Section 2 - Operational Policies

2-1 Employee Classifications
2-2 Introductory Period
2-3 Employee Personnel File
2-4 Working Hours and Schedule
2-5 Temporary Schedule Change Policy
2-6 Timekeeping Procedures
2-7 Overtime
2-8 Travel Time for Non-Exempt Employees
2-9 Salary Basis Policy for Exempt Employees (Safe Harbor)
2-10 Employee Pay
2-11 Direct Deposit
2-12 Salary Advance and Payout of Paid Time Off
2-13 Performance Review
2-14 Record Retention and Disposal
2-15 Promotions and Transfers
2-16 Salary Increases
2-17 Hybrid/Remote Work Policy
2-18 Open Door Policy

2-1 Employee Classifications

For purposes of this handbook, all Fordham University employees fall within one of the classifications below.

Faculty - Employees whose primary function is teaching and/or research, includes both tenure track and non-tenure-track lines.

Administrator - Employees whose primary function is managing and supporting the business operations and require advanced knowledge and consistent exercise of discretion and judgment in performing their work.

Clerical - Employees whose primary function is performing general clerical and office duties as recognized under the Office and Professional Employees International Union (OPEIU) - Local 153.

Maintenance - Employees whose primary function is skilled trades and campus operations as recognized under the International Brotherhood of Teamsters - Local 810.

Graduate Student Workers - Fordham Graduate Student Workers (FGSW) in the Graduate School of Arts and Sciences who are enrolled in a masters or doctoral degree and perform work attendant to their education, represented by the Communications Workers of America (CWA)

Resident Assistants - student workers who are assigned to the resident halls at the Rose Hill Campus and are represented by Office and Professional Employees International Union (OPEIU) - Local 153.

Hourly Employees - Employees who are hired on an hourly basis. Hourly employees are generally not eligible for University benefits, but are eligible to receive statutory benefits.

Casual Employees - Employees who are hired for a specific short-term project, or on a short-term freelance, per diem, or temporary basis. Casual employees are not eligible for University benefits, but may be eligible to receive statutory benefits.

Based on the number of hours worked, employees in the above classifications are categorized as full-time or part-time as defined below:

Full-Time Employees - Employees who regularly work at least 35 hours per week.

Part-Time Employees - Employees who regularly work less than 35 hours per week.

Additionally, employees in above classifications are also categorized as either "exempt" or "non-exempt" for purposes of federal and state wage and hour laws. Employees classified as non-exempt are eligible to receive overtime pay after forty (40) hours of work during a workweek pursuant to Fair Labor Standards Act (FLSA) or following applicable guidelines of a collective bargaining agreement. On occasion, exempt employees may have to work longer than their typical work week to fulfill their responsibilities and will not be paid overtime for such work.

2-2 Introductory Period

Administrators only

The first six (6) months of an Administrator’s employment is an Introductory Period. This is an opportunity for Fordham University to evaluate the employee's performance. It also is an opportunity for employees to decide whether they would like to continue to be employed by the University. Completion of the Introductory Period does not alter an employee's at-will status.

The employee’s supervisor will conduct a formal performance review prior to the end of the Introductory Period to determine if the employee has successfully completed the Introductory Period. Upon consultation with the Office of Human Resources Management, the University may extend the Introductory Period at its sole discretion.

A new Introductory Period becomes effective at the time of transfer, reassignment, or promotion.

Union members should refer to their Collective Bargaining Agreements to learn about the terms of their Introductory/Probationary Period.

2-3 Employee Personnel File

The University maintains personnel records for all employees in order to have a complete and accurate record of employee’s employment life cycle, benefits, payroll processing, and to comply with record keeping requirements. Personnel files and records belong to the University and will be maintained in confidence, except as access is necessary for the business needs of the University and as disclosure may be required by law.

An employee’s personnel file is composed of personnel records that may be a hybrid of both paper and electronic records and is stored in the Office of Human Resources Management or digitally. A “personnel record” may include but is not limited to: Employment application; bio-demographic information, address, phone number, reference letters; offer letters and/or employment contract; forms and supporting documentation related to an employee’s hiring or changes in employment status and/or position duties; employee acknowledgment or consent forms related to hiring, orientation or employment; current salary and salary history; copies of required certification/licensing/educational degree; any required university or unit training certification; disciplinary action; and performance evaluation.

Employees should advise the Office of Human Resources Management of any changes in their personal information. Failure to update address, marital status, etc. can affect tax withholdings and benefit coverage. Employees should also keep their emergency contact information up to date.

Employees can contact the Office of Human Resources Management if they would like to make an appointment to review their personnel file on site. Personnel files cannot be removed from the Office of Human Resources Management.

2-4 Working Hours and Schedule

Fordham University’s normal business hours are from 9:00 a.m. to 5:00 p.m., Monday through Friday, unless otherwise specified.

Employees will be assigned a work schedule and will be expected to begin and end work according to the schedule. To accommodate the needs of business, the University may change individual work schedules on either a short-term or long-term basis. Employees may also be required to work longer than their scheduled work hours to fulfill their responsibilities.

On occasion, exempt employees may be required to work longer than their scheduled work hours to fulfill their responsibilities. Under the Fair Labor Standards Act, administrative and professional/technical staff members are exempt from overtime pay. Non-exempt and unionized employees will receive overtime pay after 40 hours of work in a week or according to the terms of their Collective Bargaining Agreement.

Employees are expected to fulfill the essential duties of their position while maintaining good attendance and punctuality. Excessive absences or tardiness may lead to disciplinary action up to and including termination.

Local 153 and Local 810 members should refer to Fordham University's Attendance Policy.

Exempt employees are expected to adhere to attendance and punctuality standards as determined by their supervisor.

2-5 Temporary Schedule Change Policy

Employees who work 80 or more hours in New York City in a calendar year and have been employed by Fordham University for 120 or more days are eligible for two (2) temporary changes to their work schedules each calendar year for certain "personal events," per NYC’s Temporary Schedule Change Law.

Personal Events
A "personal event" includes the following:

the need to care for a child under the age of 18 for whom the employee provides direct and ongoing care;
the need to care for an individual (“care recipient”) with a disability who is a family member or who resides in the caregiver’s household for whom the employee provides direct and ongoing care to meet the needs of daily living;
the need to attend a legal proceeding or hearing for public benefits to which the employee, a family member or the employee's minor child or care recipient is a party; or
any other reason for which the employee may use leave under New York City’s Paid Safe and Sick Leave law.

For purposes of this policy a "family member" includes: a child (biological, adopted, or foster child, legal ward, child of the employee standing in loco parentis); a grandchild; a spouse (current or former regardless of whether they reside together); a domestic partner (current or former regardless of whether they reside together); a parent; a grandparent; a child or parent of the employee's spouse or domestic partner; a sibling (including a half-, adopted or step-sibling); any other individual related by blood to the employee; and any individual whose close association with the employee is the equivalent of family.

Temporary Schedule Change
A temporary schedule change may last up to one (1) business day on two (2) separate occasions or up to two (2) business days on one (1) occasion each calendar year. A business day is any 24-hour period during which the employee is required to work any amount of time.

A temporary change means an adjustment to the employee's usual schedule including in the hours, times or locations the employee is expected to work. The change can include:

using short-term unpaid leave;
using paid time off;
working remotely; or
swapping or shifting working hours with a co-worker.

The University has the option of granting unpaid leave in lieu of the temporary change requested by the employee.

Request for Schedule Change
Requests for a temporary schedule change must be made in writing to the employee's direct supervisor as soon as practicable after the employee becomes aware of the need for the change. The request should include:

the date of the temporary schedule change;
that the change is due to a personal event; and
the proposed type of temporary schedule change (unless the employee would like to use leave without pay).

The University will respond immediately to such requests. Assuming the employee has not exceeded the number of allowable requests and the request is for a qualifying reason, the University will either approve the temporary schedule change or provide leave without pay. The University also may offer employees the ability to use paid time off. Employees will not be required to use leave under New York City’s Paid Safe and Sick Leave law for a temporary schedule change.

The employee should include in the written request the date of the temporary schedule change and that the change was due to a personal event.

The Supervisor will provide a written response to any request for temporary schedule change within 14 days. The response will include:

if the request was granted or denied;
how the request was accommodated (if granted) or the reason for denial (if denied);
the number of requests the employee has made for temporary schedule changes; and
how many days the employee has left in the year for temporary schedule changes.

Employees have the right to temporary schedule changes and may file a complaint for alleged violations of this policy and applicable law with the New York City Department of Consumer Affairs. The University prohibits retaliation or the threat of retaliation against the employee for exercising or attempting to exercise any right provided in this policy and applicable law, or interference with any investigation, proceeding or hearing related to or arising out of employees' rights pursuant to this policy and applicable law.

Employees with questions concerning this policy should contact the Office of Human Resources Management at [email protected].

2-6 Timekeeping Procedures

Non-exempt employees are required to complete timesheets electronically each pay period showing the exact number of hours worked (excluding lunch) and any paid time off taken. Timesheets are completed and submitted by the employee and approved by the employee’s supervisor. Some departments will file timesheets electronically on behalf of the employee. Employees should check with their supervisor for specific department procedures. The University will pay the hours worked by non-exempt employees as reported in their timesheets.

Altering, falsifying or tampering with time records is prohibited and subjects the employee to discipline, up to and including discharge.

Non-exempt employees may not start work until their scheduled starting time, unless approved in advance by their supervisor.

Exempt employees are allowed to take paid time off in half or full day increments and are required to report any absences to their supervisor.

Non-exempt employees are allowed to take paid time off in 15 minute increments and are required to report any absences to their supervisor.

2-7 Overtime

Additional work may be required from all employees. Supervisors are responsible for monitoring business activity and directing additional time work, if it is necessary. Effort will be made to provide employees with adequate advance notice in such situations.

Exempt employees are not eligible for overtime.

Non-exempt employees will receive their normal hourly wage for all hours worked in excess of 35 hours per week, not to exceed 40 hours per week.

Non-exempt employees who work overtime will be compensated at the rate of one and one-half times (1.5) their normal hourly wage for all time worked in excess of 40 hours each week or as per the terms of their Collective Bargaining Agreement.

Employees may work more than 35 hours per week or overtime only with prior management authorization.

For purposes of calculating overtime for non-exempt employees, the workweek begins at 12 a.m. (midnight) on Saturday and ends at 12 a.m. (midnight) on the following Saturday.

2-8 Travel Time for Non-Exempt Employees

Overnight, Out-of-Town Trips
Non-exempt employees will be compensated for time spent traveling (except for meal periods) during their normal working hours, on days they are scheduled to work and on unscheduled workdays (such as weekends). Non-exempt employees also will be paid for any time spent traveling or performing job duties during otherwise non-compensable travel time; however, such work should be limited absent advance management authorization.

Out-of-Town Trips for One Day
Non-exempt employees who travel out of town for a one-day assignment will be paid for all travel time, except for, among other things: time spent traveling between the employee's home and local transportation including the local railroad, bus or plane terminal; and meal periods.

Local Travel
Non-exempt employees will be compensated for time spent traveling from one job site to another job site during a workday. The trip home, however, is non-compensable when the employee goes directly home from the final job site, unless it is much longer than the regular commute home from the regular worksite. In such a case, the portion of the trip home in excess of the regular commute is compensable.

Commuting Time
Under the Portal-to-Portal Act, travel from home to work and from work to home is generally non-compensable. However, if a non-exempt employee regularly reports to a worksite near their home, but is required to report to a worksite farther away than the regular worksite, the additional time spent traveling is compensable.

2-9 Salary Basis Policy for Exempt Employees (Safe Harbor)

It is the University’s policy to pay employees who are classified as exempt under the provisions of the Fair Labor Standards Act (“FLSA”) on a “salary basis”.

Being paid on a “salary basis” means an employee regularly receives a predetermined amount of compensation (at least $1,059 per week under Federal Law, but at least $1,200 per week in NYS) each pay period. The predetermined amount cannot be reduced because of variations in the quality or quantity of the employee’s work and the exempt employee receives the full salary for any week in which the employee performs any work, regardless of the number of days or hours worked, and regardless if they work on a hybrid/remote schedule.

Deductions from pay are permissible under the following circumstances:

If an employee is absent from work for a full day or more for personal reasons (that exceed the number of personal or vacation days) other than sickness or disability;
If the employee is absent from work for a full day or more for sickness or disability as long as the deduction is made in accordance with a bona fide plan, policy or practice of providing compensation for loss of salary caused by sickness or disability;
As a disciplinary suspension of half or full day(s) imposed in good faith for violations of University’s policies, procedures, and workplace conduct rules;
When an employee works less than a full week in the first or last week of employment, paying a portion of the employee’s full salary for the days actually worked is allowable;
For unpaid leave taken under the Family and Medical Leave Act;
To offset amounts received as payment from the court for jury and witness fees or from the military as military pay;
Any full workweek in which the employee does not perform any work;
Deductions that are required by law, e.g., income taxes, garnishments, etc.; and
Deductions for employee benefits when authorized by the employee.

In any workweek in which the exempt employee performs any work, salary will not be reduced for any of the following reasons:

less than a half-day absence for personal reasons, sickness or disability;
an absence because the University has decided to close a facility on a scheduled workday;
absences for jury duty, attendance as a witness, or military leave in any week in which the employee performed any work (subject to any offsets as set forth above); and
any other deductions prohibited by state or federal law.

If an employee believes that an improper deduction has been made from their salary, they should immediately contact the office of Payroll Services at [email protected] or Human Resources Information Systems (HRIS) at [email protected].

Reports of improper deductions will be promptly investigated. If it is determined that an improper deduction has occurred, the employee will be reimbursed for any improper deduction made.

Flex Days for Exempt Administrators
Exempt Administrators at times may be required to work on days when the University is officially closed (e.g. Summer Fridays, Holidays, Christmas recess, etc.) due to operational/business needs.

There is no legal requirement or obligation of Fordham University to grant other time off for days worked during an official University closing. However, a supervisor may choose to grant a Flex Day to exempt Administrators, when they are required to work on a day when the University is officially closed. Any such policy should be consistently applied to all similarly situated Administrators in the department.

An employee shall use the Flex Day within a two-month period. Flex Days are to be used in half or whole day increments and must be approved in advance by a supervisor, the same way that vacation time is approved.

Members of Local 153 and Local 810 are not entitled to Flex Days and should refer to the overtime provisions in their respective Collective Bargaining Agreements. Other non-exempt employees will receive overtime compensation for all hours worked in excess of 40 hours in a work week.

2-10 Employee Pay

All employees are paid on a bi-weekly schedule every other Friday.

Faculty are paid on a 22-pay cycle with the first pay of the academic year starting late July/early August and the last pay in late May. Faculty may elect to be paid over 26 pay cycles to cover the full fiscal year by deferring a portion of their salary. Faculty are paid current with no pay lag.

All Administrators, Clerical employees, and Maintenance employees are paid on a 26-pay cycle, unless an Administrator or Clerical employee works on a 9 or 10 month schedule. In those cases, they may choose to be paid on a 22-pay cycle or a 26-pay cycle.

Employees are paid on the current pay period with no lag, with the exception of Hourly employees who are paid on a 2-week lag.

Additional pay such as overtime, shift pay, or coverage pay for Clerical and Maintenance members is paid on the following pay period (2 weeks lag).

Pay Stubs
In compliance with section 195 (Notice and Record Keeping Requirements) of the New York State Labor Law, the University provides employees with an electronic wage statement (pay stub) each pay period. The pay stub is available on the University’s employee portal. By law, the University is required to make deductions for Social Security, federal income tax, and other appropriate taxes. The University may also make required deductions for benefit contributions and garnishments.

For any questions regarding the pay or pay stubs, employees should contact the office of Payroll Services at [email protected].

2-11 Direct Deposit

Fordham University strongly encourages employees to use direct deposit. Authorization forms can be accessed via the employee portal here.

Manual paychecks will be given only to the employee, unless the employee requests that they be mailed or authorizes in writing that another person may accept the check.

2-12 Salary Advance and Payout of Paid Time Off

Fordham University does not permit advances on an employee’s pay or payment of an employee’s accrued and unused paid time off.

2-13 Performance Review

Depending on the employee's position and classification, Fordham University endeavors to review performance annually. The performance appraisal process includes a self-evaluation (optional for some roles) and a completed performance appraisal conducted by the employee’s direct supervisor. To support employees during this process, training related to different components of the appraisal process is provided.

A positive performance evaluation does not guarantee an increase in salary, a promotion or continued employment. Compensation increases and the terms and conditions of employment, including job assignments, transfers, promotions and demotions, are determined by and at the discretion of management or as per the terms of a Collective Bargaining Agreement, if applicable.

In addition to these formal performance evaluations, the University encourages employees and supervisors to discuss job performance on a frequent and ongoing basis.

2-14 Record Retention and Disposal

Record retention and disposal is governed by the Fordham University's Record Retention and Disposal Policy. Pursuant to the policy, Fordham University has a responsibility to preserve information relating to litigation, audits and investigations.

Failure on the part of employees to follow this policy may subject the University to civil and/or criminal sanctions and its employees to possible disciplinary action (up to and including discharge of the employee). As noted in the Record Retention and Disposal Policy, each employee has an obligation to contact the Office of Legal Counsel at [email protected] to inform them of potential or actual litigation, external audit, investigation or similar proceedings involving the University that may have an impact on record retention protocols.

2-15 Promotions and Transfers

Fordham University is dedicated to assisting employees in managing their careers and reaching their professional goals through promotion and transfer opportunities.

If an employee finds a position of interest on the University's job posting website and they meet the eligibility requirements, an online job posting application must be completed in order to be considered for the position.

Applications for transfer are confidential. Employees may be subject to a background screen to verify their credentials. If a current employee applies for a transfer, but does not receive it, their current position will not be jeopardized.

Administrators who transfer to a new position are expected to give their current supervisor at least four (4) weeks’ notice. Departments may negotiate a shorter or longer notice period. The new department will assume responsibility for all vacation and personal days that the employee has not used. Employees who transfer to a new position maintain their vacation and other benefit entitlements based on their length of service with the University. Once the transfer becomes official, Administrators will be subject to a new six-month (6) Introductory Period. Shortly before the completion of the Introductory Period, the supervisor is expected to prepare a written assessment of the Administrator’s performance to assess the successful completion of the introductory period.

Union members should refer to their respective Collective Bargaining Agreements regarding job posting procedures and transfers.

For more information, please contact the Office of Human Resources Management at [email protected].

2-16 Salary Increases

Faculty salary increases are generally awarded to continuing faculty effective September 1 pursuant to Part I Section I: Salary and Benefit Provisions for Active Faculty of the University Statutes.

Administrator salary increases are generally awarded to eligible administrators effective July 1 and are based on performance and at the sole discretion of the University. Eligible administrators for this purpose are those who are in good standing, have been hired prior to March 1, and have not received any salary adjustments after March 1.

Union members should refer to their respective Collective Bargaining Agreements regarding salary increases.

Hourly Casual employees may be provided increases at the sole discretion of their department.

2-17 Hybrid/Remote Work Policy

Fordham University values a highly collaborative workplace, and our mission prioritizes face-to-face interactions. In an effort to stay market competitive, enhance employee recruitment and retention, as well as increase environmental sustainability, Fordham may offer flexibility for eligible employees to work hybrid or remotely without compromising their work performance, productivity or the collaborative nature of our mission.

Learn more about the University Hybrid/Remote Work Policy for Administrators.

Learn more about the University Hybrid/Remote Work Policy for Local 153 members.

2-18 Open Door Policy

All employees have the opportunity to express ideas and opinions to management. The University believes that open communication is essential to a successful work environment, as well as to the University's success. All employees may express ideas and opinions directly to University management. Employees who would like to bring an idea or suggestion to the University's attention, or just simply wishes to discuss an issue not covered by a separate reporting procedure, are always welcome to send an email or make a call to Human Resources.

Administrators also have the opportunity to express ideas, concerns and opinions to representatives of the Fordham University Administrators’ Council.