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Introduction
The Physical
Plant Department Employee Handbook was created to assist you in finding
pertinent information about your job and the department. It is meant to
be a summary of information that is contained in other published materials
such as the University Business Policies and Procedures Manual
(UBP), the Physical Plant Department Policies and Procedures
Manual (PPDM), the Agreement Between the Communications
Workers of America and The University of New Mexico, Maintenance &
Operations and Clerical/Technical Units (CWA Agreement),
and the Labor/Management Agreement Between United Staff-UNM (US-UNM
Agreement), Local 6155 and The University of New Mexico.
Our intent
is not to repeat the information contained in these resources, but to
summarize it for you. In many instances throughout this handbook, in order
to get more detailed information, you will be referred to the actual resources
from which the information is taken.
All employees
are entitled access to the listed materials. See your manager/supervisor
for specific locations where they can be found.
Department
History and Organization
When
the enrollment at the University of New Mexico totaled 108 and all functions
were confined in the only campus building, Hodgin Hall, it was a simple
matter for anyone to get immediate action on requests for Physical Plant
Department (PPD) services. One only had to find a gentleman by the name
of Mr. Custers, who had many roles as a University employee, including
custodian, heating plant operator, carpenter/painter, groundskeeper, and
librarian. PPD now has almost 500 employees who are responsible for more
than six million square feet of interior space and 680 acres of land.
PPD manages
the operation and maintenance of all University facilities, including
buildings, grounds, landscaping, vehicles, and utilities.
Department
Philosophy and Vision
PPD
Mission Statement
Operate
and maintain the physical campus environment and facilities to support
the educational, research and service programs for our students, faculty,
staff, and visitors in order to uphold the University's mission.
PPD
Core Values
- We
do the right thing--not the easy thing.
- We
choose to succeed and success means exceeding our customer's expectations.
- We
know what our goals are and we work hard to achieve them.
- We
are committed to finding solutions that allow everyone to "win".
- We
listen respectfully to others and think before we act.
- We
value teamwork. It provides better results.
SECTION
A: THE WAY WE WORK
Customer
Service
Of
particular importance to the daily operations of the department is the
element of customer service. The department’s slogan, El Servicio
Real (English translation is The Royal Service), captures
the idea behind what we are trying to accomplish. We strive to provide
timely, quality work, cost-effectively. All PPD employees are expected
to perform their duties while keeping in mind that customer satisfaction
is our goal. Customer service involves the following components:
- A
positive attitude and image
- Skilled,
knowledgeable, and dedicated employees
- Ease
of obtaining service
- Flexibility
of service
- Easy
communication
- Responsiveness
to customer requests
- Keeping
the customer informed
- Completing
quality projects on time
Employee
Classification
The
Fair Labor Standards Act (FLSA), as amended, classifies employee positions
as either “exempt” or “non-exempt.” The classification
of a position determines, among other things, how an employee may be paid
for hours worked in excess of 40 hours per week, and whether or not they
are subject to the overtime provisions of the FLSA. The University Department
of Human Resources determines which positions will be exempt or non-exempt,
based on FLSA.
Exempt
Employees
Exempt
employees are salaried, paid on the University monthly payroll, and
exempt from the overtime provisions of FLSA. PPD exempt employee positions
include such positions as the director, associate directors, managers,
and professional staff such as engineers and accountants.
Non-exempt
Employees
Non-exempt
employees are paid on an hourly basis and are subject to the overtime
provisions of FLSA. Non-exempt staff employees are paid on the University
biweekly payroll, and their hours worked are reported on a timesheet.
They are entitled to overtime pay for overtime worked. PPD non-exempt
employee positions include such positions as supervisors, administrative,
maintenance, and service workers.
Categories
of Employment
Regular
Full-time Employees
A
regular full-time employee is hired for an indefinite period of time
and is normally scheduled to work 40 hours per week.
Regular
Part-time Employees
A
regular part-time employee is hired for an indefinite period of time
and is scheduled to work less than 40 hours per week.
Collective
Bargaining Unit (Union) Employees
Many
employees within PPD are classified under the collective bargaining
units and are subject to the provisions of the collective bargaining
units’ agreement between the University of New Mexico and the
Communications Workers of America and United Staff-UNM. The agreements
cover maintenance/operations, clerical collective, and educational support
bargaining unit positions. To determine whether or not your position
comes under the collective bargaining units, refer to appendices A and
B of the CWA Agreement, and to the list of educational support
job titles, and appendix A of the US-UNM Agreement. For additional
information, refer to: http://www.unm.edu/~hr/pages/emprel/ERcontracts.htm
Probationary
Employees
All
new UNM employees hired into regular positions are employed on a probationary
basis for the first six calendar months of their employment. An employee
may be released from employment during the probationary period with
or without cause in accordance with UBP
#3225,
“Separation of Employment.”
Trial
Period:
Each
employee promoted or transferred to a different position within the
University shall be provided a trial period of thirty working days to
demonstrate their ability to perform the new job satisfactorily.
Employees
are permitted to return to their previous job and pay status, at their
request, during the trial period if the position is still available.
For additional information, refer to UBP
#3210, “Recruitment and Hiring,” CWA Agreement,
article 5, “Movement of Personnel,” and CWA Agreement,
article 6, “Seniority, Probationary Period, Automatic Termination.”
Summer
Student/Work Study Employees
This
program is available through Student Services. Summer student/work study
employees are allowed to work a maximum of 20 hours per week during
school semesters.
Eligibility
for Benefits
Regular
employees scheduled to work 20 or more hours per week are eligible to
receive benefits. These benefits include annual leave, sick leave, administrative
leave, leave without pay, retirement contributions, unemployment compensation,
and participation in programs such as health, life, and other types
of insurance, tuition remission, and tax-deferred annuities. Regular
full-time employees are also eligible for dependent education benefits.
For additional information, refer to UBP
#3200, “Employee Classification,” section 5, “Eligibility
for Benefits.”
end
of section A
back to table of contents
SECTION
B: ON THE JOB
Employee
Responsibilities
As
a PPD employee you are expected to comply with the following:
- Attend
work on a regular, punctual, and dependable basis according to your
work schedule.
- Perform
assigned work in a safe, expeditious, professional manner with honesty
and integrity.
- Treat
all people in a courteous manner, and ensure that your behavior is not
offensive or intimidating.
Manager/Supervisor
Responsibilities
Managers/supervisors
are responsible for the following:
- Setting
standards, directing employees, maintaining efficiency, and exercising
control over their operations.
- Hiring,
promoting, and transferring employees assigned to them, conducting performance
evaluations, and having other performance-related discussions.
- Maintaining
a safe work environment.
Standards
of Conduct
- Employees
are not to conduct personal or private work while on University time.
- Employees
are not to conduct any type of selling or soliciting while on University
time.
- Employees
shall not accept any favor or gratuity during the course of business
that may affect the employee’s judgment or the impartial performance
of duties.
- Employees
may engage in lawful political activities on their own time. These activities
shall not interfere with University duties, or be represented as the
opinion or viewpoint of the University.
- Media
representatives will occasionally consult employees directly rather
than contact University Public Affairs. In such cases, employees shall
indicate that they are not an institutional spokesperson, unless otherwise
instructed by the administration.
Problem
Resolution
Ideally,
organizations such as PPD would be problem-free. Because this is not
always the case, the following are the mechanisms that you can utilize
to resolve problems and conflicts within the workplace.
You
should normally seek a resolution by taking problems and concerns to
your immediate manager/supervisor. This step should take place as soon
as is reasonably possible after the occurrence of the problem. You and
your manager/supervisor should make a good faith effort to resolve the
issue, but in instances in which you feel that you cannot speak to your
manager/supervisor about the matter, you may proceed to the next level
of management as indicated in the department organizational chart which
is located earlier in this handbook. If you are unable to resolve an
issue through discussion with your manager/supervisor or other PPD senior
management personnel, the following University entities are available
to you.
Collective
bargaining unit (union) employees may make use of the following entities:
- Communications
Workers of America (CWA), or United Staff-UNM.
Other
resources are also available to covered employees. These resources are
always available to non-union employees.
- Counseling,
Assistance, and Referral Service (CARS)
- Dispute
Resolution Department
- Equal
Opportunity and Affirmative Action
- Human
Resources Department
- Office
of Equal Opportunity (OEO)
- Staff
Services Office
Performance
Management
Employees
play a valuable and critical role in helping fulfill the mission of
the University. Managers/supervisors have a responsibility to train
and support each employee in understanding job requirements, and to
assist employees in improving performance. Employees should be treated
with dignity and respect. In turn, providing quality service requires
cooperation by employees, including maintaining high standards of job
performance and adhering to established policies, procedures, regulations,
and practices.
The
University encourages a supportive, problem-solving approach to performance
problems. We use the progressive discipline process to address misconduct
and continued performance problems. Progressive discipline is designed
to be corrective, providing you with notice of deficiencies and an opportunity
to improve. However, some violations of policies and procedures, or
continued negative behavior or performance, may be of such serious nature
that immediate suspension or discharge may be appropriate. The University
retains the right, in accordance with applicable federal and state laws
and Regents’ policies, to determine the methods, means, and personnel
required to maintain efficient operations. This includes the right to
hire, promote, transfer, assign, and retain staff employees. For additional
information, refer to UBP
#3215 , “Performance Management.”
In
most cases, The University of New Mexico uses progressive discipline
regarding performance issues for post-probationary employees. Progressive
discipline is designed to allow you reasonable opportunity to meet the
requirements of the job, improve performance, and comply with University
policies, procedures, practices, and regulations. However, progressive
steps may not be appropriate in all instances, such as when health or
safety is at risk or a crime has been committed.
Progressive
discipline actions include the use of oral reminders, written reminders,
suspensions, and discharge.
Proper
Cause:
Proper
cause is any behavior significant or substantial in nature relating
to an employee’s work that is inconsistent with the employee’s
obligation to the University. For additional information, refer to UBP
#3215, “Performance Management.”
Equal
Opportunity and Affirmative Action
The
Physical Plant Department abides by University policies and procedures,
federal and state laws, and regulations that forbid unlawful discrimination
on the basis of race, color, religion, national origin, physical or mental
handicap, age, sex, sexual preference, ancestry, or medical condition
in recruiting, hiring, training, promoting, and all other terms and conditions
in recruiting, hiring, training, promoting, and all other terms and conditions
of employment. All personnel policies, such as compensation, benefits,
transfers, layoffs, terminations, returns from layoff, University-sponsored
training, education, tuition assistance, and social and recreational programs
will be administered without regard to the characteristics or conditions
listed above, except when one of these is a bona fide occupational qualification.
The University strives to establish procedures, which ensure equal treatment
and access to all programs, facilities, and services. For additional information,
refer to UBP
#3100, “Equal Opportunity and Affirmative Action.”
Illegal
Activities
- The
University has a zero-tolerance policy against violence of any kind.
- Carrying
weapons to work is strictly prohibited.
- Vandalism
and theft are strictly prohibited.
- The
University has a zero-tolerance policy on illegal drugs and alcohol.
They are prohibited in the workplace.
- If
driving is a function of your job and you receive a DWI conviction on
University or personal time, it must be immediately reported to your
supervisor. Depending on your position, the University may not be able
to maintain your employment if such action occurs.
Anti-harassment
Policy
It
is the policy of the institution to prevent and eliminate forms of unlawful
harassment in employment and educational settings. The University prohibits
harassment of employees by supervisors or coworkers on the basis of race,
color, religion, national origin, sex, ancestry, age, disability, medical
condition, sexual preference, or other protected status. The University
makes special efforts to eliminate both overt and subtle forms of sexual
harassment. If you believe that you have been harassed on the basis of
a protected status, you are encouraged to contact your manager/supervisor.
If your manager/supervisor is involved in the alleged harassment, contact
the University Department of Human Resources or the Office of Equal Opportunity.
For additional information, refer to UBP
#3100, “Equal Opportunity & Affirmative Action,” and
UBP
#3780, “Sexual Harassment Policy.”
Communications
Telephones
and Long Distance
On-campus
calls are made by dialing the last five digits of the phone number.
For example, for the number 277-2421, you would dial 7-2421. Local calls
can be made by dialing 9 followed by the complete telephone number.
Under no circumstances should personal long distance calls or faxes
be made and charged to the University.
Emergency
Calls
Campus
Police receive all 911 calls made from campus phones. No extra digits
need to be dialed when calling 911. Dialing 911 from a cell phone will
dispatch the Albuquerque Police Department. If you are on a cell phone
and need Campus Police, you can reach them at 277-2241.
Voice
Mail
Voice
Mail should be used as a customer service tool. Employees who have voice
mail service are expected to keep their greeting current, retrieve messages
frequently, return calls promptly, and not use it as a means of avoiding
answering the telephone.
Cell
Phones
University-issued
cell phones should be used for essential business-related calls, and
never when other phones are readily available. Managers/supervisors
will review monthly cell phone billings. If your cell phone is lost
or stolen, you should report it immediately to your manager/supervisor.
Cell
phone usage is prohibited while driving a University vehicle. You must
pull off the road and park before making or receiving cellular phone
calls.
Pagers
Pagers
may be assigned to certain employees for University business.
E-mail
and Internet Service
As
a PPD employee, you will be required to read and sign the PPD Computer
Use Agreement.
As
the University increases its use of this technology, more and more communications
will be transmitted via e-mail. It is crucial that relevant staff obtain
an e-mail account/address. You are expected to use this form of communication
in a professional, businesslike manner. Communication that entails harassment,
potential damage to computer systems (knowingly passing on a computer
virus), attempting to breach the security of a computer or computer
system, copyright infringement, use of commercial purposes, or use for
any personal purposes that interfere with PPD functions is strictly
prohibited. For additional information, refer to UBP
#2500, “Acceptable Computer Use.”
Access
to University Facilities
Security
of University facilities is essential for the protection of individuals
and University assets. Keys and alarm codes are issued for your use only
while employed with the University. Loaning or transferring of keys or
disclosing alarm access codes is prohibited, and will result in the strictest
of discipline, up to and including discharge.
Keys/Electronic
Key Cards
Unless
otherwise noted, the term “key” also includes electronic
key cards.
Unauthorized
possession, use, or reproduction of a University key may constitute
theft or misappropriation of University property. In such cases, the
individual(s) involved may be disciplined and/or prosecuted.
Assignment
of Keys
Your
manager/supervisor will determine what keys you will require, and those
keys will be issued by the Lock Shop.
Classification
of Key Assignment
- Daily
keys are issued at the beginning of a shift and returned at the end
of the shift.
- Temporary
keys are issued for a specific period of time only and returned upon
completion of a job.
- Permanent
keys are issued, on a take-home basis, to specific employees based
on access requirements.
Lost/Stolen
Keys
In
the event of lost or stolen University-issued keys, you must notify
your manager/supervisor immediately. The Lock Shop will need a copy
of the police report before issuing a replacement key.
Security
of Buildings
Normally,
Campus Police are responsible for locking and unlocking campus buildings.
Occasionally, you may need to unlock an area to do required work. If
so, it is your responsibility to resecure the area upon leaving. You
are not to provide access to any unauthorized personnel. You should
report any unauthorized access or suspicious activity to Campus Police
immediately.
PPD
Service Building Security
Security
fencing and gates have been installed on the perimeter of PPD’s
operating area in order to protect stored vehicles, equipment, and bulk
materials from vandalism and theft. The fencing and gates reinforce
the notion that the Service Building and surrounding facilities are
not open to the public. Access is limited to official University vehicles,
vendor delivery vehicles, and vehicles operated by representatives of
firms that conduct business with PPD. The gates will remain closed and
locked except during normal operating hours.
Alarm
Systems
Many
areas on campus have alarm systems for added protection against unauthorized
access. Based on access requirements, employees will be provided alarm
codes for those areas. If you accidentally set off an alarm, you should
call Campus Police immediately.
Signing
In/Signing Out
In
some areas on campus, employees are required to sign in and out with
building staff. Supervisors will inform you where this is required.
For additional information, refer to UBP
#5010, “Key Authorization.”
University Property
Vehicles
All
drivers of UNM vehicles are required to have a current National Safety
Council defensive driving card or attend a defensive driving class that
is offered by the University Safety, Health, and Environmental Affairs
Department (SHEA). Upon completing the class or providing the current
card, you will be issued a University of New Mexico vehicle operator’s
permit. This permit, as well as a valid State of New Mexico driver’s
license, is required to operate University vehicles. Annual driver’s
license verification may be conducted through the New Mexico Department
of Motor Vehicles. However, you are required to notify your manager/supervisor
immediately if your license is suspended or revoked for any reason.
If driving is a function of your job, loss of license could mean reassignment,
or termination. Staff requiring a commercial driver’s license
(CDL) to perform their job will be required to show proof of the license,
and must abide by all federal and state regulations governing CDLs.
All
employees must read and become familiar with The University of New
Mexico Vehicle Operators Manual before driving a University vehicle.
All University vehicles should have a copy of the manual in the glove
box. For additional information, refer to UBP
#7780, “Use of University Vehicles.” You will be responsible
for complying fully with the provisions of this manual.
Driver
Responsibilities
University
vehicles are to be used solely for University-related business. Vehicles
may be driven only by an individual employed by, or on official business
with the University. Passengers are limited to University associates
and invited guests engaged in University-related activities. Lunches
and breaks are not to be taken in University vehicles. All drivers and
passengers are required to wear a seat belt at all times, and to engage
in proper behavior and safety practices while in University vehicles.
Cell phone usage is prohibited while driving in University vehicles.
You must pull off the road and park before making or receiving cellular
phone calls. Smoking in University vehicles is prohibited. Drivers of
University vehicles are expected to observe all applicable traffic regulations,
and are personally responsible for penalties incurred for any and all
violations. Drivers must make all reasonable efforts to prevent misuse
of University vehicles. Damage or loss due to gross negligence will
be charged to the individual responsible for the damage. You should
refrain from using personal vehicles for University business whenever
possible. For additional information, refer to PPDM, “UNM
Vehicle Use.”
Parking
University
vehicles may be parked in any of the “official vehicle”
parking spaces, which are painted green, or in any metered space that
is painted green. University vehicles are not to be parked in handicapped
spaces; fire zones, pedestrian walkways, or landscaped areas. Vehicles
are to be kept out of inner campus except for loading and unloading.
Personal vehicles must have a Parking Services-issued permit displayed
if they are parked in any University lot. PPD has three visitor parking
spaces in front of the Service Building, which are intended for visitors
on official business. Usage of these spaces must be announced to the
PPD receptionist, who will issue a parking permit and log the visit.
Employee vehicles are not to be parked in these spaces. There are also
two metered parking spaces in front of the building.
Maintenance
The
University Automotive Center maintains and repairs University vehicles,
notifying vehicle users when periodic maintenance needs to be performed.
If you are assigned a University vehicle, it is your responsibility
to ensure that the required maintenance is performed. You should contact
the Automotive Center immediately if you suspect that your University
vehicle requires a repair or unscheduled maintenance. If a University
vehicle breaks down or incurs a flat tire, you should call the University
Automotive Center for assistance in arranging tow service. After hours,
breakdowns can be called in to Campus Police.
Fuel
All
University vehicles are assigned a fleet purchasing card for fueling.
The card works like a credit card. Receipts must be turned in, and the
statement reconciled each month by a manager/supervisor. If possible,
fuel should be purchased from the pumps located at the University Automotive
Center.
Accidents
If
you are involved in an accident while driving a UNM vehicle, your first
concern should be for the welfare of passengers or pedestrians. You
should seek first aid assistance and/or an ambulance for injured passengers.
The
following procedures should be followed in the event of an accident
involving a University vehicle.
- Immediately
notify Campus Police at 277-2241.
- If
the vehicle needs to be towed, call the University Automotive Center.
- Notify
your manager/supervisor.
- Arrange
to receive a copy of the accident report filed by the police authorities.
- Fill
out an Automobile/Equipment
Accident Report, Exhibit C and turn it in to the University Risk
Management Department.
For
additional information and a copy of the Automobile/Equipment Accident
Report form, refer to UBP
#6150, “Casualty and Liability Insurance Claims.”
Rentals
Rental
vehicles, for University business only, are available from the University
Automotive Center. A University of New Mexico vehicle operator’s
permit, a valid State of New Mexico driver’s license, and a valid
Lobo Card are all required to rent a vehicle. Training is required for
the rental of a 15-passenger van. The Automotive Center or Safety, Health,
and Environmental Affairs (SHEA) can provide the details on this requirement.
Tools
PPD
provides employees in some sections with appropriate individual tools
for use in daily work operations. PPD will not provide individual tools
for automotive technicians who, at the time of hire, will be required
to have a personal tool kit, as is the standard of their trade.
Managers/supervisors
and employees must follow the guidelines pertaining to the control and
use of University-provided tools and equipment. Employees are responsible
for all tools assigned to them, and for keeping them in a secure enclosure
such as a toolbox, truck tool bin, custodial work container, or their
shop. Tools and equipment may not be taken home. Managers/supervisors
will conduct an annual inventory of each employee’s tools.
Employees
are responsible for replacing tools that are lost, stolen, or damaged
as a result of their negligence. Tools replaced by employees will be
of the same quality as the lost or damaged tool. If a tool malfunctions,
has a flaw, breaks, or wears out during proper use, PPD is responsible
for replacing or repairing the tool. Employees will return the old tool
to their manager/supervisor at the time the new tool is issued.
Employees
who transfer or terminate must return all tools to their manager/supervisor.
Failure to return tools will result in legal action. For additional
information, refer to UBP
#7710, “Property Management and Control,” UBP
7730, “Taking University Property Off Campus,” and PPDM,
“Tools.”
Computers
All
PPD employees will be required to read and sign a computer use agreement
to receive a pass code. Any computer equipment that you will be issued
is the property of PPD, and is to be used for University business. Your
computer will be configured to fit the needs of your position, which
may include e-mail and access to the Internet. Computers may not be
used to “surf the net,” and under no circumstances shall
be used to view pornographic or objectionable material. Employees are
prohibited from reconfiguring or installing software on PPD computer
equipment without the knowledge and prior approval of the Information
Systems group. For additional information, refer to PPDM, “Information
Systems.”
Uniforms
and Identification Badges
Uniforms
- PPD
provides uniforms to select employees within the department in order
to present professionalism and pride in workmanship by employees,
and to raise the visibility of the department in the campus community.
- Employees
who are issued uniforms are required to wear them while at work (including
special events and after-hours work).
- Uniforms
will be neat and clean at the beginning of each work shift, with the
exception of employees working back-to-back shifts.
- Uniform
shirts will be tucked in during working hours.
- Uniforms
are not to be worn off-duty except when traveling directly to and
from work or at reasonable stops in between. Uniforms may be worn
to class if the class is scheduled during work hours or shortly before
or after.
- Employees
reporting to work without wearing a clean, complete uniform (including
safety shoes and identification badge) may be sent home without pay
until they return properly attired.
- Uniforms
may not be altered by the employee, unless approved by the director.
- A
replacement uniform may be provided for uniforms that are unserviceable
or unsightly due to normal wear and tear. Uniforms damaged as a result
of negligence or misuse will be replaced by the employee at the contract
price.All issued uniforms will be returned to the employee’s
manager/supervisor upon separation from the University. For more information,
refer to PPDM, “Uniforms.”
Identification
Badges
- The
Physical Plant Department provides employees with identification badges
to provide a readily visible standardized form of picture identification.
- All
PPD employees must wear their assigned identification badge during
all working hours (including special events and after-hours work).
The badge must be visible and unobstructed by clothing.
- Employees
are responsible for their identification badges, and are expected
to take reasonable care of them.
- Employees
with damaged or lost badges should have them replaced immediately,
as the badges are used with the timekeeping system to record time
worked. For more information, refer to PPDM, “I.D.
Badges.”
end
of section B.
back to table of contents
SECTION
C: PAY AND PROGRESS
Meals
and Breaks
According
to UBP
#3300, “Paid Time,” sections 3.1 and 7.2, each workday
of eight or more hours includes either a one-hour or a one-half-hour unpaid
meal break. Meal breaks may be paid only in specific situations, such
as when your manager/supervisor requires you to be on duty during your
meal break, or when you are scheduled such that you cannot be relieved
for a meal break.
During
each four-hour working period, you are allowed one paid 15-minute break.
The break is intended to be preceded and followed by an extended work
period; thus, it may not be used to cover any late arrival to work or
early departure, or to extend a lunch, nor may it be saved for use at
a later date.
Standby
The
department may require employees in any job title or division to perform
after-hour emergency standby duty. Your manager/supervisor must have your
current home phone number so that you may be contacted if you are needed.
In addition to pay for hours worked, pay for standby duty is two hours
straight-time pay per day on weekdays, and four hours straight-time pay
per day on weekends and holidays.
If
you are on standby and become sick for an extended period of time, you
need to notify your supervisor of your illness and be taken off of standby.
During the time you are sick you will not receive standby pay. If you
are on standby, but are not available to respond to an emergency, you
will not receive emergency overtime. Only the employee who did respond
to the emergency will receive emergency overtime. (See Emergency
Call-back).
Standby
cannot be converted to comp time. For additional information, refer to
CWA Agreement, article 7, sections A and B, “Wages and
Allowances” and US-UNM Agreement, article 15, section G,
“On Call Pay.”
Shift
Differential
Non-exempt
CWA bargaining unit employees whose normal work schedule requires more
than four hours between 4:30 p.m. and midnight shall be paid an evening-shift
differential of 40 cents per hour for all hours worked in that shift.
Employees whose normal work schedule requires more than four hours between
midnight and 8:00 a.m. shall receive a night-shift differential of 50
cents per hour for all hours worked in that shift.
Non-exempt
US-UNM bargaining unit employees whose normal work schedule requires more
than four hours between 4:30 p.m. and 8:00 a.m. of the following day shall
be paid a shift differential of 5 cents per hour for the entire shift
worked.
The
shift differential is part of some employees’ base pay, and it is
paid to others when the shift is worked. For additional information, refer
to CWA Agreement, article 7, sections A and B, “Wages and
Allowances” and US-UNM Agreement, article 5, section F,
“Wage and Salary Administration.”
Temporary
Upgrades (Acting and Interim Wages)
You
must meet the minimum requirements or qualifications of a job to be placed
in an acting or interim position. If you are in an acting position for
a day, and have worked a minimum of four hours, you will be paid acting
wages. You cannot be assigned to a temporary upgrade for more than 180
consecutive days. For additional information, refer to CWA Agreement,
article 7, sections A and B, “Wages and Allowances.”
Reassignments
and Temporary Work Assignments
Probationary
employees may be assigned to any shift for training purposes. Managers/supervisors
will schedule work assignments for non-probationary employees according
to operational needs and with reasonable notice. The employee’s
request for specific work hours may be considered by the manager/supervisor.
For additional information, refer to UBP
#3300, “Paid Time.”
Overtime/Compensatory
Time
At
various times the need arises for overtime. All non-emergency overtime
that is worked requires prior approval from your manager/supervisor. If
you are non-exempt and have qualified for overtime per the terms set forth
in UBP, the CWA Agreement, and the US-UNM Agreement,
you are eligible for pay or compensatory time at the rate of time and
one-half. Exempt employees are not paid overtime. For additional information
on eligibility requirements and compensation, refer to UBP
#3305, “Overtime,” UBP
#3310, “Compensatory Time,” CWA Agreement, article
8, “Overtime,” and US-UNM Agreement, section H and
I, article 15, “Wage and Salary Administration.”
Emergency
Call-back
Emergency
call-back is paid to non-exempt employees who are called back to work
after they have completed their normal workday. If you are called back
to work, you must record the time only once as an emergency call-back,
even if you need to check on multiple facilities. You are granted a minimum
of two hours pay at time and one-half. This does not apply when the hours
worked are an extension of your workday. Emergency overtime can be converted
to compensatory time off. For additional information, refer to UBP
#3500, “Wage and Salary Administration,” and CWA Agreement,
article 8, “Overtime.”
Separation
of Employment
There
are four categories of separation of employment from the University: voluntary,
involuntary, layoff, and death.
- Voluntary:
Resignation, retirement, and completion of contract or term appointment.
- Involuntary:
Relieved during six-month probationary period and/or discharged for
cause.
- Layoff:
Reduction in workforce.
- Death:
Upon the death of any employee, the Employee Services Office of the
Department of Human Resources will assist the next of kin in completing
separation forms, filing insurance claims, etc.
Automatic
Separation
Your
employment with the University can be automatically terminated if you
fail to report to work for a period of three consecutive workdays without
proper authorization. In such a case, your separation may be considered
a resignation. For additional information, refer to UBP
#3225, “Separation of Employment, and “PPDM,”
Separation.”
Separation
Check-off List
Upon
leaving the University, you will be required to complete a Separation
Check-off List. This process requires that each department on the list
clear you from further responsibilities to their department (Benefits
Office, Cashier, Lock Shop, Parking Services, etc.).
All
issued University property (uniforms, tools, keys, etc.) must be returned
to your manager/supervisor upon separating from the University.
Salary
Changes
Most
salary changes are due to:
- Annual
increases, granted by the University Board of Regents.
- Adjustments
to the Staff Salary Schedule by the University Department of Human Resources.
- Change
in salary grade due to a promotion, demotion, or reclassification.
- Acting
or interim appointment.
- Change
in shift.
- Equity
adjustments.
For
additional information, refer to UBP
#3500, “Wage and Salary Administration,” and CWA Agreement,
article 7, sections A and B, “Wages and Allowances,” and US-UNM
Agreement, sections A-F, article 15, “Wage and Salary Administration.”
Pay
Disbursement
You
may choose to receive your pay either by paycheck or direct deposit to
a bank account. You are urged to use the direct deposit method. Direct
deposits are not interrupted by holiday schedule, etc. If you choose to
receive a paycheck, the department paymaster, located in the PPD Accounting
Office, will give your paycheck to your manager/supervisor for distribution
to you on payday. If your paycheck is not distributed by your manager/supervisor,
you should see the department paymaster on payday. The following is the
schedule for receiving paychecks according to employee classification:
- Exempt
employees: Last working day of the month.
- Non-exempt
employees: Normally the Friday after the end of the pay period.
- Students:
Normally the second Friday after the end of the pay period.
If
you need another individual to pick up your paycheck, written authorization
from you, approval from your manager/supervisor, a copy of your identification,
and the individual’s own identification are necessary. For complete
details on the distribution of pay, as well as a copy of an Automatic
Check Deposit Authorization form, refer to UBP
#2620, “Distribution of Pay.”
Change
of Address
Your
home address, on record in the University Payroll Office, is needed to
print your current information on each paycheck stub, W-2 form, and earnings
statement. Any address changes or corrections must be reported to the
PPD Accounting Office. The Accounting Office staff will then report changes
to the University Payroll Office. It is your responsibility to notify
the University of your current address.
Timekeeping
In
order for non-exempt and student employees to be paid on the biweekly
payroll, the department must report time worked to the University Payroll
Office for non-exempt employees, or to the University Student Employment
Office for student employees in a timely manner. Timekeeping records are
collected electronically through the employees’ PPD ID badge, and
the badge reader system, which are located in the various work areas.
For additional information, refer to the “Uniforms and Identification
Badges” section of the handbook, and to the PPDM, “Timekeeping.”
Each
workday, the minimum number of “swipes” in the timekeeping
badge reader is one “swipe in” and one “swipe out.”
If you leave work to attend to personal matters, you must swipe out and
swipe in if you will be returning to work on the same day. Swiping in
or out is not required for lunches or other breaks during the day. Under
no circumstances are you to swipe in another employee’s card for
them, nor may you allow them to do the same for you.
Documentation
of all non-worked hours must be submitted to your manager/supervisor on
the form entitled “Absence Report for Exempt and Non-exempt Personnel”
when you return to work. Any other adjustments to your time will be made
through a daily punch detail report. Under no circumstances are PPD accounting/payroll
personnel and other employees with timekeeping system editing authorization,
authorized to make adjustments (edits) to their own time through the timekeeping
system. The only staff authorized to make these adjustments is PPD’s
accounting manager, the associate director for Finance and Services, or
the director.
Timekeeping
punches will be reviewed daily on the punch detail report by your manager/supervisor,
or the in-charge designee. Any edits to the report will be submitted to
the PPD Payroll Office that day.
The
timesheet printed at the end of the two-week period is the official time
record for all non-exempt and student employees. At the end of the pay
period, both the employee and their manager/supervisor must sign the employee
timesheet, which is then kept on file in the PPD Payroll Office. For additional
information, refer to UBP
#2610, “Time Reporting for Biweekly Payrolls,” and to
PPDM, “Timekeeping.”
Performance
Review
Manager/Supervisor
Responsibility
The
University is committed to providing all staff with meaningful and timely
performance reviews. Performance reviews are designed to determine how
well employees achieve their established goals and perform job duties.
Managers/supervisors are responsible for establishing departmental goals
that contribute to the education, research, and public service mission
of the University. They are also responsible for working with each employee
in the department to establish individual employee goals and duties
that contribute to both the departmental goals and the mission of the
University. The University is committed to providing the resources necessary
to review and recognize employees based on achievement and performance
on a regular and ongoing basis. For additional information, refer to
UBP
#3230, “Performance Review and Recognition.”
Employee
Responsibilities
After
completing the performance review, you and your manager/supervisor will
sign the performance review form. Your manager’s/supervisor’s
signature indicates that they have followed the process and completed
the form. Your signature indicates that you have read and understand
the performance review. Your signature does not necessarily indicate
agreement.
If
you are a post-probationary employee and disagree with your written
performance review, you may take the following steps:
- Attach
a response to the performance review.
- Request
reconsideration by the next level of manager/supervisor.
- Contact
CWA or US-UNM if you are a union employee. Contact Dispute Resolution
if you are a non-union employee.
Recognition
Recognition
and Awards
Performance
recognition can take both monetary and non-monetary forms. Non-monetary
recognition for achievement can include career development opportunities,
certificates of appreciation, subscriptions to professional journals,
and memberships in professional organizations.
Training
and Educational Opportunities
Training
The
University is committed to recruiting the best employees and providing
appropriate training to ensure safe and successful careers. Every PPD
employee will attend:
- The
University of New Mexico new employee orientation.
- Physical
Plant Department new employee orientation.
- Job-specific
safety training.
- Other
job-specific training.
Job-specific
Safety Training
Each
job description lists the safety training requirements that have been
identified as necessary to ensure the safe performance of each specific
job. Management is responsible for ensuring the completion of all required
training. Managers/supervisors are also responsible for continually
monitoring the workplace and identifying potential hazards that exist
for employees during the performance of their duties. In cooperation
with the department’s training and development specialist, they
are responsible for ensuring that appropriate safety training is provided.
For more details, refer to Job-specific Safety Training under the “Safety
and Health in the Workplace” section of this handbook.
Other
Job-specific Training
Managers/supervisors
are responsible for identifying training opportunities that will enhance
their employees’ job satisfaction and their ability to perform
their job tasks in a more effective and efficient way, and for ensuring
that their employees participate in such training.
Educational
Opportunities
The
University has both a career development and a tuition remission program
to encourage employees’ professional development.
Career
Development Program
In
keeping with our department philosophy and vision, we encourage each
employee to have a personal career development plan. Your manager/supervisor
is responsible for helping you to identify career development opportunities.
During each annual performance evaluation, your manager/supervisor will
discuss career development opportunities and specific programs available
to you. However, you may inquire about and start a career development
plan at any time. In addition to manager/supervisor assistance, you
can receive counseling and assistance from the Physical Plant Department’s
Human Resources Office. Specific advancement opportunities include:
- Education
and training opportunities that will help you qualify for a higher-level
position.
- Career
ladder programs which tie advancement to the accomplishment of specific
training and experience milestones.
- Enrollment
in pre-screened internal applicant pools that will provide automatic
access to new job openings. For additional information, refer to UBP
#3260, “Career Development.”
Tuition
Remission Program
The
tuition remission program is designed to help with the cost of education
opportunities offered by the University. Regular full-time employees,
regular part-time employees who work at least half-time, and University
retirees are eligible to use the tuition remission program.
Each
semester, the University will pay for the equivalent of resident tuition
of no more than eight credit hours in fall and spring semester and no
more than four credit hours during summer. The allowable benefit can
apply to regular courses at the University, certain Albuquerque Technical-Vocational
Institute (T-VI) classes, and courses at the University Division of
Continuing Education, including personal development classes. Employees’
spouses and domestic partners can also qualify for tuition remission.
Managers/supervisors
are encouraged to grant employees time off with pay to attend one credit
course each semester if the course is related to the employee’s
work or to a University position to which the employee reasonably aspires
and if the course is not available outside regular work hours. Time
off with pay must be granted when a course is required by the manager/supervisor.
Individuals
interested in taking advantage of this opportunity must follow the guidelines
set by UBP
#3700, “Tuition Remission Program.”
Training
and Development Office
The
Physical Plant Department Human Resources can assist you and your manager/supervisor
with training and educational opportunities.
end
of section C.
back to table of contents
SECTION
D: TIME AWAY FROM WORK AND OTHER BENEFITS
First
and foremost, we are here to serve the campus. Work schedules should support
this mission.
Work
Schedules
The
standard workweek is 40 hours, with most full-time employees on a five-day
per week, eight-hour per day schedule. Actual starting and ending times
vary depending upon the operational requirements of each section, and
may occasionally be adjusted to allow for changing circumstances. In certain
sections, flexible work schedules may be arranged with the prior approval
of management, based on operating requirements. It is the responsibility
of each employee to follow the work schedule set and/or modified by their
manager/supervisor, or to supply advance notification according to the
appropriate policies of annual and sick leave.
Annual
Leave
Annual
leave is normally scheduled in accordance with your wishes, but must have
the prior approval of your manager/supervisor. Approval of leave is contingent
upon your having accrued the necessary leave at the time of taking leave.
Continuity of operations must be maintained. Consequently, the department
reserves the right to schedule your annual leave in accordance with the
needs of the department. Eligible employees accrue, use, and are paid
for annual leave according to UBP
#3400, “Annual Leave,” CWA Agreement, article
10, “Annual Leave,” and PPDM, “Annual Leave.”
Sick
Leave
The
University recognizes that staff employees and members of their immediate
family may become sick or injured, and that a reasonable period of time
off with pay should be granted to employees during such periods. Sick
leave can only be used for specific purposes, and is not to be used in
the same way as earned annual leave. Sick leave may be used for any of
the following:
Personal
illness or injury (including disability due to pregnancy and/or childbirth,
prescheduled doctor and dentist appointments, and other medical conditions).
Absence from work to care for an ill or injured member of one’s
immediate family. For additional information, refer to UBP
#3410,
“Sick Leave,” and CWA Agreement, article 12, “Sick
Leave.”
Physician’s
Statement
Your
manager/supervisor may require you to provide a physician’s statement
to certify an absence due to personal or family illness or injury. In
certain instances, you may also be required to provide a physician’s
statement certifying that you are physically able to return to work due
to a prolonged illness or an injury. It is your manager’s/supervisor’s
responsibility to notify you in advance when a physician’s statement
is required for future absences. Failure to provide a physician’s
statement when required may result in loss of pay for that absence and/or
disciplinary action. The physician’s statement should be specific
enough to enable your manager/supervisor to reasonably conclude that you
were indeed sick and unable to work during the period indicated or were
needed to care for a family member and/or transport them for medical care.
It should state when you will be able to return to work, with or without
limitations. Finally, the dates indicated in the physician’s statement
must be the same as the dates of the absence.
Catastrophic
Leave
If
a regular employee has exhausted all annual and sick leave balances and
is facing a prolonged period of leave without income due to illness or
injury, they may use a voluntary University program which enables employees
to donate eight hours of annual leave per fiscal year, and in exchange
gains access to paid catastrophic leave if needed. For additional information,
refer to UBP
#3430,
“Catastrophic Leave Program,” and PPDM, “Catastrophic
Leave.”
Family
and Medical Leave (FMLA)
In
compliance with the federal Family and Medical Leave Act (FMLA), the University
of New Mexico provides eligible employees up to twelve weeks of unpaid,
job-protected leave within a 12-month period for certain family and medical
reasons. FMLA is in addition to any paid annual or sick leave an employee
may have taken. FMLA leave is job-protected leave, which means that the
employee’s department will reinstate the employee returning from
FMLA leave to the same position or one with equivalent pay, benefits,
and other employment terms and conditions. To be eligible for unpaid FMLA
leave, an employee must:
- Have
been employed for at least 12 months total.
- Must
have worked at least 1,250 hours during the 12-month period preceding
the start of the leave.
When
the need is foreseeable, such as a birth or adoption of a child or planned
medical treatment, an employee should submit a request for unpaid FMLA
leave to their manager/supervisor 30 days before the start of the leave
period, or as soon as possible. The University will require medical certification
to support a request for unpaid FMLA leave. For additional information,
refer to UBP
#3440, “Family and Medical Leave,” and PPDM,
“FMLA.”
Holidays
The
University of New Mexico observes the following holidays each year:
New
Year’s Day
Dr. Martin Luther King, Jr. Day
Memorial Day
Independence Day
Labor Day
Thanksgiving Day
Day after Thanksgiving
Winter break
The
University Department of Human Resources announces the specific dates
observed as holidays at the beginning of each calendar year. You can obtain
this information from your manager/supervisor.
Only
regular full-time or part-time employees working 20 or more hours per
week are eligible to be paid for holiday time off, prorated according
to FTE status. You must either work or be on paid leave on scheduled workdays
immediately before and after the holiday in order to be eligible for holiday
pay. For more information on holidays, such as special rules for part-time
employees, those on shift assignments, and those who are required to work
on an observed holiday, refer to UBP
#3405, “Holidays” and CWA Agreement, article
11, “Holidays.”
Leave
With Pay
Time
off from work may be granted at the straight-time rate for several purposes,
such as marriage of an employee or of an employee’s child or parent
(on the wedding day only), selective service exam, voting (see Voting
below), jury duty, military leave, educational programs conducted by the
University, death of an immediate family member, etc. For additional information,
refer to UBP
#3415, “Leave with Pay,” and CWA Agreement, article
13, “Personal Leave with Pay.”
Voting:
Employees
who are registered voters are granted, at their request, time off from
University duties to vote in a governmental election, up to a maximum
of two hours. This policy does not apply if your daily work schedule
either begins two hours or more after the polls open or ends at least
three hours before the polls close.
If
you wish to request time off to vote, you must fill out a “Request
for Time Off to Vote” form and submit it to your manager/supervisor
for approval. Your manager/supervisor will schedule your time off based
on the coverage needs of your section. For more information, refer to
UBP
#3300, “Paid Time,” CWA Agreement, article
13, “Personal Leave with Pay,” and PPDM, “Voting.”
Leave Without Pay
In
certain circumstances, a leave of absence without pay may be granted to
or imposed upon employees. These circumstances include the following:
- In
cases of extended illness or injury, when all leave balances are exhausted,
time off is charged to leave without pay.
- At
the discretion of the department, employees may be granted a leave of
absence without pay for personal reasons, for school attendance to obtain
an applicable degree or attend courses, because of an illness in the
employee’s family, or for other justified reasons.
Procedures
for requesting leave without pay, reporting and documenting leave without
pay, and reinstatement after leave can be found in UBP
#3420, “Leave Without Pay,” CWA Agreement, article
14, “Leave of Absence Without Pay,” and PPDM, “Leave
Without Pay.”
Inclement
Weather
Employees
should take reasonable and safe measures during periods of inclement weather.
All PPD employees are considered “mission critical” and are
required to be at work even when the University is closed. If you are
unable to come to work due to inclement weather, you must notify your
manager/supervisor. Such absences are generally charged to annual leave.
If
you are required to work during official closings, you will be compensated
at a straight-time rate for hours worked, and will be granted additional
straight-time compensatory time off for actual hours worked during the
time of closure. For additional information, refer to UBP
#3435, “Inclement Weather,” CWA Agreement, article
13, “Personal Leave with Pay,” and PPDM, “Inclement
Weather.”
Absenteeism
and Reporting Absence from Work
Prompt
and regular attendance is required to maintain an effective operation.
Managers/supervisors are responsible for ensuring that employees are not
abusing regular starting and ending times. All absences from work must
be reported to your manager/supervisor within one hour of your normal
starting time. If you are a non-exempt employee, you may not work beyond
your normal scheduled shift to make up for tardiness unless approved by
your manager/supervisor. For additional information, refer to CWA
Agreement, article 12, “Sick Leave.”
end
of section D.
back to table of contents
SECTION
E: SAFETY AND HEALTH IN THE WORKPLACE
The
University and PPD are committed to providing a safe and healthy work
and educational environment that is free from recognized hazards. In order
to achieve this goal, the institution strives to be in compliance with
various federal, state, and municipal agencies that provide regulations
and guidelines on workplace safety. These agencies include, but are not
limited to, OSHA, EPA, JCAHO, NIOSH, and the NM Fire Marshall’s
Office. The University Safety, Health, and Environmental Affairs Department
(SHEA) have also developed policies, procedures, and training to help
ensure a safe environment.
It
is each manager’s/supervisor’s responsibility to ensure that
their employees receive the required education and training to safely
perform their job duties. Managers/supervisors will also monitor employee
compliance with safety policies and procedures, investigate and document
all employee accidents, and implement actions to reduce future accidents.
Employees
will attend all required training and will be responsible for understanding
and following safety policies and procedures. Employees are also responsible
for the identification, reporting, and correction (when possible) of hazards
in their workplace.
Employees
who perform their jobs in an unsafe manner, or who engage in behavior
or activities that endanger the health or safety of themselves or others,
are subject to disciplinary action.
Work-related
Injury
If
you experience a work-related injury during regular work hours between
7:30 a.m. and 4:30 p.m., Monday through Friday, you must seek medical
attention at University Employee Occupational Health Services (EOHS).
If you experience a work-related injury after 4:30 p.m. or before 7:30
a.m., Monday through Friday, or any hour during a weekend or holiday,
you must seek medical care at University Hospital. You are to identify
yourself as a University employee with a work-related injury, and ask
for a doctor from the Family Practice Division of the School of Medicine.
Any follow-up treatment must be with EOHS, and not a regular University
Hospital physician. If an injury is life-threatening in nature, such as
loss of limb or a severe burn, you should go by ambulance directly to
the University Hospital Emergency Room.
In
an emergency, call 911 and request an emergency vehicle. Information that
must be given includes:
- Your
name and the telephone number you are calling from
- Location
- Condition
of the employee
When
an injury involves any lost time, a medical release from EOHS is required
before you may return to work. An injured employee is encouraged to return
to work as soon as their healthcare provider releases them. Reasonable
accommodations will be made, when possible, to the essential functions
of a job in order to allow an injured employee to return to work when
possible. An employee’s manager/supervisor should work with EOHS
and SHEA to develop and implement these accommodations.
Your
manager/supervisor will refer you to EOHS for treatment and followup.
Please refer to PPDM, “On-The-Job-Injury Reporting,”
for complete reporting requirements.
Job-specific
Safety Training
PPD
employees are exposed to different safety and health hazards depending
on their work duties. Specific duties also determine regulatory training
requirements. Depending on job classif | 
