation

? Two (2) days for Spring Vacation

An employee who works four (4) or more hours every day on a regular schedule will be granted sick leave which may be used for absences due to the employee's personal illness or injury. Unused sick leave may accumulate to a maximum of one hundred thirty (130) days; however, the district will cease payment for accumulated sick leave after the 180th calendar day following the beginning of a continuous disability. Sick leave is credited to employees in the following manner.

? All new employees will be credited with one (1) day of sick leave per scheduled work month. All leave will be available upon hiring (prorated for the remainder of the fiscal year) and at the beginning of each fiscal year thereafter as long as employment remains continuous.

? All eligible classified employees will be credited with one (1) day of sick leave per scheduled work month. All leave will be available at the beginning of each fiscal year as long as employment remains continuous.

The employee may be required to provide verification, from a person licensed to practice medicine or surgery in the State of Kansas, that an illness or injury is serious enough to prevent the employee from working. The employee may also be required to submit to a physical examination by a licensed physician or surgeon provided by the district.

BEREAVEMENT/FAMILY ILLNESS LEAVE

An employee who works four (4) or more hours every day on a regular schedule will be granted bereavement/family illness leave. At the beginning of each fiscal year, each employee will be given five (5) days bereavement/family illness leave credit. The days, not cumulative, may be used in case of a death or critical illness of a member of the immediate family of the employee.

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