I. OBJECTIVE & PURPOSE
Due to the national emergency brought forth by the Covid-19 pandemic, the University of North Florida identified the need for a temporary alteration of the maximum number of hours per day for observing paid University Holidays to ease the burden on non-exempt employees in this unprecedented environment.
This Policy is an interim policy that will only be applicable beginning May 21, 2020 and will expire on July 20, 2020.
II. BACKGROUND ON FORMATION OF THIS INTERIM POLICY
To assist with social distancing efforts on the UNF campus related to the Coronavirus (COVID-19) the Physical Facilities department within the Administration and Finance division enacted a work schedule change on April 20, 2020 in the following units: Custodial Services (central core, north and south campus locations), Engineering, Grounds, Maintenance (plumbing, electrical, carpentry, energy management, fire alarm and control systems, and key shop), Recycle, and Vehicle Maintenance. This work schedule change did not include the staff in similar classifications in the Housing departments.
The work schedule was altered from an eight (8) hours per day, five (5) day workweek, to a ten (10) hours per day, four (4) day workweek. The schedule change will conclude when the University resumes normal operations. It is important to note that the University is still open and conducting business both remotely and with continued on-campus operations in specific departments including Physical Facilities.
The UNF leadership partnered with the American Federation of State, County, and Municipal Employees (AFSCME) union to enact this schedule change. Physical Facilities management took care to work with all affected employees ensuring any hardships raised were amicably resolved prior to the schedule adjustment. It was determined that an employee using annual or sick leave, would record the hours scheduled for the day. For example, under the modified schedule, if an individual is scheduled for 10 hours, so they would record ten (10) hours of annual or sick leave.
The AFSCME collective bargaining agreement Article 12: Leaves of Absence/Holidays does not contain language governing the maximum hours per day observed for Holidays stipulated in the agreement. However, the University's Hours of Work, Benefits and Leave Requirements Policy 4.0120P indicates that Holiday pay is set at a maximum of eight (8) hours per day, which would require the non-exempt employee to utilize two (2) hours of their own accrued leave in order to receive full pay. Therefore, a temporary alteration of the maximum number of hours per day from eight (8) to the number of hours regularly scheduled to work for each day on which the Holiday occurs, that can be recorded in observing paid University Holidays during the period where the University has implemented an alternative work week schedule is in the best interest of the employees.
Accordingly, the Director of Human Resources has recommended to the Interim Vice President of Administration and Finance that the following policy be established regarding a temporary alteration of the maximum number of hours per day for observing paid University Holidays. The Interim Vice President of Administration and Finance further recommends this interim policy be established to the President. The President agrees with this recommendation and therefore issues this interim policy as permitted by UNF Policy 1.0010P.
III. STATEMENT OF POLICY
Beginning May 21, 2020 and expiring on July 20, 2020, the following modifications are made to the University's Hours of Work, Benefits and Leave Requirements, superseding anything to the contrary in UNF Policy 4.0120P:
- The standard workweek is 40 hours for full-time employees. Holiday pay and paid leave are not considered overtime and are paid at the employee's regular pay rate for the number of hours regularly scheduled for each day on which the holiday or paid leave occurs, except as stipulated in appropriate collective bargaining agreements.
- Each employee is expected to work the number of hours in the employee's established workweek unless on approved leave.
Approved By: Date: May 20, 2020
David M. Szymanski, President
Authority: UNF Policy 1.0010P