Staff Personnel Manual (SPP)

SPP Manual Revision NoticeD

Introduction

Revised to update the designated authority for the manual and to state that the interpretation of policies applies for all campuses from a central location versus multiple locations

Definitions

Revised to update “Classified Staff Council” to “University Staff Council” and compensation definitions to align with current usage; to delete “Career Progression” definitions; to add definitions for “Long-Term” and “Short-Term Temporary Employee”

Recruitment/Employment

Revised to state that “An offer letter indicating the title of the position, pay rate (stated on a biweekly basis, if exempt; on an hourly basis if nonexempt), start date, and terms of employment must be sent to the candidate offered employment. The offer letter should also include information about a job that is dependent on funding for continuation and/or when the job is for a specified time period only. The candidate who is offered employment must respond in writing with an acceptance or rejection of the offer. After the offer has been accepted, the signed offer letter must be sent to Human Resources (Mail Code 5612—Personnel File) and put in the new employee’s official personnel file. In addition, written notification should be sent to all applicants not selected for the position”

Establishing and Revising Administrative and Service Professional Positions

Revised to update the process for establishing and revising service professional and administrative positions

Establishing Rates of Pay

Revised to update information and to provide a link to additional tools for the managers

Salary Adjustments

Revised to add (“Skill/Competency Based Increase)” to the heading “Promotional Salary Adjustments”

Market Differentials

Overpayment

Revised to state “Each department is to comprehensively reconcile the payroll expenses for their department at least monthly to determine whether an overpayment or underpayment has occurred and to notify the individuals noted above, based on the overpayment amount, so that repayment can be obtained expediently”

Sick Leave—General Policy

Revised to state: “During a defined pandemic influenza event, where the instances of employee illness are anticipated to increase dramatically, the demands on medical service providers become extremely high. For this reason, ASU employees who become ill with flu-like symptoms during a defined pandemic influenza event will not be required to obtain and submit a doctor’s excuse/note or other documentation in support of the absences.

For purposes of this policy, “defined pandemic influenza event” means when the university has notified employees that such an event is occurring”

Grievance Process

Revised to update the procedure and to remove the American Arbitration Association as the third-party mediator

Personnel Records

Revised to state that records maintained in the official personnel records file in the Office of Human Resources should contain “either electronic printed versions or paper documentation with appropriate approvals where applicable”; and should include the “offer letter of employment (administrative staff, service professional, classified staff)”; to rephrase sections of the policy; to specify the title “Office of Human Resources”; to state that, for records maintained in the employee’s department, “documentation to substantiate employment-related changes for the employee[,] either electronic or print copy format are acceptable” and should include “authorization and documentation for Additional Pay transactions, which department pay managers can add to the HRIS system through the additional pay module,” and providing a list of such payments