Employee Handbook

CHAPTER FOUR - EMPLOYMENT


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Compensating Non-Exempt Employees for Out of Town Travel and/or Conference/Meeting Attendance


Flextime


Payroll Schedules


Direct Deposit


Time Off


Identification Cards


Parking


Changes in Personal Information


Job Vacancies


Transfers and Promotions


Employment of Family Members


Personnel File


Performance Management


Additional Employment at PBA


Outside Employment


Staff Members Teaching as Adjuncts


Leaving Palm Beach Atlantic University


Employee Benefits


Employee Tuition Grant


Employee Learning Center (ELC)


Campus Store


Greene Sports Complex


Library Services


ATM


Chapel Attendance


Dining on Campus


Admission to Campus Events


 

Employment at Will

Palm Beach Atlantic University (PBA) is an “Employment At-Will” university. This means that once hired, an employee serves at the pleasure of Palm Beach Atlantic University. Discontinuance of employment may occur at any time, without cause, at the discretion of PBA. Palm Beach Atlantic University’s policies and procedures:
 
  • Are subject to change;
  • Do not in any manner constitute the terms of an employment agreement, express or implied; and
  • Do not create property rights.
Supervisors and all other PBA managers involved in the hiring process are not authorized to make any statement providing any assurance of job security or continued employment to present, prospective, or newly hired workers. Similarly, in their dealings with employees, managers, and supervisors are not authorized to make any promises or assurances of continued employment in the event of satisfactory performance.
 
Only the President or his/her designee is authorized to enter into an employment agreement with any employee. In the event of such a contract, it shall be in writing. No oral agreements shall be binding on PBA.
 
Palm Beach Atlantic University is an Equal Employment Opportunity, Affirmative Action, Americans with Disabilities Act, Age Discrimination in Employment Act, employer.
 
See Chapter Six, Faculty Appointments, for detailed information regarding faculty employment.
 

 

Non-Exempt and Exempt Employees

The Fair Labor Standards Act regulates wage payment and requires payment of a specified minimum wage and overtime compensation to employees. Certain employees are “exempt” from the minimum wage and overtime requirements. Exempt employees do not receive overtime pay, and PBA does not recognize the practice of granting compensatory time off for exempt employees.
 
Non-exempt employees who work extra hours on a given workday may be permitted or required to take an equal number of hours off within the same workweek. Taking time off in lieu of overtime pay must be approved by the employee’s supervisor and be taken within the same workweek. If the time off within the same workweek is not taken, overtime pay must be given. The collection and management of non-exempt employee hours is administered through electronic time-keeping software.
 

 

Work Schedules and Overtime

Normal business hours are 8:00 a.m. to 5:00 p.m., Monday through Friday. However, the hours an employee is expected to work will be determined by the need and established schedule in each department. Departments offer different services and work hours may vary. An employee’s supervisor will inform him/her of the schedule and will give as much advance notice as possible when changes must be made.
 
Overtime is defined as any hours worked in excess of a 40-hour workweek. No overtime will be permitted unless approved in advance by the appropriate Cabinet Member. Hours over 40 worked will be paid at 1-1/2 times the regular hourly rate. In calculating when overtime begins, the total of hours worked does not include paid time off.
 
PBA’s defined workweek begins at 12:01 a.m. Sunday and ends at midnight Saturday.
 

 

Compensation

See Chapter Six, Faculty Appointments, for information about Letters of Agreement, Letters of Intent, and Multi-Year Letters of Agreement.
 
 

Compensating Non-Exempt Employees for Out of Town Travel and/or Conference/Meeting Attendance

Under the Fair Labor Standards Act (FLSA), a non-exempt employee must be paid for all hours the employee is “suffered or permitted to work.” To describe under what circumstances time spent traveling is considered compensable and additional information, please click HERE to see the Compensating Non-Exempt Employees for Out of Town Travel policy, on myPBA under “University Policies.”
 

 

Flextime

Purpose: The purpose of flextime is to accommodate the personal needs of employees and/or to enable university departments to provide services for more hours each day. A department may use flextime when it would help an employee better accommodate personal needs and where the arrangement would not adversely affect the productivity of the employee’s department or the ability of the department to provide service.
 
Criteria for authorizing Flextime: Criteria applied in evaluating requests for flextime include: 1) the effect on productivity of the employee, 2) the ability of co-workers to accomplish their work, 3) the effect on the productivity of the department, and 4) the degree to which the accommodation is necessary in order to allow the employee to retain his or her job. Requests are approved on a temporary basis and, as such, schedules may be returned to the norm at the discretion of the departmental administrator.
 
Flex Hours: The flex hours enumerated below apply to employees working in departments that operate on a typical business office schedule. All university departments that provide business or student services are open between the hours of 8:00 a.m. and 5:00 p.m. Monday through Friday. Such departments are expected to be staffed during these hours, except for the noon hour in small departments. The services they provide and the needs of faculty, staff, and students influence hours of operation for other departments.
 
Flex hours/core hours: Core hours are designated as those from 9:00 a.m. – 4:00 p.m. (offices are open for business during these core hours) while flexible hours are those from 7:00 a.m. – 9:00 a.m. and from 4:00 p.m. – 6:00 p.m. Flex hours cannot involve a reduction in work hours below 40 hours per week.
 
Procedure for obtaining approval for flextime: An employee’s flextime schedule arrangement is expected to be individually approved in writing and in advance by the departmental administrator and approved by the appropriate Cabinet Officer or President in accordance with procedures of the university. A flextime schedule must be set at the beginning of each academic year and remain in effect until the end of the academic year.
 
Vacation, sick and other University paid time off will be approved up to your regular work week of 30 or 40 hours.
 
 

Call Back Pay

Click HERE for information.
 

 

Payroll Schedules

Employees are paid semi-monthly. Employees will receive their paychecks on the 15th and last day of the month, or the last working day prior to the pay date.
 

 

Direct Deposit

Employees are encouraged to have their paychecks directly deposited to any bank or credit union in the continental United States. An Authorization Agreement for Direct Deposit must be signed and sent to the Office of Human Resources. The Office of Human Resources must be notified of any changes to a direct deposit no later than five (5) days prior to a payday.
 
 

Time Off

Click HERE for information on paid and unpaid absences and recognized holidays for full-time staff. The following types of leave are explained in the link.
 
  • Absent with pay (40-hr Full-time Employees):
  • Administrative leave
  • Bereavement leave
  • Holiday leave
  • Sick leave
  • Vacation leave
  • Extending Hands leave
  • Personal leave
  • Military leave
  • Absent with pay (30-39 hr. Full-time Employees):
    • Vacation leave
    • Holiday

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Identification Cards

All PBA employees are required to have a Palm Beach Atlantic University photo identification card. The card will be used for University identification, swipe access to campus buildings, and for entrance into the parking garage. Monetary value may be added to the card for use in vending and copier machines, campus dining locations, and for athletic and event ticket purchases.
 
The PBA Card Office issues an identification card once an employee completes new employee orientation. Employees may be asked to present the PBA ID card upon request by the Office of Campus Safety and Security and/or management of the University. All vendors are required to register with the Office of Campus Safety and Security.
 
Lost or stolen cards must be reported immediately to the Office of Campus Safety and Security. Replacement cards are issued for a fee. Cards will be returned at the time of the termination of employment with PBA.
 

 

Parking

A parking permit may be obtained from the Office of Campus Safety and Security. All vehicles on campus must be registered and have a PBA parking permit displayed. Lost or stolen permits must be reported immediately to the Office of Campus Safety and Security.
 
Parking is provided for employees and students at their own risk. PBA is not responsible for damage, theft, or vandalism to vehicles or their contents. Palm Beach Atlantic University does not have liability for damages that may occur on its property.
 
 

Changes in Personal Information

Contact the Office of Human Resources for personal information changes, such as address and telephone numbers. Human Resources should be contacted for changes affecting such things as income tax withholding, name, dependents, and beneficiaries.
 

 

Job Vacancies

The Office of Human Resources posts job vacancies immediately upon approval by the administration. Job vacancy information is also available by visiting the Office of Human Resources or by going to pba.edu.
 
 

Transfers and Promotions

Employees may apply for reassignment or promotional opportunities by submitting the appropriate application and/or a resume and a cover letter listing the title for a vacant position to the Office of Human Resources. Employees may apply for a transfer after they have been in their present job for one full-time continuous year.
 
A transfer may be a lateral move or a promotion. A transfer may or may not involve a change in base pay. Promotions involve taking a new job with a higher level of responsibilities, challenges, and skill requirements. Promotions typically include a change in base pay.
 
To receive full consideration, employees should respond within five (5) working days from the date of posting a position. The employee must inform his or her current supervisor before an interview is scheduled.
 
The prospective supervisor can request an appointment with the Office of Human Resources to view attendance records, performance evaluations, and any disciplinary notes from the employee’s personnel file for the last two years.
 
See Chapter Six for information on the process by which faculty may apply for promotion.
 

 

Employment of Family Members

Related employees may not work within the same organizational unit of the University where one has supervisory jurisdiction over the other. This policy shall apply to all family members with the first, second, and third degrees of consanguinity (descended from the same ancestor) and affinity (relationship by marriage).
 

 

Personnel File

Official personnel files are located in the Office of Human Resources. Personnel Files are the property of Palm Beach Atlantic University. The employee or anyone in a supervisory position over the employee may view this file by appointment with the Office of Human Resources. This file is open to the legal counsel of the University when needed for official legal matters relative to the University.
 
If the employee applies for a transfer to another position at PBA, the hiring supervisor may be allowed to view attendance records, performance evaluations, and any disciplinary note for the previous two years of employment.
 
 

Performance Management

Palm Beach Atlantic University values the contributions of all employees and strives to provide an environment where those contributors can be acknowledged. All full-time employees will receive performance appraisals. The employee’s immediate supervisor is responsible for conducting at least one annual appraisal. The appraisal provides a planned opportunity for the employee and supervisor to meet, discuss, and document accomplishments, expectations, and overall job performance. During the performance review, the supervisor may consider, but is not limited to, the following areas:
 
  • Attendance, initiative, and effort;
  • Knowledge of the employee’s work;
  • The employee’s ability to work as part of a team;
  • Quality and quantity of the employee’s work;
  • The employee’s communication skills
 
A Professional Improvement Plan (PIP) is a formal document expressing any continuous or recurring behavioral or performance issues as well as planning measurable goals for a given employee. At times, if an employee appears to be struggling or needs assistance in performing in the position, a PIP review will be conducted.
 
Regular and open communication between employees and supervisors is necessary to provide the information and tools to ensure that each employee has opportunity for success on the job.
 
See the section on faculty evaluation in Part Three, Chapter Six, Faculty Appointments, for the process by which faculty performance is evaluated.

 

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Additional Employment at PBA

The responsibility of an employee is the full and competent performance of all duties pertinent to his/her employment with the University. Activities or additional employment which may interfere with the primary obligations and responsibilities, or may create a conflict of interest with those responsibilities and obligations are prohibited.
 
University staff members may receive compensation for additional employment within the University, beyond full-time equivalent (FTE) established for the staff member’s regular or primary employing position. Compensation for university employment that exceeds 1.00 FTE must be paid by the secondary employer.
 
All hourly (non-exempt) staff members are subject to the provisions of the Fair Labor Standards Act which requires compensation at time and one-half for combined workweek hours in excess of forty. Additional employment and pay rates for these staff members must be reviewed and approved by the Office of Human Resources prior to engagement.
 
A Request for Approval of Additional Employment at PBA must be submitted to the Office of Human Resources prior to the commencement of the secondary employment compensation. Click HERE for the Request for Approval of Additional Employment at PBA for staff employees. A Request for Approval of Additional Employment at PBA is not necessary for faculty employees who are teaching extra courses. 

 

Definitions:

Primary Employment – an employee’s regular employment department or unit in which the employee received an assignment, evaluation, and salary based on the certification of performance of regularly assigned duties.
 
Secondary Employment – the department or unit requesting the employee’s services in addition to those regularly assigned by the primary employer.
 

 

Outside Employment

Palm Beach Atlantic University employees may accept employment outside of the University, provided it does not interfere with the full performance of the employee’s assigned duties and responsibilities and does not constitute a conflict of interest.
 
It is assumed that full-time employees are engaged in responsibilities that require their major energies and reward them with an adequate salary. It is nevertheless recognized that supplemental income is sometimes desired. This employment may take various forms: consulting, part-time work at another institution, (provided there is no conflict of interest) self-employed business ventures, and interim responsibilities with churches.
 
  • Approval
    Prior approval of the appropriate Cabinet Member by completing the Approval for Outside Employment is required in all cases in which the outside venture extends over more than a regular semester. Click Here for Request for Approval for Outside Employment. Permission may be revoked if, in the discretion of the University, the outside employment appears to interfere with the performance of University duties. Permission must be renewed if responsibilities continue beyond the semester’s close.
 
  • Restrictions
    In gaining or engaging in outside employment, employees must refrain from the following:
    1. Using University stationery, business cards, campus address, telephone number, email address, or any other University identifier in conjunction with personal business;
    2. Meeting clients relative to personal business in a campus office, studio, laboratory, or other locations on campus;
    3. Exposing the University to any liability in connection with such personal employment; and
    4. Working or teaching for certain proprietary institutions in direct competition with Palm Beach Atlantic University. Teaching a class for a competitor institution that is also offered at PBA will not be approved. Unauthorized teaching for a competitor institution may be grounds for non-renewal.
Employees must exercise extraordinary precautions to ensure that no reference or representation connecting the University with personal professional activity is given or implied.
 

 

Staff Members Teaching as Adjuncts

Any PBA staff member who is not expected to teach as part of his or her job description must obtain approval, in advance, from his or her supervisor, Cabinet Member, dean of the school in which the teaching will occur, and the Provost. The approval form may be obtained from the Office of Human Resources and should be processed starting with the staff member’s supervisor before offering the course or duties to the staff member. Particular attention in the approval process will be the extent to which such work will impact the staff member's ability to perform his or her primary job responsibilities.  Staff members approved to teach will be limited to teach no more than one class (four load contact hours) at a time, not to exceed three courses in one calendar year, and must abide by all other policies and procedures for PBA adjuncts. Exceptions to the teaching limit must be reviewed by the Dean and Provost on a case-by-case basis and must be approved by the staff member’s primary supervisor. These exceptions should be considered only for staff who hold a terminal degree in the discipline or are meeting a temporary critical need.
 
Full-time employees who teach as adjuncts are required to work 40 hours/week and adjunct pay will then be in addition to their normal pay.  Explicit permission must be given to work less hours in lieu of adjunct pay for teaching. Only personnel classified by Human Resources as “exempt” may be assigned teaching duties; hourly staff may not teach for the University.  Click HERE for Request for Approval of Additional employment at PBA form.
 

 

Leaving Palm Beach Atlantic University

Although it is not required, PBA asks that staff employees planning to leave PBA’s employment give a minimum of two weeks’ written notice. Giving notice allows supervisors to plan for a replacement. An exit interview will be scheduled with the Office of Human Resources for the employee’s last workday. All University resources including, but not limited to laptop computers, purchasing cards, identification cards, keys, etc, are to be submitted to Human Resources at this time. If applicable, the exiting employee may receive a final disbursement of wages and accrued vacation leave in accordance to the Vacation Leave Policy.
 
In consideration of the time required for responsible staffing procedures by the University to replace a faculty member who chooses not to return, it is requested that a faculty member give notice of intent not to return as soon as possible. The letter of resignation should be addressed to the Provost with copies to the School Dean, and to the Vice President of Human Resources. Faculty who give notice of intent not to return should contact the Office of Human Resources for information related to final compensation and benefits as their employment with PBA comes to a close.
 
See the section on retirement and separation in Chapter Six, Faculty Appointments, for further information.
 

 

Employee Benefits

Employee Benefits Programs
The University provides benefits programs for employees and their immediate dependents. The University attempts to provide plans that offer the best benefits at a reasonable cost to employees. Programs offered include but are not limited to health, dental, life, retirement, and an Employee Assistance Program.  
 

 

Employee Tuition Grant

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Employee Learning Center (ELC)

Employees may take advantage of training opportunities offered through the Office of Human Resources. Through the ELC, employees learning experiences will include, free of charge, a diverse menu of professional development courses to develop skills, change behaviors and keep up with current trends in management, technology and best practices.  See the Human Resources’ website for the ELC calendar of events and registration guidelines.  
 
 

Campus Store

The Campus Store carries a variety of hard and softbound educational texts and trade books, University souvenirs, stationery, clothing, and sundries. Employees receive a 10% discount on many items offered by the Campus Store, excluding educational materials, supplies, and books. Employees may also take advantage of special discounts offered by the Campus Store.
 
 

Greene Sports Complex

Full-time employees receive membership to the Greene Sports Complex as a benefit of employment. Employees may use the University athletic facilities during posted recreational hours. The PBA ID card is required for entrance to the Greene Sports Complex and the Rinker Athletic Complex.
 
Annual memberships are available for immediate family members and may be purchased in the Greene Sports Complex. Retirees and their spouse are eligible for lifetime membership in the Greene Sports Complex.
 
 

Library Services

Employees are extended library privileges and may use the services offered in the library. The PBA ID card is required for entrance to the library.
 

 

ATM

An automated teller machine is located at the south entrance to the Lassiter Student Center and is operational year round. Employees are responsible for any associated fees.
 

 

Chapel Attendance

Chapel attendance is an important component of who we are as a Christian university. Employees are expected to be spiritually responsible in the matter of chapel attendance. There are numerous chapel choices throughout the week to facilitate fulfillment of this expectation. We believe this is consistent with our stand as a Christian university and can even enhance our position with those with whom we interact.
 

 

Dining on Campus

Palm Beach Atlantic University’s dining facilities include:
 
  • Fraser Dining Hall, located in the Lassiter Student Center, offers a variety of dining alternatives, where you can watch your food being prepared, with accommodations for people with food allergies.
  • The Market, including Jack’s Coffee, also located in the Lassiter Student Center, combines the corner store with the style of a modern market, featuring grab ‘n go dining options for breakfast, lunch, or any time of day.
  • Einstein Bros. Bagels, located in the Warren Library, offers bagels, sandwiches, soups, salads, coffee and other beverages.
  • Chick-fil-A, located in the Greene Complex for Sports and Recreation, is a quick-service chicken restaurant chain serving sandwiches, salads, additional entrees, and side dishes.
Employees may purchase or make arrangements for payroll deduction of discount meal plans at Sailfish Services. Employees may also participate in specials offered by the Fraser Dining Hall and pay at the front desk.
 

 

Admission to Campus Events

All PBA employees are admitted to all Sailfish Athletics home events for free with the exception of post-season events (i.e., Sunshine State Conference Tournament and NCAA Regional and/or National Tournaments). Complimentary admission to many music programs and reduced cost tickets for certain events such as theatre productions are available.

 

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