FDU Employee Handbook: Introduction
PAY AND BENEFITS
Basis for Determining Pay
The rate of pay for your position is determined by the nature
and scope of the duties performed and the University's pay structure.
It is the University objective that every non-faculty job has
a written job description stating the purpose, functions and minimum
qualifications of the job. All jobs are evaluated by a systematic method
that rates the job itself, not the person performing it. The work the
job calls for is analyzed, and an accurate description is written. The
job is then ranked according to its level of responsibility and is assigned
to a grade level. Grade levels, representing increasing job responsibility,
progress upward from 4 to 12 for secretarial, clerical, technical, facilities
and public safety jobs and from 20 to 34 for professional and administrative
Depending on the work flow of a department, there may be times
when it will be necessary for employees to be temporarily assigned to
another job within that department or division, or even to another department
or division. You are expected to comply with this type of request. Failure
to do so may result in disciplinary action up to and including termination.
Our semi monthly pay period runs from the first day of the month
through the 15th day of the month, and the 16th
of the month through the last day of the month. Regular full-time employees
are paid for the actual days included in the current pay period. Regular
part-time, temporary/casual employees have a one pay period lag time,
e.g., the employee must work two pay periods before receiving the first
pay check. For non-exempt employees, overtime or hourly variances (docking)
will take place one pay period behind.
In the event that a regularly scheduled payday falls on a day off such
as a weekend or a holiday, paychecks will be distributed on the last
workday prior to the regularly scheduled payday. If a regular payday
falls during an employee's vacation, the paycheck will be available
upon his or her return or, if the employee has arranged for direct deposit,
the check will be sent to the direct deposit institution.
Mandatory Pay Deductions
Deductions are made from an employee's paycheck for income taxes,
social security and other deductions required by law. These deductions
are itemized on your check stub.
The amount of your deductions will depend on your earnings and on the
information you furnish on your W-4 form regarding the number of exemptions
you claim. If you wish to change this number, please request a new W-4
form from the Human Resources department. Verbal or written instructions
are not sufficient to modify withholding allowances.
The W-2 you receive annually reflects how much of your earnings were
deducted for these purposes.
Any other mandatory deductions made from your paycheck such as garnishments
will be explained to you whenever Fairleigh Dickinson University is
ordered to make such deductions. You will be notified before any deductions
Direct Payroll Deposit
Direct payroll deposit is the automatic deposit of your pay
into the financial institution accounts of your choice. You may sign
up or change your direct deposit at any time. Contact the payroll manager
for details and the necessary authorization form.
Lost or Stolen Checks
If your paycheck is lost or stolen, contact the payroll manager to
request that a stop-payment order be issued. A written confirmation
of your request will be required. Immediately after the bank confirms
that the original check has not been cashed, the Finance Department
will issue a stop payment order to the bank and a replacement check
will be issued to you. This process usually takes three business days
after your written request is received in the Human Resources Department.
All regular and temporary non exempt, non union employees who
work more than forty hours in a work week (Monday through Sunday) will
be paid at one and one-half times their regular hourly rate of pay for
hours worked in excess of forty.
Regular non-exempt employees who, as scheduled, work on a University-observed
holiday, will receive one and one-half times their rate of pay for the
hours actually worked, plus the regular pay they would have received
if they had not worked. Although temporary and student employees are
not entitled to any holiday pay, they will be paid at the rate of one
and one-half times their rate of pay for the hours worked, if they are
required to work on an observed holiday.
Overtime pay practice for secretary/clerical union employees are contained
in the Collective Bargaining Agreement between Fairleigh Dickinson University
and Office and Professional Employees International Union, Local 153,
All overtime must be pre-authorized by the department supervisor.
Employees in executive, professional and certain administrative jobs
are not eligible for overtime payment. Job descriptions indicate status
as an exempt or non-exempt employee.
Exempt, non faculty employees who are required by their
supervisors to work outside their normal work schedule will be given
equal time off with pay within 60 days of the date the time was worked.
Time not used within 60 days will be lost. Payment will not be made
for any unused compensatory time at termination.
University-observed holidays are developed in consultation with
the academic schedule. Understandably, employees are needed to be at
work when the students are attending classes.
Regular full-time and part-time employees receive up to 13 paid holidays
in a fiscal year. Full-time employees whose work year is less than 12
months will not be paid for holidays that fall during the time they
are inactive. However, when a holiday falls within five (5) working
days preceding the period of inactivation, the employee will receive
pay for that holiday. Labor Day is a paid holiday only for those inactive
employees who returned to work before the Labor Day Holiday.
Part-time employees receive holiday pay if the observed holiday falls
on a scheduled workday. Part-time employees who work less that 16 hours
per week are not eligible to receive a floating holiday if a floating
holiday is determined to be one of the 13 paid holidays.
Temporary/casual and student employees are not eligible to be paid
for University Observed Holidays.
Non-exempt employees scheduled to work on a University Observed Holiday
will be paid at one and one-half times (1 ½) their hourly rate
of pay for the hours actually worked, plus the regular pay they would
have received if they had not worked.
In addition to the 13 University Observed Holidays, most University
operations are curtailed for three (3) days between Christmas Day and
New Year's Day. While some departments may require employees to report
to work to meet University needs, most employees have this time off
with pay. At the employee's discretion, he or she may request comp time
or extra pay in exchange for working on one or all of these days.
An employee on any type of leave of absence is not entitled to be paid
for any University observed holiday that is scheduled during the period
of the leave of absence.
A list of holiday dates to be observed is distributed prior to the
beginning of the fiscal year (July 1). In a year when a floating holiday
is one of the 13 observed holidays, employees must schedule their floating
holiday during their work year (9,10, 11, 12 months). Floating Holidays
may not be carried over into the next fiscal year. Employees who are
eligible for a Floating Holiday must schedule the time with his or her
supervisor at least five days ahead of the selected date. Employees
in the Introductory Period are not eligible for Floating Holidays until
the Introductory Period is concluded.
Note: In any year when all thirteen (13) University observed holidays
are not scheduled on specific dates, the unscheduled number will become
Floating Holidays. Floating Holidays will be scheduled by the employee
and must have the prior approval of the supervisor.
By law, the University is required to keep accurate records of the
time worked by employees. This is done by time clocks or other written
documentation. Time records are the property of the University and are
used to document the following:
- Actual start time and stop time
- Regular hours
You are responsible for accurately recording your time. One may not
punch in for someone else or record hours for another employee. Tampering
with another person's time record or knowingly reporting your time incorrectly
is cause for disciplinary action up to and including termination. Please
report any error in recording your time to your
supervisor immediately so appropriate corrections may be made.
Exempt employees are required to submit an Absence Report once
Overall pay increases are determined by the Board of Trustees
and are based largely upon student enrollment. Normally, the increases
are given in the second pay period in November thereby giving the Board
the opportunity to review the actual enrollment for the fall semester
and project the enrollment for the spring semester. Overall pay increases
are granted in one of two ways, across-the-board or merit. Merit increases,
if granted, will be tied to performance reviews. Of course, in any year
there is a decision to grant an-across-the board increase, it will not
be tied to performance review. Local 153 unit employees should consult
the Agreement for information regarding annual increases in salary.
You will receive an increase if you are promoted to a higher-level
position. Your promotional increase will depend on the salary range
of the grade level for the new position.
Full-time Regular Employee:
Employees who work 35 or more hours per week on a regular basis for 9, 10,
11, or 12 months a year are classified as regular full-time.
Part-time Regular Employees:
Employees who work less than 35 hours per week on a regular basis
for 9, 10, 11, or 12 months a year are classified as regular part-time.
A student employee is one who began work after being admitted as a
full-time undergraduate student (12 or more credits) or a full-time graduate
student (9 or more credits). Student employees may work a maximum of 20 hours
per week during the fall and spring semesters and full time (35 hours) during
the summer and intersession.
Employees who are entitled to overtime pay are considered non-exempt.
Exempt employees are generally salaried and perform executive, administrative,
managerial, professional, technical or outside sales-related job functions.
Exempt employees are paid for the successful completion of specialized assignments
rather than for the actual hours worked.
Employees who are hired to work for a designated period of time are
not entitled to University provided benefits unless required by law. The work
assignment, work schedule and duration of the assignment will be determined
on an individual basis. Generally, a casual position will not extend beyond
six months, unless extended with the approval of the Associate Vice President
For Human Resources. Summer employees, interns and seasonal intermittent employees
are considered casual workers.
Fairleigh Dickinson University is committed to providing a comprehensive
benefits program for all eligible employees.
As a Fairleigh Dickinson University employee, you will enjoy all of
the benefits described in this Employee Handbook as soon as you
meet the eligibility requirements for each particular benefit. Coverage
is available to you and your dependents as defined in the Benefit
Summary brochure that is available from the Human Resources Department.
Temporary employees are not eligible for non-statutory benefits.
At no cost to you, Fairleigh Dickinson University has purchased
workers' compensation insurance that provides you with protection in
the event of a work-related injury or illness. In the event that you
become ill or are injured while you are performing job related duties,
you are required to notify your supervisor on the day the illness or
injury occurs. A report must be completed and sent to the Human Resources
Department. In the absence of your supervisor, contact the Human Resources
Department or the Public Safety Department. Failure to report a work
related illness or injury could result in a loss of benefits.
Medical Benefits Coverage
Fairleigh Dickinson University is committed to provide a level
of benefits necessary to promote the health and well being of both you
and your family and makes available to all regular full-time employees
a comprehensive, quality medical insurance program that includes dental
and vision. You become eligible for coverage according to the terms
of the Plan on the first day of the month following 30 days of continuous
Fairleigh Dickinson University reimburses the State of New Jersey
dollar for dollar for unemployment benefits payments made to all eligible
individuals who were employed by the University. Affected persons may
apply for unemployment benefits at their local unemployment office.
A claims examiner employed by the State of New Jersey determines eligibility.
403b Retirement Plan
Fairleigh Dickinson University's Retirement Plan helps you prepare
for your retirement by giving you the opportunity to save through convenient
payroll deductions on a tax-deferred basis. Regular full time and part
time employees who meet the 1000 "Hours of Service" requirement will
be invited to join the plan after the required waiting period. Temporary
and student employees are ineligible. "Hour of Service" as well as other
plan provisions is explained in the retirement plan summary that may
be obtained from the Human Resources Department.
Supplemental Retirement Plan
All regular full-time and part-time employees have the opportunity
to invest in a Supplemental Retirement Plan through convenient payroll
deductions. The University does not contribute to the Supplemental Retirement
According to the Federal Consolidated Omnibus Budget Reconciliation
Act (COBRA) of 1985, in the event of your termination of employment
with Fairleigh Dickinson University or loss of eligibility to remain
covered under our group health insurance program, you and your eligible
dependents may have the right to continued coverage under our health
insurance program for a limited period of time at your own expense.
Contact the manager of employee benefits in the Human Resources Department
for additional information.
OTHER EMPLOYEE BENEFITS
In addition to medical insurance, workers' compensation insurance,
403b retirement plan, supplemental retirement plan, and COBRA, the following
benefits are available to eligible employees.
- Employee Tuition Grants
- Sick/personal days
- Group short term disability coverage
- Group long term disability coverage
- Basic group life insurance
- Group accidental death and dismemberment insurance
- Business mileage reimbursement
- Business travel/accident insurance
The effective dates and eligibility requirements for these benefits
vary, based on your tenure and full-time or part-time status.
Upon enrolling, you will receive summary plan descriptions describing
your benefits in detail. Many employee benefits are provided at no cost
to the employee. Applicable employee contributions will be automatically
deducted from your paycheck.