UM System

Recent Updates

2023

December 2023

The following policies were revised, with an effective date of 01-01-2024: 

  1. Administrative Leave 
    1. HR-413 and CRR 340.080 updated to align with Board Approved leave plans (Bd 9-7-22) 
    2. Update policy format to align all leave-related policies 
  2. Bereavement Leave 
    1. HR-412 and CRR 340.160 updated to align with Board Approved leave plans (Bd 9-7-22) 
    2. Update HR policy title to HR-412 Bereavement leave 
    3. Update policy format to align all leave-related policies 
  3. Development Leave 
    1. HR-406 updated to align with Board Approved leave plans (Bd 9-7-22) 
    2. Clarify eligibility for paid and unpaid leave o Update policy format to align all leave-related policies 
  4. Emergency Closure 
    1. HR-217 and HR-217 Q&As updated to align with Board Approved leave plans (Bd 9-7-22) 
    2. Add policy Summary Table for Limited Closures 
    3. Streamline Q&As 
  5. Family and Medical Leave Act (FMLA) 
    1. HR-407 and HR-407 Q&As updated to align with Board Approved leave plans (Bd 9-7-22) 
    2. Update policy format to align all leave-related policies 
    3. Streamline Q&As 
  6. Grievance Procedures 
    1. HR-602 Q&As updated to align with Board Approved leave plans (Bd 9-7-22) 
  7. Jury Duty (Legal proceedings) 
    1. HR-410 updated to align with Board Approved leave plans (Bd 9-7-22) 
  8. Law Enforcement Agency Internal Affairs 
    1. HR-603 updated to align with Board Approved leave plans (Bd 9-7-22) 
  9. Layoff Leave 
    1. HR-117 and HR-117 Q&As and resource materials updated to align with Board Approved leave plans (Bd 9-7-22) 
    2. Update Transition Assistance based on the Annual Base Benefit Rate (ABBR), consistent with vacation/PTO lump-sum payments, short-term disability, parental, and caregiver pay. 
  10. Leave of Absence-Other 
    1. HR-408, HR-408 Q&As, and CRR 340.100 updated to align with Board Approved leave plans (Bd 9-7-22) 
    2. Update HR policy title to HR-408 Leave of Absence-Other 
    3. Update policy format to align all leave-related policies 
  11. Organ and Bone Marrow Leave 
    1. HR-416, HR-416 Q&As, and CRR 340.035 updated to align with Board Approved leave plans (Bd 9-7-22) 
    2. Add coordination of organ/bone marrow donor leave with short-term disability paid leave 
    3. Update policy format to align all leave-related policies 
  12. Paid Time Off 
    1. CRR 340.025 updated to change MU Health Care’s program title from “Cash Out Program” title to “Cash-In Program” (title change only) 
    2. HR-421 updated to emphasize at the time of separation, unused PTO over 80 hours is forfeited
  13. Pay Cycles and Distribution 
    1. HR-219 updated to align with Board Approved leave plans (Bd 9-7-22) 
    2. Combine HR-219 Pay Periods, HR-220 Monthly Payroll, and HR-221 Bi-Weekly Payroll into HR-219 
    3. Update HR policy title to HR-219 Pay Cycles and Distribution
  14. Separations 
    1. HR-118, HR-118 Q&As, and CRR 360.060 updated to align with Board Approved leave plans (Bd 9-7-22) 
    2. Combine HR-118 Separations, HR-225 Deceased Employees, and HR-226 Separation Payments into HR-118 Separations 
  15. Shift Differential 
    1. HR-213 updated to align with Board Approved leave plans (Bd 9-7-22) 
    2. HR-213 Q&A clarify definition of ‘continuous’ is for the purposes of this policy 
  16. Transfers 
    1. HR-112 and HR-112 Q&As updated to align with Board Approved leave plans (Bd 9-7-22) 
    2. Combine HR-112 Transfers and HR-113 Transfers between Academic and Staff into HR-112 
    3. Eliminate requirement to complete new hire probationary period and be in good standing before eligibility to transfer 
    4. Update HR policy title to HR-112 Transfers between Benefit-Eligible Positions 
  17. Union Business 
    1. CRR 340.140 updated to align with Board Approved leave plans (Bd 9-7-22) 
  18. VESSA Leave 
    1. HR-417 and Q&As updated to align with Board Approved leave plans (Bd 9-7-22) 
    2. Streamline Q&As 
  19. Voting Leave 
    1. HR-411 updated to align with Board Approved leave plans (Bd 9-7-22) 
  20. Winter Break Leave 
    1. HR-415, HR-415 Q&As, and CRR 340.045 updated to align with Board Approved leave plans (Bd 9-7-22) 
    2. Add Employees on an unpaid leave of absence are not eligible for Winter Break Leave. 
    3. Update policy format to align all leave-related policies o Streamline Q&As 
  21. Worker’s Compensation 
    1. HR-409 and CRR 340.130 updated to align with Board Approved leave plans (Bd 9-7-22) 
    2. Combine HR-307 Worker’s Compensation and HR-409 Work-Incurred Injury or Illness into HR-409 
    3. Update HR policy title to HR-409 Worker’s Compensation Benefits 
    4. Update policy format to align all leave-related policies

November 2023

HR-602 Grievance Procedure for Administrative, Service and Support Staff

  1. Update S&T grievance officer

October 2023

HR-222 Payroll Deductions

  1. Add Order of Payroll Deductions 
  2. Clarify Non-Resident FICA exemption eligibility
  3. Clarify other information related to employees’ responsibilities and contact information 

 

HR-514 Unions and Union Membership

  1. Update union local designations to reflect Liuna Local 955 and IUOE 148.

 

HR-522 Telework

  1. Add travel reimbursement language pursuant to updated Allowable Travel Expense policy 22603.

 

Leave plan-related policies
The following new policies were developed in alignment with Board Approved leave plans (Bd 9-7-22), with an effective date of 01-01-2024:

  1. HR-402 Vacation (As of Jan 2024)
  2. HR-402 Vacation Q&As (As of Jan 2024)
  3. HR-403 Personal Days (As of Jan 2024)
  4. HR-403 Personal Days Q&As (As of Jan 2024)
  5. HR-404 Sick Leave (As of Jan 2024)
  6. HR-404 Sick Leave Q&As (As of Jan 2024)
  7. HR-421 Paid Time Off (PTO)
  8. HR-421 Paid Time Off Q&As
  9. HR-422 Caregiver Leave Pay
  10. HR-422 Caregiver Leave Pay Q&As
  11. HR-423 Parental Leave Pay
  12. HR-423 Parental Leave Pay Q&As
  13. HR-309 Short-Term Disability Plan
  14. HR-309 Short-Term Disability Plan Q&As

 

The following updated policies were revised in alignment with Board Approved leave plans (Bd 9-7-22):

  1. HR-402 Vacation (Prior to Jan 2024)
  2. HR-403 Personal Days (Prior to Jan 2024)
  3. HR-404 Sick Leave (Prior to Jan 2024)

 

June 2023

HR-104 Hiring and Retention Incentives

  1. Title change to Hiring and Retention Incentives
  2. Clarify compensation strategy for hiring and retention purposes
  3. Standardize agreement from at least 2 full years and not more than 4 years, to at least 2 years
  4. Add payment procedure timing details

HR-303 Educational Assistance and Tuition Reduction (As of Fall 2023)

  1. Updated HR Policy Provision application of benefits in accordance with the new tuition model approved by the Board of Curators on 05/18/2023.
  2. 75% educational assistance benefit updated from “regular tuition costs” to “tuition assessed for credit-courses at each campus”.
  3. 50% tuition reduction benefit updated from “in-state undergraduate rate for all courses including undergraduate, graduate, and professional courses” to “in-state tuition rate assessed at each campus for undergraduate coursework. For graduate and professional courses, the benefit is applied to the in-state lowest graduate rate at each campus.”

HR-414 Shared Leave

  1. Removed probationary period requirement from eligibility to apply for shared leave and
  2. Updated language from “vacation and sick” to “paid leave” to be consistent with the upcoming 01/01/24 leave plan changes.

May 2023

HR-521 Break Time for Nursing Mothers

  1. Added contact information for employees to request reasonable accommodations for breaks beyond one year
  2. Updated Pay for Break Time section III pursuant to FLSA, PUMP Act, and PWFA
  3. Additional language cleanup

April 2023

HR-222 Payroll Deduction Q&As

  1. Title changed to Payroll FICA Exemption Q&As to better reflect purpose of document
  2. Language cleanup

COVID-related policies and references

  1. Removed HR-700 Enhanced Policies which were suspended or rescinded in August 2022 or prior.
  2. Removed HR-700 policy reference in HR-217 Emergency Closure and Transition to Remote Operations.
  3. Removed HR-700 policy reference in HR-413 Administrative Leave.

February 2023

HR-522 Telework Arrangements

  1. Add approvals needed to work from an international location
  2. Additional language cleanup

HR-522 Telework Arrangements Q&A

  1. Clarify why requests to work outside the USA must be reviewed by the Research Security and Compliance team
  2. Clarify when an employee does not need to complete a telework form
  3. Additional language cleanup

HR-602 Grievance Procedure for Administrative, Service and Support Staff

  1. Update MU Health Care grievance officer

January 2023

HR-602 Grievance Procedure for Administrative, Service and Support Staff

  1. Update MU Health Care grievance officer
 

2022

December 2022

HR-508 Drug/Alcohol Abuse in the Workplace

  1. Added a policy note regarding application of Amendment 3, Marijuana Legalization 12-7-22

HR-401 Holidays

  1. CRR amended 9-7-22
  2. Juneteenth added as an official University holiday

November 2022

HR-125 Employment Records

  1. CRR amended date correction
  2. Remove Workers’ Compensation records as an example of a personnel file document
  3. Clarify student employment personal information may not be released without authorization

HR-211 Overtime and Compensatory Time

  1. Placed in new policy format
  2. Combined two policies into one (HR-211 Overtime and HR-215 Compensatory Time)
  3. Clarified overtime calculations with two or more rates of pay and nondiscretionary compensation (III.A.i.)
  4. Added expectations language (C, IV.B.iii)
  5. Updated calculation method for lump-sum payment of unused comp time balance upon separation of employment (C.iii.)
  6. Clarified timing of lump-sum payment of unused comp time balance upon separation of employment (V.C.)

HR-211 Overtime and Compensatory Time Q&A

  1. Updated title
  2. Added Comp Time questions

HR-308 Benefit Premiums

  1. Placed in new policy format
  2. Added Retiree Premium Charges information
  3. Added Long-Term Disability Recipient Premium Charges information
  4. Added reference and link to benefit Summary Plan Descriptions (SPD)

October 2022

HR-117 Layoff Q&A

  1. myHR access upon separation updated.

September 2022

HR-117 Layoff Q&A

  1. Added question regarding length of notice required.

HR-407 FMLA Q&A

  1. Clarified question #18 to reference faculty paid leave in accordance with CRRs 340.070 and 320.070.
  2. Clarified question #21 to address the effect of paid FMLA on service credit for UM retirement plans.
  3. Revised question #25 in accordance with CRR 320.070.A.2.
  4. Added question #27 to clarify the effect of FMLA entitlement period calculations during summer breaks.

August 2022

HR-208 Service and Maintenance Longevity Increases

  1. Policy inactivated
     

HR-209 Service and Maintenance Transfers

  1. Policy inactivated
     

HR-304 Employee Orientation and Development

  1. Remove specific course names listed

July 2022

HR-420 Medical Resident Leaves

  1. Update to include ACGME requirements.
  2. Clarify use of leave per CRR 320.070 concurrently with ACGME and ABMS leave requirements.
  3. Clarify other provisions including intermittent leave.

June 2022

HR-603 Law Enforcement Agency Internal Affairs

  1. New policy in accordance with Missouri law.
     

HR-224 Paycheck Disposition

  1. Employees may choose to deposit their paycheck into multiple accounts.
  2. Policy name updates.

May 2022

HR-105 Employment Documentation

  1. Updated required employment forms pursuant to CRR 320.020 and CRR 320.070.

HR-201 Authorization for Personnel Action

  1. Placed in new policy format
     

HR-304 Employee Orientation & Development

  1. Policy title change
  2. Updated content
  3. Move content from HR-108 orientation to HR-304
     

HR-410 Legal Proceedings

  1. Placed in new policy format
     

HR-501 Performance Appraisals

  1. Placed in new policy format
     

HR-402 Vacation

  1. Update practice regarding temporary FTE reductions to pre-COVID practices
     

HR-403 Personal Days

  1. Update practice regarding temporary FTE reductions to pre-COVID practices
     

HR-514 Union and Union Membership

  1. Place in new policy format
     

HR-515 Check-Off of Union Dues

  1. Place in new policy format
     

HR-518 Computer Utilization

  1. Placed in new policy format
     

HR-602 Grievance Procedure for Administrative, Service and Support Staff

  1. Update grievance officer name for MU. 
  2. Add “Individuals without computer access, or former employees who no longer have university access to askHR, may contact their campus Human Resources or Employee Relations Office, or email employeerelations@umsystem.edu for a form.”

April 2022

HR-126 Employee Referral Incentive Program

  1. New policy which provides $500 payments to current university employees for each candidate referred (and then hired) to a benefit-eligible staff position.
  2. Q&A created to address additional questions including procedures for employees who refer candidates to benefit-eligible staff positions.

February 2022

HR-401 Holidays

  1. Document approved 2021 and 2022 Juneteenth observed holidays.

January 2022

HR-130 Student Workers

  1. New policy providing compensation, performance expectations, and discipline guidelines for units who employ student workers.
     

HR-420 Medical Resident Leaves

  1. New policy complying with the ABMS Policy, “Parental, Caregiver and Medical Leave During Training.”
     

HR-601 Discipline Guidelines

  1. Revise policy, providing guidelines for discipline measures to address performance work workplace behavior concerns for administrative, service, and support benefit-eligible employees, and student employees
  2. Update policy title, documentation and summary discharge
  3. Revised layout to align with policy standards
     

HR-702 COVID-19 Policies

  1. Updated employee notification requirements.
  2. Updated supervisor notification requirements.

November 2021

HR-117 Layoff and Transition Assistance (for layoffs effective on or after 01/02/2022)

  1. Change transition assistance payments from 4 – 20 weeks to 4 – 10 weeks.
  2. Change transition assistance payment maximum from $50,000 to $25,000.
  3. Change continuation of benefit coverage from 3 – 6 months to 4 – 10 weeks.
  4. Clarification edit - employees on any appointment type (academic or staff) who have been given one year or more of notice will not be eligible for Layoff and TAP benefits.

HR-303 Educational Assistance and Tuition Reduction

  1. Provide clarifying language regarding taxation of benefits for Sponsored Adult Dependents
  2. Provide clarifying language regarding taxation of benefits for Spouses or Dependents engaged in teaching or research
 

2021

October 2021

HR-101 Employment Status

  1. Effective 1/1/2022, variable hour teaching academic employees FTE will be based on one credit hour taught equals 3.25 hours worked.
  2. International student employees may work up to 20 hours per week on campus during fall and spring semesters, and more than 20 hours per week during the summer term and designated breaks.
     

HR-106 Reporting Hours Worked

  1. Remove duplicative language from HR-101.
     

HR-417 Victims Economic Safety and Security Act (VESSA) Leave and Q&A

  1. New policy providing an equivalent of two workweeks of leave during a 12-month period, and reasonable safety measures, to an employee who is a victim of domestic or sexual violence, or an employee whose family or household member is a victim of domestic or sexual violence.
  2. Q&A created to address additional questions including how to request leave and how to record approved time off.
     

HR-519 Consensual Romantic Relationships

  1. Effective 04/22/21, the board of curators approved updates to CRR 330.065: Consensual Romantic Relationship Policy.
  2. Added exception request procedure information to the HR Policy provisions.

September 2021

HR-702 COVID-19 Policies and Q&A

  1. Added section to address discipline measures for non-compliance of required vaccinations.
  2. Updated question #11 to address employees who are required to be vaccinated.
  3. Added questions regarding FMLA.

August 2021

HR-702 COVID-19 Policies and Q&A

  1. New policies related to COVID-19 including working arrangements and time off.
  2. Related Q&As added.

June 2021

HR-205 Classification and Compensation

  1. Update to include section IV “Pay reduction measures for academic and staff” for ease of reference to existing policies.
     

HR-205 Classification and Compensation Q&A

  1. Added questions #14 and #15 regarding Salary and FTE Reductions.
     

HR-303 Educational Assistance and Tuition Reduction

  1. Update HR Policy Provisions to add a process for requesting an Extension of a Deadline.

HR-303 Educational Assistance and Tuition Reduction Q&A

  1. Question #1 updated to clarify employee eligibility for Educational Assistance during a leave of absence.

HR-404 Sick Leave Q&A

  1. Added questions #5-10.
     

May 2021

HR-700 Enhanced HR Policies in Response to COVID Q&A

  1. Removed questions related Families First Coronavirus Relief Act (“FFCRA”) which expired 12/31/2020.
  2. Updated the expiration date, per the national public health emergency initiative, for no-cost/cost-share virtual visit COVID-19 treatments.

April 2021

HR-125 Employment Records

  1. Create HR-125 Employment Record Policy and Q&A
  2. Modify CRR 180.060 Personnel Files
  3. Eliminate HR-114 (include content in HR-125)
     

HR-602 Grievance Administration

  1. Policy updated to reflect Board approved changes to CRR 380.010, effective 06/01/2021
  2. HR-502 Grievance Procedures eliminated (content integrated into HR-602), effective 06/01/2021
  3. HR-602 Q&A created, effective 06/01/2021
     

HR-700 Enhanced HR Policies for Employees in Response to COVID-19 Q&A

  1. Updated Travel-related section regarding personal travel
  2. Updated Benefits section to reflect guidelines for COVID testing, treatment, and vaccines

February 2021

HR-101 Employment Status

  1. Placed in new policy format
  2. Removed gender specific language
  3. Replaced “Service credit under the UM retirement program requires a minimum of 1500 hours worked per year.” with “Service credit for purposes of UM retirement plans will be determined by the terms of the applicable plan.”
  4. Added “Nonregular employees are not benefit eligible, provided that their eligibility for and participation in particular UM retirement plans will be determined by the terms of the applicable plans.”
     

HR-102 Equal Opportunity Program

  1. Placed in new policy format
     

HR-106 Reporting Hours

  1. Placed in new policy format
  2. Added “Recorded hours do not produce pay.” to the exempt, variable hour academic staff section.
  3. Changed overtime provisions to refer to HR-211
     

HR-110 Interviewing

  1. Placed in new policy format
  2. Removed Interview notes can be used in litigation of any discriminatory cases.
  3. Added questions to the Questions to Avoid and Appropriate Questions lists.
     

HR-116 Employment of Minors

  1. Placed in new policy format
  2. Reordered topics
  3. Added a See Also section
     

HR-213 Shift Differential

  1. Placed in new policy format
  2. Reworded section on when shift differential will be paid for all consecutive hours. Content did not change. 
     

HR-301 Perquisites

  1. Placed in new policy format
  2. Changed treatment of non-taxable perquisites to incorporate all retirement plans instead of just RDD.
     

HR-302 Identification Cards

  1. Placed in new policy format
  2. Aligned language with ID office websites
     

HR-401 Holidays

  1. Placed in new policy format
  2. Revised summary
     

HR-406 Development Leave

  1. Placed in new policy format
  2. Removed reference to specific form numbers
  3. Removed “In particular, this is a requirement for Development leave requests and for requests for leave by administrators specified in Executive Order No. 6.”
  4. Removed: “and sick leave” from the period of leave counting as length of service for accrual rates.
     

HR-516 Check-Off of Union Dues – Registered Nurses

  1. Replaced policy with statement that policy is under review. 

January 2021

HR-407 Family and Medical Leave Act Q&As

  1. Added Q #25 regarding available time to a faculty member when they take FMLA leave that crosses semesters.
  2. Added Q #26 regarding available pay for faculty members when they take FMLA leave that crosses semesters.

HR-700 Enhanced HR Policies for Employees in Response to COVID-19

  1. Adjusted policy to reflect the sunsetting of FFCRA
  2. Changed Child Care Unavailability to Caregiver Unavailability
  3. Added “FFCRA leave is effective April 1, 2020 through December 31, 2020” throughout the policy for clarification
  4. Changed 15 days to workdays regarding Administrative Leave
     

HR-700 Enhanced HR Policies for Employees in Response to COVID-19 Q&A

  1. Removed questions pertaining to FFCRA specific leave and pay
  2. Added “*FFCRA effective April 01, 2020 through December 31, 2020” to the COVID Leave and Pay Questions section
  3. Added questions to the Benefits section pertaining to vaccines
     

HR-700 Enhanced HR Policies for Employees in Response to COVID-19 Additional Guidance

  1. Removed information pertaining to FFCRA specific leave and pay
  2. Changed 15 days to workdays regarding Administrative Leave
 

2020

December 2020

HR-203 Position Classifications

  1. Combined with HR-205 Admin/Professional Compensation; HR-206 Office/Technical Compensation; HR-207 Office/Technical Hiring/Transfers/Reclassifications; and HR-210 Annual Increases to create new HR-205 Compensation and Classification
     

HR-203 Position Classification Q&A

  1. Removed from policy library
     

HR-205 Compensation and Classification

  1. Combine five policies into one: HR-203 Position Classifications; HR-205 Admin/Professional Compensation; HR-206 Office/Technical Compensation; HR-207 Office/Technical Hiring/Transfers/Reclassifications; and HR-210 Annual Increases.
  2. Placed in new policy format
  3. Update language
     

HR-205 Compensation and Classification Q&A

  1. Creation of Q&A
     

HR-206 Office/Technical Compensation

  1. Combined with HR-203 Position Classifications; HR-205 Admin/Professional Compensation; HR-207 Office/Technical Hiring/Transfers/Reclassifications; and HR-210 Annual Increases to create new HR-205 Compensation and Classification
     

HR-207 Office/Technical Hiring/Transfer/Reclassification

  1. Combined with HR-203 Position Classifications; HR-205 Admin/Professional Compensation; HR-206 Office/Technical Compensation; and HR-210 Annual Increases to create new HR-205 Compensation and Classification
     

HR-210 Annual Increases

  1. Combined with HR-203 Position Classifications; HR-205 Admin/Professional Compensation; HR-206 Office/Technical Compensation; and HR-207 Office/Technical Hiring/Transfers/Reclassifications to create new HR-205 Compensation and Classification
     

HR-216 Summer Appointments and Consultation

  1. Place policy in new approved format.
  2. Update language regarding retirement to include defined benefit, defined contribution and hybrid plans.
  3. Remove gender specific language.
     

HR-520 Reporting University Related Misconduct

  1. Placed policy in new format

November 2020

HR-217 Emergency Closure and Q&A

  1. Update title to "Emergency Closure and Transition to Remote Operations"
  2. Update policy language to reflect required "on-site" and "telework" during an event of a closure
  3. Add summary table
  4. Update Q&A questions 7, 16. and 21.
     

HR-413 Admin Leave

  1. Placed in new policy format
     

HR-414 Shared Leave

  1. Placed in new format
  2. Added a Process section
  3. Clarified eligibility
     

HR-503 Rest Periods

  1. Placed in new policy format
     

HR-505 Personal Conduct

  1. Placed in new format
  2. Added a summary
  3. Added a see also section
     

HR-519 Consensual Relationships

  1. Placed in new policy format
     

HR-521 Breaktime for Nursing Parents

  1. Placed policy in new format
  2. Corrected title
  3. Removed gender specific language
     

HR-700 Enhanced HR Policies

  1. Updated definition of “close contact” based on CDC guidelines
     

HR-700 Enhanced HR Policies Q&A

  1. Updated question 4 with the definition of “close contact” based on CDC guidelines

October 2020 updates

HR-107 Attendance

  1. Placed in new policy format
  2. Removed references to forms to align with current practices
  3. Updated with gender neutral language
     

HR-109 Probationary Period

  1. Placed in new policy format
  2. Added language to clarify departmental seniority during a transfer (previously stated in HR-109 Q&A).
  3. CRR section updated to include gender neutral language
     

HR-109 Probationary Period Q&A

  1. Removed Q&A due to information being included in policy
     

HR-114 Release of Employee Information

  1. Placed in new policy format
  2. Updated with gender neutral language
     

HR-115 Employment of Relatives

  1. Placed in new policy format
  2. Updated with gender neutral language
     

HR-118 Separations

  1. Updated with gender neutral language
     

HR-121 Fitness for Duty

  1. Placed in new policy format
  2. Updated with gender neutral language
     

HR-204 Student Titles

  1. Modified student titles table to change "student titles - undergraduate" to "student titles - all students". All University of Missouri students can be hired into one of these titles regardless of degree level.
  2. Added student employee title of Healthcare Student Assistant, 6941, to the list of student titles for all students.
  3. Updated with gender neutral language.
     

HR-211 Overtime Q&A

  1. Updated with gender neutral language
     

HR-214 Extra Compensation

  1. Place policy in new approved format.
  2. Added information to clarify that extra compensation does not count as creditable earnings for retirement.
  3. CRR section updated to include gender neutral language
     

HR-305 Service Recognition Q&A

  1. Removed questions regarding gift card information
  2. Updated with gender neutral language
     

HR-405 Military Leave

  1. Placed in new policy format
  2. Updated with gender neutral language
  3. Updated language regarding retirement to include defined benefit, defined contribution and hybrid plans
  4. Removed the reference to the bi-weekly roster
     

HR-408 Leaves of Absence Q&A

  1. Updated with gender neutral language
     

HR-411 Voting

  1. CRR section updated to include gender neutral language
  2. Placed in new policy format
  3. Updated time-keeping procedures to reflect Time & Labor processes
  4. Added language that allows time off without pay or use of PTO for employees who live outside of Missouri
     

HR-507 Conflict of Interest

  1. CRR section updated to include gender neutral language
  2. Placed in new policy format
     

HR-508 Drugs and Alcohol in the Workplace

  1. Placed in new policy format
  2. Added See Also reference to Office of General Council Medical Marijuana FAQ
     

HR-509 Political Activity

  1. Updated with gender neutral language
     

HR-517 Violence in the Workplace

  1. Updated with gender neutral language

*In addition to the HR policies, 27 Collected Rules and Regulations connected with Human Resources were updated with gender neutral language.

September 2020 updates

HR-117 Layoff and Transition Assistance Q&A

  • Q22 clarified when transition assistance pay will begin.

HR-700 Enhanced HR Policies for Employees in Response to COVID-19

  • Families First Coronavirus Response Act (FFCRA) updates effective 09/16/20 related to the definition of Healthcare Provider for purposes of eligibility for FFCRA Leave, and clarification regarding Intermittent Leave approvals required.

HR-700 Enhanced HR Policies for Employees in Response to COVID-19 Q&A

  • Q12 updated “How do I request FFCRA Paid Sick Leave or FFCRA Expanded FMLA”
  • Q29 updated “May I take FFCRA Paid Sick Leave and FFCRA Expanded FMA intermittently while teleworking”
  • Q31 updated “May I take FFCRA Expanded FMLA intermittently while my child(ren)’s school or place of care is closed, or child care provider is unavailable, due to COVID-19 related reasons, if I am not teleworking?
  • Q33 updated “My position is excluded from FFCRA because I am a ‘health care provider’ or ‘emergency responder’. What positions are excluded and why?”

August 2020 updates

HR-222 Payroll Deductions

  1. Clarifying that an employee can authorize payments only to approved credit unions.
     

HR-402 Vacation and HR-404 Sick

  1. Adjust the timing of vacation and sick accruals for exempt employees
    From: Exempt employees who are in active pay status on the 15th of the month are eligible to receive the entire month's accruals
    To: Exempt employees who are in active pay status on the Monday of each week are eligible to receive the accrual for the corresponding week.
  2. Update vacation policy to align with practices during Shared Leave and Furlough (no accruals).
     

HR-522 Telework

  • Policy created

HR-700 Enhanced HR Policies in Response to COVID-19 Updates

  • Remove Limited Closure - Remove “Limited Closure” which previously expanded HR-217 leave available from 5 days to 30 days of administrative leave if employees were unable to work due to a limited closure situation (i.e., rec center closure).  
  • Remove Telework - Remove “Telework Arrangements.” Policy HR-522 Telework replaces the temporary measures identified in HR-700 previously.
  • Clarify temperature - Update language to reflect CDC’s recommendations of “100.4 degrees Fahrenheit/38 degrees Celsius or higher” versus above 100.4.   
  • Define “Close Contact” - Replace references to “have been exposed or are reasonably believed to have been exposed to the coronavirus causing COVID-19” throughout the policy with “close contact”. “Close contact, as outlined and periodically updated by the CDC, includes contact within six feet for at least 15 minute”.
  • Improve directives on when employees must remain away from the worksite – “Employees who have received a COVID-19 diagnosis, have a fever of 100.4 degrees Fahrenheit/38 degrees Celsius or higher, are experiencing COVID-19 symptoms (unless symptoms are otherwise explained by existing conditions), or who have had close contact with a person with COVID-19 diagnosis or unexplained symptoms, are required to consult with their healthcare provider as appropriate, avoid the worksite and other University premises, with the exception of appropriate health care facilities, until authorized to return. The university’s chief human resources officer or designee may approve exceptions to remain on the worksite.”
  • Improve directives on what supervisors should do if contacted by an employee – Supervisors with employees working on-site should:
    • Notify their university’s chief human resources officer (or designee) of an employee who has been diagnosed with COVID-19, has a fever of 100.4 degrees Fahrenheit/38 degrees Celsius or higher, is experiencing symptoms of COVID-19 unless symptoms are otherwise explained by existing conditions, or has had close contact with a person who has COVID-19 diagnosis or unexplained symptoms.
    • Advise the employee to consult with their healthcare provider as appropriate, including Telehealth or Virtual Visits.
  • Clarify Notification - Add language regarding what information supervisors may provide.
    • “Follow campus guidelines regarding notification of potential exposure to COVID-19.  The identity of the employee should be kept confidential, but information may be shared with employees who have a need to know, including employees needed to assist with cleaning or assisting with work arrangements.”
  • Update Intermittent Leave – Update language to align with recent regulation interpretation and align with FMLA provisions.
    • “FFCRA Paid Sick Leave and FFCRA Expanded FMLA Leave may be taken intermittently if the need for the leave is intermittent.  Employees taking leave intermittently must make a reasonable effort to schedule the leave so as not to unduly disrupt the University’s operation.”
  • Updated Symptoms – Update language throughout the policy to add “…unless symptoms are otherwise explained by existing conditions..”
  • Improve directives on who is authorized to conduct contact tracing.
    • Add “Supervisors with employees working on-site should not undertake contact tracing efforts. Only public health officials and approved contact tracers are authorized to use information about COVID-19 exposures and diagnosis to conduct contact tracing.”
  • Add a summary Time and Labor Record Keeping chart
    • Paid leave available
    • Time reporting code descriptions

HR-700 Q&A Updates

  • Update Q&A to reflect policy revisions
  • Updated benefit-related questions to reflect updates in benefit policies
  • Added the following questions
    • How many “15-days of administrative leave” can an employee have? Can an employee receive it multiple times?
    • Are Graduate Assistants eligible for up to 15 days paid leave?
    • If an employee is asked to quarantine prior to a medical procedure, does this qualify as ‘quarantine’ for the purpose of FFCRA?
    • My child’s school or place of care has moved to online instruction or to another model in which children are expected or required to complete assignments at home. Is it “closed” and how does this impact my eligibility for FFCRA eFMLA?
    • Where are face coverings required and not required?
    • If an employee is diagnosed with COVID-19, will they be required to provide a release before returning to working on site?  
    • Are supervisors responsible for contact tracing when an employee reports they have been diagnosed with COVID-19?  
    • What can a supervisor communicate to their unit when they have been informed that someone within their department has been diagnosed with COVID-19?  
    • If an employee is quarantined but has exhausted available FFCRA Paid Leave, what paid time off options are available?  
    • If an employee is directed by a healthcare provider to self-quarantine as a precautionary measure (e.g. to avoid potential exposure to COVID prior to a surgery or birth of a child), what leave is available?  

July 2020 updates

HR-105 Employment Documentation

  1. Policy reformat
  2. Add Direct Deposit as a requirement per HR-224
  3. Add Pay Deferral Election Form per HR-219 for faculty and graduate students who choose to defer pay over 12-months

HR-111 Direct Promotion

  1. Policy re-format
  2. Removal of reference to specific forms to align with current procedures
     

HR-120 Post Offer Pre-employment Testing

  1. Policy re-format
     

HR-208 Service & Maintenance Longevity

  1. Policy re-format
  2. Updated to indicate the expiration of the policy for Service/Maintenance employees.
     

HR-209 Service & Maintenance Transfer

  1. Policy re-format
  2. Removed gender specific language
  3. Updated to indicate the expiration of the policy for Service/Maintenance employees.
     

HR-218 Daylight Saving Time

  1. Policy re-format
     

HR-219 Pay periods

  1. Add Pay Deferral Election option for graduate students on 9-month, exempt (monthly paid) appointments (e.g. students who receive assistantships for an academic year appointment).
  2. Clarify process and deadlines
  3. Effective 2020-2021 pilot with MU; 2021-2022 implement at all universities.

HR-222 Payroll Deductions

  1. Policy reformat including reference to CRR 530.010 sections A.10 and T.1
  2. Updated language regarding retirement to include defined benefit, defined contribution, and hybrid plans.
  3. Replaced “United Way Contributions” with “charitable contributions”
  4. Gender neutral language
     

HR-222 Payroll Deductions Q&A

  1. Removed “regularly working 40 or more hours per week” from question two.
  2. Clarified the number of days for 5 weeks in question four.
     

HR-223 Special Payment for Payroll

  1. Policy re-format
  2. Updated policy title
  3. Clarified administrative cost for off-cycle payments and who is responsible for associated fees.
     

HR-224 Check Disposition for Payroll

  1. Policy re-format
     

HR-303 Educational Assistance and Tuition Reduction

  1. Modified submitting the benefit form for each semester to submitting the form for the current semester and one semester ahead.
     

HR-306 Social Security

  1. Policy re-format
     

HR-407 Family and Medical Leave

  1. Updated policy to reflect the date of the change to the entitlement period being measured as rolling backward.
     

HR-407 Family and Medical Leave Q&A

  1. Added a question regarding leave entitlement during a bereavement leave.
     

HR-412 Funeral Leave

  1. Policy re-format
  2. Policy clarification regarding eligibility during paid and unpaid status.
     

HR-506 Personal Debt

  1. Policy re-format
  2. Removed reference to fee amount associated with payments for court-ordered withholdings
     

HR-509 Political Activity

  1. Policy reformat including aligned language with CRR 350.050 dated 7-24-15
  2. Clarified factors such as:
    1. The policy applies to faculty and staff
    2. Notification procedures
    3. An employee on a leave of absence who is seeking office will be placed on an unpaid personal leave of absence, except in an instance when paid leave is required by law.
       

HR-512 Consultation

  1. Policy re-format
     

HR-513 Volunteers

  1. Policy re-format
     

HR-517 Violence in the Workplace

  1. Policy re-format
     

HR-730 Policy on Extension

  1. Policy creation pursuant to CRR 20.021 COVID-19
  2. Provides guidance on the terms of hiring non-regular academic appointments within University of Missouri Extension related to extramural funding.

June 2020 updates

HR-305 Service Recognition

  1. Policy reformat
  2. Updated policy to align with changes to the service recognition program, namely the gift card program ended as of May 31, 2020.

May 2020 updates

HR-402 Vacation Days
The following policy provisions were added to apply to employees whose FTE is temporarily reduced and whose accruals exceed the maximum allowed with their new, lower temporary FTE:

  1. The vacation days which exceed the new lower vacation maximum before the FTE change occurred will be unavailable for use during the temporary FTE reduction time-frame.
  2. The vacation days will be restored and available for use after the employee resumes their previous, higher FTE.
  3. Otherwise, vacation hours will be paid lump-sum if the employee’s change to a lower FTE is permanent, or other change occurs such as resignation, termination, or employment change to a variable hour position.

HR-403 Personal Days

The following policy provisions were added to apply to employees whose FTE is temporarily reduced and whose accruals exceed the maximum allowed with their new, lower FTE:

  1. The personal days which exceed the new lower pro-rated personal day maximum before the FTE change occurred will be unavailable for use during the temporary FTE reduction time-frame.
  2. The personal days will be restored and available for use after the employee resumes their previous, higher FTE.

HR-408 Leave of Absence

  • Streamlined procedures related to leaves requested pursuant to the Family and Medical Leave Act.
  • Updated policy format.

HR-700 Enhanced HR Policies for Employees in Response to COVID-19

  1. Addition guidelines for phased plans to return to on-site work operations that were previously completed via telework
  2. Guidelines for precautionary measures
    1. Six-foot distance
    2. Personal Protective Equipment (e.g., face coverings)
    3. Limit of in-person meetings/group gatherings
    4. Washing hands for 20 seconds or using hand sanitizer
    5. Regular cleansing of the work area
    6. Measuring temperature before work
  3. Guidelines for notifying supervisors
  4. Accommodation considerations
  5. Removal of guidelines for:
    1. Class continuation
    2. Operations of residence and dining halls
    3. Limiting on-site work

HR-720 Policy on Salary Reductions for Faculty and Other Academic Appointees in Response to COVID-19  

  1. Policy and Q&A creation (05/04/2020)
  2. General Temporary Salary Reductions defined for across the board reductions for faculty
  3. Criteria-Based Salary Reductions defined for Tenured Faculty

April 2020 updates

HR-700 Enhanced HR Policies for Employees in Response to COVID-19

  1. Addition of Families First Coronavirus Response Act (FFCRA) and federal guidelines
    1. Available April 1, 2020 through December 31, 2020
    2. FFCRA Paid Sick Leave
      1. Leave to be paid only for qualifying reasons
        1. Is subject to a Federal, State, or local quarantine or isolation order related to COVID-19;
        2. Has been advised by a health care provider to self-quarantine related to COVID-19;
        3. Is experiencing COVID-19 symptoms and is seeking a medical diagnosis;
        4. Is caring for an individual who is subject to an order described in (a) above or has been advised to self-quarantine as described in (b) above; or
        5. Is experiencing another substantially-similar condition designated by the U.S. Department of Health and Human Services.
      2. Two weeks of paid leave
      3. Paid at the regular rate with $511 per day maximum for a total of $5110 maximum for care of self
      4. Paid at 2/3 the regular rate with $200 per day maximum for a total of $2000 maximum for care of immediate family members
      5. One occurrence per employee
    3. FFCRA Expanded FMLA Leave
      1. Employee employed a minimum of 30 days
      2. Twelve weeks of expanded leave to address school or care provider closings
      3. Ten of the twelve weeks to be paid time off at 2/3 the regular rate with $200 per day maximum for a total of $10,000 maximum
    4. Addition of guidelines for leave due to quarantine or isolation
  2. Provided an end date of April 12, 2020 for administrative leave
     

HR-710 COVID-19 Payroll Reduction Measures for Administration, Service and Support Employees

  1. Policy creation.
  2. Addresses the type of payroll reduction measures that may be made to address challenges posed by the COVID-19 emergency.
  3. Provides guidelines on covered employees, guiding principles, applicable rules, and documentation.
     

HR-710 COVID-19 Payroll Reduction Measures for Administration, Service and Support Employees Q&A

  1. Question and Answer creation.
  2. Provides guidance on the application of the HR-710 policy.

March 2020 updates

HR-103 Moving Allowance
Added content to inform employees that new IRS regulations consider any moving allowance as compensation therefore it is taxable.

HR-303 Educational Assistance and Tuition Reduction Program for University Employees and Their Spouses/Dependents 
Note: This is the new combined HR-303 and HR-309.

  1. Changed the deadline to submit a request for Educational Assistance and/or Tuition Reduction has been changed from the end of the semester to the following deadlines:
    1. Fall semester October 1st
    2. Spring semester March 1st
    3. Summer semester July 1st
  2. Streamlined the approval process by eliminating the department signature
  3. Updated language and policy provisions regarding eligibility and ineligibility, including:
    1. Employees may now continue eligibility when they are on a paid or unpaid leave of absence
    2. New policy provisions have been added for employees who have been approved for Long Term Disability (LTD)
    3. Added clarifying language regarding the death of a retiree.
  4. On rare and extenuating circumstances, the semester/summer/intersession limits may be raised. Supervisory approval and UM System Human Resource approvals are required. Under no circumstances will exceptions be granted to extend beyond the yearly maximum policy limit.
  5. Taxable and non-taxable situations are largely but not exhaustively detailed
  6. Title changed from “Educational Assistance Program for University Employees, Other than Graduate Teaching and Research Assistants” to “Educational Assistance and Tuition Reduction Program for University Employees and their spouse/dependents”

HR-303 Educational Assistance and Tuition Reduction Program for University Employees and Their Spouses/Dependents Q&A

  1. Added “Are employees and their spouses/dependents eligible for the Educational Assistance and Tuition Reduction if the employee is on a leave of absence?”
  2. Added “Are employees who receive the Educational Assistance benefit eligible to use student resources?”
  3. Added “I previously worked for the university and am considering returning. When will my child/spouse be eligible to receive a 50% tuition reduction?”
  4. Added “What are the eligibility requirements for a spouse and dependent(s) under the Tuition Reduction program?”
  5. Added “I have been advised that I may be taxed for my “non-tax dependents” who are between the ages of 19-24 and utilizing the Tuition Reduction benefits. What does “non-tax dependents” mean?”
  6. Other edits to reflect changes to CRR 230.070 and HR-303.

HR-402 Vacations

  • Policy reformat to reflect CRR language
  • Remove years of service include “interruptions of service of less than four (4) months each, due to the University’s temporary lack of need for the employee’s services”
  • Remove “any period of service as a variable hour employee, which occurs immediately following and preceding periods of regular service, for the convenience of the University is counted” [towards years of service]

HR-407 Family Medical Leave Act (FMLA)

  1. Policy updated reflecting recent changes to Collected Rules and Regulations, Section 340.010 Family and Medical Leave Act. Specifically:
    • The 12-month period is measured backward from the date the eligible employee uses any FMLA leave, and the leave entitlement is equal to the balance of the twelve (12) workweeks which has not been used during the immediately preceding 12 months. Note: This provision will take affect at a date determined by the UM System Chief Human Resources Officer, which at the time of this posting is anticipated to be on or after May 1, 2020.
    • Spouses who are eligible employees may each take up to twelve (12) workweeks of leave in a 12-month period for FMLA-qualifying reasons, including leave to care for the employee’s parent with a serious health condition or for the birth of a child or placement of a child with the employee for adoption or foster care.
  2. Define the order of PTO paid to faculty and staff during leave.

HR-407 Medical Leave Act (FMLA) Q&A

  1. Updated “how does the University define a year?”
  2. Added “Can a break in service have an effect on FMLA eligibility?”
  3. Added “What is the definition of ‘next of kin’ for military caregiver leave?”
  4. Added “What is the definition of ‘qualifying exigencies’?”
  5. Other edits to reflect changes to CRR 340.010 and HR-407.

HR-700 Enhanced HR Policies for Employees in Response to COVID-19

March 17, 2020:

  1. Policy creation
  2. Provides guidance to address issues concerning COVID-19 and the operations of the University.
    1. Allowable leave to be taken and length of leave
    2. Thirty days of sick leave to care for an immediate family member due to care provider closings
    3. Use of fifteen days of unearned vacation
    4. Fifteen days of administrative leave pay for eligible employees who are unable to telework
    5. Approved unpaid leave for those without available paid time off
    6. Thirty days of administrative leave pay when a limited closure has occurred
    7. Employee eligibility for leave: administrative, service and support staff including variable hour, probationary, and student staff
  3. Telework and on-site work arrangements
  4. Measures beyond existing policies
  5. Employees experiencing symptoms or having been diagnosed with COVID-19, or caring for family members experiencing symptoms or having been diagnosed with COVID-19.

March 19, 2020:

  1. Addition of a section pertaining to pay for academic appointments
    1. Addresses those who do not accrue paid time off
    2. How much leave is permitted
      1. Fifteen days of administrative leave pay for those unable to telework
      2. Applicable annual leave
  2. Telework for academic appointments
  3. Procedures for class continuation
  4. Operations for residence and dining halls
  5. Telework and on-site work arrangements for academic appointments
 

2019

December 2019 updates

HR-416 Organ and Bone Marrow Donor Leave
New policy created to provide paid leave for employees who donate an organ or bone marrow.

HR-416 Organ and Bone Marrow Donor Leave Q&As
Questions and Answers created to provide information to employees and departments regarding usage and application of donor leave.

October 2019 updates

HR-118 Separations
Update to ensure consistency with other policies referencing University retirement plans.

HR-202 FLSA
Eliminate exempt employee reduction in pay language. Added the definition of work week. Eliminate overtime calculation for multiple appointments language. Eliminate UM payroll reports language. Eliminate 40% table explaining dual appointments.

HR-217 Emergency Closure
Update policy to improve the language and clarify pay practices.

HR-217 Emergency Closure Q&A
Addition of new questions and answers for HR-217 Emergency Closure and Suspension of Operations policy.

HR-219 Pay Periods
Update the beginning and end time of the pay period to align with the University’s time keeping and payroll systems.

HR-220 Monthly Payroll
Update to align with the University’s time keeping and payroll systems.

HR-221 Bi-weekly Payroll
Update to align with the University’s time keeping and payroll systems.

HR-407 FMLA Q&A
Update to align with changes made to CRR 340.030 Sick Leave Policy and HR-404 Sick Leave.

HR-415 Winter Break Leave Q&A
Update the beginning and end time of Winter Break to align with the University’s time keeping and payroll systems.

HR-504 Background Checks

  1. Added or changed the following:
    • Transfers - Eliminate background checks on employees transferring between departments except for “Current employees transferring into a position involving responsibility for patient care (e.g. MU Health Care transfers or promotions)”
    • Break in Service - Employees who have a break in service and return to the university are subject to a background checks
    • Education verification - Background checks will now include verification of education confirming the candidate’s academic credentials
    • Disclosure requirement timeframe - Change the disclosure requirement timeframe from “five days” to “within a reasonable amount of time, not to exceed five days”.
    • Additional checks - Added “The University may require additional background checks or disclosures not described in this policy, including but not limited to background checks or disclosures required by federal or state law, by contract or agreement, or as approved by the applicable University, MU Health Care, or UM System Human Resource office.
  2. Clarified the following:
    • Background checks will be conducted for benefit-eligible and non-benefit eligible faculty and staff
    • Background checks are generally not conducted on student employees
    • Clarify that background checks include social security number verifications
    • Background checks are conducted on the final candidate
  3. Updated the following:
    • Update language regarding Exclusion List to include additional lists beyond LEIE/SAM
    • Update language regarding how the University will use the information to assess employment
    • Update language regarding sex offender searches

July 2019 updates

HR-117 Layoff and Transition Assistance Q&As
Updated to add new question regarding winter break leave while on layoff leave of absence. Revised terminology to align with current practices; changed "I" to "an employee"/"they", "my" to "their".

January 2019 updates

HR-117 Layoff and Transition Assistance
Policy updated reflecting recent changes to Collected Rules and Regulations, Section 350.051: Layoff and Transition Assistance.

HR-117 Layoff and Transition Assistance Q&As
Policy updated reflecting recent changes to Collected Rules and Regulations, Section 350.051: Layoff and Transition Assistance.

 

Reviewed 2024-01-03