UT System Administration Policies and Procedures

Below you will find short summaries of UT System policies pertinent to all new employees.

Equal Employment Opportunity Policy

• It is the University of Texas System policy that no person including students, faculty, staff, and temporary workers will be excluded from participation in, denied the benefits of, or be subject to discrimination under any program or activity sponsored or conducted by The University of Texas System or the institutions on the basis of race, color, national origin, religion, sex, veteran status, sexual orientation, age or disability.
• To view entire policy: http://www.utsystem.edu/policy/policies/int121.html
• To view the Chancellor's EEO Statement.
• To view the Equal Employment Opportunity Notice: http://www.utsystem.edu/ohr/complianceposters/workerscomp.pdf

Prohibition of Sexual Harassment

• UT System is committed to the principle that the working environment should be free from inappropriate conduct of a sexual nature. Sexual misconduct and sexual harassment are unprofessional behaviors and individuals who engage in such behavior will be subject to disciplinary action. This policy covers all employees of UT System and applies to unwelcome conduct that violates federal and state laws concerning sexual harassment, as well as inappropriate conduct of a sexual nature. It is applicable regardless of the gender of the complainant or the alleged harasser.
• To view entire policy: http://www.utsystem.edu/policy/policies/int134.html
• To view the Sexual Harassment Notice: http://www.utsystem.edu/ohr/CompliancePosters/sexualharassment.pdf

Probationary Period

• All classified employees are considered probationary for the first 6 months of employment.
• This period is used for observation and evaluation of new employees' work performance.
• This period also permits the employee to adjust to the job and working conditions.
• Probationary employees not suited for continued employment may be released during the first 6 months of employment, without recourse to appeal procedures.
• To view entire policy: http://www.utsystem.edu/policy/policies/int131.html

Outside Employment

• Our primary responsibilities are accomplishing the duties and responsibilities of our positions at UT System.
• A full-time employee must obtain their department head's approval before being employed in any outside work or activity (Outside Employment Form).
• Outside employment must not result in or create the appearance of conflict of interest and must conform to state laws governing the conduct of state employees including ethics standards, conflict of interest, and use of state resources.
• To view entire policy: http://www.utsystem.edu/policy/policies/int129.html

Time and Attendance Reporting

• All UT System employees are required to prepare and submit time sheets.
• The Electronic Timekeeping System will be used to record hours worked and time absent.
• Employees submit time sheets on a weekly basis; it is preferable that time be recorded on a daily basis.
• Partial hours worked or absent are recorded to the nearest quarter hour.
• Employees must request time off in advance from their supervisors; if unable to do so, they must notify their supervisors as soon as possible.
• To view entire policy: http://www.utsystem.edu/policy/policies/int143.html

Vacation Leave

• Eligible full-time employees accrue vacation leave for each month or fraction of month of service.
• If appointed less than full-time in a vacation-eligible position, vacation leave is accrued on a proportionate basis.
• Vacation leave begins to accrue on the first day of employment, but employees must complete 6 months of continuous state employment before using vacation leave.
• An employee who has completed 6 months or more of continuous state employment and then leaves state employment is entitled to take vacation leave as it is earned upon re-employment in an eligible position.
• The number of vacation hours earned each month increases at regular intervals along with years of service.
• Employees will be paid for accrued and unused vacation leave upon termination, provided they have completed their probationary period.
• Monthly Vacation Accruals & Allowable Carryover
• To view entire policy: http://www.utsystem.edu/policy/policies/int148.html

Holidays

• Employees appointed at least 20 hours per week for a period of 4-1/2 months or more in positions not requiring student status are entitled to holidays designated by the Chancellor.
• Eligible hourly and part-time employees are granted holiday time proportionate to the hours of their appointment.
• Holiday-eligible employees required to work on an approved holiday accrue compensatory time off an hour-for-hour basis (must be used within 12 months of earning).
• UT System Administration Holiday Schedule
• To view entire policy: http://www.utsystem.edu/policy/policies/int140.html

Sick Leave

• Eligible full-time employees accrue 8 hours of sick leave for each full or partial month of service.
• Sick leave may be used beginning the first day of employment.
• Part-time employees accrue sick leave on a proportionate basis.
• Accrued but unused sick leave is not paid at termination of employment.
• To view entire policy: http://www.utsystem.edu/policy/policies/int135.html

Overtime Compensation Policy

• Non-exempt employees are normally compensated for overtime worked by accruing Fair Labor Standards Act (FLSA) overtime at the rate of one and one-half hours for each hour worked over 40 hours in a work week.
• Permission to work overtime must be granted by your immediate supervisor or department head before working overtime.
• Non-exempt employees may accrue up to 240 hours of FLSA overtime (480 hours for employees engaged in public safety or first response).
• To view entire policy: http://www.utsystem.edu/policy/policies/int113.html
• To view the Federal Minimum Wage Notice: http://www.utsystem.edu/ohr/CompliancePosters/flsastate.pdf

State Compensatory Time

• Employees earn state compensatory time on an hour-for-hour basis when the combination of hours worked plus the number of hours of holiday or paid leave, minus any FLSA Overtime, exceeds 40 hours in a work week.
• Non-exempt employees must request permission to work hours that would be counted as state compensatory time.
• State compensatory time must be used within 12 months of the end of the workweek in which it was earned or it expires.
• Certain restrictions apply to usage of compensatory time. See full policy for details.
• An employee's accumulated state compensatory time balance cannot exceed 144 hours or the employee's current sick leave balance, whichever is higher.
• To view entire policy: http://www.utsystem.edu/policy/policies/int147.html

Sick Leave Pool

• Employees who have exhausted all accrued paid leave due to a catastrophic illness or injury may apply for the sick leave pool.
• The pool administrator reviews all requests and is responsible for approving or denying them.
• If approved, employees may receive up to 90 days of sick leave or 1/3 of the sick leave pool balance, whichever is less.
• To view entire policy: http://www.utsystem.edu/policy/policies/int142.html

Family and Medical Leave (FMLA)

• To be eligible for benefits, an employee must:
  • Have worked for the State at least 12 qualifying months.
  • Have worked at least 1,250 hours during the previous 12 months.
• Up to 12 weeks of leave will be granted for:
  • Birth and care of a child.
  • Adoption or foster care.
  • Serious health condition of the employee or a spouse, child or parent of the employee.
  • Certain qualifying exigencies if the employee's spouse, child, or parent is a covered military member on active duty or called to active duty status in support of a contingency operation.
• Up to 26 weeks of leave will be granted for:
  • Providing care to a covered servicemember recovering from a serious injury or illness sustained in the line of duty while on active duty who is the employee's spouse, child, parent, or next of kin.
  Use of leave and benefits:
  • FMLA is unpaid once the employee has exhausted accrued leave.
  • Medical insurance premiums continue to be paid while on unpaid FMLA .
• To view entire policy: http://www.utsystem.edu/policy/policies/int102.html
• To view Family and Medical Leave Act Employment Poster: Family and Medical Leave Act

Parental Leave

• Parental leave is limited to, and begins on the date of, the birth of a natural child of the employee, or the adoption by, or foster care placement with the employee of a child younger than three years of age.
• Employees not eligible for leave under FMLA may use parental leave.
• Parental leave is limited to 12 weeks and is unpaid once you exhaust accrued paid leave.
• To view entire policy: http://www.utsystem.edu/policy/policies/int130.html

Workplace Accommodation for Disabilities

• Sets forth UT System commitment to nondiscrimination in employment of persons with disabilities.
• Prohibits discrimination on the basis of disability in the application process and employment.
• Provides for reasonable workplace accommodations that do not constitute undue hardship.
• To view entire policy: http://www.utsystem.edu/policy/policies/int116.html

Promotion/Transfer Opportunities

• UT System employees may apply for job openings outside of their current department after 6 months of employment.
• To view entire policy: http://www.utsystem.edu/policy/policies/int111.html

Grievance

• All employees, including probationary and temporary employees, are eligible to use the grievance procedure.
• The grievance procedure includes a series of steps following the chain of command
• A grievance should include a statement of the complaint and a recommendation for resolution.
• An employee must file a grievance within five working days from the time he/she should have been aware of the action that gave cause for grievance.
• To view entire policy: http://www.utsystem.edu/policy/policies/int123.html

Discipline/Dismissal and Appeal

• All employees are required to maintain satisfactory work performance and conduct suitable and acceptable to the work environment.
• Failure to maintain these standards may constitute good cause for disciplinary action, up to and including dismissal (check with your supervisor for individual standards).
• Disciplinary actions against classified employees may be appealed by following the procedures outlined in UT System Administration policy INT101 (link below).
• To view entire policy: http://www.utsystem.edu/policy/policies/int101.html

Inclement Weather Notification

• Via voice mail to employees who have an Audix mailbox,
• Via the bulletin board.  (Employees who do not have access to Audix should call 499-4445 to access the bulletin board), and
• An official notice will be placed on the News page (http://www.utsystem.edu/news/)
• To view more information: http://www.utsystem.edu/ohr/inclementweather.htm

Click Here To View Important Policies Regarding Your Employment At UT System

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