Know these workplace fundamentals
Managers are responsible for managing and approving employee time, pay, and work schedule. It’s important to get these functional pieces right. Stay up to date on IU’s policy and practice.
Manage time and leaves
Ensure your employees are paid for all hours worked and have information and access to time-off and leaves of absence.
Kuali Time: Approve or edit the time sheets for non-exempt employees.
ePTO: Approve or edit the time sheets for exempt employees.
FLSA: Keep these important FLSA compliance requirements in mind.
- For Non-Exempt (hourly) employees:
- Unauthorized hours where work was performed must be paid.
- Employees cannot waive or volunteer to work extra hours without pay.
- Employees may be subject to disciplinary action if a supervisor does not approve their overtime work in advance. However, the unauthorized hours must be paid.
- IU is considered one employer. For employees working multiple jobs in different departments, the hours worked in both jobs count towards the same overtime calculation.
Summaries of time off provided to exempt and non-exempt staff and policies for all staff at IU.
Guidelines for reviewing and granting the various forms of leaves available to staff employees.
When an employee is injured on the job, reach out to IUHR’s Workers Compensation team for help and follow the correct process.
For more information: injury on the job policy
Consider alternative work schedules and remote work
Alternative work arrangements offer employees the opportunity to be considered for changes to their work schedules and/or locations. This can support an employee’s efforts to balance the need to be productive at work with the demands of their personal lives and provide opportunities for flexibility. As a manager, familiarize yourself with IU’s policy and guidelines to inform your discussions on this important topic.
Manage positions, pay, and rewards
Your employees’ roles and careers aren’t static. Familiarize yourself with IU’s Job Framework and options for pay and promotion to meet the needs of your unit and team. Your unit HR representative and the IUHR Compensation team can be of additional assistance.
IU’s Job Framework is the structure or overall organization of jobs within job functions, job families, and job levels and is used to better identify career progressions and to facilitate effective compensation administration. Positions are classified according to the most appropriate placement within the Framework.
The IU Career Navigator is the tool used to explore the IU job framework and role descriptors for staff positions at IU.
In appropriate circumstances, employees can receive a Career Progression, which is moving to the next level within the same job function, job family, and career structure. Discuss with your HR partner potential options for employee movement when warranted by business needs.
View related policies:
Mid-year pay adjustments are another tool to aid in retention and recognition. Mid-years apply to market adjustments, counteroffers, in-position job duty changes, or high-value requests. Discuss these options and the associated process with your HR contact.
In some circumstances, department heads have the authority to assign higher-level responsibilities to an employee on a temporary basis, for situations such as the facilitation of flexible staffing and career development. In such cases, providing a temporary pay adjustment may be appropriate. Discuss with your HR partner to determine if a specific circumstance warrants temporary pay.
Supplemental pay may be used to provide compensation for occasional services provided to the university by an employee outside of the normal work effort of their Exempt staff role.
The responsibilities performed must be:
- Outside the scope of an employee’s university job responsibilities
- Not related to a service that would otherwise be provided by the employee’s department
- Usually for services conducted for a department other than the department where the employee’s position is assigned
In appropriate cases, reward and recognition plans can be developed to foster engagement and reward performance. This can include discretionary bonuses, employee recognition plans, and incentive/commission pay. Review with your HR partner for more information.