OFFICE OF THE ASSISTANT VICE PRESIDENT  FOR HUMAN RESOURCE MANAGEMENT

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HUMAN RESOURCE MANAGEMENT
POLICY MANUAL
DEPARTMENT OF HUMAN RESOURCE
INFORMATION SYSTEM

 
EFFECTIVE DATE: May 1, 2004

PURPOSE:
Employee date of hire by Howard University is calculated to help determine employee annual leave accrual rates and benefits when employees leave the University, especially for retirement purposes. The date of hire and length of service are required in order to maintain an accurate official record of employment.
 
   
POLICY: Accurate accrual rates and length of service dates must be maintained as part of HR and payroll records.
 
   
DEFINITIONS: Employee Hire Date. The date upon which an employee is hired by Howard University to include: 1. new to the university, 2. returning to the university after an absence, 3. transferring from the Hospital to the University, and 4. transferring from wages to a non-temporary appointment.
 
 

Service Date. The date upon which an employee commences continuous unbroken service at Howard University in a “pay” status.

 

Length of Service. The total length of time the employee serves Howard University in a pay status less any broken service period

 

Broken Service Period. The length of time over thirty (30) days a person is not employed continuously by Howard University in a “pay” status after the initial hire date.

 

Adjusted Hire Date. The date adjusted to reach the total length of service, after any broken service period has been deducted from the overall length of service.

PROCEDURE: Using the Service Computation Request Form (Attachment A) an employee or supervisor asks to have the length of service computed. Using the information on this request, the Official Personnel File is used to gather official information on an employee’s service record dates. Any periods of broken service are determined and that time is added to the original hire date to determine the adjusted hire date. Computations are shown a computation worksheet (Attachment B).

A memo (Attachment C) is sent to the timekeeper to accurately determine leave balances.
Once there has been a response from the timekeeper, adjusted hire dates, leave accrual rates and leave balances are updated in the Genesys system.

There is follow up communication (e-mail, telephone) to indicate that the changes were made to the record.

All documentation related to the request (i.e., Request Form, Calculation Sheet, Memo to timekeeper, return e-mail) is then filed and retained in the employee’s OPF in the HRIS office.

A log of requests for service computations is kept in Employment/Employee Relations.

 
 
 
 
 
 
 
 
 
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2004 Howard University, all rights reserved.  Last updated: October- 2004 .
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