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Compensation/Pay Practices

Contents of this Section:

   Job Description

The supervisor is responsible for preparing a formal written job description for each position. All job descriptions are subject to review by the Office of Human Resources and final approval by the division Vice President/Dean.

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   Job Evaluation

All jobs, as defined by approved job descriptions, are evaluated on the basis of skill, effort and responsibility. The Office of Human Resources will conduct evaluations and make recommendations to the Vice President/Dean. 

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   Job Re-Evaluation

If a significant change in duties occurs, a job re-evaluation may result. Requests for job re-classification are approved by the Vice President/Dean and sent to the Assistant Director for Benefits, Compensation, and Risk. If significant change is determined to have occurred, a new job description will be submitted by the supervisor and reviewed by the Office of Human Resources. If warranted, a new salary range will be assigned for the position. If a higher salary is recommended for the incumbent, a salary adjustment may be made when funding is available.

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   Salary Ranges

Externally competitive wage and salary ranges will be developed by the Office of Human Resources using salary data obtained from the College and University Personnel Association and other relevant salary databases. Salary ranges will be established consistent with respective job evaluation levels at 80 percent to 120 percent of the salary of positions with similar responsibility levels in comparator universities.

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   Pay Rates

Individual rates of pay are recommended by the supervisor, in consultation with the Office of Human Resources, and are subject to the approval of the division Vice President/Dean, and the President.

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   Merit Increases

Based on the results of an annual review of performance, and subject to the approval of the division Vice President/Dean, the supervisor will make a recommendation for a merit increase. Merit increases are based on the individual's performance as measured by achievement of goals and objectives.

Wage and salary administration guidelines will be prepared annually and will be based on the budgeted merit pool of money.

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   Acting Capacity

An individual serving in an "acting" capacity on a temporary basis will generally be compensated with an additional compensation with approval of the division Vice President/Dean and Assistant Director of Human Resources, for Compensation, Benefits, and Risk during the period he/she is assuming these additional duties.

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   Paycheck Deductions

Administrators may elect to have pay check deductions for many purposes, including but not limited to credit union savings, insurance contributions, retirement annuity contributions, University contributions, and University sponsored donations to such organizations as the United Way Campaign.

The University may also deduct amounts for legally imposed tax levies and garnishments made against your salary. If you have any questions about garnishments and levies, contact the Office of Human Resources. The dollar amount and type of any paycheck deduction will be listed on the paycheck stub.

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   Garnishments

If the University receives a garnishment for the collection of an administrator's debt, the University will withhold the appropriate amount prescribed by law until the debt is paid in full. Administrators should make every effort not to involve the University in their personal affairs.

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   Paychecks/Paydays

Administrators are paid in two different pay cycles; monthly and semi-monthly (twice a month).

Those receiving monthly checks receive them on the 26th of the month (or on the preceding Friday or following Monday if the payday falls on a Saturday or Sunday).

Semi-monthly checks are distributed on the 1st and 15th of each month (or on the preceding Friday or following Monday if the payday falls on a Saturday or Sunday). The University strongly encourages administrators to take advantage of its direct deposit service. It ensures convenience and security of funds. Direct deposit authorization forms may be obtained from the Office of Human Resources. Please notify your supervisor immediately if you do not receive your paycheck or direct deposit statement on payday.

Federal and State income taxes, Social Security Tax (FICA and Medicare) and deductions for various benefit options will be itemized on your paycheck stub. Vacation and sick leave hours accumulated, as recorded in the Payroll system, will also be shown.

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   Tax Withholding

The University of San Francisco is required to withhold tax and to report taxable income according to the requirements of federal, state and local government agencies and the Social Security Administration. All administrators are required to complete the appropriate tax information forms prior to being placed in the payroll system. Revised tax forms are required whenever the administrator's tax status, geographical location of employment, or number of allowable exemptions changes. Forms are available in the Office of Human Resources.

Current and year-to-date tax totals are shown on each pay stub. Calendar year totals are provided on Form W-2 in January of the subsequent year. Contact the Office of Human Resources for additional information.

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   Work Schedules

Work hours and schedules vary throughout the University depending upon the services provided. As part of orientation, administrators and supervisors should discuss the normal work schedule requirements.

Supervisors are responsible for establishing and informing administrators of specific work schedules, including start times, lunch schedules, and normal ending times. When the work schedule must be changed, supervisors will give as much advance notice as possible so administrators can make personal arrangements to meet the new scheduling requirements. The operating requirements of the department are the primary consideration in establishing work schedules. However, supervisors will consider the personal requirements of the administrator as well in making such decisions.

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   Unemployment Compensation

Most University administrators are covered by the State Employment Security Law. Under the provisions of this law, administrators of the University who become totally or partially unemployed, and who meet the eligibility requirements as set forth in the law, may receive unemployment compensation. Please contact the nearest Employment Development Department Office for more information.

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   Sick Leave

The primary purpose of sick leave is to protect administrators against loss of income because of illness.

Full-time and part-time administrators who are scheduled to work at least 20 hours per week on a regular basis are eligible to accrue sick leave. Only accrued time can be used and must be approved by the supervisor. Full-time administrators accrue 12 sick days annually. The maximum accrual is 75 days for full-time administrators.

Sick leaves normally require no verification; however, appropriate documentation may be requested by the supervisor, depending on the circumstances or absenteeism history.  On an annual basis, up to 72 hours of sick leave may be used to care for an eligible family member who is ill. The University prefers that all administrators schedule medical appointments outside normal working hours; however, if it is impossible to do so, sick time may be used for medical appointments if approved in advance by the supervisor. Upon termination, unused sick leave cannot be used as necessary notice for resignation. Unused sick leave is not paid upon separation. Sick leave balances will appear on your paycheck stub.

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   Vacation

The University of San Francisco provides you with paid vacation earned as follows:

Years Worked
Vacation Days
0 - 3 years 12 days per year
4 - 7 years 15 days per year
8 - 9 years 20 days per year
10 - 14 years 22 days per year
15+ years 25 days per year

The maximum number of vacation days that may be accrued is 1.5 times the staff member's annual vacation rate. Staff who work less than full-time, but who are still eligible to accrue vacation, will accrue at a prorated amount based on the schedule above.

Staff who terminate employment or change to a job class that is not eligible to accrue vacation will receive a payout for all unused, accrued vacation hours in accordance with state law. Staff moving from a full-time to a part-time position with no break in service will retain their accrued vacation balances and begin accruing at the new, prorated level.

For staff whose positions funded by a grant that are re-funded annually, they are required to use all of their accrued vacation leave each year before the start of the next grant period. In the final year of the grant, the staff member is required to use all vacation leave before the final month of the grant.

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   Holidays

The University recognizes the following holidays each year:

  • New Year's Day
  • Martin Luther King's Birthday
  • President's Day
  • Good Friday
  • Memorial Day
  • Independence Day
  • Labor Day
  • Thanksgiving Day
  • Day After Thanksgiving Day
  • Christmas Eve
  • Christmas Day
  • Three additional holidays during the week between Christmas Day and New Year's Eve
  • New Year's Eve

Full-time and eligible part-time administrators who are regularly scheduled to work on the day on which the published holiday falls, and are employed at least one day prior to the holiday, are eligible for holiday pay for the number of hours they would have normally worked on that day.

Some departments are open during University holidays. In the event an administrator is scheduled to work on a published holiday, they will be provided another day off within the fiscal year.

The University employs administrators from various religious backgrounds. While operating requirements of the departments must be met, reasonable accommodations in arranging work schedules to permit administrators to meet commitments of all faiths will be extended, or time off may be charged to vacation.

Employees covered by a collective bargaining agreement (CBA) should refer to their agreement for Holiday information. 

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   Family and Medical Leave (FMLA/CMFRA)

The University of San Francisco, in accordance with federal and state laws, offers eligible staff members up to twelve weeks of leave in a 12-month period for the birth, adoption or foster care of a child, the serious health condition of the employee's child, parent or spouse and the employee's own serious health condition. 

Administrators who need leave to care for a sick family member, or because of their own illness, may take the leave intermittently if medically necessary. The timing of such a leave should be discussed with the supervisor and with the Office of Human Resources to continue benefits. The administrator's healthcare and dental benefits are continued during the Family and Medical Leave while the administrator is on paid status with the University. For more information, please see the University's Family and Medical Leave Policy.

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   California Pregnancy Disability Leave (CPDL)

The University of San Francisco follows all mandated state and federal laws for leaves of absence. Other state and federal entitlements may run concurrently with California Pregnancy Disability Leave. CPDL eligibility requirement: Employee is eligible for CPDL starting the first day of employment with USF. Under CPDL, a pregnant woman is entitled to up to four (4) months (17 1/3 weeks) of job and benefits protection depending on her actual period of disability. An employee should coordinate the leave with her supervisor/manager and contact the Leave of Absence Manager to discuss and request eligibility and paperwork requirements. CPDL may be taken on an intermittent, reduced hour or continuous basis as certified by the Healthcare provider.

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   Bereavement Leave

In the event of a death in an administrator's immediate family (spouse, LDA, children, parents, sisters, brothers, legal guardians, mother-in-law, father-in-law, grandparent, grandchildren or any other relative living in the family household), arrangements may be made with the administrator's supervisor for a bereavement leave of up to three days with pay. Administrators required to travel out of state to attend the funeral may be granted two additional days off with pay. The bereavement leave will be based on the regularly scheduled hours worked per pay period. An administrator may take additional vacation time or an unpaid leave of absence if necessary and approved by the immediate supervisor.

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   Jury Duty

Jury Duty includes actual jury duty service and all hours spent in preliminary examination and interviews required prior to such service.

Jury duty pay is for regular full-time employees, including those in their probationary period.

An employee will receive his/her regular rate of pay for the first ten workdays while on jury duty each time the employee is called for jury service. Leave without pay or accrued vacation time may be requested for jury duty service beyond ten workdays. When asked by the court as to how many days the University will pay for jury duty, employees should state that the University policy allows payment for 10 workdays only.

Jury duty pay (less mileage) provided by the courts must be remitted to the Payroll Office by the employee as an offset against regular earnings for the days of paid jury service. A copy of the summons must be attached to the check received from the court. Contact the Assistant Director of Human Resources for Payroll Services for further information. Additionally, time in jury service should be noted on timesheets/leave reports.

On any day when an employee on jury duty status is not required to report to the court, the employee is required to report to his/her regular work.

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   Leaves of Absence

An unpaid leave of absence may be granted in the event of physical or mental disability, pregnancy, adoption, education, or other extenuating circumstances. Leaves of absence should be requested in writing to the supervisor. Vacation accruals and sick leave, if appropriate, must be exhausted before an administrator applies for a leave of absence without pay. If the leave extends beyond the vacation and sick leave accruals, a leave of absence without pay may be requested.

Benefit coverage remains intact for administrators on full-time vacation or sick leave. Administrators on a leave of absence without pay must contact the Benefits Specialist to continue their benefits (paid by the administrator).

There are two types of leave of absence: short-term leave of absence and long-term leave of absence.

  1. Short-Term Leave of Absence is a leave of absence for 30 calendar days or less and must be approved in writing by the administrator's department head. A PAF form signed by the supervisor must be submitted to the Office of Human Resources.
  2. Long-Term Leave of Absence is for more than 30 days and must be approved in writing on the administrator's PAF form by the supervisor, department head, and appropriate Vice President/Dean.
    1. Under certain circumstances, it may be necessary for the University to grant a leave of absence without a written request from the administrator. This may be done with appropriate justification and prior approval from the appropriate Vice President/Dean.
    2. An administrator who is granted a long-term leave of absence without pay may or may not be reinstated in the former position, subject to the availability of that position. If reinstatement is not possible, the person may apply for other positions for which he/she may be qualified.
    3. If the leave of absence was for medical reasons, a physician's verification of illness, disability, and ability to return to full duty is required when the administrator departs or returns to work.

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   Military Leave

In accordance with the Veterans Reemployment Rights Act and state law, the University of San Francisco honors and respects the rights and obligations of its administrators to serve in the Armed Forces of the United States, and will allow excused time off for administrators to serve in that capacity.

An administrator who enters the Armed Services or attends extended training as part of a Reserve or National Guard obligation may be paid for any accrued vacation time during the administrator's service time.

Reservists: Two weeks per year for training for reservists are allowed. Differential pay may be paid for up to two weeks of annual reserve active duty. Differential pay is the difference between the administrators' basic salary and the total base pay from their military unit. As an option, an administrator may charge time for active duty training to accrued vacation and thereby retain their full military pay. An administrator cannot take differential pay and vacation pay.

Active Duty: Administrators who enter into active duty are entitled to return to their previously held position following discharge or release from active duty, with no loss of seniority, status, or pay (subject to the exceptions and qualifications set forth in the law). Administrators who enter the Military Reserve components or National Guard for initial training of not less than twelve (12) consecutive weeks or who are called into active duty service, will be granted a leave of absence and will be entitled to reinstatement to their positions with no loss of seniority, status, or pay. Subject to the exceptions and qualifications set forth in the law, administrators who are members of a Military Reserve component or the National Guard shall be excused from work (if scheduled) to perform weekend duty.

Administrators who follow the above procedure will accumulate seniority for the period of service in the Armed Forces and retain previously accumulated benefits, subject to the rules and regulations of those plans. During any period of paid leave, the University will continue normal contributions toward the cost of benefits. When military leave is unpaid, the cost will be paid by the individual. In addition, the individual will be eligible for any general increases in pay or any approved benefits that occurred during his/her absence.

Supplemental military pay for Reserve or National Guard active duty or training will be paid by the University for up to two (2) weeks in a twelve (12) month period.

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