HUMAN RESOURCE
MANAGEMENT
POLICY MANUAL |
DEPARTMENT OF HUMAN RESOURCE
INFORMATION SYSTEM
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EFFECTIVE DATE: May 1,
2004
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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. |
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| POLICY: |
Accurate accrual rates and length of service dates
must be maintained as part of HR and payroll records. |
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| 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. |
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Service Date. The date upon which
an employee commences continuous unbroken service at Howard
University in a “pay” status.
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Length of Service. The total length
of time the employee serves Howard University in a pay status
less any broken service period
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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.
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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.
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| 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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