Administrative Handbook:

Fall 2006

Section 2.  EMPLOYMENT POLICIES

2-1   AT WILL EMPLOYMENT

All administrative employees of the College are employed on an "at will" basis. This means employees have the right to terminate their employment at any time, for any reason, and the College can also terminate the employment at any time with or without cause and with or without notice. This Handbook does not constitute a contract between the College and the employee. All policy statements, procedures, manuals or documents as well as statements by an employee or representative shall not in any way modify this at will status.

2-2 EMPLOYMENT

Wellesley offers a wide range of jobs in support of the College. Administrative employees work in academic and administrative departments; schedules vary according to the needs of the department and requirements of the position.

A. Break in Service
If you terminate prior to one year of regular employment, no service will be credited.
If you return to regular employment at a later date, prior service will be credited if you return to regular employment within one calendar year of the prior date of termination.

2-3 HIRING PROCESS

Appointments are made by letter from the Human Resources Office upon the recommendation of the head of the hiring department.

All new employees must have a completed, signed application on file.

All new employees must complete the W-4 tax withholding form, an employee data record to indicate acceptance of the position and the Employment Eligibility Verification Form (form I-9) before they begin doing work for the College.

In order to ensure benefit eligibility, new employees must make an appointment with the Benefits Coordinator in the Human Resource Office to review benefits and complete all appropriate applications within 30 days of the date of hire. It is the employee's responsibility to make certain they have properly filled out, signed and returned to the Human Resources Office all necessary paperwork, on time.

Employees transferring from Union to Administrative classification will retain their initial seniority date as a basis for vacation determination.

2-4 INTRODUCTORY PERIOD

The first three months of your employment in a new administrative position at the College is referred to as an introductory period. You should use this time to ask questions of your supervisor regarding your job duties and to request feedback regarding your performance.

Your supervisor will typically review your performance with you upon completion of your introductory period.

During your first three months of employment, you are not eligible for sick or vacation pay, and you will not be granted a leave of absence except for military or jury duty, or otherwise required by law.

If you are already an employee at Wellesley College and transfer to a new position within the College, you will serve a new Introductory Period. You will, however, continue to be eligible for employee benefits, as appropriate.

Completion of the introductory period does not change the fact that your employment is at-will.

2-5 EMPLOYMENT CATEGORIES

A. Exempt or Nonexempt Status

All employees are classified in one of two pay categories: exempt or nonexempt. The Human Resources Office is responsible for applying the definitions and criteria of the Federal Fair Labor Standards Act in determining exempt or nonexempt status.

Nonexempt Employees--those covered by the provisions in the Act for minimum wage and entitled to overtime pay for hours worked beyond 40 hours in the work week. Non-exempt employees are paid weekly for hours worked.

Exempt Employees--those who are legally exempt from the overtime provisions of the Act. Exempt employees are paid monthly. Exempt employees are paid on a salary basis and salary cannot be reduced because of variations in the quality or quantity of work.

If you believe that you are not being paid correctly, you should immediately report this information to your direct supervisor. If after discussion with your direct supervisor, you continue to have questions about the appropriateness of your pay or FLSA classification, contact the Compensation Manager in the Human Resources office.

Reports of failure to pay for hours worked (non-exempt employees) or improper reductions in pay (exempt employees) will be promptly investigated. If it is determined that an error has been made, it will be promptly corrected.

B. Time Status

Full-time--all exempt and nonexempt employees who work at least 35 hours per week for 12 months per year.

Full-time Academic Year--exempt or nonexempt employees who work at least 35 hours per week for at least 9 but less than 12 months per year.

Half-time (or more) Academic/Full Year--exempt or nonexempt employees who work at least 17.5 hours but less than 35 hours per week.

Casual Regular--employees who have regular assignments but work less than 17.5 hours per week. These are positions that are not benefits eligible.

Temporary Employees--Employees who work for the College on an as-needed basis and who perform specific assignments. These positions are not benefits eligible.

2-6 PAYROLL CHECKS

Exempt employees are paid monthly on the day before the last banking day of the month.

Non-exempt employees are paid weekly.

Ten-month non-exempt employees (who work 43 weeks per year) are paid on a 43-paycheck cycle.

Nine-month non-exempt employees (who work 39 weeks per year) are paid on a 39-paycheck cycle.

Salary checks are sent directly to your campus address. You may elect to have your paycheck deposited directly to your account in any bank. Authorization for direct deposit of salary checks must be signed in the Payroll Office.

Should an employee die, the College will continue salary payments through the end of the month in which the death takes place.

2-7 TRAVEL POLICY

The College will reimburse a member of the faculty or staff for all reasonable expenses incurred while on a trip for College business approved by the appropriate administrative officer to whom she or he reports. The following provisions apply:

• Reimbursable expenses include transportation, meals, and lodging. Some examples of expenses not considered reimbursable are: laundry, cleaning and pressing, personal telephone calls, personal entertainment, and travel accident insurance. (The College provides $100,000 business travel accidental death coverage for its faculty and administrative employees.)

• Reimbursement for public transportation will be based on actual receipts. Whenever possible, air travel is to be tourist class. Automobile transportation will be reimbursed at the mileage rate set each July 1st, plus tolls. The total paid for transportation by automobile, however, may not exceed the equivalent allowable tourist airfare. Where two or more employees travel together by automobile, only one person will be reimbursed for mileage.

• Original hotel, travel, and other receipts must be attached to the Travel Expense Report to support reimbursable expenses. Original airline tickets should be included for any air travel reimbursements.

• Contracts or grants which provide funds for travel usually establish other conditions. If they do not, then the conditions set forth here will be the basis for reimbursement of travel expenses.

• When necessary, an advance of funds may be obtained from the Controller's Office for authorized travel purposes; however, not more than one travel advance of up to $200 may be outstanding at any time to an individual, and a properly completed and signed Travel Expense Report should be submitted to the Controller's Office within ten days of the conclusion of the trip. Settlement for additional funds due to or from the College is to be made at this time.

• The appropriate administrative officer is responsible for authorizing and approving travel expenses. The Travel Expense Report must be so approved before final settlement of expenses. Travel expenses charged to grants will be approved by grants accounting.

• Travel expenses not referred to above should be described briefly in the Travel Expense Report. Where necessary, other statements or explanations may be attached to the Travel Expense Report.

A. Travel Advances

Present a completed payment voucher for not more than $200, signature-approved by the appropriate administrative officer, to the Controller's Office one-week before the trip to obtain a travel advance.

B. Travel Expense Reports

Within ten days after a trip, complete a Travel Expense Report as noted above and submit it to the Controller's Office.

2-8 ONE CARDS (Photo Identification)

As a new regular full-time, regular half-time or regular part-time employee, you should report to the Human Resources Office on or before your first day of work to complete the necessary paperwork for new employees in order to be activated in the College database so that a One Card may be issued. Please contact Campus Police X2121 to arrange for this.

Your spouse or domestic partner and/or dependents of you or your domestic partner (children living at home and not older than 23 years) may request a One Card from the Campus Police Department. You must be present when this request is made. All requests are subject to verification by the Human Resources Office.

All Wellesley One-Card holders are entitled to use the College facilities in compliance with the regulations governing each facility. When you terminate employment, your identification card and those of your spouse or domestic partner and/or dependent(s) will become invalid. You will be required to turn in your card and those of any family members to the Human Resources Office during the exit interview.

An employee who has completed at least ten years of continuous service and who voluntarily separates from his or her employment at age 60 or older, will be considered a regular member of the College Community and will remain eligible for privileges so granted.

2-9 HOURS OF WORK

A. Normal Work Hours

The normal hours of work for administrative offices are 8:30 a.m. to 4:30 p.m.; however, there are some departments whose work day may begin at 8:00 a.m. or end at 5:00 p.m. All administrative offices are expected to be staffed during office hours.

The normal work schedule is a 7-hour day with one unpaid lunch hour.

Employees may be required to work beyond their regular schedules, depending upon the needs of their department.

A 10-minute rest period or coffee break is allowed to administrative employees in the morning. There must be adequate coverage of the phones and the office at break times.

The Commonwealth of Massachusetts mandates a 30-minute unpaid break after six hours of work.

B. Summer Work Hours

The practice of flexible summer work schedules is reviewed annually. If approved, the flexible summer work week for eligible full-time employees is 34 hours. Employees usually work 8:00 to 5:00 with a one half hour unpaid lunch period. Most offices will be fully staffed Monday through Thursday with many administrative staff members having Fridays off. Staff members participating in the flexible summer schedule who are required to work on a Friday may choose another day off with the approval of their supervisors. Some staff members may prefer to continue to work their usual schedule; such preferences will be respected. The Human Resources Office will publish the dates of summer hours, usually in April of each year.

Because of summer program obligations, and the particular needs of some offices, not all departments will be able to take part in the flexible schedule.

C. Overtime

If you are a non-exempt employee, you will be paid for any hours worked beyond your normal workweek schedule up to 40 hours at your normal hourly rate. If you work beyond 40 hours, you will be paid at time and one-half your regular hourly rate.
Overtime work must have the prior approval of your supervisor.

If you are required to work on one of the College's scheduled holidays and because of departmental needs you are not given a different day off within the same workweek, you will be paid straight time for hours worked on the holiday in addition to your normal holiday pay.

2-10 JOB POSTING AND TRANSFERS

Administrative jobs are typically posted on the H R website. Postings will indicate if there are candidates under consideration within the department in which the vacancy has occurred.

Administrative positions typically remain posted for at least two weeks.

Any employee who has been in a job at the College for 6 consecutive months or longer is eligible to apply for posted jobs. In filling positions, the College may consider both internal and outside candidates, and will select the candidate it believes is best suited for the position. Staff members interested in professional development opportunities may make an appointment to discuss their future career goals with a member of the Human Resources Office staff.

2-11 EMPLOYMENT OF RELATIVES

An employee may not directly or indirectly supervise, evaluate, oversee, authorize payroll actions for, or work in the same department as, his/her spouse or other employees to whom the employee is related or with whom the employee resides.

2-12 REPORTING OF ABSENCE/TARDINESS

You are expected to be present and on time at the start of your scheduled work period. If you are unable to report to work, or are going to be late for any reason, you must inform your supervisor of this fact no later than the start of the work day and advise your supervisor of the duration of your absence. Unauthorized or excessive absences or lateness may lead to appropriate corrective action, including dismissal.

An employee who fails to report to work as scheduled for three days without providing proper notice to his or her supervisor may be considered to have voluntarily terminated his or her employment.

If you have been absent for more than five consecutive days due to illness, accident, or surgery, or at other times at their discretion the College reserves the right to require you to submit a doctor's statement or other medical evidence indicating your degree of fitness and your ability to resume the full duties of your job. (Link to FMLA policy)

2-13 TERMINATIONS

Because your employment at Wellesley is "at-will," either you or the College can terminate the employment relationship at any time, for any reason or no reason at all, with or without notice.

The primary categories the College uses for terminating employees are voluntary and involuntary with all reasons for termination falling under one of these primary categories.

A. Voluntary

A letter of resignation to your supervisor is appropriate for voluntary termination. It would be helpful if you gave as much advance notice as possible. It is customary for exempt staff to give at least one month's notice and non-exempt staff to give two weeks' notice.

Voluntary Termination - After 15 Years of Service:

Employees who voluntarily leave Wellesley College after 15 years of continuous service or more are eligible for membership in the College Club, Nehoiden Golf Club, and the Sports Center at the usual employee rate.

B. Involuntary

Involuntary termination occurs if the College initiates an employee's termination. This can occur without advance notice, for any or no reason. Some of the reasons for involuntary termination are: insubordination, falsification of employment records, unsatisfactory job performance, unacceptable workplace conduct, absenteeism, theft, dishonesty, mistreatment or disrespect toward other employees, visitors, or other members of the public, and/or violation of any College policies or rules. Involuntary termination could also occur as a result of reduction in staff. These examples are not exclusive.

C. Payout at Termination

Unused earned vacation will be paid out to employees following termination in his or her final paycheck. Accrued vacation time can not be used to extend employment. Neither accrued Personal Days nor Sick Days are paid out upon termination.

2-14 EXIT INTERVIEW

Employees terminating employment should schedule a benefits/employment exit interview with the Human Resources Office.

The employee should inform the HR Office at least 2 weeks in advance of the employee's last day of work. A written letter of resignation should be submitted by the employee to his or her supervisor.

2-15 RETIREMENT

Employees age 60 or more with at least ten years of service who retire may join the Sports Center, the College Club, and the Nehoiden Golf Course at the usual employee rate.

For those who have elected to retire prior to age 65 and who are enrolled in College health insurance at the time of their retirement, the College will pay the same portion of medical premiums it pays for all employees up to the first of the month in which the person reaches age 65, provided such is permitted under applicable law and the College's health insurance plan then in effect.

2-16 PERSONNEL RECORDS

An employee may review or obtain a copy of their personnel file by submitting a written request to the Human Resources Office. The Human Resources Office will schedule an appointment during normal business hours for the employee to review the personnel file, in the presence of a Human Resources Representative, or will provide a copy of the employee's personnel file, within five (5) business days of the receipt of the employee's request.

Keeping Your Records Up-To-Date:

To insure prompt and proper record keeping, employees are responsible for notifying the Human Resources Office in writing of any change in status: name, address, telephone, marital and family status, emergency contact information, etc.

If an employee wishes to change the number of dependents listed for income tax purposes, a new W-4 form must be completed and filed with the Payroll Office.