1500-HOUR WAGE
EMPLOYEE HANDBOOK
Prepared by James Madison University
Human Resources
From the President
Dear 1500-Hour Wage Employee:
Welcome to James Madison University! You are now a vital member of one of the finest public comprehensive educational institutions in America. We have accomplished this success by adhering to a value system based on a commitment to our customers - students, parents, business people and many others.
By joining JMU, you have made a commitment to excellence. As you support this vital institution, the institution also needs to support you as you continue to develop your contributions to our schools and departments. The Wage Employee Handbook is one of your most important tools. It provides you with the basic information you need to know - the policies, procedures, and practices that affect your employment in many ways.
I encourage you to be thoroughly familiar with this handbook. If you have questions, I hope you will contact Human Resources.
If you are just joining our staff, let me welcome you to James Madison University. I want you to enjoy your employment here and to realize your efforts will contribute significantly to the overall success of the university
Sincerely,
Dr. Linwood H. Rose
President
From Human Resources
Welcome!
We’re glad you have chosen to join the James Madison University team. We think you will find JMU to be a community focused both on organizational and individual growth and success. Our slogan “All Together One”, aptly describes our purpose: To bring a wide variety of uniquely skilled people together, forming a cohesive team committed to preparing students to be enlightened and educated citizens who will lead productive and meaningful lives.
Our university truly depends on you being able to do your job well. Part of our role in Human Resources is to help make sure you have the information and tools you need to succeed. That is one reason we have created this Wage Employee Handbook. We trust you will find this helpful. However, we are always available to answer questions and help you along the way as you build your career.
JMU is a great place to work because of people like you.
Best Wishes,
The Human Resources Team
Our mission: JMU’s Human Resources Department is dedicated to customer service, positive change and the pursuit of excellence that promotes employee success.
Handbook Information
Date Revised: 8/1/02
Contact: Human Resources, x83970
Please note: This handbook has been prepared by Human Resources and is intended for the 1500-hour wage employees of James Madison University. It is neither an employment contract nor an invitation to a contract of any kind. The policies, procedures and other information contained in this book may be changed without notice by the university and/or the Commonwealth of Virginia.
Introduction
The Office of Human Resources has prepared this handbook to provide information about many of the benefits and personnel policies and procedures that apply to James Madison University 1500-hour wage employees. While this compilation is not to be considered complete, it does include information on personnel matters frequently of interest to employees.
If you have concerns or questions that relate to your department, please contact your immediate supervisor. Questions relating to Commonwealth and university policies, employee benefits, and matters not contained in this handbook should be referred to the Office of Human Resources. The policies referenced in this handbook are a synopsis of the university’s policies and are subject to change. For complete policy information, you may access the JMU Policy Page at www.jmu.edu/jmupolicy or contact Human Resources.
What is a ‘1,500 hour wage employee’ (JMU Policy 1325)
The university hires 1500-hour wage employees to supplement its part-time, seasonal, or temporary needs. Virginia’s policy on part time wage employees limits the number of hours an employee may work in a 365 consecutive day period to 1500 hours. The period begins the first day of employment and continues for 365 consecutive days. Any hours that a wage employee works for the university are counted toward the 1500-hour limit. (Ex: If a person has two different wage jobs at JMU, that person may only work a total of 1500 hours in both jobs combined – For example, 750 hours in one, 750 hours in the other,) Once a wage employee has worked the 1500-hour limit, they must wait until the anniversary date before JMU can re-hire the employee or continue employment for a new 365-day period. A wage employee may compete for full-time classified positions, including agency-only recruitment. However, when hired into a classified position, service as a wage employee shall not count toward any form of continuous state service.
At-Will Employees
1500-Hour Wage Employees at James Madison University are at-will employees. This means that a 1500-hour wage employee may resign from his or her position at any time with or without cause and may also be terminated from his or her position at any time with or without cause.
Pay Day
Paychecks are issued on the 16th day and the last day of each month. Should that day fall on a weekend or holiday, you will be paid on the previous business day.
Time Sheets
You or your supervisor must record the hours you work on the time sheet during the semi-monthly period from the 1st through the 15th, and the 16th through the last day of the month, and return the time sheet to the Payroll Office by the established deadline.
Overtime
Federal law requires university employees, except those considered exempt from the law, be paid one and one-half times their usual hourly rate for any hours worked over 40 in any particular workweek. Employees who are covered by this section of the federal law are referred to as “non-exempt” employees. All wage employees are non-exempt. A non-exempt employee cannot work overtime without prior authorization or direction given by the supervisor. It is very rare for a 1500-hour wage employee to be authorized to work overtime.
Pay & Direct Deposit
Your pay will automatically be deposited into your bank account through direct deposit usually about a month after your hire date. It is federal law that the name on your paycheck must match the name on your social security card. You may be subject to a fine if the information is incorrect.
Holidays
Wage employees are not eligible for paid time off, such as holiday pay. For a list of holidays during which the university will be closed, please refer to the Human Resources Holiday Web Page. Usually, the university is closed 11 days including Christmas Eve, Christmas Day, New Years Day, July 4th, Thanksgiving Day and the Friday following Thanksgiving. The other days are to be determined each year.
Mail and Network (JMU Policy 1207)
JMU extends e-mail and network services to all of its current students, staff and employees. Services include access to centrally licensed and supported software as well as access to electronic mail and space on a number of different servers for hosting web sites. The user activates their email account by completing online forms located at www.jmu.edu/accounts. Network connections can be obtained by calling the IS Help Desk (x83555).
Although you have a password to access this system, it belongs to James Madison University and the contents of communications are accessible at all times by the university. You are required to read and comply with the university’s policies dealing with the appropriate use of computing resources.
Identification (JAC) Cards & Flex Accounts
The James Madison University Access Card (JAC card) is your official JMU identification card. With this card, you will have access to university recreational facilities, computer labs, libraries, and cultural events. You may also open a FLEX Account by having payroll deduct a designated amount each pay period. The money in your FLEX Account may be used to access goods or services like products in the vending machines, lunch at the dining facilities on campus, or to purchase sports tickets. To get your card, visit the Campus Card Center on the 3rd floor of Warren Hall (x86446).
Parking
JMU provides designated parking lots on campus for faculty and staff. You are responsible for obtaining and displaying a parking tag on your rear-view mirror. Parking fees are based on your hourly rate. Hang tags and information regarding regulations for university parking, are available at the Parking Office located in the Parking Deck (x83300).
403(b) Supplemental Retirement Accounts
The university provides the opportunity for employees to supplement their retirement income through tax-deferred annuities (TDA). Deposits can be payroll deducted and placed into a special savings account that can be accessed at the time of retirement. You may elect to have up to 20% of your income deducted and placed into a 403(b) account. If you are interested in the tax deferred annuities program, please contact Human Resources. You are responsible for ensuring that your contributions are in compliance with IRS regulations concerning tax-deferred contributions. For a list of participating companies visit our website at www.jmu.edu/humanresources.
Purchase US Savings Bond through Payroll Deduction
You have the opportunity to purchase both Series EE and Series I bonds through payroll deduction. More information is available at www.jmu.edu/humanresources.
Tuition Waiver (JMU Policy 1402)
In support of our commitment to the continued professional and personal development of employees, part-time non-student wage employees may enroll in James Madison University for-credit courses of instruction without paying normal tuition or tuition deposit fees. Application fees, special course or departmental fees, and readmission fees are to be paid by the staff member. Applicants who are non-student wage employees may have tuition waived for one course (or up to three semester hours without labs or up to 4 hours with one lab) each semester and per summer term. Non-student wage employees may enroll after 1000 hours of employment and after each subsequent 1000 hours.
Computer Workshops
Computer workshops are offered on campus. You can view the comprehensive computer workshop listing by visiting www.jmu.edu/computer/workshop.
FMLA (JMU Policy 1308)
The Family Medical Leave Act provides up to 12 weeks of unpaid leave for the birth or adoption of a child, to recover from a serious medical condition, or to care for an ill family member. To be eligible, you must have worked at least 1,250 hours in the previous 12 months. More information on the Family Medical Leave Act can be found at www.jmu.edu/humanresources.
Credit Unions
The university offers two credit unions which you and your family members may join. Both Commonwealth One Federal Credit Union and the Virginia Credit Union, Inc. are full-service financial institutions offering a variety of competitive savings and loan products. Contact the credit unions directly for more information. Phone numbers are Commonwealth One (540) 568-7828 and VA Credit Union 1-800-285-6609.
CommonHealth
CommonHealth is the Commonwealth of Virginia’s employee wellness program. This program provides all employees with an opportunity to improve their physical and mental health through participation in various seminars, exercise classes, and other activities as well as a medical screening once every two years. Dependents eighteen years of age or older are also eligible. If you are interested in attending any programs sponsored by CommonHealth, contact the university’s CommonHealth Coordinator located in the university Health Center for further information (x86177).
Recreational Facilities
The university has excellent recreational facilities, which are available for use by university employees and family members. Facilities include indoor pools, exercise rooms, racquetball courts and outdoor tennis courts. Contact University Recreation for hours of operation and information (x88732).
Workers Compensation (JMU Policy 1312)
Job related injuries or illnesses should be reported to your supervisor or Human Resources as soon as possible regardless of the severity. JMU offers a panel of physicians from which an employee must choose a treating physician, in order to ensure maximum benefits. In case of an emergency, employees may receive treatment from Rockingham Memorial Hospital Emergency Room. A physician from the panel will coordinate follow up care. More information and reporting procedures may be found at www.jmu.edu/humanresources.
Safety
It is our policy to provide all employees with a working environment that is free from recognized health or safety hazards. However, safety is a partnership between the employee and the university. While the university provides a safe place to work, you are responsible for performing your duties in a safe manner and following all safety rules established by your department. You should discuss with your supervisor the possible hazards on your job and make sure you are familiar with any equipment you operate.
Campus Police
The on-campus emergency number, x86911, connects any campus phone directly to the university’s police. Thirty-two outdoor emergency telephones are located across campus and at the main entrance of all 25 residence halls. These telephones, housed in yellow call boxes, provide one-button speed dialing for instant communication with the university police. Crime statistics for the most recent 3-year period are published in the “Your Right to Know” brochure available from the Office of Public Safety (x86913).
Job Opportunities
A list of job opportunities is posted at various locations on campus, including the University Services Building, and at www.jmu.edu/humanresources/jobs/jmujoboptions.shtml. Information on available job openings may also be obtained by calling the job information help line (x83561). All job postings are updated by 5:00 p.m. every Friday.
RECRUIT is a statewide job vacancy-posting program that provides information about current classified job vacancies with the state system. All state agencies list vacancies with RECRUIT for a minimum of five consecutive workdays. The list of vacancies can be found at www.careerconnect.state.va.us/..
Affirmative Action Statement
It is the policy of James Madison University to provide equal employment and educational opportunities for all persons without regard to race, color, religion, national origin, gender, age, veteran status, disability, or political affiliation.
Americans with Disabilities Act
The Americans with Disabilities Act (ADA) prohibits discrimination against qualified individuals with disabilities. A qualified employee or applicant with a disability is an individual who satisfies skill, experience, education and other job-related requirements of the position held or desired, and who, with or without reasonable accommodation, can perform the essential functions of that position. Information and assistance concerning disabilities and resources for the university’s commitment to comply with ADA can be found either through Human Resources (www.jmu.edu/humanresources/benefits/ADA.shtml) or through the university’s Disabilty Resources Committee (www.jmu.edu/humanresources/ada/index.shtml).