Chapter 3337-41 Compensation

3337-41-02 Additional compensation.

The version of this rule that includes live links to associated resources is online athttp://www.ohio.edu/policy/41-002.html

(A) Overview

The purpose of this policy is to define the various types of additional compensation, set limits on amounts, establish criteria for determining when additional compensation is appropriate, as well as to describe an approval and exception process for these payments.

The university recognizes the need to provide additional compensation to pay employees for services beyond the scope of their normal job duties. This policy defines the various types of additional compensation and the eligibility criteria to receive these types of payments.

Implementation of this policy should help to avoid the following:

(1) Inconsistencies within a planning unit in treatment of faculty and staff (e.g., payment versus non-payment for the same kind of work).

(2) Assurances of additional compensation at the time of appointment as opposed to indications that such compensation may be available.

(3) Failure to achieve full understanding among all concerned regarding such issues as the nature of duties for which additional compensation will be paid, the duration of an additional compensation assignment, and the amount of compensation to be paid for each assignment.

(B) Types of additional compensation

(1) Additional salary faculty - payment to faculty who perform an administrative function for ongoing work that follow their academic year pay for duties beyond teaching, typically nine month term. Both full-time and part-time faculty are eligible for this type of additional compensation.

(2) Additional pay short duration faculty - payment to faculty who perform an administrative function for ongoing work for a period of time less than a full academic year. Both full-time and part-time faculty are eligible for this type of additional compensation.

(3) Fiscal increment - payment to chairs, deans or directors made on a fiscal year basis. This type of additional compensation is only eligible to full-time faculty Orleans, and is raise pool eligible.

(4) Instructional overload faculty - payment for teaching over and above one's current teaching load as defined by departmental workload policy. Total of all combined overloads cannot exceed twenty-five percent of base salary within a fiscal year without provost office approval. Can include payment for course development, grading and advising/mentoring if advisor is a faculty member. Only full-time faculty are eligible for this type of additional compensation.

(5) Non-instructional overload faculty - payment made to faculty who perform administrative functions. Total of all combined overloads cannot exceed twenty-five percent of base salary within a fiscal year without Provost office approval, office approval. Examples of activities could include professional/ consulting services outside of the scope of the primary position: attending a conference, program or event for professional development, program review. Only full-time faculty are eligible for this type of additional compensation.

(6) Additional salary administrative - payment for additional duties/assignments that are administrative in nature but not included in the general job description. Payment for additional salary will follow their regular scheduled pay as defined by the employee's appointment duration, must be non-teaching related and approved in advance by compensation.

(7) Additional pay short duration administrative - payment for additional duties/ assignments that are administrative in nature but not included in the general job description for a period of time less than the full fiscal year, must be non-teaching related and approved in advance by compensation.

(8) Instructional overload administrative and classified - any additional work performed by a full time administrative or classified employee during the period of their contract that is out of scope of their position description and is teaching related in nature (defined by STRS). Includes payments for teaching, course development duties, grading, advising or mentoring. In order to comply with the overtime pay provisions of the Fair Labor Standards Act (FLSA). planning units must complete the "Overload Calculator for Hourly Employees" form for all hourly employees receiving additional compensation. This ensures overtime pay, if required, is factored into the amount of additional compensation provided at the appropriate pay rate.

(C) Additional compensation conditions

Additional compensation will be permitted when each of the following conditions are met:

(1) The proposed additional compensation assignment is "professional" (i.e., within the contract person's area of expertise) as determined by the department chair and dean or by other appropriate administrative officers.

(2) The proposed additional compensation assignment serves the objectives of the university.

(3) The individual under consideration is able to complete their regularly appointed duties and assignments adequately.

(4) There are no other known responsibilities of higher priority within the university which the individual is soon to assume and which would conflict with the proposed additional compensation assignment.

(5) The proposed additional compensation assignment cannot be handled by something other than direct monetary compensation (e.g., by reduced teaching load; by joint appointment; by trade-off of duties with other faculty or staff personnel; etc.).

(6) There has been full communication to the department chair and approval by the dean (or other appropriate administrative officers) prior to discussing the assignment with the employee and prior to any work on the additional compensation assignment commencing.

(7) Total additional compensation in the form of overloads should not exceed twenty- five percent of fiscal year base pay without provost approval.

(8) Additional compensation paid to employees may not be charged to grant funds unless the grant specifically allows.

The proposed additional compensation assignment and the amount of additional compensation must have the approval of the department chair, the dean, the provost, or of other appropriate administrative officers. Approval must be obtained prior to services being performed.

The version of this rule that includes live links to associated resources is online athttp://www.ohio.edu/policy/41-002.html

Effective: 11/9/2017
Promulgated Under: 111.15
Statutory Authority: 3337.01
Rule Amplifies: 3337.01

3337-41-03 Partial-semi-month's salary for salaried administrative appointments.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/41-003.html

(A) Overview

This policy governs the payment of partial-semi-monthly salaries to those persons with salaried appointments who begin work on a day other than the first working day of the semi-monthly pay period, or terminate their employment on a day other than the last working day of the semi-monthly pay period.

As a general rule, the payroll system will calculate any necessary partial salary payment for a salaried presidential appointment, in accordance with the calculation specified in part (C) of this policy. In cases where the payroll system is unable to handle the calculation correctly, it shall be manually overridden.

(B) Definition of working days

Working days are Monday through Friday (five days per week) unless otherwise specified by the department head. Holidays falling on Monday through Friday, including those that are part of the winter closure, are considered working days.

(C) Calculating partial-semi-month's salary

The partial-semi-month's salary is calculated by pro-rating, based upon the number of working days that the employee is on the payroll compared to the total number of working days in that particular semi-monthly pay period.

Questions regarding the interpretation of this policy should be directed to the payroll department.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/41-003.html

Effective: 8/21/2016
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 111.15

3337-41-04 Computing partial salary for faculty and graduate assistant appointments.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/41-004.html

(A) Overview

This policy governs the payment of partial month salaries to faculty and graduate assistants who begin work after the beginning of an academic period, or end their employment prior to the close of an academic period in cases where the payroll system may be unable to handle the calculation because of unusual circumstances.

The payroll system will calculate any necessary partial salary for an employee who starts or ends his or her employment at the beginning or end of a semester. If an employee leaves in the middle of the semester a manual calculation must be made to determine the partial salary amount.

This policy governs cases in which a manual, partial salary calculation needs to be made for a faculty or graduate assistant appointment. The basis of the computation will be the semi-monthly pay, pro-rated on the basis of working days, as detailed below.

(B) Workdays for faculty

Workdays for all faculty, whether full or part time, are counted based on each academic semester worked at five days per week (Monday through Friday) from the first day of classes through the date grades are due for each of the two academic semesters. Holidays and breaks (Thanksgiving and spring) are included as workdays. Some academic directors or chairs may have terms other than the academic year. In those cases, workdays are based on the employment period indicated on the appointment form rather than the academic semester.

(C) Workdays for graduate assistants

Workdays for graduate assistants will be counted on a five day per week basis (Monday through Friday) for each academic semester worked, or in the absence of a specific academic semester, based on the dates of employment indicated on the appointment form. Holidays and breaks (Thanksgiving and spring) are included as workdays. The following provisions apply as indicated:

(1) For teaching graduate assistants, an academic semester begins on the first day of classes and ends on the date grades are due.

(2) For non-teaching graduate assistants, a semester begins on the first day of classes and ends on the last day of finals unless otherwise specified by the department.

(3) For those employed in the area of residence life, such as resident directors, assistant resident directors, etc., workdays will be determined based on the special terms and conditions as set forth by the associate director of residential housing.

Employment situations not addressed by any of the above provisions will be interpreted and appropriately administered by the provost and the vice president for finance and administration.

(D) Basic guidelines for calculations of partial salary

(1) A partial salary for each semester is calculated based on the number of working days an employee is on the payroll compared with the total number of working days in the semester.

(2) For the purposes of semi-monthly pay plan calculations, payments are made as follows:

(a) Nine-month pay plan: Regular pay is the annual base salary divided by eighteen.

(b) Twelve-month pay plan: Regular pay is the annual base salary divided by twenty-four.

(3) Summer work (mid-May through mid-August) is appointed separately.

(4) Contact the payroll office for guidance on unique situations not represented in this policy.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/41-004.html

Effective: 7/2/2016
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 111.15

3337-41-07 Twelve-month pay option.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/41-007.html

(A) Overview

This policy establishes a uniform process regarding employee eligibility for twelve-month pay option.

Ohio university permits all full-time and part-time employees who have an appointment for nine, ten, or eleven consecutive months or two consecutive academic semesters to receive their pay in twelve monthly installments for administrative positions or twenty-four equal installments for faculty positions, beginning with the first scheduled pay for the appointment period.

See policy 41.003 and policy 41.004 for the methods used to calculate the un-equal installments used when the employment starts late or ends early.

(B) Process

(1) Eligible employees must complete an authorization form no less than thirty days before the first pay date.

(2) Once the twelve-month pay option has been applied to the employee's payroll record, the decision is irrevocable within the period of the appointment. An employee may rescind his or her authorization to be effective with the succeeding appointment.

(3) Unless rescinded, the authorization will remain in effect for all future appointments that have a duration of nine, ten, or eleven consecutive months or two consecutive academic semesters.

(4) In situations of multiple appointments, only those individual appointments for nine, ten, or eleven consecutive months or two consecutive academic semesters may be considered for the twelve-month pay option. Specifically, multiple appointments of shorter duration will not be considered.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/41-007.html

Effective: 7/2/2016
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 111.15

3337-41-08 Academic year pay schedule for faculty.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/41-008.html

(A) Overview

This policy establishes the standard pay dates for faculty.

This policy does not pertain to summer sessions or overload contracts.

Ohio university pays full or part-time faculty on academic year appointments in eighteen payments during the academic year. Nine equal payments will be made for each academic semester:

(1) Fall semester payments will be paid September fifteenth and thirtieth, October fifteenth and thirty-first, November fifteenth and thirtieth, December fifteenth and thirty-first, and January fifteenth;

(2) Spring semester payments will be paid on January thirty-first, February fifteenth and 28 (or 29), March fifteenth and thirty-first, April fifteenth and thirtieth , and May fifteenth and thirty-first.

(B) Special cases

In cases where the twelve-month pay option is selected, twenty-four payments will be paid semi-monthly, beginning on September fifteenth and through August thirty-first(see also policy 41.007 ).

All faculty who do not have appointments for a full academic year will be paid on a semester basis. Nine equal payments will be made for each academic semester and paid on the same payment schedule stipulated in part (A)(1) or (A)(2) of this policy for the semester employed.

In the event that a partial semester pay is necessary, it will be calculated in accordance with policy 41.004.

Overload contracts will be paid in accordance with policy 41.002.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/41-008.html

Effective: 7/2/2016
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 111.15

3337-41-09 Group insurance for permanent part-time classified employees.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/41-009.html

(A) Overview

This policy outlines the eligibility requirements, coverage, and procedures for permanent, part-time, classified employees to have group health and life insurance.

Eligible part-time employee's employee contributions for group insurance will be pro-rated based on the number of hours worked per pay period. University human resources will determine the pro-ration and distribute rate tables during enrollment periods and orientation sessions.

(B) Process

Employees will express their requests for coverage in writing and submit them to university human resources. Such requests are to be made within thirty days of the date of hire (with coverage retroactive to date of hire) or during the enrollment period each spring for changes or enrollment to begin July first. Coverage ends at the end of employment. Changes in coverage occur only as of July first, based on the employee's choices during the annual enrollment period, except for changes due to a family status change, which are immediate when documented.

Family status change events that permit changes in benefits coverage during the year are subject to change according to state and federal laws and regulations. University human relations will maintain the current list online, linked throughhttps://www.ohio.edu/hr/benefits/.

Employees are required to pay a portion of the current monthly premium, with the amount and method based on hours worked in the pay period, pro-rated as prescribed by university human resources.

Coverages will be the same as afforded to regular full-time employees with respect to health and life insurance.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/41-009.html

Effective: 7/18/2016
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 111.15

3337-41-10 Faculty and staff health and welfare benefits.

The version of this rule that includes live links to associated resources is online at https://www.ohio.edu/policy/41-010.html

(A) Overview

This policy outlines health and welfare benefits the university makes available to eligible faculty and staff. Benefits are detailed in the benefits plan documents or insurance vendor contracts. In instances where a university policy or a university provided summary conflicts with an official plan document or contract, the official plan document or contract takes precedence. Ohio university reserves the right to change benefit plans and premiums.

(B) Eligibility

Benefits eligible faculty and staff include:

(1) Full time and part time employees, excluding temporary and intermittent appointments, with:

(a) An employment period of greater than one hundred twenty days and an FTE level of 0.75 or greater, or

(b) Part-time employees who were enrolled in benefits as of June 30, 2015.

(2) "Group I," "Group II," "Group IV" and clinical faculty as defined by the "Faculty Handbook."

(3) Any faculty member or employee who qualifies for a benefit due to state or federal law (e.g., healthcare coverage, workers compensation, or unemployment compensation). Criteria are described on the university human resources web site.

(C) Health and welfare benefits

The university will make available to eligible faculty and staff the following types of health and welfare benefits:

(1) Health insurance

(2) Dental insurance

(3) Vision insurance

(4) Medical and daycare flexible spending accounts

(5) Short and long term disability insurance

(6) Life insurance

(7) Voluntary supplemental life insurance

(D) Premiums

The university may charge premiums to faculty and staff for any benefit. Premiums for benefits may vary based on salary and full time equivalency (FTE) level, and are subject to change.

(E) Enrollment

Eligible employees may enroll in benefits upon hire or during the annual open enrollment period. Enrollment changes may also be made due to a qualifying event as defined by the plan document or law.

(F) Waiving benefits

Faculty and staff may waive the following benefits:

(1) Health insurance

(2) Vision insurance

(3) Dental insurance

(4) Medical and daycare flexible spending accounts

(5) Short term disability insurance

(6) Voluntary supplemental life insurance

Proof of other insurance may be required. If a benefit is waived, re-enrollment is available only during the annual open enrollment period or due to a qualifying event.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/41-010.html

Effective: 11/9/2017
Promulgated Under: 111.15
Statutory Authority: 3337.01
Rule Amplifies: 3337.01
Prior Effective Dates: 06/24/2016

3337-41-12 Non-renewal, suspension, demotion, or termination for cause of administrative appointments.

The version of this rule that includes live links to associated resources is online athttp://www.ohio.edu/policy/41-012.html

(A) Overview

The following procedures shall be used in connection with the non-renewal, discipline, or dismissal for cause of administrative employees appointed pursuant to Policy 40.106. Administrative employees are also subject to Policy 40.005.

(B) Non-renewal

A notice of non-renewal of an administrative employee shall be sent to the affected employee no later than April first to terminate employment at the end of the current fiscal year. A copy of the non-renewal notice shall also be sent to the supervisor's immediate supervisor, the appropriate executive officer, and office of university human resources ("UHR").

(C) Discipline, suspension, demotion, and dismissal

An administrator may be disciplined, suspended, demoted, or dismissed at any time in accordance with the procedures set forth in this policy Prior to a suspension, demotion, or dismissal, an administrative employee shall be given written notice of the basis for the proposed action and an opportunity to respond to the charges. Supervisors shall consult with UHR before implementing a suspension, demotion, or dismissal.

Notwithstanding the pendency or final disposition of any criminal charges, the administrative employee may be disciplined, demoted, or dismissed in accordance with this policy.

An administrative employee may be disciplined, suspended, demoted, or dismissed for the following reasons:

(1) Failure to perform the responsibilities of the position:

(2) Conduct which causes an interference in the ability of the administrator, or in the ability of other employees, to carry out their duties and responsibilities, including but not limited to violence, disruptive behavior, dishonesty, malfeasance, nonfeasance, or negligence:

(3) Insubordination:

(4) Failure to conform to the ethical standards set forth in university rules and Ohio law:

(5) Incompetence;

(6) Failure to comply with the policies, rules, or regulations of the university;

(7) Misrepresentation of formal credentials or job-related experience.

(D) Interim suspension

An administrator who is the subject of an investigation may be placed on paid administrative leave to remove the employee from the workplace, if the chief human resource officer, in consultation with the planning unit head, decides that it is in the best interests of Ohio university to do so.

An employee may be placed on administrative leave if it is determined that:

(1) The circumstances giving rise to the leave would unduly limit the ability of the employee to perform his or her university duties;

(2) The continued presence of the employee on campus would interfere with the ability of other employees to perform their university duties; or

(3) The continued presence of the employee on campus would disrupt university operations.

(E) Appeal

An administrative employee has the right to grieve a nonrenewal or a disciplinary decision, suspension, demotion, or dismissal in accordance with Policy 41.011.

The version of this rule that includes live links to associated resources is online athttp://www.ohio.edu/policy/41-012.html

Effective: 3/16/2015
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 111.15

3337-41-13 Reduction in force of administrators.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/41-013.html

(A) Overview

Reductions in force may occur at any time during the year and may be based on lack of funds, lack of work, reorganization, changes in institutional priorities, or efficiency.

(B) Responsibilities

(1) Employing department

(a) When a reduction in work force is being considered, a planning unit head must first consult with university human resources ("UHR").

(b) A "Request for Reduction in Work Force" form with supporting information and justification must be submitted to UHR. The documentation must explicitly state the reasons for the reduction in force.

(2) University human resources

(a) UHR will consult with the department on the reduction in work force and the staff salary and benefits continuance program set forth in policy 41.015.

(b) The chief human resource officer will decide whether the reduction in force is authorized, and will notify the planning unit head of the decision.

(C) Notice to employees

Employees subject to a reduction in force shall be given written notice ninety calendar days in advance of the effective date of their termination.

The ninety-day notice requirement does not apply to employees holding special appointments under policy 40.106, part (F), nor to employees holding research appointments under policy 40.057. Notice of reductions in force for these positions will be given as soon as practicable.

The ninety-day notice requirement does not apply to employees in term appointments under policy 40.106, part (C).

Employees shall be entitled to paid leave at their current rate of pay with benefits during the ninety-day reduction-in-force notice period subject to the following conditions:

(1) The paid leave will start on a date to be determined by the planning unit head in consultation with UHR, and may be immediate, or may be delayed, but will begin no later than fourteen calendar days after notice of the reduction in force is given.

(2) If an employee obtains a full-time position with the university or another employer before the completion of the ninety-day period, the paid leave shall terminate on the date of the new employment.

(D) Benefits

Payment for accrued vacation will be made at time of termination.

There is no payment for accrued sick leave when an employee is terminated as a result of a reduction in force, but it may be transferred, as described in policy 40.029.

All insurance plans will be continued during the ninety-day notice period described above. COBRA benefits will apply after the termination date if the salary and benefit continuation plan set forth in policy 41.015 is not selected, and after the termination of benefits if the plan is selected.

Administrators who are terminated as a result of a reduction in force may continue to apply for university positions as internal candidates for a period of one year after the effective date of their termination.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/41-013.html

Effective: 7/22/2016
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 111.15

3337-41-15 Reduction-in-force benefit programs for administrators and classified staff.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/41-015.html

(A) Overview

All administrative and classified non-bargaining unit staff, as an element of their current compensation, shall be eligible for the reduction-in-force benefits set forth in this policy.

As used in this policy, "university service" means the current period of employment at Ohio university without a break in service.

(B) Eligibility

(1) Administrative staff

Regular administrative staff at fifty per cent full time equivalency ("FTE") or greater are eligible for the reduction-in-force benefit program if they are involuntarily terminated in accordance with either:

(a) Policy 41.013; or

(b) Part (A), "Non-renewal," of policy 41.012, after five or more years of university service.

(2) Classified civil service staff

Regular classified civil service staff at fifty per cent FTE or greater who experience job abolishment or layoff (e.g., under policy 40.046 ) and who decline to exercise displacement rights, or are laid off, are eligible for the reduction-in-force benefit program.

(3) Classified employees not eligible

The following categories of classified employees are not eligible for the reduction-in-force benefit program:

(a) Seasonal and temporary employees ("seasonal positions" are defined in policy 40.041 );

(b) Classified employees who are terminated for cause (e.g., under policy 40.045, parts (B)(2) and (B)(4));

(c) Classified employees in positions that are funded more than fifty per cent by grants or restricted funds and employees who were given research appointments under policy 40.057.

(4) Administrative employees not eligible

The following classes of administrative employees are not eligible for the reduction-in-force benefit program:

(a) Administrative employees holding term appointments or special appointments under policy 40.106;

(b) Administrative employees who are terminated for cause pursuant to policy 41.012, part (C);

(c) Administrative employees who are non-renewed pursuant to policy 41.012, part (B), after less than five years of university service;

(d) Administrative employees in positions that are funded more than fifty per cent by grants or restricted funds and employees who were given research appointments under policy 40.057.

(e) Employees who have faculty rank (as described in part II.C. of the "Faculty Handbook") and who also hold administrative appointments are not eligible for the reduction-in-force benefit program.

(C) Benefits

(1) Severance pay duration

Eligible employees shall be entitled to severance pay calculated on the basis of prior university service as follows:

(a) One year up to three years of university service: one month of severance pay for administrative employees or one hundred sixty hours for classified employees;

(b) More than three but less than ten years of university service: two months of severance pay for administrative employees or three hundred twenty hours for classified employees;

(c) More than ten years of university service: three months of severance pay for administrative employees or four hundred eighty hours for classified employees.

(2) Start date for severance payments

The severance payments shall begin upon termination of the individual's status as a university employee.

(3) Severance pay rate

The severance payments will be made at the rate of compensation the employee was receiving at the time he or she received the written notice of reduction-in-force. Severance pay will be paid semi-monthly or biweekly (based upon the employee's appointment at the time of the notice) and will reflect all applicable withholdings including taxes and benefits. Severance pay cannot be paid in a lump sum.

(4) Health benefits and life insurance

Eligible employees may elect to continue to receive health benefits and life insurance for an additional six months after the termination of their status as a university employee. During this period, the former employee will be responsible for co-payment of premiums at the active rate currently applicable to university employees.

(5) Sick and vacation leave

Severed employees will not accrue sick and vacation leave during the severance payment period.

(6) Early termination

Severance pay and the continuation of health and life insurance will cease if the former employee begins full time employment with the university or another employer, receives disability benefits, or retires under OPERS, STRS, or the alternative retirement plan.

(7) Educational benefits

Employees or covered family members currently enrolled as students at Ohio university will continue to receive tuition assistance, (one hundred per cent of instructional fees), for the number of years needed to obtain the degree for which they are enrolled, not to exceed three continuous years at the undergraduate level or one year at the graduate level. Course work eligible for tuition assistance does not include workshops, non-credit courses, audited courses, OPIE courses, courses or programs delivered in partnership with an outside vendor, or special course fees.

(8) Internal candidate status and reinstatement rights

Affected employees may continue to apply for posted positions as internal university candidates for one year after termination. Accepting the benefits provided under this policy does not affect the nature or duration of classified employees' reinstatement rights.

(D) Employee responsibilities

(1) Reduction-in-force disclosure and election form

In order to be eligible for the reduction-in-force benefit program, an employee must sign and submit a "Reduction-in-Force Disclosure and Election Form."

(2) Classified staff

Classified staff must notify university human resources in writing if they desire to voluntarily participate in the reduction-in-force benefit program rather than exercise displacement rights; submitting the signed "Reduction-in-Force Disclosure and Election Form" meets this requirement.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/41-015.html

Effective: 8/22/2016
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 111.15

3337-41-16 Employee furloughs.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/41-016.html

(A) Purpose

Ohio university is required to balance its operating budget each fiscal year. This policy provides the framework for the implementation of an employee furlough plan that would allow the university to balance its budget if it experiences a reduction in state funding or other loss of revenue that causes a significant operating budget deficit.

(B) Statutory authority

(1) Section 371.70.20 of Amended Substitute House Bill No. 1, effective on July 17, 2009, provides that "the board of trustees of any state institution of higher education, not withstanding any rule of the institution to the contrary, may adopt a policy providing for mandatory furloughs of employees, including faculty, to achieve spending reductions necessitated by institutional budget deficits."

(2) If the president determines that the university is facing a significant operating budget deficit, a mandatory furlough plan may be implemented in accordance with the procedures in this policy.

(C) Definition

(1) A furlough is an unpaid leave of absence from work for a specified period of time.

(2) Employees are not permitted to work when taking furlough time.

(3) Employees may not use accrued paid leave during periods of furlough.

(D) Employees subject to furlough

(1) Except as noted elsewhere in this policy, all regular university employees (full or part-time, permanent or term) may be subject to a furlough.

(2) Employees who are holders of H-1B visas, as defined in 20 CFR 655.731 will not be subject to furlough.

(3) Student employees and graduate assistants are not subject to furlough.

(4) A furlough plan may exclude employees who perform functions essential to maintain health and safety on the university campus. Any such exclusions must be approved by the president.

(E) Consultation regarding the need for a furlough

If circumstances suggest that a significant operating budget deficit may have developed or is developing, the president, the executive vice president and provost, and the vice president for finance and administration will consult with the chairs of faculty senate, administrative senate, classified senate and the planning unit heads regarding the need for a furlough plan to balance the university budget. Consultation shall be understood to be an opportunity to provide substantive feedback in a timely manner. The president shall also ask the budget planning council to review and evaluate the need for implementing a furlough. The council shall provide a report and recommendation to the president within ten calendar days. If after consultation and the review by the budget planning council the president determines that the university is facing or will face a significant operating deficit, then a furlough may be implemented.

(F) Consultation regarding furlough implementation

The president or the president's designees will consult with the chairs of faculty senate, administrative senate, classified senate, chairs and directors council, the planning unit heads, and budget planning council in planning for implementation of a furlough. Consultation may, by necessity, require intense effort during limited periods of time for planning.

(G) The furlough plan

(1) After consultation in accordance with this policy, the president may adopt a furlough plan that will set forth the furlough time and the period within which it must be taken.

(2) The amount of furlough time to be taken by each employee shall be calculated to ensure that all affected employees realize the same percentage reduction in their annualized pay.

(3) The president may extend, modify or cancel a furlough plan after consultation in accordance with this policy.

(4) Furlough time will be scheduled by the supervisor in consultation with the employee subject to the operational needs of the department or unit. Furlough time must be scheduled in a way that allows the department or unit to continue to provide a basic level of service.

(5) Furlough time must be taken on days that an employee is normally scheduled to work. Notwithstanding the foregoing, faculty may take furlough time during intersession and spring break.

(H) Notice

Employees will be given notice of a furlough at least thirty days before it is to be taken.

(I) Appeals

A furlough plan adopted pursuant to this policy may not be appealed under any other university policy or internal grievance process.

(J) Pay and benefits during a furlough period

(1) Health care, dental care, and life insurance benefits will not be affected by a furlough.

(2) Employees will continue to accrue vacation and sick leave during a furlough, but not FMLA credit.

(3) Retirement contributions (by both the employee and the university) will be affected by furloughs, because contributions are based on actual earnings.

(4) The employee remains responsible for making all employee contributions during a furlough period, including health care, dental care, flexible spending accounts, and 403(b) contributions.

(5) All miscellaneous authorized deductions will continue to be made during a furlough period, including credit union deductions, charitable contributions, university payments and child support.

(6) An employee's continuous service credit, review date, and employment status will not be affected by any period of mandatory furlough.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/41-016.html

Effective: 7/2/2016
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 111.15

3337-41-90 Retirement separation.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/41-090.html

(A) Overview

This policy serves to differentiate between the ability to receive funds from a retirement system (STRS, OPERS, OPERS LE, ARP) and qualifying for retiree status as a faculty, administrator, or classified staff at Ohio university. This policy also serves to establish consistent criteria for an employee to be considered retired from Ohio university, and thereby to qualify for retirement benefits provided directly by Ohio university.

Ohio university offices and departments that provide services to retirees shall base their eligibility decisions on the criteria established by this policy. If in doubt about a particular case, they shall consult university human resources.

(B) Scope

This policy has no impact on STRS, OPERS, OPERS LE, IRS, and ARP provider rules and regulations regarding distribution of retirement funds or qualifying for retirement benefits from those systems.

This policy is to be effective for all separations from Ohio university for which the last day of work is on or after July 1, 2007. Former employees whose last day of work was June 30, 2007, or earlier, may seek formal recognition of their status as an Ohio university retiree by filing the "Ohio University Retirement Separation Form" at any time.

(C) Criteria for retiree status

To separate employment from Ohio university with "retiree" status, an employee under OPERS, STRS, and ARP must meet the following two specifications:

(1) The employee must have at least five years of service with Ohio university, and

(2) The employee must have achieved a total qualified service and age combination according to one or more of the following criteria:

(a) Five years of qualified service and age at least sixty

(b) Twenty-five years of qualified service and age at least fifty-five

(c) Thirty years of qualified service at any age

An employee who is in the OPERS LE retirement system may retire with twenty-five years of service and age at least forty-eight.

Qualified service is service with any combination of state or federal (including military) employers. Qualified service does not have to be continuous time. The age criterion is met if the employee's birthday is the day immediately following the last day of work.

(D) Initiation

The employee is responsible for initiating and completing required paperwork with their retirement system or provider, in addition to the "Ohio University Retirement Separation Form."

(E) Timetable

The employee must complete the "Ohio University Retirement Separation Form" at least thirty days prior to his or her desired retirement date.

The "Ohio University Retirement Separation Form" will serve as notification of intent to retire to the employing department and to the university.

(F) Documentation

If qualified service, as defined in part (C) of this policy, includes other state, federal, or military service, the employee must provide certifying documentation.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/41-090.html

Effective: 7/22/2016
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 111.15

3337-41-105 Retirement system contributions for administrative presidential appointees on leaves of absence.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/41-105.html

(A) Overview

This policy ensures continuation of university retirement contributions for administrative presidential appointees on an approved leave of absence.

Employees enrolled in an alternative retirement plan will not receive university retirement contribution when on unpaid leave. Ohio university will provide the university retirement contribution for those faculty and administrative staff members enrolled in STRS or OPERS while on leave of absence providing:

(1) The leave is consistent with the state teachers retirement system and the Ohio public employees retirement system regulations permitting service credit while on approved leave of absence.

(2) The faculty or staff member is willing and able to contribute his or her normal retirement contribution for the period of the leave.

(3) That all other avenues of funding the university retirement payments through grants, contracts, or other means have been exhausted.

(4) That the appropriate executive officer deems the leave to be of future benefit to the university and the appropriate executive officer gives advance written approval for such payment prior to the commencement of the leave. For the purposes of this policy, executive officers are:

(a) President

(b) Executive vice president and provost

(c) Vice president for finance and administration

(d) Executive dean for regional campuses

(e) Vice president for research and creative activity and dean of the graduate college

(f) Vice president for student affairs

(g) Vice president for university advancement

(B) Process

Administrative presidential appointees who are members of STRS and who have received prior approval for retirement payments should contact the payroll office upon return from leave of absence for the purpose of filing a request to purchase service credit for the period of the leave of absence.

Administrative presidential appointees who are members of OPERS should contact university human resources for procedures to follow in establishing service credit for the time on approved leave of absence.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/41-105.html

Effective: 7/22/2016
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 111.15

3337-41-111 Relocation expenses.

The version of this rule that includes live links to associated resources is online at https://www.ohio.edu/policy/41-111.html

(A) Overview

This policy provides for consistent compensation to employees for certain expenses of their relocation for employment at Ohio university.

(1) Eligibility

Benefits eligible faculty and staff with appointment types noted in this policy :

(a) Regular appointments with FTE level of 0.75 or greater (as defined in policy 40.106 ).

(b) Term appointments with a duration of one year or greater and with FTE level of 0.75 or greater (as defined in policy 40.106 ).

(c) "Group 1," "Group 11," "Group IV," and "Clinical" faculty (as defined by the "Faculty Handbook").

(2) Summary

Ohio university provides relocation assistance to facilitate the movement of eligible faculty and staff. This program helps Ohio university to remain competitive in the recruitment process in attracting a pool of talent to meet its needs.

This policy is designed to guide employees through the relocation process allowing them to complete their move to Ohio university with minimum difficulty.

Ohio university may compensate eligible faculty and staff for transportation of household goods, temporary housing, travel, and lodging cost from the previous residence. While it is our intention to assist new employees with most reasonable and actual costs associated with their move, this policy does not provide full reimbursement for all expenses the employee may incur. In the event that both the relocating employee and partner are employed by Ohio university only benefit up to the maximum provided under this policy will be provided to relocate the household.

The amount provided may be expended over a period of up to two years from the first day of employment.

Departments are responsible for determining the need for, applicability of, and the amount of relocation compensation, up to the maximum amounts provided in this policy. Any exception that exceeds the amounts specified in this policy must be approved by the president or provost.

The relocation benefits shall be specifically stated in the offer of employment. University human resources ("UHR") is charged with the responsibility to act as a liaison between the hiring department and the employee. The hiring department will notify UHR immediately following the offer to start the relocation process.

(B) Policy guidelines

Benefits provided by this policy have tax implications to those receiving the benefit. Tax information is described in internal revenue service ("IRS") "Publication 521, Moving Expenses." The current information is subject to change by the IRS. Please refer to the IRS website and "Publication 521" and consult a tax professional for tax advice.

Detailed descriptions of the processes to be used to implement this policy will be maintained online, linked through https://www.ohio.edu/hr/employment/.

  

  

  

(C) Methods for payment of relocation expenses

Direct payment to relocation service supplier:

Unless the employee has elected to move themselves, the employee will contract with one or more of the university approved moving service providers. Ohio university will pay the moving company for the movement of personal belongings, furniture, clothing, etc., subject to the limits of this policy.

(1) Payment to the new employee prior to the start of employment

A one-time payment may be made directly to the employee. The payment will come from accounts payable for the full amount. Individuals will be responsible for all expenses associated with house hunting trips, temporary housing, travel, and lodging at the time of their move.

(2) Payment to the new employee after the start of employment

One-time payment to be made to the employee processed with a regular paycheck. All applicable taxes will be withheld from the payment. Taxes will not be withheld for this payment from future paychecks as is done with option two.

Employee must retain documentation of expenses for tax purposes. The employee is encouraged to consult a tax professional for further advice.

(D) General instructions

The amount of relocation provided cannot exceed eighteen thousand dollars. The amount of relocation being provided should be discussed and disclosed to the new employee during the hiring process and the amount should be specified in the offer letter.

(1) Temporary housing

For information about university-owned housing, the employee should be directed to policy 03.007. A list of the accommodations is published online linked throughhttps://www.ohio.edu/housing/ (scroll down to "Guest and Interim Housing" for details. All inquires may be made by calling the residential housing office. Use of university accommodations is not without cost. An employee in transition is expected to pay for his or her accommodations, for all services rendered.

For information about non-university-owned housing, the employee should be directed to the "where to stay" choices on the "Athens County Convention and Visitors Bureau" web site.

(2) Real estate and other options

UHR will maintain information online, linked through https://www.ohio.edu/hr/employment/relocation.cfm, related to the optional relocation services that are available through the university-designated moving services agent. Some of these benefits and services may be available only to those employees that contract with the university-designated agent to move their household goods.

(E) Exceptions

Policy 01.003 applies to this policy, except that:

(1) Only the president or provost may approve exceptions to this policy that involve payments for services or benefits not covered above; that involve payments in amounts exceeding the maximum amounts specified in this policy; or that involve reducing the amount of repayment called for by part (C) of this policy.

(2) All exceptions involving maximum amounts or covered expenses must be made before the employee accepts the offer of employment. There are to be no ex post factor exceptions to this policy.

(F) Relocation expense repayment

The employee must sign and submit the "Relocation Expense Repayment Agreement" in order to receive reimbursement of relocation expenses. The "Relocation Expense Repayment Agreement" is incorporated by reference as part of this policy.

The agreement shall be in effect for two years or until the end of the appointment, whichever comes first. If, during the agreement, the employee is terminated for cause or chooses to terminate his or her employment with Ohio university, then repayment of funds to Ohio university by the employee shall be based on the number of calendar days employed (i.e., number of continuous days on employed status, not number of days physically present for work. For example, a faculty member with an academic year appointment whose work typically begins on August 15, 2016 and ends on , june 15, 2017 is treated as being employed throughout the summer break period provided they resume their academic appointment), according to the following chart :

Days Employed

Repayment

0 - 365

100 %

366 - 485

75 %

486 - 605

50 %

606 - 730

25 %

If it is found that the employee obtained employment fraudulently (e.g., under falsified credentials), then repayment will be for one hundred per cent of relocation costs previously paid by the university, regardless of the number of days employed.

At the university's discretion, the repayment may be paid, in whole or in part, by deduction from amounts otherwise owed by the university to the employee (e.g., final pay). If UHR is unable to withhold from an expected future payout or regularly scheduled pay UHR, will submit a billing request to the bursar's office for collection, enforceable by the attorney general's office. See the "Relocation Expense Repayment Agreement" text for complete details. The agreement should be completed and returned with the employee's acceptance letter.

The version of this rule that includes live links to associated resources is online at https://www.ohio.edu/policy/41-111.html

Effective: 1/26/2018
Promulgated Under: 111.15
Statutory Authority: 3337.01
Rule Amplifies: 3337.01
Prior Effective Dates: 6/23/2016

3337-41-115 Administrative position status determination.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/41-115.html

(A) Overview

This policy provides for review of positions to assure compliance with the regulations of the State Civil Service Code and the Federal Fair Labor Standards Act.

All positions must be reviewed by university human resources ("UHR") to determine whether they are exempt (salaried) or non-exempt (paid hourly) before commitment is made to a prospective employee and before an employee is placed in the position.

(B) Determination of status

The employing department must prepare a position description for each position, and submit it to UHR for review.

University human resources will review the position description, will investigate details of the position with the employing department head, and will determine the status of the position, applying guidelines of the Fair Labor Standards Act and, Chapter 124.11 of the Revised ode: "Unclassified service - classified service." There are three cases:

(1) Exempt - unclassified

If UHR determines that the position is both exempt from the Fair Labor Standards Act and eligible for unclassified service under the Revised Code, then the position will be identified as an administrative presidential appointee position, and will be paid on a salaried basis.

(2) Non-exempt - classified

If UHR determines that the position is both non-exempt and that it meets the criteria for a classified position, under the Revised Code, then the position will be identified as a classified hourly position, and will be paid on an hourly basis.

(3) Non-exempt - unclassified

If UHR determines that the position is both non-exempt, and that it meets the criteria for an unclassified position under the Revised Code, then the position will be identified as an administrative hourly position, and paid on an hourly basis. An administrative hourly employee is appointed to an unclassified position, but is subject to the non-exempt provisions of the Fair Labor Standards Act, where applicable.

(C) Notification of status

University human resources shall notify the employing department head in writing of the status of the position.

(D) Payroll processing

To assure compliance with this policy, all administrative appointments and classified positions shall be reviewed and initiated by UHR before being processed for payroll purposes.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/41-115.html

Effective: 6/25/2016
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 111.15

3337-41-121 Reimbursement for official travel and entertainment.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/41-121.html

(A) Overview

Section 126.31 of the Revised Code enables employees of the university to be reimbursed for actual and necessary travel and other expenses incurred while on official business inside or outside the state of Ohio if authorized by the university. This policy outlines the procedures and authority for expenditures and reimbursement for official travel of university employees and students.

Persons traveling on university business should incur the lowest practical and reasonable expense while completing the travel process in an efficient and timely manner. University travelers have the duty to avoid impropriety, or even the appearance of impropriety, in any travel expense.

(B) Preliminary preparation

Go to the finance division web-site -https://www.ohio.edu/finance/.

(1) Select travel

(a) If you are a first time traveler, or it has been over three years since you last attended a travel training session, you are encouraged to sign up for training by following the instructions provided on the web site.

(b) If you do not have a travel manual, download a manual from this site for review.

(c) Check the per-diem allowance (standard, per-day dollar amount to cover meals and incidentals) for your destination.

(d) Review currency conversion for foreign travel.

(2) Select p-card

(a) Review p-card policy and check your dollar limits at the p-card home page (use the on-line access to account information).

(b) Call the p-card office (3-1960) at least three business days prior to travel if adjustments are needed.

(c) If you do not have a card, you may obtain application forms from this site. Apply at least three weeks prior to travel. Cards limited to travel-use only are available, as are a range of dollar limits. Contact the p-card office at 593-1960 to discuss your specific needs.

(C) Travel advances

Travel advances are funds issued to the traveler, prior to departure, to cover expenses. To request an advance:

(1) Download request form from:https://www.ohio.edu/finance/customercare/forms.cfm.

(2) Submit form to the p-card office at least ten business days prior to travel.

If an advance has been issued, a "Travel Expense Report" (TER) must be submitted within fifteen days of the traveler's return, with reimbursement check attached if needed. See policy 03.015 for details. Any unused monies should be turned in to the cashier's office at 010 Chubb hall with a copy of the completed "Travel Advance" form.

(D) Payments and reservations prior to travel

The traveler's p-card is the preferred method for pre-travel payments and reservations. However the department secretary or department head's card may also be used, but for the travel arrangements listed in parts (D)(1) to (D)(3) of this policy, only. A p-card is required for the purchase of airline tickets for university employees.

(1) Registering for the event: Keep a copy of your registration form (print a copy of on-line forms and meeting agendas). Information about activities and what is included in the fee must be submitted with the "Traveler Expense Report," and attached to the p-card statement if the p-card is charged. Registration fee may not include extraneous activities (golf-outings, fun runs, museum tours, etc.) if they can be reasonably separated from the total.

(2) Airline tickets

(a) Purchase: Use of the p-card is required for the purchase of airline tickets for university employees. University employees will not be reimbursed for the purchase of airline tickets. Advance purchase is strongly encouraged. If a flight reservation is changed or canceled and results in an additional fee, a reason must be provided in the p-card notes screen. If the purchase is on-line, print and save confirmation showing origin, destination, price paid, and method of payment.

(b) For domestic travel: Only coach class tickets, or their equivalent, may be purchased. Exceptions must be explained and approved in writing by the president, provost, or a vice president. The approval must be attached to the p-card statement, "Travel Expense Report," or "Direct Payment" form, as appropriate.

(c) For international travel: If flight time approximates five or more consecutive hours from the United States port to the overseas port, a "less-than-first class" (e.g., business class) ticket may be purchased.

(3) Hotel reservations: The department head or department secretary's card may be used to hold the reservation, but may not be used for final payment. If hotel policy requires pre-payment of the first night's room charge, the department head or secretary's card may be charged for the first night only. See part (I) of this policy (lodging) for further information prior to making reservations.

(E) Spousal travel

A spouse may travel at the university's expense if the spouse's presence has a business purpose - e.g., the spouse will be delivering a speech or a hosting an event for the university, etc. For deans and vice presidents, reimbursement of spousal travel expenses requires the prior approval of the provost; all others should obtain the prior approval of the appropriate dean or vice president. A copy of the approval must be submitted with the "Travel Expense Report," or attached to the p-card statement.

(F) Gratuities (tips)

Tips may be reimbursed if:

(1) Tip is twenty per cent or less of the cost of the associated goods or services, or

(2) The tip is customary and of a reasonable amount in cases where the tip cannot be associated to a specific cost (e.g., a tip to a bellhop).

(G) Automobiles

(1) Privately-owned vehicles mileage rate: Reimbursement is made to the university traveler using the IRS's standard mileage rate (https://www.ohio.edu/finance/procuretopay/). The mileage rate covers all expenses incurred by the use of a privately owned automobile for university business, including gasoline, insurance, maintenance and car washes. When more than one university traveler is transported in a privately owned auto: If the auto-owner is a university traveler, then only the auto-owner may claim mileage. If the auto-owner is not a university traveler, then only one university traveler per auto may claim mileage. It is the responsibility of that traveler to compensate the auto-owner.

(2) Standard distances between travel points: Distances are available athttps://www.ohio.edu/finance/procuretopay/. If distance claimed, between your point of origin and your destination, is more than twenty per cent beyond the standard distance, an explanation must be provided on the "Travel Expense Report" (TER). To determine point of origin: The first point-of-origin on a TER should be the traveler's primary university work site (per payroll office records). If you begin your business travel from an alternate location, you may list that location only if the mileage to the destination is less than the mileage from your work site to the same destination. If your home is not located in the same city as your primary work site: If you begin your business travel from home, mileage between work and home cannot be included in mileage reimbursement totals. Travel from your home to a point between your home and your primary work site cannot be submitted for mileage reimbursement.

(3) Requirements for privately owned vehicles The driver must have a valid driver's license. The driver must carry liability insurance on the vehicle as required by law. The driver must have no pending traffic violations. The driver must wear a seat belt. Pay for gasoline out-of-pocket (a p-card may not be used to purchase fuel).

(4) Rental cars

(a) Requirements:

(i) Rental must have a business purpose.

(ii) Traveler should request the smallest size car that is practical. Upgrades are not allowable unless a written explanation of a legitimate need is provided.

(iii) Driver must have a valid driver's license and no pending traffic violations.

(iv) Seat belts are to be worn.

(v) Only actual expenses may be reimbursed (IRS mileage rate does not apply).

(b) Insurance coverage while on university authorized travel: No form of rental company insurance is allowable for travel within the United States. The traveler who plans to rent a vehicle should print a copy of the "Proof of Insurance" form from the following site:https://www.ohio.edu/finance/procuretopay/procurement/travelinsurance.cfm. The traveler should carry this form when using the rental car on university business. University insurance policies cover employees during authorized domestic travel. Comprehensive and collision claims are subject to a five hundred dollars deductible to be charged to the appropriate department. Liability coverage has no deductible. Rental company insurance is suggested and allowable for travel outside the USA only.

(c) Rental company memberships: Ohio university employees may register for car-rental company membership cards that simplify rental procedures. Contact the purchasing and contracting office to apply.

(5) University motor pool

University owned or leased vehicles are maintained for the use of employees on business. Policy 47.001 and policy 47.002 govern usage and rental procedure, respectively. Contact transportation services to make arrangements. Transportation services is located in the university garage on Factory street. The university covers all motor pool vehicles for liability.

(H) Air travel

(1) Commercial airlines

(a) Purchase of tickets: A p-card must be used for the purchase of airline tickets for university employees. University employees will not be reimbursed for the purchase of airline tickets. The traveler is strongly encouraged to purchase airline tickets in advance. See part (D)(2) of this policy (airline tickets) for further information.

(b) Frequent flyer miles: The Ohio ethics commission has issued "Advisory Opinion No. 91-010," which prohibits the personal use of frequent flyer credits by state officials and employees when the credits have been accrued during official state business travel. This opinion applies to all university travelers.

(2) University air transportation service

University personnel are encouraged to schedule university planes for business travel. Contact the university airport in Albany to make reservations (597-2602 orhttps://www.ohio.edu/airport/). Flight operations personnel estimate costs and assist with flight arrangements. Charges are based upon flying distance, airport charges, pilot services and expenses, and layover time.

(3) Private or leased aircraft

Private aircraft expenses may be reimbursed if the pilot has a copy of an appropriate, current pilot certificate and proof of insurance (hull and liability) on file with the finance office. Reimbursement may be made on the basis of either the cost of the coach airfare to the same destination (including related costs to and from the airport) or the cost of university air transportation, whichever is less. The Hobbs rate is also acceptable. The avionics engineering center may use a cost study for reimbursement. The p-card may not be used for fuel purchase.

(I) Lodging

(1) The sixty-mile rule

Overnight lodging is allowable only if the destination is further than sixty miles from the traveler's primary university work site. The sixty-mile minimum does not apply to faculty teaching at regional campuses.

(2) Cost of lodging

Allowable cost is the single room rate plus tax - unless the other party is also on authorized university travel. If the lodging receipt states multiple occupancy, indicate either the single room rate on the receipt or provide the name(s) of the university traveler(s) who shared the lodging.

(3) Method of payment

(a) The traveler's p-card is the preferred method of payment.

(b) Personal charges must be paid out-of-pocket at checkout. Such charges (e.g., personal phone calls, movies) are not permitted on the p-card.

(c) The traveler's room may not be charged to another person's p-card.

(d) The p-card may be used to pay for the cardholder's room only, with the following exceptions:

(i) Persons sharing a room, who are all on university business, may place the entire room charge on one occupant's p-card.

(ii) The rooms of students or other non-university employees (whose presence is clearly related to the business purpose of the trip) may be placed on a p-card.

(e) The university does not make direct payment to hotels for individual accommodations, with the following exceptions:

(i) Team travel for intercollegiate athletics

(ii) University sponsored conferences

(iii) Organized university group travel

(4) Reduced rate options

(a) Government rates: Almost all hotel and motels have significant rate reductions for government employees, though the number of rooms at discount may be limited. To aid the traveler in obtaining the discount, the back of the purchasing card states: "Ohio university is a government service agency of the state of Ohio". It is best to inquire about this discount when reservations are made. Be prepared to show a university ID upon arrival.

(b) Other discounts may be available, and should be taken advantage of whenever possible. Seehttps://www.ohio.edu/finance/procuretopay/ for more guidance.

(5) Private lodging

Reimbursement for lodging in a non-commercial private dwelling is authorized in the amount of twenty-five dollars per night. Report in the "All Other Expenses" column of the "Travel Expense Report," and note as "private dwelling".

(J) Meals

(1) Business meeting meals or entertainment

Business meeting meals or entertainment must have a business purpose and must include two or more persons (at least one non-university employee is often included). Costs should be reasonable and customary for the location. Itemized receipts are required for attachment to the p-card statement or "Travel Expense Report." Use of the p-card: The p-card is the preferred method of payment for such expenses. Consult the "P-card Manual" for proper procedures. Reimbursement after the fact: If the expense was out-of-pocket, it may be submitted for reimbursement on the "Travel Expense Report." A properly completed "Entertainment Expense" form (EE-1 available at https://www.ohio.edu/finance/customercare/forms.cfm) must be attached to provide the proper substantiation required by the IRS. Tips for business meeting meals or entertainment are reimbursable up to twenty per cent of meal cost. Alcoholic beverages: Regardless of the payment method used, alcoholic beverages associated with a business meeting meal or entertainment may be charged to a foundation discretionary account only.

(2) Personal meals

Personal meals are individual, everyday meals consumed during business travel. A maximum of three personal meals per day is allowable.

(a) Same day travel: University travelers do not qualify for personal meal reimbursement during same-day travel. IRS regulations require that an employee be away from home substantially longer than an ordinary day's work and during the time away from home, need sleep or rest (referred to as the "overnight rule" - i.e., overnight stay is required).

(b) Partial days of travel: For partial days of travel, preceding or following an overnight stay, the following time schedule applies:

Type of meal

Personal meals are allowable if the traveler:

Departs at or before

Returns at or after

Breakfast

7:00 am

9:00 am

Lunch

12:00 noon

1:00 pm

Dinner

5:00 pm

6:00 pm

(3) Methods of payment and reimbursement for personal meals

(a) The p-card: You may use your p-card to buy personal meals during business travel. Per-diem rates (see part (J)(3)(b) of this policy) represent allowable costs. Itemized receipts are required for any meal that exceeds per-diem guidelines. Alcohol is not allowable, and your p-card may not be used to purchase personal meals for other university travelers. Tips are allowable up to twenty per cent.

(b) Per-diem: The per-diem allowance is a daily dollar amount covering meals and incidentals. It includes up to three meals per day, and the following incidentals: laundry, dry-cleaning, and gratuities (tips). Per-diem allowances vary according to location. Current rates can be found athttp://www.gsa.gov/portal/content/104877. To choose this option, the traveler must pay for meals out-of-pocket, then claim per diem rates on the "Travel Expense Report." The following rules apply:

(i) The daily rate should be split using the breakdown by meal type as provided in the preceding link.

(ii) Use whole dollar amounts only.

(iii) Claim per diem rates only for personal meals at your expense. If the meal was a business meal, was charged to your p-card, was provided by the conference, or otherwise provided, per diem cannot be claimed for that meal.

(iv) No receipts are required for per diem reimbursement

(c) Actuals: Instead of using a p-card or per diem, a traveler may opt for reimbursement of the actual cost of out-of-pocket personal meals. Per-diem rates represent allowable costs. Itemized receipts are required for any meal that exceeds per-diem guidelines. Tips are reimbursable up to twenty per cent of meal cost. Alcohol cannot be reimbursed.

(d) Mixed: If necessary during a trip, the traveler may mix reimbursement methods using any combination of the p-card, per diem and actuals. Whenever possible however, the traveler should choose one method per trip.

(4) Personal meals otherwise provided

(a) Meals included in other fees: If meals are included in fees for items such as conference registrations, long flights, or lodging arrangements, no further expense for those meals is allowable. However, if you are unable to take advantage of such pre-paid meals because of dietary restrictions or other circumstances, you may use your p-card or claim the out-of-pocket expense for reimbursement (per diem or actual). An explanation must be provided in the p-card notes screen, or on the "Travel Expense Report."

(b) Meals as a guest: If you are a guest at a meal (a business or social event at the expense of another), that meal should not be listed for reimbursement on the "Travel Expense Report."

(K) Telephone calls

To avoid expensive hotel surcharges, the use of personal calling cards or cell phones is encouraged.

(1) Business calls: Business calls are allowable expenses.

(2) Business-personal calls: Calls to keep your family advised of your well-being are allowable, but must be kept to a minimum (five minutes, daily, is maximum).

(3) Personal calls: All other personal calls are the responsibility of the traveler. Do not use your p-card for personal calls on your hotel bill. Pay all personal charges out-of-pocket at checkout.

(L) Miscellaneous travel expenses

Reimbursement may be claimed for parking charges, ferry and taxi fares, and bridge, highway, and tunnel tolls. Tips associated with taxi fares are reimbursable, but not to exceed twenty per cent of the fare. Other miscellaneous expenses may be charged to the p-card or reimbursed, if a full description is provided in the p-card notes screen, or accompanies the "Travel Expense Report." Receipts are required for any expense greater than seventy-five dollars. Traffic fines, towing, and like expenses are not allowable.

(M) Purchasing card as travel card

The p-card must always be used in accordance with policy set forth in the "P-card Manual," available at https://www.ohio.edu/finance/procuretopay/. Review your manual prior to travel. Some items of note that are specific to travel are:

(1) The use of a p-card is required for the purchase of airline tickets for university employees.

(2) Your p-card is the preferred payment method for all allowable travel expenses with one exception: the p-card may not be used to purchase fuel for a privately owned vehicle or aircraft.

(3) Never charge personal expenses to the p-card, even if you intend to deduct or reimburse them later.

(N) Substantiation

Reimbursement policies for grants and contracts take precedence over this policy, and may require more comprehensive documentary evidence for expenses. The following requirements apply as a minimum:

(1) Conference information

While traveling, the traveler must take care to save all documents substantiating the business purpose of the travel. Save conference registrations, agendas and programs outlining basic activities.

(2) Receipts

Receipts must show the amount, date, place, and essential character of the expense.

The traveler must save original itemized receipts as follows:

(a) All lodging expenses: Hotel receipts should show separate amounts for lodging, meals, telephone calls, etc. (No receipt is required when claiming the twenty-five dollars per night allowable expense for private lodging).

(b) All car rentals: The rental agreement and itemized receipt are required.

(c) Business meeting meal or entertainment: Restaurant receipts should be itemized and show location and name of restaurant and number of people served.

(d) Actual meal reimbursement in lieu of per diem: Restaurant receipts are required, as described in part (N)(2)(c) of this policy, if amount claimed exceeds per-diem.

(e) All other business-travel-related expenses: Itemized receipts are required for any expense greater than seventy-five dollars.

(f) Credit card statements or charge slips are not acceptable. Photocopies of receipts are accepted only with an explanation of why the original is unavailable.

(O) Receipts

Gather your receipts to attach to your p-card statement(s) or "Travel Expense Report" as appropriate. Personal expenses are not permitted on the p-card and are not reimbursable on the TER. See parts (F) to (L) of this policy, for a listing of allowable expenses and the policies that regulate each type.

(P) P-card transactions

(1) Updating information on-screen

The traveler, or whoever is assigned the duty within the department, should update p-card travel transactions on-screen as soon as possible. Check the "P-card Manual" for the notes and descriptions that must be included for items such as business meals, hotel stays, etc.

(2) Receipts

Receipts for p-card transactions must be attached to the p-card monthly statement and filed in the department. Files are subject to audit by the internal audit and finance offices.

(Q) Completion of a "Travel Expense Report" (TER)

To receive reimbursement for out-of-pocket travel expenses, the traveler must complete a "Travel Expense Report" (TER) and submit it to the general accounting and financial reporting office (GAFR), "218 West Union Street Office Center." If a p-card was used for all expenses, a TER is not required.

(1) Allowable expenses

Any amount listed for reimbursement must be for an allowable travel expense and must be accurate. It must also reflect an out-of-pocket expense to the traveler (i.e., it cannot have been charged to a p-card or otherwise provided).

(2) Basic instructions The TER is available athttps://www.ohio.edu/finance/procuretopay/. Check the website often for form enhancements or revisions. New, higher mileage reimbursement rates are often issued - use of an older version of the form can result in insufficient reimbursement. Comprehensive completion instructions can be found in the "Travel Manual," available athttps://www.ohio.edu/finance/procuretopay/. Incorrect or incomplete TERs delay reimbursement.

(3) Do

(a) Complete all fields.

(b) Explain business purpose thoroughly.

(c) Attach conference registration forms, agendas or programs - whatever is needed to outline basic activities and schedule.

(d) Attach all required itemized receipts for expenses claimed.

(e) Include "EE-1" form for business meeting meals or entertainment.

(f) If needed, attach spousal travel approval.

(g) Even if paid by p-card and therefore not being claimed on the TER, attach a copy of hotel folio (itemized bill) and car rental agreement and receipts.

(h) Double-check accuracy of per-diem and mileage amounts.

(i) Include explanatory comments for any unusual circumstances or costs.

(j) Obtain all needed signatures.

(4) Don't

(a) List p-card charges as reimbursable items.

(b) Leave information or signature spaces blank.

(5) Use of the "Same-day TER"

A simplified version of the TER, for simple, same-day, round trip automobile travel, is available athttps://www.ohio.edu/finance/customercare/forms.cfm. Check the website often for enhancements or revisions to the form. Download a new form every January, when mileage reimbursement rates often change.

(R) Approval and authorization process for the TER

The traveler must sign and date the TER personally, certifying the expenses shown are accurate and qualify for reimbursement per university policy. The TER must also contain an approval signature as follows:

(1) The approval signature must be that of an individual who is an authorized signer for charges to the account.

(2) When various accounts requiring varied approval signatures are charged, the individual who is an authorized signer for the primary account should sign as approval authority. For all secondary accounts, the appropriate approval authority should initial the form near the account number entry.

(3) When the authorized signer for an account is the traveler, a higher-level signature must be obtained.

(4) Whenever possible, the authorized signer should be the traveler's direct supervisor or his or her designee. The designee cannot be someone supervised by the traveler.

(S) Missing receipts

A properly substantiated receipt is required for reimbursement or p-card substantiation of business travel and entertainment expenses. See part (N)(2) of this policy, for details. If the missing receipt is:

(1) Your airline ticket passenger receipt or coupon

You must contact the airline for a copy (you may be charged for this service). All agencies are required by the airline reporting commission to keep copies of every ticket they issue.

(2) A hotel portfolio

You must contact the hotel to request a copy or legible fax of the original hotel itemized receipt. A fax originating from the vendor will be accepted in lieu of the original receipt.

(3) A personal meal

Itemized receipts are not required for reimbursement or p-card substantiation if actual cost is less than per diem. If cost is more than per diem, you will be given the per diem allowance for that meal.

(4) A business meal or entertainment expense

Contact the vendor for a copy of the receipt.

(T) Charging the correct natural account

Use the following natural account, as appropriate, when updating your p-card travel transactions on-screen, or filling out the account number information on your TER:

Natural Account

Expenses to be charged against that code

400000

Travel and living expenses - domestic

400900

Development and fund raising travel and living expenses - domestic (fundraising, public relations, alumni meetings, etc.)

410000

Conference registrations

461000

Business meetings (does not include conference registrations)

461900

Entertainment, public relations and social expenses

493000

Travel and living expenses - foreign

493900

Development and fund raising travel and living expenses - foreign (fundraising, public relations, alumni meetings, etc.)

See the "Expense Natural Account Code" list located athttps://nalookup.ohio.edu/nalookup/nalookup for further information.

(U) Submission of the TER

(1) Timeline for submission

The traveler should submit the TER within a reasonable time after return:

(a) Traveler received a travel advance: within fifteen days.

(b) Traveler used a p-card for all expenses: TER not required.

(c) All others: within sixty days

(2) Where to submit your TER

(a) For reimbursement by check: The TER should be submitted to the general accounting and financial reporting office (GAFR). "218 West Union Street Office Center." A check will be sent to the traveler for any reimbursement amount owed. A negative amount on the TER represents the amount owed by the traveler to the university, due to left-over travel advance dollars, or disallowed p-card charges. The traveler must return left-over travel advance dollars to the bursar's office. To reimburse excess disallowed p-card charges, attach a check for that amount to the TER, made payable to "Ohio University."

(b) Three hundred dollars or less - Rapid reimbursement: The traveler may present the approved TER, complete with all attachments, at the Chubb hall petty cash window for immediate cash reimbursement. A web-version of a TER must be used. The traveler will be asked to show university ID, sign for the cash received, and authorize payroll deduction for any amounts subsequently determined not to be in accordance with this policy. The traveler will be notified of any adjustment prior to payroll deduction.

(V) Miscellaneous

(1) Reimbursement by a third party

If it is known that third party reimbursement will occur, no such charges should be incurred by, or submitted for reimbursement to, Ohio university. If a third party pays the traveler's expenses after the university has made payment, the traveler must prepare a check payable to "Ohio University" for the amount in question. The check must be sent to procurement services, "213A West Union Street Office Center," referencing the number of the original TER, or the p-card transactions involved. For p-card transactions, a refund form can be downloaded from the finance website (https://www.ohio.edu/finance/customercare/forms.cfm). The account(s) originally charged will be credited.

(2) Relocation expenses

For payment of travel expenses related to relocation of new regular faculty and staff, refer to policy 41.111. Do not charge these expenses to a p-card, or submit them on a "Travel Expense Report."

(3) Exceptions to policy

(a) Grant accounts: Grant accounts, like all other university accounts, are subject to university travel regulations as described in this policy. However, if the grantor specifically authorizes a different policy in writing, the grantor's policy takes precedence.

(b) Approved exceptions: Any deviations from this policy must be identified as such and must have the approval of those persons authorized to approve reimbursement, and either the provost or the associate vice president for finance. A copy of the approval must be submitted with the TER, or attached to the p-card statement, as appropriate.

(4) Planning units discretion

(a) Greater restrictions: Planning units of the university can amend this policy to make it more, but not less, restrictive. If a restrictive change is desired, a copy of the supplemental policy must be forwarded to the associate vice president for finance before implementation.

(b) Department adjustments to reimbursement amount: To pay a traveler less than policy allows, the department must deduct the desired amount on the "Less Departmental Adjustments" line of the TER. The traveler should show all expenses "gross" on the TER - i.e., departmental adjustments should all be reflected, and will be accepted, only on the "Less Departmental Adjustments" line.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/41-121.html

Effective: 7/2/2016
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 111.15

3337-41-122 Petty cash and change funds.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/41-122.html

(A) Overview

This policy establishes procedures and guidelines for petty cash reimbursement through the bursar's office as well as the use of departmental petty cash and change funds.

Cash control is necessary and must ensure that Ohio university is fulfilling its fiduciary responsibility. The use of cash rather than other means of payment does not change whether an expenditure is acceptable, or not.

(B) Definitions

(1) Petty cash fund: A set amount of money held by a department and used to make small, incidental purchases (for emergencies and purchases requiring cash) of not more than fifty dollars from a local vendor where the normal route of payment is not cost effective or appropriate.

(2) Change fund: A set amount of money used by a department to make change for customers who are purchasing goods or services. The selling of such goods or services must have been previously approved through appropriate channels.

(3) Fiduciary: The department head or budget unit manager who is authorized to approve expenditures from the department's account(s).

(4) Custodian: The department employee who is appointed to operate and maintain the fund.

(C) General guidelines

(1) Departments can either be reimbursed by the bursar's office (best for infrequent use - see part (D) of this policy), or establish their own petty cash fund (see part (E) of this policy).

(2) It is the responsibility of the employee making the purchase to inform vendors of Ohio university's sales tax exempt status. An "Ohio Sales Tax Blanket Exemption Certificate" may be used for this purpose.

(3) An Ohio university purchasing card is a preferred alternative to a petty cash fund. Purchasing card information can be found online.

(4) Except that the intercollegiate athletics petty cash fund may be used for expenditures coded with natural accounts from the 400000 series, petty cash reimbursements are prohibited for expenditures that are classified in expense natural account code series 100000, 200000, 400000, and 900000. Additional information about expense natural account codes is available online.

(D) Reimbursement through the bursar's office

(1) The bursar's office will reimburse an individual who has used personal cash or a personal check (not personal debit or credit cards) to make a small incidental purchase (for emergency or purchase requiring cash) of not more than fifty dollars from a local vendor where the normal route of payment is not cost effective or appropriate.

(2) A "Petty Cash Voucher" form must be taken to the vendor-site, and must be completed at the time of the purchase. The approved form, along with an original itemized receipt, is submitted to the petty cash window in Chubb hall for reimbursement.

(3) The bursar's office will submit the vouchers to accounts payable on a regular basis to record the expenditure.

(E) Establishment of departmental petty cash or change funds

(1) A completed "Petty Cash/Change Fund" form must be completed and sent to the controller in the finance division.

(2) The persons who will serve as fiduciary and custodian must be designated in advance of the fund being distributed.

(3) Agreed physical safeguards must be in place before the fund is released to the department.

(4) Once the above has been completed, the fund will be released to the department via a check (in care of the custodian) from accounts payable that may be cashed at the cashier's window in the bursar's office.

(F) Operation of departmental petty cash or change funds

(1) Petty cash fund

(a) A departmental petty cash fund may be used to make small incidental purchases (for emergencies and purchases requiring cash) of not more than fifty dollars from a local vendor where the normal route of payment is not cost effective or appropriate. The Baker center catering alcohol petty cash fund and the intercollegiate athletics petty cash fund are exempt from the fifty dollars limitation.

(b) The total of cash and original itemized receipts for purchases in these funds should remain at the established amount at all times.

(c) The fund should be balanced at least monthly, and records kept.

(d) This fund should only be used for making purchases. It should never be used for collecting money or making change for sales, paying for services, cashing checks, giving loans, or for travel advances.

(e) Petty cash funds can be replenished by submitting a "Direct Payment Form" (be sure to specify which account to charge for each purchase), with original itemized receipts attached, to general accounting. Accounts payable will issue a check to the department, in care of the custodian, that may be cashed at the cashier's window in the bursar's office. Checks that are one thousand dollars or greater must be cashed on the business day following the day of receipt. Checks that are less than one thousand dollars may be held for cashing, until the third business day or when the checks on hand reach an amount of one thousand dollars or greater, whichever comes first.

(f) The fiduciary has sole responsibility for this fund. Any unexplained discrepancies will be resolved through the fiduciary.

(2) Change fund

(a) The cash in these funds should remain at the established amount at all times.

(b) The fund should be balanced each day of use, but at least once per week, and records kept.

(c) This fund should never be used for making purchases, cashing checks, giving loans, or for travel advances.

(d) The fiduciary has sole responsibility for this fund. Any unexplained discrepancies will be resolved through the fiduciary.

(3) Fund segregation

Each petty cash fund and each change fund should be segregated from all other cash funds. These funds are intended to stand alone; do not combine them with other cash.

(G) Maintenance

(1) All petty cash funds should be balanced at least monthly, and records kept. The table below shows the formula for balancing petty cash funds (line A should equal line E, otherwise there is a shortage or overage in the fund):

A

Established amount:

  

B

Cash on hand:

  

C

Original itemized receipts on hand:

  

D

Replenishments in transit:

  

E

Total (B+C+D):

  

F

Overage (if E > A) or (Shortage) (if E < A):

  

The petty cash fund should remain at the established amount. A log should be kept of shortages and overages, and all shortages and overages should be reported to the general accounting office, for resolution, on the next "Direct Payment" form submitted to replenish the fund.

(2) All change funds should be balanced each day of use, but at least once per week, and records kept. The table below shows the formula for balancing change funds (line A must equal line E, otherwise there is a shortage or overage in sales):

A

Established amount:

  

B

Cash on hand:

  

C

Checks on hand:

  

D

Sales:

  

E

Total (B+C-D):

  

F

Overage (if E > A) or (Shortage) (if E < A):

  

The change fund should remain at the established amount. Any overage or shortage should be reflected in the department's next sales deposit. This is accomplished by either increasing or decreasing the deposit amount by the amount of the shortage or overage. A log should be kept of daily shortages and overages so that when audits are performed, overages and shortages can be reviewed. Chronic overages or shortages are an indicator of possible internal control deficiencies.

(3) The custodian is responsible for the operation and maintenance of the fund and for reporting any unusual activity to the controller or internal audit department.

(4) A back-up custodian is recommended for times when the custodian and fiduciary are unavailable. The back-up custodian's duties and responsibilities are the same as the custodian's when he or she is unavailable.

(5) The fiduciary is responsible for insuring that the funds are physically secure, reporting any unusual activity to the controller or internal audit department, and ultimately has the financial responsibility for them. This includes the fiduciary conducting unannounced counts of the fund.

(6) The fiduciary and custodian (back-up when not available) should be the only persons with access to the fund.

(7) Any changes to an existing fund (including custodian, fiduciary, location of fund, increase or decrease of amount, etc.) should be submitted to the general accounting office, on a "Petty Cash/Change Fund" form, with "Established fund" marked.

(8) The controller (or his or her designee), and the internal audit department reserve the right to inspect and audit any petty cash or change funds at any time.

(H) Closing departmental petty cash or change funds

If a departmental petty cash fund or change fund should be closed, contact the general accounting office for instructions.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/41-122.html

Effective: 7/22/2016
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 111.15

3337-41-125 Holidays for administrative presidential appointees and classified employees.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/41-125.html

(A) Eligibility

The following categories of employees are eligible for the holidays identified in this policy:

(1) Full-time and part-time employees, excluding temporary and intermittent appointments.

(2) "Group I," "Group II," "Group IV," and "Clinical" faculty, as defined by the "Faculty Handbook."

(B) Policy

This policy complies with federal and state laws and Ohio university trustees' action, and provides for the maximum possible predictability of holidays for planning purposes.

The university will be closed in observance of holidays as approved by the Ohio university trustees.

(1) A holiday which occurs on a Saturday will be observed on the preceding Friday; a holiday which occurs on a Sunday will be observed on the following Monday. Security and vital services staff (e.g., heating plant and Ohio university police department) will be required to work on holidays to maintain the vital services of the university. To the extent practicable, department heads and chairpersons should afford the maximum opportunity for employees to schedule time off for the express purpose of observing legitimate religious holidays. Such time off may be in the form of vacation leave or time off without pay. If an administrative presidential appointee works on a holiday, he or she may take compensatory time off (at the rate of one hour off for every hour worked on the holiday) within the same fiscal year, scheduled with the approval of the department head. Any compensatory time not taken within the same fiscal year as the holiday will be forfeited. Employees are eligible for holiday pay for that portion of any holiday on which they would normally have been scheduled to work. Intermittent and emergency employees do not qualify for holiday pay. Holiday pay is not applicable for a holiday which occurs during an employee's unpaid leave of absence.

(2) The following ten days are to be observed as holidays:

(a) New year's day (January first)

(b) Martin Luther King day (third Monday in January)

(c) Memorial day (last Monday in May)

(d) Independence day (July fourth)

(e) Labor day (first Monday in September)

(f) Veterans day (November eleventh)

(g) Thanksgiving day ( fourth Thursday in November)

(h) Columbus day ( second Monday in October*)

(i) Presidents' day (third Monday in February*)

(j) Christmas day (December twenty-fifth)

* These two "floating holidays" are scheduled on days other than the traditional dates shown in parentheses; see part (F) of policy 41.001, and paragraph (C)(2) of this policy.

(C) Process

(1) At least three to four weeks prior to a scheduled holiday, notice should be given by the department head to employees who are required to work on that holiday to maintain the vital services of the university. If a supervisor assigns an hourly-pay employee to work on a day observed as a holiday, the employee will receive holiday pay plus pay for time worked, as described in policy 40.050.

(2) University human resources will issue an official list of holiday observance dates for each fiscal year, as far in advance of the start of that fiscal year as practicable. Included in the list will be the dates of observance for the two floating holidays.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/41-125.html

Effective: 6/23/2016
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 111.15

3337-41-127 Military leave for classified employees.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/41-127.html

(A) Overview

This policy provides for military leave of absence and establishes reemployment procedures following military service.

Employees who are members of the Ohio national guard or a member of a reserve component of the armed forces are eligible for military leave without loss of pay for occasional periods of field training or active duty not to exceed a total of thirty-one calendar days in any one calendar year. Such leave will be in addition to regular vacation time and there is no requirement that the service must be in one continuous period of time. The maximum number of hours for which payment may be made in any one calendar year under this provision is one hundred seventy-six hours.

Ohio university will grant military leave of absence without pay beyond the one hundred seventy-six hours required by state and federal laws, to permanent employees with at least ninety days of employment with the university who are inducted or otherwise enter military service. The duration of a leave of absence for military service will be subject to the provisions of the Revised Code in effect at the time. Additionally, pay and insurance coverage for employees called to active duty for more than one hundred seventy-six hours will comply with sections 5923.05 and 5923.051 of the Revised Code, and with any other applicable state or federal laws.

(B) Process

A formal written request for military leave of absence should be submitted to the employee's department head at least two weeks in advance, when possible, of the first day of leave (see policy 40.033 ). Classified employees should complete a "Request for Unpaid Leave of Absence" for this purpose and submit the request to his or her supervisor and university human resources. A copy of the induction or enlistment notice will be attached to each request.

Those persons filling a position of an employee on military leave will be advised that the position is temporary and that the employee on military leave has reemployment rights. An employee on military leave forfeits reinstatement rights if he or she exceeds the five-year cumulative voluntary military service limit. The five-year cumulative voluntary military service limit does not include: inactive duty training (drill); annual training; involuntary recall to or retention on active duty; voluntary or involuntary active duty in support of a war, national emergency, or certain other operational missions; or additional training requirements determined and certified in writing by the service secretary and considered to be necessary for professional development or for completion of skill training or retraining.

Time for reinstatement application and time limits for returning to work depend on the duration of the orders:

(1) Service of one to thirty days: return with reinstatement application and begin on the first regularly scheduled work period on the first full day following completion of service and expiration of an eight hour rest period following safe transportation home.

(2) Service of thirty-one or more days: application for reinstatement must be submitted no later than ninety days after completion of military duty. The affected employee will be promptly returned to work.

Prompt return to work will depend on individual circumstances of the department. However, return to work should occur in a matter of days, and at most two weeks.

Other provisions of applicable state or federal law will be observed in considering employment rights and benefits relating to veterans, members of the national guard, and other covered military components.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/41-127.html

Effective: 7/23/2016
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 111.15

3337-41-128 Leaves of absence for presidential appointees.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/41-128.html

(A) Overview

This policy establishes university policy and procedures for granting unpaid leaves of absence for presidential appointees, both administrative and faculty. For faculty presidential appointees, this policy applies only to the extent that no contrary provision is included in the "Faculty Handbook."

The university supports a work environment that offers solutions to complex issues employees face in balancing their work, family, and personal commitments or health and medical concerns. This policy provides the following leaves for full-time and part-time permanent presidential appointees: family, medical, disability, personal, educational, and military.

See also policy 41.105.

(B) Family and medical leave

Refer to policy 40.054.

(C) Medical leave

(1) Qualifying events

An illness (non-pregnancy related) or injury of an employee which prevents a presidential appointee from performing the essential functions of the position.

(2) Eligibility

Excepting work related illness or injuries, no medical leave of absence will be approved unless the presidential appointee has exhausted all sick leave. The leave may be for a period up to six months.

(3) Procedures

It is the responsibility of university human resources to oversee the administration of this policy.

(a) A presidential appointee is expected to make a written request for leave at least thirty days in advance (to the extent that an advance notice is practical) by completing an "Addendum to Administrative Appointment for Unpaid Leaves." Medical certification that is satisfactory to Ohio university is required with the leave request.

(b) The "Addendum to Administrative Appointment for Unpaid Leaves" must be signed and approved or disapproved by the department head and planning unit head. The planning unit head forwards the request to university human resources for review.

(c) The presidential appointee will provide to his or her department head an update on his or her medical status periodically during the leave. Typically, this will be done at intervals no greater than thirty days.

(4) Group insurance coverage

The university will continue group insurance coverage for the time of the medical leave, up to six months. The presidential appointee is responsible for payroll deductions normally taken if not on leave.

(5) Reinstatement

When a presidential appointee wishes to be reinstated, he or she must submit certification from his or her health care provider indicating his or her ability to perform his or her job. The presidential appointee retains reinstatement rights to the same or similar position up to six months from the initial effective date of the medical leave.

(D) Disability leaves

(1) Qualifying events

An illness, injury, or disabling condition that prevents a presidential appointee from performing the essential functions of the position temporarily or permanently. The presidential appointee must have exhausted all sick leave. The university's unlimited sick leave accumulation provides for short-term disabilities.

(2) Procedures for long-term disability (income replacement)

(a) Presidential appointees eligible for benefits may apply for long-term disability (LTD). LTD may be available after ninety consecutive days of total disability or exhaustion of all paid sick leave, whichever occurs later.

(b) Other income benefits such as worker's compensation (see policy 40.032 ), social security disability benefits, or a government system disability benefits will be coordinated with LTD benefits. Contact university human resources for further information regarding LTD benefits.

(3) Procedures for disability retirement

(a) If a presidential appointee has at least five years of service with the appropriate retirement system, such as OPERS, PERSLE, or STRS, he or she is eligible to apply for permanent disability by completing the appropriate disability forms (for OPERS: DR-1, DR-3, and DR-4) and submitting them directly to the appropriate retirement system.

(b) The appropriate retirement system will determine a permanent disability retirement after the presidential appointee has been examined by a physician designated by that retirement system.

(c) Eligible presidential appointees may apply for LTD and permanent retirement disability simultaneously to expedite the coordination of benefits.

(4) Group insurance coverage

Group insurance coverage will not be continued by the university for the period of a long-term disability leave of absence which follows the exhaustion of a six month medical leave. The presidential appointee may elect to continue insurance coverage by notifying the insurance benefits area of university human resources of a qualifying event for the consolidated omnibus reconciliation act (COBRA), requesting and completing the "Group Health Continuation Election Form," and submitting premium payments directly to the address provided on the form.

If the presidential appointee elects not to continue insurance coverage during a disability leave, there will be no waiting period for the resumption of coverage upon his or her return to work.

(5) Group insurance coverage under disability retirement

If a presidential appointee is approved for permanent disability through the appropriate retirement system, health care benefits are available through the retirement system. A spouse or dependents may be enrolled for health care benefits through the retirement system when a presidential appointee completes the disability retirement application (for OPERS: DR-1).

(6) Reinstatement from long-term disability leave

(a) When a presidential appointee wishes to be reinstated, a written request and a medical release statement from the attending physician must be submitted to his or her department head at least two weeks prior to the date he or she wishes to return to work.

(b) If the medical release or evaluation indicates that the presidential appointee can perform the essential functions of his or her position, the presidential appointee will be reinstated. The presidential appointee retains reinstatement rights to the same or similar position up to three years from the initial effective date of the short-term or long-term disability.

(c) The payroll office should be notified of the effective date of reinstatement and a copy of the notice should be sent to the records area of university human resources.

(d) If the presidential appointee is not able to perform his or her essential duties due to an illness, injury, or disability condition under the Americans with Disabilities Act (ADA), or an occupational illness or injury, the chief human resource officer should be notified.

(7) Reinstatement from disability retirement

A physician designated by the appropriate retirement system will determine if and when a presidential appointee may be reinstated.

(a) If the presidential appointee is eligible for reinstatement, the appropriate retirement system will notify the vice president for finance and administration's office of the effective date to be reinstated.

(b) A presidential appointee retains reinstatement rights to the same or a similar position up to a period of five years from the initial effective date of the disability retirement.

(E) Educational leave

(1) Qualifying event

A period of time away from work to obtain additional education, training, or specialized experience that will improve the employee's job skills or job performance, or coursework that will result in a formal academic degree.

(2) Eligibility

The educational endeavor must be sufficiently documented and approved by the department head. The leave may be for a period not to exceed one year; it may be renewed for a second year upon written request to the department head.

(3) Procedures

(a) A presidential appointee is expected to make a written request for leave at least thirty days in advance (to the extent that an advance notice is practical) by completing an "Addendum to Administrative Appointment for Unpaid Leaves."

(b) The request for an unpaid educational leave of absence must be accompanied by a written statement from the presidential appointee stating the nature of the request and the estimated length of time needed.

(c) An "Addendum to Administrative Appointment for Unpaid Leaves" must be signed and approved or disapproved by the department head and planning unit head. If the leave is disapproved, a written statement must accompany the "Addendum to Administrative Appointment for Unpaid Leaves" clearly explaining the reason(s) for the denial, and a copy provided to the employee. If the leave is approved, university human resources will notify the payroll office.

(4) Group insurance coverage

Group insurance coverage will not be continued by the university during the period of the educational leave of absence for an administrative presidential appointee; group insurance coverage does continue for faculty presidential appointees during sabbatical leaves. (An exception may be made if the presidential appointee is pursuing educational courses that are directly related to his or her job, and if he or she makes a commitment to stay in the job for a specific period of time following the leave. The presidential appointee must request this coverage and document the applicability of the courses. A decision regarding the request for coverage and the specific period of time will be made by the supervisor, in consultation with the planning unit head and the chief human resource officer.) The presidential appointee may elect to continue insurance coverage by notifying the insurance benefits area of university human resources of a qualifying event for the Consolidated Omnibus Reconciliation Act (COBRA), requesting and completing the "Group Health Continuation Election Form," and submitting premium payments directly to the address provided on the form.

If an employee allows insurance coverage to lapse while on an educational leave, evidence of insurability may be required for reinstatement of group coverage upon his or her return to work.

(5) Reinstatement

The presidential appointee retains reinstatement rights to the same or similar position for a period of one year from the initial effective date of the leave; it may be extended for a second year if approved by the supervisor. See part (E)(2) of this policy.

(F) Personal leave

(1) Qualifying event

A personal hardship for the presidential appointee or a family member.

(2) Eligibility

Any presidential appointee who has not taken a personal leave within the last three years is eligible. The leave may be for a period not to exceed six months. The department head, in granting approval or disapproval, will consider the immediate needs of the department and may utilize the employee's work performance (as documented by the unit's annual performance evaluation process) to identify factors that tend to support or to detract from the presidential appointee's stated need for the leave.

(3) Procedures

(a) A presidential appointee is expected to make a written request for leave at least thirty days in advance (to the extent that an advance notice is practical) by completing an "Addendum to Administrative Appointment for Unpaid Leaves."

(b) The request for an unpaid personal leave of absence must be accompanied by a written statement from the presidential appointee stating the nature of the request, documenting the compelling need for the leave and estimating the length of time needed.

(c) The "Addendum to Administrative Appointment for Unpaid Leaves" must be signed and approved or disapproved by the department head and planning unit head. If the leave is disapproved, a written statement must accompany the addendum clearly explaining the reason(s) for the denial, and a copy provided to the employee. If the leave is approved, university human resources will notify the payroll office.

(4) Group insurance coverage

Group insurance coverage will not be continued by the university during the period of the personal leave of absence. The presidential appointee may elect to continue insurance coverage by notifying the insurance benefits area of university human resources of a qualifying event for the Consolidated Omnibus Reconciliation Act (COBRA), requesting and completing the "Group Health Continuation Election Form," and submitting premium payments directly to the address provided on the form.

If an employee allows insurance coverage to lapse while on an personal leave, evidence of insurability may be required for reinstatement of group coverage upon his or her return to work.

(5) Reinstatement

The presidential appointee retains reinstatement rights to the same or similar position for a period of six months from the initial effective date of the personal leave.

(G) Military leave

(1) Qualifying events

An unpaid extended leave of absence beyond the one hundred seventy-six hours or twenty-two days of paid leave granted in accordance with state and federal laws to employees who are inducted or otherwise required to enter military service or active duty for training, or voluntary enrollment.

(2) Eligibility

(a) Executive order: A presidential appointee who is a member of the Ohio national guard or a reserve component of the armed forces and is required for active duty in excess of twenty-two days in a calendar year due to an executive order issued by the president of the United States, an act of congress, or in accordance with section 5923.05 of the Revised Code.

(b) Voluntary enrollment: A presidential appointee who voluntarily enlists for active duty in any of the U.S. branches of service (i.e., army, navy, marines, air force).

(3) Procedures

(a) A presidential appointee must request a military leave of absence by completing the "Addendum to Administrative Appointment for Unpaid Leave."

(b) A copy of the military orders stating the period of the leave must be attached to the "Addendum to Administrative Appointment for Unpaid Leave."

(c) The "Addendum to Administrative Appointment for Unpaid Leave" request must be signed and approved or disapproved by the department head and the planning unit head. If the leave is disapproved, a written statement must accompany the addendum clearly explaining the reason(s) for the denial, and a copy provided to the employee. If the leave is approved, university human resources will notify the payroll office.

(4) Group Iinsurance coverage: executive order

The university will continue insurance coverage for the entire period of a military leave by executive order.

(5) Group insurance coverage: voluntary enrollment

Group insurance coverage will not be continued by the university during the period of a military leave of absence by voluntary enrollment. The presidential appointee may elect to continue insurance coverage by notifying the insurance benefits area of university human resources of a qualifying event for the Consolidated Omnibus Reconciliation Act (COBRA), requesting and completing the "Group Health Continuation Election Form," and submitting premium payments directly to the address provided on the form.

If an employee allows insurance coverage to lapse while on a military leave, evidence of insurability may be required for reinstatement of group coverage upon his or her return to work.

(6) Reinstatement

The presidential appointee shall be reinstated to the same or a similar position upon the submission of a written request within ninety days of separation from active duty. A presidential appointee forfeits reinstatement rights if he or she re-enlists or voluntarily extends an original tour of active duty while on a leave.

(H) General provisions

(1) Cancellation of leave If it becomes apparent that the leave of absence is not actually being used for the specific reason it was requested and granted, the leave may be cancelled by the granting authority.

(2) Restoration of lost retirement service credit

Retirement contributions are not made to the appropriate retirement system while a presidential appointee is on an unpaid leave of absence. Upon return from an unpaid leave of absence, a presidential appointee may purchase the service credit for the period of the unpaid leave by completing the appropriate form (for OPERS: "Form AA") and submitting it to the payroll office for certification. The payroll office will forward the form directly to the appropriate retirement system. Notification of the contribution amount will be sent to the presidential appointee's home address by the appropriate retirement system. Arrangements for purchasing the service credit must be made directly with the appropriate retirement system by the presidential appointee.

(3) Other benefit restrictions

A presidential appointee will not receive salary for any holidays observed, nor will he or she accrue sick leave or vacation credit during any unpaid leave of absence.

(4) Grievance procedure

Presidential appointees may appeal a denial of a leave of absence request through the grievance process provided in policy 41.011.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/41-128.html

Effective: 7/24/2016
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 111.15

3337-41-129 Professional development for administrators.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/41-129.html

(A) Overview

Ohio university values the individuals in its community. It encourages and supports programs that enrich their lives and improve their knowledge and skills. Professional development provides opportunities for administrators to better serve the educational process, the academic community, and thus the institution as a whole, by increasing the effectiveness of the administrator through on-going training and development for a current assignment, as well as preparing for the future.

Professional development for classified employees is addressed in policy 41.134.

Professional development is the organized, formal, and systematic efforts of Ohio university to provide and promote education and training for its administrators.

Professional development includes:

(1) In-service training programs, conferences, and seminars to enhance administrative knowledge and skills.

(2) Professional development leave opportunities.

See policy 41.128 for other information about unpaid educational leaves.

(B) Training programs, conferences, and seminars

(1) The administrator will notify his or her supervisor of the professional development opportunity in a timely manner and request approval from the supervisor.

(2) Approval by the supervisor to attend the professional development opportunity will be given to the administrator if it does not adversely affect the administrative unit.

(3) Administrators who attend training programs, conferences, and seminars will routinely share with colleagues the knowledge and skill gained.

(C) Professional development leave

Professional development opportunities available for administrators will also include those that require the administrator to leave current position responsibilities.

(1) Application

Application for a professional development leave will be made in writing to the appropriate supervisor. The application must include a well-considered plan, presented with a reasonable degree of specificity, explaining how the leave will contribute to the administrator's professional development and the goals of the institution. The application will specify:

(a) Whether the leave is paid or unpaid;

(b) The duration of the leave;

(c) Conditions required of the administrator upon return to campus, if any (e.g., a formal report or a specific duration of continued service to Ohio university).

It is entirely appropriate for the administrator to discuss the opportunity and to review a draft of the application with his or her supervisor, applying the criteria of the next sub-subsection, in order to obtain feedback to strengthen the application.

(2) Initial evaluation

The supervisor will review the program opportunity with reference to time, budget, and content demands of the program, and the needs of the university.

Evaluation of the opportunity by the supervisor will include consideration of:

(a) Evidence of potential value of the professional development and associated leave to the university;

(b) Performance of the individual in his or her administrative assignment;

(c) Ability of the administrative unit to absorb the work or suspended responsibilities of the administrator during the period of the professional development opportunity.

(3) Review and approval

If the supervisor is not the planning unit head, then he or she will send the application with his or her recommendation for action to his or her supervisor, and so on up the chain of command to the planning unit head.

The planning unit head will send the application along with his or her recommendations for approval or disapproval to the president for final approval or disapproval. The administrator will be given written notification of the president's decision in a timely manner.

(4) Appointment

If the leave is approved, a presidential appointment will be issued setting forth the duration and terms of the leave. Rates of pay, continuing university benefits, and assistance with expenses should be negotiated individually with the appropriate supervisors, consistent with applicable law, rules, and regulations.

(5) Return

Professional development leaves can be of varied length. Under normal circumstances, an administrator will return to Ohio university for a minimum of one additional year of service following the leave period.

(6) Report

A report on the completed professional development leave shall be submitted by the administrator in a form mutually agreed upon following the return of the administrator to his or her duties at Ohio university, consistent with the specifications of the application.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/41-129.html

Effective: 7/24/2016
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 111.15

3337-41-130 Employee assistance program.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/41-130.html

(A) Overview

This policy provides a service designed to assist faculty and staff in solving a wide range of issues that may or may not be directly related to their job functions, but may have an effect on the individual's job performance. Such issues are often termed "work" or "life" issues. This policy in no way is intended to replace appropriate intervention policies or procedures.

Ohio university will make available to employees and their family members an employee assistance program (EAP) via a third party vendor. All non-student university employees and their family members will have access to the EAP. Use of the EAP is voluntary.

The EAP will provide access to or referrals to counseling services, educational information, or other solutions to work or life issues. Issues can include: family or personal relationship issues; stress related to work or major life events (marriage, divorce, death, accidents, etc.); substance abuse; financial concerns; legal concerns; other mental health issues; etc.

Use of the EAP by specific employees will remain confidential. Information regarding specific use by employees will be held by the third party vendor and remain confidential according to the Health Insurance Portability and Accountability Act (HIPAA) privacy rules and any other related regulatory guidelines. Information that is not subject to privacy laws may be subject to public record law.

The availability of the EAP and its resources will be communicated periodically to employees and supervisors and the families of employees.

Supervisors and co-workers may be encouraged to refer employees to the EAP for assistance or information regarding work or life issues.

However, if a supervisor or co-worker believes a work or life issue is impacting the performance of an employee to a point where more severe intervention may be necessary, the supervisor should contact the employee and labor relations area in university human resources for guidance regarding potential intervention and the potential use of or referral to the EAP.

(B) Process

University human resources (UHR) will periodically place out for bid a contract for a third party vendor to provide EAP services to employees and their family members.

Upon award of the contract, UHR will communicate the availability of the EAP to employees and their family members. UHR will work with the EAP vendor to furnish reports for the university regarding the frequency of use by employees and family members, and the types of issues involved. UHR will partner with the EAP to provide educational pieces or solutions to issues that may become prevalent. For example, if the EAP reports a high volume of contact regarding elder care issues, the UHR and the EAP may decide to provide programs or services dedicated to elder care issues or collaborate with existing campus or community programs regarding the issue.

Supervisors and co-workers are encouraged to refer fellow employees to the EAP for assistance with work or life issues. However, as stated in part (A) of this policy, if a supervisor or co-worker believes a work or life issue is impacting the performance of an employee to a point where more severe intervention may be necessary, the supervisor or co-worker should contact the employee and labor relations area in university human resources for guidance regarding the appropriate processes or use of or referral to the EAP.

The following policies should be consulted as appropriate:

(1) Policy 41.133.

(2) Policy 41.135.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/41-130.html

Effective: 7/25/2016
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 111.15

3337-41-134 Professional development for classified employees.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/41-134.html

(A) Overview

This policy encourages and supports the professional development and enhancement of classified employees.

Supervisors are expected to support and encourage the career development and performance effectiveness of employees. Enhancing job-related knowledge, skills, and abilities is vital to the individual's and the university's continued success.

Department heads, supervisors, and individual employees may contact university human resources for assistance.

(B) Process

Typically, every effort should be made by the supervisor to allow an employee up to ten per cent release time from the job, for job-related development, and degree pursuit or classes at the university. Requests may vary.

The requests should exclude department retreats, mandatory training, and development requirements (e.g., re-certification, required CEU's).

The request by the employee should be in writing to the supervisor and should include such data as the event, the date, time, and rationale for attendance. Advance notice is in order to allow the supervisor to make appropriate accommodations.

(C) Appeals

If the supervisor is unable to grant accommodations, then the employee may appeal to the department head and upward to the planning unit head.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/41-134.html

Effective: 7/25/2016
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 111.15

3337-41-135 Workplace violence.

The version of this rule that includes live links to associated resources is online athttp://www.ohio.edu/policy/41-135.html

(A) Overview

Ohio university is committed to the goal of maintaining a safe, violence-free workplace.

Ohio university will not tolerate threats, violent behavior, of any kind by any Ohio university employee upon any faculty member, staff member, students, or visitors. Ohio university employees are not permitted to commit acts of prohibited behaviors (enumerated in paragraph (C) of this rule) in the workplace at any time whether on or off duty.

(B) Definitions

Threat - The implication or expression of intent to inflict physical harm or actions that a reasonable person would interpret as endangering physical safety or property.

Off duty - an Ohio university employee in the workplace when not scheduled to work, and not acting in his or her official capacity for Ohio university.

On duty - an employee's regularly scheduled hours or while acting in his or her official capacity for Ohio university.

Workplace - any location where Ohio university business is being conducted.

Workplace violence - behavior in which a faculty member or staff member inflicts or threatens to inflict damage to property, serious harm, injury or death to others at the workplace.

(C) Prohibited behavior

The legitimate exercise of supervisory authority, including oversight, evaluation, and requiring adherence to standards of performance, shall not be considered a violation of this policy.

Prohibited behavior exhibited by an employee in the workplace includes the following:

(1) Direct threats of violence.

(2) Implied threats of violence.

(3) Stalking.

(4) Possession of weapons of any kind unless such possession or use is a requirement of the job.

(5) Assault on employees or their families.

(6) Physical restraint or confinement.

(7) Dangerous or threatening horseplay.

(8) Intentional or reckless disregard for the safety or well-being of others.

(9) Commission of a violent felony or misdemeanor on Ohio university property.

(10) Any other act that a reasonable person would perceive as a threat of violence.

(D) Reporting acts or threats of violence

(1) An employee who: is the victim of violence in the workplace; or believes he or she has been threatened with violence in the workplace; or witnesses an act or threat of violence in the workplace; shall take the following steps:

(a) If the situation is one of immediate danger, the employee shall contact Ohio university police department ("OUPD"), or local law enforcement if on a regional campus, by dialing 9-1-1, and may take whatever emergency steps are available and appropriate to protect himself, herself, or others from immediate harm. A report should then be placed with university human resources.

(b) If the situation is not one of immediate danger, the employee shall report the incident to the appropriate supervisor and to university human resources as soon as possible and complete the complaint alleging workplace violence form. Moreover, a police report should be filed with OUPD at (740) 593-1911 (or local law enforcement if on a regional campus).

(2) If an employee who is concerned about a potential act of violence files a request for a civil protection order against an individual, and that individual would be in violation of the order by coming near the employee at work, then the employee should promptly consult the workplace violence guidelines, which encourage the employee to inform his or her supervisor. In that event, the supervisor shall promptly inform OUPD, the department director, and the chief human resource officer or designee, in conformance with the Guidelines.

(E) Cooperation with Investigation

The complainant has the burden to prove a violation of workplace policy. He or she must actively provide information that will support his or her complaint in the time and manner deemed necessary and appropriate by the University to conduct the investigation. Failure to cooperate with the investigation process in a timely manner may negate the University's obligation to continue with the investigation.

The version of this rule that includes live links to associated resources is online athttp://www.ohio.edu/policy/41-135.html

Effective: 3/16/2015
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 111.15