The Catholic University of America

Archived 7/29/08

Employee Responsiblity

I. Introduction
Employees are responsible for knowing and complying with the policies and procedures of the University.

II. Definitions

III. Hours of Work
The business hours of most university offices are from 9:00 a.m. to 5:00 p.m., Monday through Friday. During these hours, offices are to be open and staffed for service. One hour is allowed for lunch. The lunch break may not be forfeited in order to shorten the work day. The lunch hour is to be coordinated in such a way that the office remains operative.

The nature of the work in some departments may necessitate time schedules that differ from or exceed the normal business hours. The duties of administrative and professional personnel require, at times, a work week beyond normal business hours. Employees within this classification are exempt from overtime pay under the Fair Labor Standards Act. Arrangements to allow an individual employee's working hours to deviate from the normal working hours may be made by the supervisor with the approval of the cognizant vice president and only if the office is adequately staffed during the normal working hours.
Annually in September the Office of Human Resources provides to each employee a schedule of holidays and holy days to be observed during the current fiscal year.

Employees in some departments may be required to work on university holidays. Regular part-time employees are paid for holidays at a rate consistent with their usual schedule of hours per week. Those on rotating schedules are paid for holidays which fall on days they would normally work. If the holiday falls on a day which they are not scheduled to work, they are not given holiday pay for that day.
Certain offices operate on a different holiday schedule, with the approval of the cognizant vice president and the Executive Vice President.

Employees classified as non-exempt must be paid straight time for all hours worked up to forty (40) hours in a week and time and one-half for all hours worked in excess of forty (40) hours.
Overtime work for the non-exempt employee is not permitted on a voluntary basis, but must be authorized by the department head and the Budget Administrator.
Overtime cannot be accumulated by working lunch periods

IV. Attendance
Employees are expected to report for work as scheduled. Supervisors are responsible for approving time off. If an employee cannot report to work as scheduled he/she should contact the supervisor to seek approval for delayed arrival or for necessary leave. Attendance reports must be completed by each employee at the end of each pay period. Reports must be signed by the department head and submitted to the Payroll Office in accordance with the published schedule. Refer to the section on leave reporting.

V. Promptness
Employees are expected to report for work on time in accordance with their work schedule. When an employee must be late he/she is expected to call the supervisor well in advance of the start of the work day. Failure to report or to communicate a need for tardiness as circumstances dictate may prompt disciplinary action.

VI. Leave Reporting
Professional employees must report leave used in the prior month on the appropriate form which is to be signed by the supervisor. Leave reports are due in the Payroll Office by the third of the month.
Non-exempt employees must report hours worked at the end of each pay period on the appropriate form. These attendance reports are due in the Payroll Office on the first and sixteenth of each month unless earlier submission is requested.

Employees are expected to complete attendance or leave used reports when due. Failure to do so may result in delay of pay checks.

VII. Notification of Resignation
Employees are requested to give written notice of resignation to their supervisor as far in advance as possible to minimize the vacancy time of the position. The notice should state the reason for separation and the last working day. At least two weeks' notice is expected from non-exempt employees. For professional positions, a month's notice is appropriate. Refer to the section on voluntary termination/resignation.

VIII. Safety
The university is committed to sound programs of injury prevention and compliance with environmental, occupational health and safety regulations. Compliance is a responsibility shared by the entire CUA community: faculty, staff and students. Responsibility for good safety and health work practices begins with the employee and proceeds upward through the supervisor to all levels of management.

Employees and students are responsible for: adhering to CUA health and safety practices in workplaces, classrooms and laboratories; participating in safety training programs provided by their supervisors, instructors and others; keeping informed of work conditions affecting their health and safety; and, advising their supervisors or instructors of potential hazards in the workplace.

Each university supervisor is responsible for protecting the health and safety of employees and students under her/his supervision. Specific responsibilities of supervisors include: implementing CUA health, safety, and environmental practices and programs; ensuring that workplaces and appropriate safety equipment are provided and maintained in a safe condition and in compliance with CUA practices and programs; and, ensuring that employees and students under their supervision fully comply with applicable environmental and health and safety policies, practices and programs.

IX. Security

Responsibility for personal security and the security of property is primarily an individual and personal responsibility. The university assumes no responsibility for the loss of or damage to or theft of personal property.

The Director of Public Safety has the authority to develop reasonable policies, procedures, rules and regulations which support the enhancement of personal and building security; which regulate vehicles, traffic, and parking on university property; and which control keys and locks. Employees are responsible for cooperating in the implementation of such policies, procedures, rules and regulations.

The Department of Public Safety is responsible for aiding public officials in the enforcement of laws. Department members who hold police commissions have the power of arrest, are under legal obligation to report any and all knowledge of violations of the law, and are authorized to make arrests when appropriate. Officers are also authorized to stop persons on university premises and request identification.

Questions regarding issues of security should be directed to the Department of Public Safety.