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Frequently Asked Questions
Should I receive compensation if I am on-call?
Must overtime work be pre-approved?
How do I correct a social security number, which has been incorrectly entered in
SAP?
What are I-9's and why are they necessary?
What is the process for changing information in SAP when an employee renews
an I-9 because of an expiration date?
When is shift differential paid?
When should a job evaluation/re-evaluation be initiated?
What happens during a job evaluation/re-evaluation?
Who initiates a job evaluation/re-evaluation?
Where can copies of position descriptions be obtained?
What is the difference between an exempt and a non-exempt position?
What happens to the PAR once the PAR Processor receives it?
How do you calculate overtime in dual employment?
Where do I find information related to regulations on travel time?
Can an employer accept someone who is willing to do work on a volunteer basis?
Should I receive compensation if I am on-call? [back to top]

The Fair Labor Standards Act provides an employee who is required to remain oncall on the employer's premises or so close thereto that he or she cannot use the
time effectively for his or her own purposes, is considered to be working while
on-call. An employee who is not required to remain on the employer's premises,

but is merely required to leave word at his/her home or with the University
official where he or she may be reached is not considered to be working while
on-call.

More information on HR Policy and Procedure 30.0


Must overtime work be pre-approved? [back to top]

Yes, there are no exceptions. Employees can be disciplined for working overtime
if it has not been pre-approved.

More information on HR Policy and Procedure 30.0


How do I correct a social security number, which has been incorrectly entered in
SAP? [back to top]

The departmental business office should send a memo stating the correct
number as well as a copy of the social security card to: Payroll Department, 340
Peterson Service Building, University of Kentucky.
What are I-9's and why are they necessary? [back to top]

In 1986, Congress passed the Immigration Reform and Control Act, a law which
requires every employer to implement employee authorization for those
individuals who are legally eligible to work---citizens, naturals and aliens
authorized to work in the United States. To comply with this Federal Law, all new
employees (regular and temporary, including student employees; part- half- and
full-time) are required to complete an Immigration form called the I-9 verification
form. New employees are not allowed to work until they have completed the I-9
verification form.

For more information please see http://www.uky.edu/HR/tempjobs/i-9.html


What is the process for changing information in SAP when an employee renews
an I-9 because of an expiration date? [back to top]

Fax a copy of the new I-9 to the Employment Office using the following number:
859-257-3121. A cover sheet should accompany the I-9 and should be addressed
to the attention of Ashley Myer.

When is shift differential paid? [back to top]

If a position is approved to receive a differential, the amount shall be added to


the regular rate of pay for employees working on second and third shift
operations. The employee must work that shift on a regular basis.More
information on HR Policy and Procedure 30.0
When should a job evaluation/re-evaluation be initiated [back to top]

Positions may change in work content or responsibility. A position may be reevaluated when there has been a significant change in the required skills and
responsibilities.

The following reasons are not justification for re-evaluating a position: a pending
job offer, exceptional qualifications of the employee, employee personality,
scarcity of new employees, financial need, relative efficiency, volume of work,
length of service, unusual diligence or overtime, and changes in the position's
appointment status (i.e. 50% FTE to 100% FTE ).

More information on HR Policy and Procedure 30.0


What happens during a job evaluation/re-evaluation? [back to top]

An analyst may contact the requestor and conduct a personal or telephone


interview with the departmental administrator, budget person or supervisor of
the position.

The analyst reviews the Job Analysis Questionnaire (JAQ), interview notes,
supporting data, etc., taking into consideration:
Scope and breadth of position's function
Level/impact of decision making authority
Reporting structure above and below the position

The analyst reviews duties and responsibilities of the position:


Comparing to previous written position description

Comparing to other positions of similar duties


Comparing to positions of similar scope and responsibility within department,
colleges and/or University

The analyst makes a determination of the appropriate title and grade and
contacts the requestor if additional information is needed. The following
outcomes are possible:
Retain present classification
Re-evaluate to a different title and grade (could be higher or lower)

For more information:


HR Policy and Procedure 30.0
See the Job Analysis Questionnaire (JAQ) form

Who initiates a job evaluation/re-evaluation? [back to top]

The head of the department, or comparable unit, initiates job evaluation/reevaluations for exempt and non-exempt positions. HR cannot evaluate positions
without the appropriate signatures.

More information on HR Policy and Procedure 30.0.


Where can copies of position descriptions be obtained? [back to top]

A copy of the most recent description for a position in your area should be
available through your departmental administrator or budget person. If not, the
departmental administrator or budget person should contact the Compensation
Office to request a copy of the description currently on file.
What is the difference between an exempt and a non-exempt position? [back to
top]

Positions are determined to be exempt or non-exempt based on job duties,


responsibilities, salary, and in some cases, minimum education required.The
determination is made under the provisions of the Fair Labor Standards Act. An

exempt position is not eligible for overtime, whereas a non-exempt position


should be compensated at time and a half for all hours worked over forty (40) in
a workweek.
What happens to the PAR once the PAR Processor receives it? [back to top]

Often times when Compensation receives a PAR, it is necessary for the PAR to go
through one of the other HR offices for signature approval prior to being
approved by a PAR Processor (examples would be new hires, re-hires, temporary
employees, FMLs, Workers Compensation, and others).

Securing signature approvals can sometimes prevent immediate approval by the


PAR Processors. Please keep in mind that certain delays may occur while working
through this process; however, every effort is made by the Compensation staff to
process each PAR by the allotted deadline.
How do you calculate overtime in dual employment with different rates of pay?
[back to top]

This requires the payment of the gross weighted average calculated weekly. If
this situation occurs, please contact the Compensation Office.
Where do I find information related to regulations on travel time? [back to top]

Information concerning state regulations on travel time (please refer to section


7)

For information concerning out of state regulations, please consult the


http://www.dol.gov/whd/regs/compliance/whdfs22.htm

Or you may contact the Compensation Department at 859-257-9555, option 6.


Can an Employer accept someone who is willing to do work on a volunteer basis?
[back to top]

No, an employer cannot accept someone volunteering for a job that we normally
pay for doing.