Human Resources

Plan Overview

The Voluntary Work Schedule/Salary Reduction program for staff is intended to help mitigate costs as well as offer staff an opportunity to make arrangements that fit their personal situations and align with business needs.

Eligibility

  • All staff employees are eligible to participate.
  • The voluntary reduction must be for a minimum of two consecutive months (exempt) or eight weeks (non-exempt). 

Process

  • Staff employees can select a tier that best suits their situation. 
  • Employee salary and benefits will be affected based on the percentage of reduction.
  • The manager will review and discuss the employee request.
  • Employees and managers will work together to determine what reduced schedule works for the individual and for the team.
  • Exempt employees: 
    • Volunteer to participate in the program for a minimum of two consecutive months. 
    • Reduced schedules for exempt employees take effect on the first day following the month of enrollment in the program. 
  • Non-Exempt employees: 
    • volunteer to participate in the program for a minimum of eight consecutive weeks. 
    • Reduced schedules for non-exempt employees take effect on a specific date
  • Managers are expected to review all requests with their VP prior to approval.
  • Staff employees will submit their requests with their manager’s approval.
  • Employees are responsible for working with their manager to have the reduction ended after the minimum period has been completed.

Restrictions

  • Managers are not permitted to hire a temp to complete the work left as a result of a reduction in this program. 
  • The selected tier cannot reduce a benefits-eligible employee under 20 hours per week.
  • Paid time off (vacation, sick, personal) cannot be used to supplement pay during the scheduled reduction. However, staff are still encouraged to take paid time off for days they would be working.
  • Unemployment is not available for those who participate in this program.

Benefits

Before determining if you will submit the Volunteer to Reduce Work Schedule and Salary request form, please be aware of how this may affect your benefits.  To prevent loss of health or dental benefits, no benefits-eligible employee will be able to reduce their hours to less than 20 hours per week.

Voluntary retirement contributions: If you are making a percentage contribution to the voluntary retirement plan, your amount would be adjusted based on the percentage of reduced salary.

Tuition reimbursement or remission cannot be used by anyone who goes below 26 hours during a part of the semester.  An employee cannot start a reduction during the semester they are enrolled in a class.  Employees cannot start a class during a semester they are doing a reduction in work schedule/salary.

Holidays:  If a holiday falls on a scheduled day off, the employee can take the holiday hours another day during that week.

Paid Time Off (PTO): accruals will be based on the new FTE percentage.  

  • Example. if you reduce by 20%, your new FTE percentage is 80%.  PTO will accrue at 80%.  
  • Example:  if you receive 1.25 sick days per month normally, at 80% you’d accrue 1 sick day.

Employee Considerations

There are several things you should take into consideration before determining if the voluntary reduction in work schedule and salary is right for you.  

  • What type of schedule would be the best for my work and personal life?
  • How will I reduce my workload in order to work the reduced schedule?
  • What priorities might have to shift?
  • What impact will my reduced schedule have on:
    • my department's overall service level?
    • my team? On my manager?  
    • my work with other people on campus? 
    • my work and professional goals?
  • How will my benefits be affected?
  • Are my manager and I in agreement on the impact?  
  • How will I remind myself that it is MY responsibility to request the end of my reduction after the minimum commitment period?

Remember, this program is not designed to take all of your current workload and do it in less time. You and your manager will need to think about the workload, upcoming projects, and make joint decisions on what and how to shift.  If you do not have work that can be shifted or postponed, you will not be able to participate in the program at this time.  We will send out an email each month reminding people of upcoming sign-up dates. 

Manager Considerations

There are several things you should take into consideration before determining if the voluntary reduction in work schedule and salary is right for your employees.

  • Use the Manager Dashboard in Workday to see a comprehensive view of your team
  • Managers are expected to review all requests with their VP prior to approval.
  • Can this employee shift or postpone their work if ways that will:
    • not negatively impact our business operations?
    • help the department maintain established customer service levels?
  • What are the key areas of their work that cannot be reduced?
  • What impact with this employee's reduced schedule have on:
    • our department's Return to Campus plan?
    • the team's goals and priorities and how they might need to shift?
    • our ability to respond to issues as they arise?
    • my ability to lead the team?
  • As a team working with employee(s) on reduced schedule:
    • What expectations do I need to establish with our team?
    • How will we communicate who is working when?
    • What check-ins will I have with my employee during the reduced work period?
  • How can I help support the team to ensure they are working a reduced schedule AND a reduced workload?
  • There will be no backfilling of positions to make up for reductions.
  • A voluntary reduction by your staff for this fiscal year will not cause a reduction in your budget for the next fiscal year.
  • Am I talking with my team about stress levels and ways to mitigate stress and burnout?  
  • If a reduction isn't possible, can my team plan ways to utilize paid time off to help accommodate people's needs in the short term?

 

Reduction Scenarios

Tiers of Reduction for Full-time (36.25 hours) Employees.  

Reduction %

Exempt adjustment

Non-Exempt adjustment

30% Reduction

Work 3 and ½  days, Off 1 and ½  days

Work 25.375 hours, Off 10.875 hours

20% Reduction

Work 4 days, Off 1 day

Work 29 hours, Off 7.25 hours

10% Reduction

Work 4.5 days, Off ½ day

Work 32.25 hours, Off 4 hours

5% Reduction

Work 5 days, Off 2 hours

Work 34.25 hours, Off 2 hours

Part-time employees may also participate and use the same percentage options.  The reduction in hours would be the employee’s regular weekly hours x  reduction % = work hours reducing.  

 

 

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