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PAGE
20.00
20.01
20.01.1
20.01.2
20.02
20.02.1
20.02.2
20.02.3
20.02.4
20.02.5
20.02.6
20.02.7
20.02.8
20.03
20.03.1
20.03.2
20.03.3
20.03.4
20.03.5
20.03.6
20.03.7
20.03.8
20.03.9
20.03.10
20.03.11
20.03.12
20.03.13
20.04
20.04.1
20.04.2
20.04.3
20.04.4
20.04.5
20.05
OVERVIEW
APPLICANTS FOR EMPLOYMENT
POLICY
EMPLOYMENT APPLICATIONS
EMPLOYEE HIRING
HIRING POLICIES
POSITION AUTHORIZATION AND
CREATION
HIRING PROCESS
REQUEST TO FILL A FULL-TIME
POSITION
SEARCH COMMITTEES
EMPLOYMENT CERTIFICATION
NEW HIRES
EMPLOYEE DEMOGRAPHIC INFORMATION
EMPLOYEE BENEFIT PROGRAMS
PENSION ENROLLMENT
LIFE INSURANCE
TAX SHELTERED ANNUITIES
HEALTH BENEFITS
NEW JERSEY STATE PRESCRIPTION
DRUG PROGRAM
STATE DENTAL PROGRAM
NJ EMPLOYEES DEFERRED COMPENSATION
VISION CARE REIMBURSEMENT
RETIREMENT APPLICATIONS
PENSION WITHDRAWAL APPLICATION
PENSION LOAN APPLICATION
SURVIVOR'S BENEFITS
TUITION REIMBURSEMENT AND TUITION WAIVER
EMPLOYEE BENEFITS ACCOUNTING AND
REPORTING
PENSION ACCOUNTING AND REPORTING
HEALTH BENEFITS REPORTING
STATE PRESCRIPTION DRUG ACCOUNTING
AND REPORTING
STATE DENTAL PROGRAM ACCOUNTING
AND REPORTING
DEFERRED COMPENSATION REPORTING
EMPLOYEE/EMPLOYER TAX REPORTING
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20.05.2
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20.06.1
FEDERAL TAX REPORTING
STATE TAX REPORTING
JOB ASSIGNMENTS
BEGIN/END DATES
20-44
20-44
20-45
20-45
20.06.2
20.06.3
20.06.4
20.06.5
20.06.6
20.06.7
20.06.8
20.06.9
20.06.10
20.06.11
20.06.12
20.06.13
20.06.14
20.07
20.07.1
20.07.2
20.08
20.08.1
20.08.2
20.08.3
20.08.4
20.08.5
20.08.6
START EVENT CODE
FTE HOURS
POSITION NUMBER
SALARY SCHEDULE/RATE
EMPLOYMENT CHANGES
POSITION RECLASSIFICATION
PROMOTIONS
WORKING TEST PERIOD
INCREMENTS
ANNIVERSARY DATE
LEAVES OF ABSENCE
RESIGNATIONS
DISMISSAL
DONATED LEAVE PROGRAM
ELIGIBILITY
PROCEDURES
PAYROLL PROCESSING
PAYROLL CYCLES
TIMESHEETS
LEAVE ACCRUALS
LEAVE ACCRUAL RESTRICTIONS
SICK LEAVE USAGE
EMPLOYEE ATTENDANCE AND LEAVE
REPORTING
LOST/LATE TIMESHEETS
OVERTIME
OVERTIME AUTHORIZATION
OVERLOAD
PAYROLL ADJUSTMENTS
PAYROLL DEDUCTIONS
RETROACTIVE SALARY
DIRECT DEPOSIT
CHECK DISTRIBUTION
SALARY DEFERRAL
GROUP TERM LIFE INSURANCE BENEFITS
LABOR DISTRIBUTION
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20.08.7
20.08.8
20.08.9
20.08.10
20.08.11
20.08.12
20.08.13
20.08.14
20.08.15
20.08.16
20.08.17
20.09
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EXHIBITS
Exhibit
Number
20-1
20-2
20-3
CURRENT JOB TITLES
EMPLOYMENT APPLICATION-CLASSIFIED JOBS
EMPLOYMENT APPLICATION-UNCLASSIFIED JOBS
20-4
20-5
20-6
FLOWCHART - HIRING PROCESS - CLASSIFIED POSITIONS
FLOWCHART - HIRING PROCESS - UNCLASSIFIED POSITIONS
REQUEST TO HIRE A FULL-TIME ACADEMIC OR
NON-ACADEMIC EMPLOYEE
UNCLASSIFIED ADMINISTRATIVE OR FACULTY
POSITION APPROVAL FORM
APPOINTMENT RECOMMENDATION - UNCLASSIFIED
LIST OF NON-COMPETITIVE TITLES
W-4 FORM
I-9 FORM
REPORT OF CONTRIBUTION
REPORT OF TRANSFER FORM - PERS, TPAF, TIAA
PENSION ENROLLMENT APPLICATION - PERS
DESIGNATION OF BENEFICIARY - PERS, TPAF, TIAA,
ALTERNATE BENEFIT PROGRAM
PENSION ENROLLMENT APPLICATION - TIAA/CREF
ALTERNATE BENEFIT PROGRAM ENROLLMENT
APPLICATION
HEALTH BENEFITS ENROLLMENT
PRESCRIPTION DRUG ENROLLMENT
YELLOW HMO ACTIVITIES FORM
BLUE NJ DENTAL BENEFITS PROGRAM ENROLLMENT
STATE DENTAL PLAN DPO ACTIVITY FORM
DEFERRED COMP ENROLLMENT
VISION CARE WAIVER
VISION CARE PROGRAM CARD
APPLICATION FOR RETIREMENT - PERS
APPLICATION FOR RETIREMENT - TPAF
CERTIFICATION OF SERVICE
AND FINAL SALARY - PERS
CERTIFICATION OF SERVICE
AND FINAL SALARY - TPAF
20-7
20-8
20-9
20-10
20-11
20-12
20-13
20-14
20-15
20-16
20-17
20-18
20-19
20-20
20-21
20-22
20-23
20-24
20-25
20-26
20-27
20-28
20-29
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PENSION WITHDRAWAL APPLICATION - PERS
PENSION WITHDRAWAL APPLICATION - TPAF
PENSION WITHDRAWAL APPLICATION - TIAA
PENSION LOAN APPLICATION - PERS
PENSION LOAN APPLICATION - TPAF
EMPLOYEE'S CERTIFICATION DEATH CLAIM
FORM - PERS
EMPLOYEE'S CERTIFICATION DEATH CLAIM
FORM - TPAF
EMPLOYEE'S CERTIFICATION DEATH CLAIM
FORM - ALTERNATE BENEFITS PROGRAM
SUPPLEMENTAL BIWEEKLY CERTIFICATION OF
EMPLOYING AGENCY FORM
TUITION WAIVER APPLICATION
CONTRIBUTORY INSURANCE WITHDRAWAL
APPLICATION - PERS, TPAF
TRANSMITTAL SUMMARY FORM - PERS/MONTHLY
TRANSMITTAL SUMMARY FORM - TPAF/MONTHLY
TRANSMITTAL SUMMARY FORM - PERS/QUARTERLY
TRANSMITTAL SUMMARY FORM - TPAF/QUARTERLY
CONTROL TOTALS AND CERTIFICATION FORM - PERS
CONTROL TOTALS AND CERTIFICATION FORM - TPAF
ALTERNATE BENEFIT PROGRAM STATEMENT
NEW ENROLLMENTS COVER CHANGE HEALTH BENEFITS
HMO PAYMENT TRANSMITTAL FORM
TRANSMITTAL OF DELETIONS
MONTHLY CHANGE FORM
MONTHLY PRESCRIPTION DRUG PRINTOUT
MONTHLY DENTAL PAYROLL DEDUCTIONS PRINTOUT
COMMISSION REPORTS
DENTAL PRINTOUT - ENROLLMENTS/
TERMINATIONS/CHANGES
DEFERRED COMPENSATION REPORTING
BATCH CONTROL DOCUMENT
MONTHLY INPUT SOURCE DOCUMENT
TAPE FILE LAYOUT FORMAT - DEFERRED COMP
TAX REPORTING
POSITION CLASSIFICATION QUESTIONNAIRE
PERSONNEL ACTION REQUEST (PMIS SCREEN)
REQUEST FOR RECLASSIFICATION
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DONOR TRANSFER CERTIFICATION/
RECIPIENT AFFIDAVIT
TIMESHEET
RECAP TIME SHEET
LEAVE ACCRUALS
REQUEST FOR OVERTIME SERVICES
AUTHORIZATION AGREEMENT FOR AUTOMATIC
PAYROLL DEPOSITS
AUTOMATIC PAYROLL DEPOSIT CANCELLATION
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OVERVIEW
The human resources function at Rowan College of New Jersey is the joint responsibility of the Personnel and
Payroll Departments. The Personnel Department is responsible for coordinating employee recruitment and
hiring, communicating with employees regarding their compensation and benefits, implementing State
personnel regulations, as well as maintaining employee demographic, wage and benefit information on the
Human Resource System (HRS). The Payroll Department is then correspondingly responsible for:
o
maintaining accurate time and leave records,
o
paying all College employees in an accurate and timely manner,
o
maintaining employee attendance accrual information,
o
communicating with employees regarding FICA, federal and state tax withholding
and employee deductions, and
o
maintaining tax, employer deductions, employer's contribution, and payroll history information on
HRS.
In order to effectively carry out their mutual charge, these departments work closely as new employees are
hired, as current employees leave, and as changes occur for current employees.
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APPLICANTS FOR EMPLOYMENT
20.01.1 POLICY
The Board of Trustees and the College administration subscribe to the following policy with respect to job
applicants: No applicant applying for a position at the College will be discriminated against because of age,
sex, marital status, race, color, religion, national origin, or physical handicap. Further, the College is
committed to providing leadership in the attainment of equal employment rights for all persons. Accordingly,
every effort will continue to be exerted to end discrimination against women and members of all minority
groups and to develop affirmative action programs to involve them at every level of employment and decision
making. This effort is in compliance with all federal and state laws.
Jobs at the College are broken down into two major categories: classified and unclassified.
o
A listing of the current job titles is included in Exhibit 20-1 and identifies the titles according to their
category. Under "Employee Type" the following letters represent titles that fall into the unclassified
category: D, U, and X. All other letters represent classified job titles except for Teacher 1, 2, and 3
who fall into an unclassified civil service category.
Unclassified jobs include:
o
Faculty, part-time faculty, adjuncts
o
Teachers 1, 2, and 3
o
Non-teaching Professionals (NTP's): The non-teaching professional class covers administrative staff
covered by a bargaining unit, and graduate assistants.
o
Management staff not represented by a bargaining unit.
Classified jobs include:
o
All jobs other than faculty and non-teaching professionals and management staff. Hiring for these
jobs is governed by the rules and regulations of the New Jersey Department of Personnel.
20.01.2 EMPLOYMENT APPLICATIONS
Rowan College of New Jersey requires applicants to fill out employment applications for all positions for
which they are applying.
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Employment Applications - Classified Jobs
Employment Applications for classified jobs at Rowan College of New Jersey are available in the
Personnel Office (see Exhibit 20-2). Classified employment applications are maintained by the
Personnel Office for a period of six months for applicants who have not been hired. For applicants
who have been hired by the College the employment application becomes a permanent part of the
employee's personnel file.
o
Employment Applications Unclassified Jobs
Applicants applying for unclassified (academic and NTP's) positions are required to complete an
application available in the Office of the Vice President for Academic Affairs/Provost (see Exhibit
20-3). For unclassified academic staff employment applications are filled out only for applicants who
are being hired by the College unless an applicant requests the Office of Academic Affairs to send
them an application. In this case the application is mailed to the applicant for completion. When the
applicant returns the application, the Office of Academic Affairs forwards it to the appropriate
department. The department chairperson will then contact the applicant if there is interest. The
department will maintain applications in the department files for one academic year. Applications for
applicants hired in the academic area are forwarded to the Personnel Office and become a part of the
employee's permanent personnel file.
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EMPLOYEE HIRING
20.02.1 HIRING POLICIES
Rowan College of New Jersey does not discriminate on the basis of age, sex, marital status, race, color,
religion, national origin, veteran status, or physical handicap. Accordingly, equal opportunity for employment
shall be extended to all persons, and the College shall promote equal opportunity and treatment through a
positive and continuing Affirmative Action Program.
20.02.2 POSITION AUTHORIZATION AND CREATION
The total number of positions at Rowan College of New Jersey is determined by the positions authorized for
funding by the State's Office of Management and Budget and those positions authorized for local funding by
the College. Changes in positions may occur when employees are reclassified, demoted, promoted, or hired, or
when an unused position is either abolished or a new position created. Each active position in HRS
corresponds to an authorized position or applies to students or temporary/other employees hired
under "blanket" positions.
Promotions, demotions, and new hires must be approved by the President or the appropriate Vice President so
that the vacancy of the position is officially deemed available.
20.02.3 HIRING PROCESS
A basic outline of the hiring process is given below:
Classified Position
(See Exhibit 20-4 for a detailed flowchart.)
(See Exhibit 20-1 for a list of titles.)
o
Approved Request to Fill A Full-Time Position
o
Employment Application
o
New Jersey Department of Personnel Certification List
o
Interviews
o
Offer of Employment
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Return Certification with Disposition to New Jersey Department of Personnel
o
New Jersey Department of Personnel Approval
2/4/03
Unclassified Position
(See Exhibit 20-5 for a detailed flowchart.)
(See Exhibit 20-1 for a list of titles.)
o
Approved Unclassified Administrative or Faculty Position Approval Form
o
Employment Application
o
Search Committee
o
Interviews
o
Offer of Employment
o
Contract
o
Rowan Board Approval
A list of current job titles for classified and unclassified positions is shown in Exhibit 20-1.
20.02.4 REQUEST TO HIRE A FULL-TIME
ACADEMIC OR NON-ACADEMIC EMPLOYEES
There are two types of requests to fill a full-time position, one for classified and one for unclassified titles. To
fill a vacancy which is a classified position a Request to Hire A Full-Time Academic or Non-Academic
Employee is used (see Exhibit 20-6).
To fill a vacancy for an unclassified position an Unclassified Administrative or Faculty Position Approval
Form (see Exhibit 20-7) is used.
Hiring Classified Employees
For employees being hired into a classified position the following applies:
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The department fills out a Request to Hire A Full-Time Academic or Non-Academic Employee obtained from
the Personnel Office. The request is submitted to the division head who sends it to the Personnel Office where
the job title is assigned along with the appropriate rate of pay. The request is then forwarded to the Budget
Office for approval of availability of funds. If funds are not available, the request is sent back to the
applicable Vice President for appropriate action. Upon Budget Office approval, it is returned to the Personnel
Office and the originating department is notified that the position may be filled. The hiring process begins.
Since classified staff are hired in accordance with N.J. Department of Personnel procedures, an employment
certification is needed. (See Section 20.02.6, Employment Certifications.)
Hiring Unclassified Employees
An Unclassified Administrative or Faculty Position Approval Form (see Exhibit 20-7) and a job description for
the position to be filled is sent from the department to the appropriate Vice President for approval; then to the
Personnel Office; then to the Budget Office for approval of availability of funds. If funds are not available, the
request is sent back to the applicable Vice President for appropriate action. If Budget approves the Position
Allocation Request, the request is then forwarded to the Affirmative Action Officer for review of the job
description and qualifications and experience requirements to assure that they are non-discriminatory. At this
time, the Affirmative Action Officer also makes a determination as to whether the job needs to be advertised in
minority publications. The Unclassified Administrative or Faculty Position Approval Form and job description
are returned to the applicable Vice President. The Vice President then distributes the job description to all the
departments on campus and to individuals or institutions listed on the Affirmative Action mailing lists. (These
lists are available in the Office of the Affirmative Action Officer of the College.)
If the position is to be filled within the Academic Affairs Division the Vice President of Academic
Affairs/Provost's Office makes arrangements for the job to be advertised in the appropriate publications, as well
as any publications required by the Affirmative Action Officer or any requested by the Department.
If the position is to be filled by the Division of Administration and Finance or the Division of Institutional
Advancement, the arrangements for job description distribution and advertising are handled by the Personnel
Office of the College.
All staff hired for unclassified positions are hired following the guidelines of the College established for search
committees outlined in section 20.02.5 of this chapter. The search committee makes recommendations to the
department head who makes the selection. Once the selection is made an Appointment Recommendation (see
Exhibit 20-8) is completed and signed by the chairperson of the search committee, the department chairperson,
the division head, the Vice President, the Affirmative Action Officer, the Budget Office and the President. The
candidate is then approved by the Board of Trustees. Once the Appointment Recommendation is signed by the
President it is transmitted to the Personnel Office. The Personnel Office prepares the contract for positions
within the Division for Administration and Finance or the Division of Institutional Advancement. If the
position is within the Division of Academic Affairs/Provost, the contract is prepared by that office. The
contract is prepared, attached with the Appointment Recommendation and sent back to the President who signs
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off on the Appointment Recommendation. The
Appointment Recommendation and the contract are then sent to the College Personnel Office. The original
and two copies of the contract are mailed out to the employee for signature. The original and one copy are
returned to the Personnel Office and the other copy is retained by the employee.
20.02.5 SEARCH COMMITTEES
The College has adopted the following guidelines for search committees:
Even though the recruitment procedures of the College prove to be effective in reaching individuals in those
protected classes for which there has been noted to exist under-representation in the work force of the College,
it is the search committee's deliberations and recommendations that may be most critical in the effort to
increase the number of minorities, women, handicapped persons, and Vietnam veterans.
Search committees are required to fill the following position vacancies:
o
All full-time and part-time faculty positions,
o
All full-time and part-time non-teaching professional and administrative positions,
o
All position vacancies that are believed to have a duration period of one year or more.
Search committees may be used, but are not required, to fill the following position vacancies:
o
Adjunct positions,
o
Graduate assistant positions,
o
Position vacancies to be filled from a New Jersey Department of Personnel certification list.
Emergency situations neither permitting time for establishment of a search committee nor following formal
affirmative action recruitment procedures must be approved as exceptions by the appropriate Vice President
and the College's Affirmative Action Officer. Examples which are appropriate to request emergency status for
are:
o
When a faculty member resigns without giving at least one month's notice prior to the start of a
semester, or
o
When a faculty member resigns or takes a leave of absence in the middle of a
semester, or
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o
When a new section of a course opens up at the start of classes to accommodate increased enrollment.
o
In emergency appointments, the spirit of equal opportunity/affirmative action principles should be
followed even though it is not possible to follow the letter of the procedures.
The composition of the search committee shall be recommended by the administrator directly in charge of the
unit involved and will be subject to the approval of the appropriate Vice President and the College's
Affirmative Action Officer. The Vice Presidents and Divisional Deans will be responsible for awareness of the
process and procedures being followed by the appointing administrator and the search committee at each step
of the recruitment process. This will entail reviewing the Affirmative Action Recruitment Reports, Parts I, II,
and other forms as they are filed, to comment to effect changes and/or to stop the process at any time that it
becomes apparent, by their own observation or by the Affirmative Action Officer's comments, that the process
and procedures being followed do not reflect a good faith effort consistent with Rowan College of New Jersey's
Affirmative Action standards.
The appointing administrator is responsible for assembling a proposed search committee for final approval of
the appropriate Vice President and the College's Affirmative Action Officer.
The composition of the search committee should reflect a sensitivity to the various constituencies within the
College community which will be affected by the position and should include representation of women and
minorities.
The following should not serve on the search committee:
o
The administrator(s) recommending the final applicant to the President.
o
The incumbent who is leaving the position.
Resource Persons:
o
The Affirmative Action Officer may serve as a resource person to the search committee.
o
Any others who can make a contribution to enhance the effectiveness of the search process may serve
as a resource person to the search committee.
o
Resource persons may be invited to attend meetings of the search committee to provide specific input.
They neither review resumes nor make substantive judgments about applicants. They may, however,
make comments relating to the process being followed by the search committee.
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The appointing administrator:
o
Prepares the job description detailing the nature of the duties inherent in the position and submits it
and the proposed academic and experiential qualifications to the appropriate Vice President and the
College's Affirmative Action Officer for approval prior to advertising to be sure that they meet Rowan
College of New Jersey's programmatic needs and affirmative action standards.
o
May invite input of the search committee into the development and definition of the academic and
experiential qualifications for the position.
o
Assures that the composition of the search committee is representative.
o
Invites membership on the search committee by personal invitation and personally charges the
committee with its mandate.
o
Designates a chairperson of the search committee.
o
Charges and provides the committee with the following:
oo
oo
oo
oo
oo
oo
oo
Nature of the position.
Present employee profile of the unit by sex and ethnicity.
The appointing administrator's goals for hiring women and minority group members to
correct underutilization of these groups in the unit's employee profile.
The nature and extent of the advertising made by the appointing administrator.
The nature and extent of the financial resources allocated for bringing candidates to Rowan
College of New Jersey for an interview.
The total number of candidates to be recommended to the appointing administrator and
whether they should be in rank or alphabetical order.
The time frame by which the final applicants should be recommended.
o
Invites the Affirmative Action Officer to the first meeting of the search committee to review the legal
requirements of equal opportunity and affirmative action and Rowan College of New Jersey's
Affirmative Action Recruitment Procedures.
o
Prepares the Notice of Position Vacancy form after input and approval of the appropriate Vice
President and the Affirmative Action Officer, and arranges the internal and external advertising with
special emphasis on reaching women and minority group members from a national and local pool of
applicants.
o
Reviews the Affirmative Action Recruitment Guidelines to determine if there are any other duties to
be performed.
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o
Participates in monitoring of the recruitment process by reviewing the Affirmative Action
Recruitment Reports filed with the Affirmative Action Officer and makes appropriate comments to
the search committee concerning its process to enhance the good faith effort of compliance with
Rowan College of New Jersey's affirmative action procedures.
o
Personally interviews all of the candidates recommended by the search committee.
The search committee:
A person should accept membership on a search committee only if there is a strong commitment to the
responsibility. This includes:
o
Strict adherence to the confidentiality of the deliberations and process followed by the search
committee, such as not revealing evaluations and rankings of candidates and, in general, protecting
the privacy of applicants.
o
When a search committee member discovers that one or more of the candidates for the position is
someone with whom the member has a close relationship or feels a particular advocacy for, or will be
perceived by others in that way, the member should withdraw and resign from further deliberations to
preserve the objectivity and integrity of the search process.
o
The following matters are judged to be of public record:
oo
oo
oo
oo
oo
oo
Names of those serving on the search committee.
Places position is advertised.
Screening and evaluation instruments being used.
Number of applicants categorized by sex and ethnicity as long as the number is large enough
to protect against individual identification.
Number of applicants meeting minimum qualifications categorized by sex and ethnicity as
long as the number is large enough to protect against individual identification.
Number of applicants being interviewed.
o
Conscientious attention to the duties inherent in the assignment.
o
Viewing the meeting schedule as a priority commitment in order to carry out the objectives of the
search committee.
o
Familiarity with the overall goals of the College's Affirmative Action Program.
o
Insistence upon strict adherence to Rowan College of New Jersey's Affirmative Action Recruitment
Procedures.
o
Objectivity in evaluating candidates.
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Serious efforts are made to assure that minority group members and women appear in the candidate
pool. There should also be adequate representation of minorities and women among the group of
applicants invited to interviews.
Search committee members are also responsible for:
o
Reviewing all of the documents and references in the Policy and Guidelines in order to carry out an
efficient and effective search in accordance with the policies and
procedures specified and the charge of the appointing administrator.
o
Knowing the administrative unit's current employee profile by sex and ethnicity.
o
Knowing the administrative unit's affirmative action goals and times for utilizing women and minority
group members as vacancies occur.
o
Additional recruiting to broaden the candidate pool to include female and/or minority candidates.
o
Special review of affirmative action recruitment guidelines, checklist, reporting forms, and
instruments to be developed for evaluation and screening of applications which must be filed with the
affirmative action officer; acknowledgments to applicants, and so forth.
o
Determining the number of applicants to interview to meet programmatic needs and affirmative action
standards in order to be able to recommend the number requested by the appointing administrator.
o
Determining the procedure to follow for handling applications from internal candidates.
o
Submit, in addition to the applicants being recommended to fill the position vacancy, for review to the
appropriate Vice President and the Affirmative Action Officer the resumes of all minority and women
applicants.
20.02.6 EMPLOYMENT CERTIFICATION
The College is required to follow the guidelines established by the New Jersey Department of Personnel when
hiring employees in the classified service.
The classified service is broken down into competitive and non-competitive titles. The non-competitive titles
cover employees not required to take a test in order to be hired (see Exhibit 20-9).
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The College Personnel Office may hire these employees from an applicant bank or from responses to local
advertising. In making appointments in the noncompetitive division, preference must be given among qualified
applicants to disabled veterans, then veterans. Employees in all other classified titles are considered
competitive and the College must request a certification list from the New Jersey Department of Personnel.
The Personnel Office does this by:
o
Requesting from the New Jersey Department of Personnel a certification list for the title of the vacant
position,
o
Upon receipt of the certification list from the New Jersey Department of Personnel, advises applicants
on the list that a vacancy exists at the College,
o
A receipt of response of interest from the applicant is required within five days of a vacancy
notification.
o
Interviews are conducted and everyone who responds is interviewed.
o
Certification lists are broken down into three rankings: disabled veterans, veterans, and non-veterans.
A list of eligibles who have passed an open competitive examination shall appear in the following
order:
oo
oo
oo
Eligibles entitled to disabled veterans (abbreviated as DV) preference in the order of their
scores.
Eligibles entitled to veterans preference (abbreviated as V) in the order of their scores.
Non-veteran eligibles (abbreviated as NV) in the order of their scores.
o
Whenever more than one eligible has the same score and same veterans status, the tie shall not be
broken and they shall have the same rank.
o
Whenever a disabled veteran or veteran is certified from an open competitive list and a regular
appointment is to be made, the appointing authority shall first appoint disabled veterans and then
veterans in the order of ranking. For example:
Test Scores
Name and Status
Score
John Green (NV)
Charles Black (V)
Mary White (V)
Robert Brown (DV)
Jane Silver (NV)
Tom Gold (NV)
90
85
85
80
80
75
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Ranked List of Eligibles
Name and Status
Score
Robert Brown (DV)
Charles Black (V)
Mary White (V)
John Green (NV)
Jane Silver (NV)
Tom Gold (NV)
85
85
90
80
75
Rank
80
1
2
2
3
4
5
Assuming all eligibles are interested in appointment, Robert Brown must receive the first
appointment. The next vacancy must be filled by appointing either Charles Black or Mary White.
Assuming Mary White is appointed, the next vacancy must be filled by appointing Charles Black.
The next vacancy must be filled by choosing among John Green, Jane Silver and Tom Gold, in
accordance with the "rule of three." See N.J.S.A. 11A:4-8.
o
Appointing authorities are not required to give preference to disabled veteran or veterans when
making a provisional appointment from an incomplete list. (See N.J.A.C. 4:1-14.2.)
o
The College may receive multiple lists on a certification. When a certification is received with
multiple lists, the candidates are listed by examination dates; therefore, it is possible for non-veterans
from an earlier list to be ranked before a disabled vet or veteran on a later list. In that case, the
College can select between the non-veteran and the disabled vet/veteran.
If the State Department of Personnel does not have a current certification list, the College is given a clearance
number to hire. The College then advertises the position and hires from the responses to the ad. An applicant
who is hired in this manner and not from a certification list is considered a provisional employee. Applicants
who are applying for competitive titles must take a New Jersey Department of Personnel examination and
become certified before they can be appointed to a permanent position at the College.
20.02.7 NEW HIRES
Unclassified Employees
The Personnel Office receives the employee's folder from the President's Office and three copies of the contract
are sent to the employee with the request that the employee sign two copies and return them to the Personnel
Office and also to make an appointment with Personnel to fill out their benefit information.
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The Personnel Office collects from the new employee the following documents to be transmitted to the Payroll
Office so that the employee may be added to the payroll.
o
Completed W-4 (see Exhibit 20-10)
o
Completed I-9 (see Exhibit 20-11)
o
Copy of the Social Security card and/or copy of W-2 Form or payroll stub with
name and social security number
Classified Employees
Classified employees will be added to the HRS system by the Personnel Department and will also be added to
the PMIS - Personnel Management Information System.
The following process is followed in appointing a person to a vacant position.
Employee will fill out a Rowan College of New Jersey Employment Application.
A brief explanation of the benefits offered is given to the employee by a professional staff member in
Personnel, and a checklist of items covered during this sign-up is placed in the employee's file so that the
Personnel Department can ascertain that all items necessary to process a new hire have been addressed.
20.02.8 EMPLOYEE DEMOGRAPHIC INFORMATION
After a new employee has completed the required forms and appropriate approvals have been obtained
(including entry of classified staff into PMIS), the employee may be entered into HRS. Basic demographic
information -- name, social security number, address, marital status, ethnicity, sex, and birth date -- is entered
by the Personnel Clerk using the Employee Add/Maintain or the Employee Quick Add screens.
General information regarding the position's relationship in the College -- department, division, check
distribution, location, etc. -- has been entered on the Position Create screen. Service Date and Current Hire
Date are entered on the Corporation Root Add/Maintain screen. Additional demographic information may be
added to the following screens as necessary:
o
Medical/Emergency/Visa - medical, VISA, military, and emergency contact information,
o
Family Members - family names, relationships, birth dates,
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Education - employee education information
o
Skills - employee skill information
2/4/03
Current Hire Date
The Current Hire Date is the actual date that the employee begins permanent status at Rowan College of New
Jersey, regardless of the date the employee is entered into the HRS system.
Service Date
The Service Date is the date when any type of service began at Rowan College of New Jersey.
Original Hire Date
This date is the date when service began with any State of New Jersey agency.
I-9
The I-9 form is contained in all new hire packets. All employees are expected to fill out this form within three
(3) days of their hire date. Employment eligibility is confirmed by presenting the documents the U.S.
Government requires. When an I-9 is filed, the I-9 Flag is set to Y and the I-9 Date of Record is entered in
HRS. A copy of the I-9 is filed in the employee's personnel file. The original I-9 is filed in the Personnel
Office in alphabetical order by year. Copies of H, J, and F VISAS are forwarded to Payroll as well.
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EMPLOYEE BENEFIT PROGRAMS
20.03.1 PENSION ENROLLMENT
Rowan College of New Jersey employees are required to enroll in the State of New Jersey's retirement system.
The guidelines for enrollment are provided below:
General
o
A person who retired from a state administered retirement system in New Jersey is not permitted to
enroll in another State of New Jersey administered retirement system. For example, a PERS retiree
would not be eligible to enroll in TPAF or TIAA. However, if an employee returns to work in a
position covered by the retirement system from which he or she retired, he or she may be required to
re-enroll which would jeopardize the retirement benefits.
o
Any person retired from a public retirement system of another state is not eligible to enroll in a public
system within the State of New Jersey.
o
Interfund transfers are optional.
o
Intrafund transfers are required if:
oo
oo
oo
o
There is no break in service.
The individual returns to covered employment and has not previously filed for withdrawal.
The account has not expired.
Inquiries regarding employee enrollment are to be directed to:
Chief
Enrollment Bureau
Division of Pensions
20 W. Front Street
CN 295
Trenton, NJ 08625
or you may call (609) 292-3695.
Teacher's Pension and Annuity Fund (TPAF)
There are no new enrollments for TPAF. All faculty hires are now required to enroll in TIAA/CREF or PERS,
as applicable, and as outlined in this section of the chapter.
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Public Employees Retirement System (PERS)
o
o
Eligibility and Ineligibility Factors - There are five factors to consider in making a determination
whether or not to enroll an employee into PERS. Of the following five factors the first two are
eligibility prerequisites; the remaining three are ineligibility factors. The five factors are as follows:
oo
Annual earning of $1,500 or more per year. An employee must meet this threshold limit in
order to be eligible for enrollment. The dollar limit was raised to $1,500 from $500 per year
in accordance with Chapter 139, P.L. 1986.
oo
Wages must be subject to Social Security Taxes. However, this does not mean than an
"independent contractor" is automatically excluded.
oo
An employee who is a retired member of any other public retirement system in New Jersey
or any other state is ineligible to enroll. Refer to General comments above, for more
information.
oo
Seasonal employees are not eligible for enrollment. Seasonal employment is a category of
occasional employment which the employer, consistent with past practices, does not expect
to lead to permanent employment and is not a temporary position as defined under N.J.A.C.
17:2-2.4 (c)
oo
Temporary/provisional employees are ineligible to enroll within the first year of
employment. However, if employment is continuous and, if otherwise eligible, the
compulsory enrollment date is the start of their second year.
oo
The date of enrollment in PERS for a regular appointment is the first working day of the
Regular Appointment.
oo
Provisional or temporary employees' enrollment in PERS is effective on the first day after 12
months of continuous service.
oo
Adjuncts who are new enrollees in PERS are enrolled the first day of the third consecutive
semester. Adjuncts who are active members in PERS with another employer become dual
enrolled on the first day of the semester.
Veteran Coverage, Definition - In order to establish veteran status, the member must have service in:
oo
World War I between April 16, 1917 and November 11, 1918;
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oo
World War II, for at least 90 days of active service between September 16, 1940 and
September 2,1945;
oo
The Korean Emergency, for at least 90 days of active service between June 23, 1950 and
July 27, 1953; or
oo
The Vietnam Conflict, for at least 90 days of active service between December 31, 1960 and
August 1, 1974.
The 90-day requirement for service is not prescribed if the veteran was discharged because of a
service-aggravated disability. Service with WAAC and WAC does qualify for veteran status. AWOL
must be deducted from active service and if this reduces the active service to less than the 90-day
service, veteran status will be denied. Veteran status cannot be granted where the individual received
a dishonorable discharge; a discharge from the draft; disenrollment from the Coast Guard Reserve; or
a discharge from the reserve with no evidence of active service in time of war. Active duty in the
National Guard if not federalized does not qualify for veteran status.
o
o
Veteran vs. Non-veteran Coverage - Coverage is divided between compulsory and optimal
membership. This differs among veterans and non-veterans as follows:
oo
Every veteran in public employment on January 2, 1955, regardless of civil service status,
who did not divest membership in the system, must enroll and contribute retroactively to
January 2, 1955.
oo
A veteran who divested membership in writing prior to January 31, 1955, and did not
terminate employment is considered an optional enrollee and may establish membership in
the system at any time. If such a veteran terminates employment and later returns,
enrollment is required as a condition of employment.
oo
A veteran appointed in the classified service after January 2, 1955, will not be eligible for
membership until permanent appointment. However, if the employee has not achieved
permanent status within one year of appointment date the provisions of Chapter 121, P.L.
1985 will apply.
oo
A veteran appointed in the unclassified service must enroll the date that employment begins.
Non-Veterans oo
Any non-veterans who withdrew from the system prior to January 31, 1955, may re-enroll in
the system.
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oo
All non-veteran employees, permanent in their position, and otherwise qualified, are eligible
for membership. A non-veteran employee, otherwise eligible for enrollment, hired before
July 1, 1966 is an optional enrollee. Those hired after July 1, 1966 are compulsory
enrollments. Once enrolled, the employee must remain a member of the system until
termination of employment.
oo
A non-veteran employee appointed in the unclassified service on or after August 1, 1966
will be required to establish membership in the system. Compulsory enrollment is the date
employment begins.
oo
Non-veterans, hired after July 1, 1966 who are otherwise eligible for membership must
enroll.
oo
A part-time non-veteran employee hired prior to July 1, 1966, is optional.
Multiple Employment oo
Any employee who has enrolled in a covered position must also enroll in any other position
regardless of his employment status in such other position if he meets the salary and Social
Security qualifications for enrollment. However, if an employee who is ineligible for
membership later accepts an additional position which makes him eligible for membership in
that second position, his ineligibility for membership in the earlier position is not altered by
his enrollment in the Public Employees' Retirement System.
oo
An elected official must also enroll on the basis of such office if he is enrolled or is enrolling
on the basis of other public employment.
o
Independent Contractors/Consultants - Two important criteria for determining if someone is an
employee for reporting purposes is to ascertain the employer-employee relationship and the form of
compensation. A determination of whether someone is an employee rather than an independent
contractor is made on a case by-case basis. A general rule to apply is if the form of compensation is a
fixed annual retainer paid at regular, periodic intervals in specific, regular amounts to the individual.
The individual should be regarded as an "employee" for pension purposes. However, if payment is by
voucher, the individual may be considered an independent contractor.
o
Members Returning to Work Following Deferred Retirement oo
A member who resumes regular service prior to age 60 shall be reinstated under their former
membership account.
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An important criteria is to determine if the member is returning to employment less than or
more than two years from the date of their last pension contribution.
ooo
If less than two years:
Same Employer - Employee may be written on the Report of Contribution (see
Exhibit 20-12). Notify the Retirement Section to cancel the deferred retirement.
Different Employer - Submit a report of Transfer Form (see Exhibit 20-13) to the
Enrollment Section. Await the Certification of Payroll Deductions. Do not writeon the employee on the Report of Contribution. Notify the Retirement Section to
cancel the deferred retirement.
ooo
If two years or more:
Submit an enrollment application to the Enrollment Section. Do not write the
employee on the Report of Contribution. Await the Certification of Payroll
Deductions. The enrollment Section will determine a new pension contribution
rate. Notify the Retirement Section to cancel the deferred retirement.
o
Completion of Enrollment Application - (See Exhibit 20-14).
The following explanations have been provided by the New Jersey Division of Pensions in order to
reduce processing delays:
oo
If the answer to question 5 (temporary/provisional employee) is yes, then only complete 6a
(date employment began). Do not complete 6b. The date employment began means the date
when the employee began continuous service covered by the PERS provisions. This may be
a date later than when employment began.
oo
The answers to question 6a and 6b are the same for non-civil service location if the
employee is working in a regularly budgeted position.
oo
For a civil service location:
ooo
If the employee is certified from a civil service list or hired in an unclassified title,
the date in 6a and 6b should be the same.
ooo
If hired provisionally and then certified through Civil Service to a position within
one year from the date employment began, the date in 6a and 6b would be
different. The date in 6b should reflect the date certified.
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oo
In block 7a, use current annual, base salary only; do not insert hourly or per diem rate. For
hourly personnel, use best estimate of current annual base salary.
oo
In Part I, block 6, if applying for veteran status attach a copy of the discharge and Form
DD214. Do not delay filing the enrollment application if this is not available. Please submit
the form under separate cover when it is available.
oo
In Part IV, the signature of applicant must be the same as in Part I. For example, if the
applicant's name is Richard Jones, he should not sign Dick Jones. If the applicant is a "Jr."
and completes Part I in this manner, then the signature should be signed the same way.
oo
Before the Certifying Officer signs the enrollment application, it is requested that the
application be reviewed for missing, erroneous and inconsistent information. Your
assistance will help us to reduce the processing time for enrolling members.
o
Forced Enrollment - The employer has the statutory responsibility for enrolling employees on a timely
basis. If an employee refuses to sign or complete an enrollment application, the employer should
complete the application and indicate in the space for employee signature, "Employee Refused to
Sign." Once the application is received, the Enrollment Section will force enroll the employee.
o
Proof of Insurability - Any employee age 60 or older at the time the enrollment application is received
or any employee who is a late enrollment (i.e., more than one year has elapsed since their compulsory
enrollment date) will be required to prove insurability by submitting to and passing a physical
examination in order to obtain both the non-contributory and contributory insurance.
o
Payroll Deduction in Advance - The College is not permitted to take pension contributions,
contributory insurance, back deductions, arrears or loan payments in anticipation of receiving a
certification from the Division of Pensions.
o
Change of Beneficiary Designation - The Designation of Beneficiary
(see Exhibit 20-15), in duplicate, may be submitted directly by the member to the Division of
Pensions. This does not have to be submitted by the Certifying Officer.
o
Purchase of Service Credit - There are five categories of service credit which may be purchased by an
active member. The cost of this purchase will be determined by the member's age and salary at the
time of the request. The cost will increase as the member's age and salary increases.
oo
Temporary Service - The request to purchase this service must be initiated within one year
from the date pension deductions begin.
oo
Leave of Absence - The request to purchase this service must be initiated within one year of
the member's return to payroll. For an explanation of the types of leave purchasable please
refer to the PERS enrollment application (see Exhibit 20-13).
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oo
Former Membership - All of the contributing service previously established under a former
membership in the system or any other State-administered system.
oo
Out-of-State - Members are eligible to purchase a maximum of 10 years of public nonfederal employment provided they are not receiving or entitled to receive a retirement
benefit based on this service.
Military Service oo
A military veteran (see Veteran Coverage, Definition on page 20-42) may purchase a
maximum of five years of service rendered during a time of war or national emergency
provided they are not receiving or entitled to receive a retirement benefit based on this
service.
oo
Peacetime military service may be purchased by a public employee, who was a member of
the State administered retirement system at the time of entry into peacetime military service
if a request is made within three months of the termination of discharge from such service.
TIAA/CREF- Alternate Benefit Programs
The Alternate Benefit Programs provide money purchase arrangements on the basis of employer and employee
contributions for the payment of annuities. These differ from the benefits formulas provided by a stateadministered retirement system. While there is substantial service requirement for the payment of deferred
retirement benefits in state systems, almost immediate vesting is available to those participating in the Alternate
Benefit Programs. Such mobility of pension credit was considered necessary to the recruitment of college
personnel. While fixed benefits are provided for disability for members of state-administered retirement
systems, the Alternate Benefit Program makes long-term disability income protection available. The state
retirement systems and the Alternate Benefit Programs provide group life insurance. All eligible faculty
members may enroll in TIAA/CREF unless they are already enrolled in another state pension system. Certain
unclassified staff members are also permitted to enroll. There is no waiting period required for enrollment.
Employees fill out a TIAA/CREF Application (see Exhibit 20-16) and an Alternate Benefit Program
Enrollment Application (see Exhibit 20-17) and submit them to the Personnel Office. The Alternate Benefit
Program Application is mailed to the Division of Pensions. The Division of Pensions returns a certification
and the Payroll Clerk enters all information
regarding election of TIAA/CREF by a new employee into the HRS Deduction Parameters screen.
During the first year these deductions are held in escrow by the College and deposited in an escrow account.
At the end of the first year, the Personnel Office sends the employee's application to TIAA/CREF to be
officially included in the Pension plan. The Accounting Office sends the year's benefits directly to the carrier.
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Pension numbers for employees enrolled in TIAA/CREF and enrollment dates must be entered on the TIAA
Add/Maintain screen after they are officially enrolled.
20.03.2 LIFE INSURANCE
Life Insurance is provided as a feature of each respective pension system. Some plans are non-contributory,
while others require employees to contribute a certain percentage for designated periods of time. The Payroll
Office enters those contributory deductions on the HRS Deduction Parameters screen having received copies of
the appropriate forms from the Personnel Department.
20.03.3 TAX SHELTERED ANNUITIES
TIAA/CREF, PERS, and TPAF provide tax sheltered annuity plans for their members. Applications for these
plans are available in the Personnel Department. Completed forms are returned to the Personnel Department
which keeps copies in the pending file and sends originals to the Division of Pensions in Trenton or
TIAA/CREF. The Payroll Clerk enters the deductions onto the HRS Deduction Parameters screen by referring
to a copy sent by Personnel.
20.03.4 HEALTH BENEFITS
All full-time employees are offered a choice of two basic health benefits programs to cover themselves as well
as their eligible dependents. Election of either one of the two plans includes a non-contributory Vision Care
program. A Prescription Drug Plan is offered as an additional option whether one belongs to either of the two
plans or not. Benefits coverage begins immediately for all ten (10) month employees who begin employment
on September 1. All others are subject to a waiting period.
The "traditional program" offered by the State of New Jersey is Blue Cross/Blue Shield coverage and a Major
Medical plan for employees and their dependents. There is no charge to employees enrolled in this program.
The alternate plan for full-time employees is enrollment in a Health Maintenance Organization (HMO). In
some cases, HMO coverage requires a supplemental premium to be paid by the employee through payroll
deduction.
New employees eligible to participate in any of the above plans fill out the enrollment cards in the Personnel
Department during orientation (see Exhibits 20-18, Health Benefits and 20-19, Prescription Drug). They may
select from two health plans. Those employees who opt for an HMO fill out the yellow HMO Activities Form
and the blue Dental DPO Activity Form (see Exhibits 20-20 and 20-22).
The original enrollment forms are sent directly to the Division of Health Benefits by Personnel. Copies of
these forms are made and kept for the employee's personnel file.
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The Personnel Office will also enter the benefits and deduction amount into HRS on the Benefit and Deduction
screen. If there is a waiting period for the plan, a start date for the benefit is entered which will begin the
benefit as dictated by the waiting period.
20.03.5 NEW JERSEY STATE PRESCRIPTION
DRUG PROGRAM
The College offers its full-time employees a Prescription Drug Program. The New Jersey State Prescription
Drug Program is 100 percent state funded. There is, however, a co-pay of $5.00 per prescription for brand
name drugs or $1.00 per prescription for generic drugs. There is no co-pay for mail-order prescriptions. A
white enrollment card is completed by the employee when he enrolls in the Prescription Drug Program (see
Exhibit 20-19).
20.03.6 STATE DENTAL PROGRAM
The College offers its full-time employees a choice of two dental plans. Both dental plans are optional and
require a payroll deduction. The first is the New Jersey State Dental Expense Program which allows members
to use the dentists of their choice. The second is the Dental Plan Organization (DPO) which works similarly to
an HMO in that employees are required to use the dentists engaged by the service.
New employees eligible to participate in the State Dental Program fill out the blue Group Insurance Card (see
Exhibit 20-21) and the DPO Activity Form if they have selected that program (see Exhibit 20-22). The
original enrollment is sent directly to the appropriate carrier by Personnel. Copies of these forms are made and
kept for the employee's personnel file. When the completed dental benefit enrollment cards are received by the
Personnel Office, the Clerk enters the benefits into HRS on the Benefit Parameters screen. If there is a waiting
period for the plan, a start date for the benefit is entered which will begin the benefit as dictated by the waiting
period.
Fifty percent of premiums is from employee payroll deductions and 50 percent is from state appropriations.
Employee payroll deductions should be made in advance.
Example: Payroll deductions made during the month of May will represent coverage for the month of June.
20.03.7 NJ EMPLOYEES DEFERRED COMPENSATION
Any State employee on the Regular Payroll is also eligible to participate in the Deferred Compensation Plan.
A memorandum of the rules and regulations, an application form, and specific supplementary forms are
supplied by New Jersey's Department of Treasury.
The enrollment (see Exhibit 20-23) and supplementary forms for this plan are available
in the Personnel
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Office.
Employees who wish to enroll fill out the necessary forms and return them to the Personnel Department and
they are then mailed to the Division of Pensions.
Once confirmation of an employee's enrollment is made by the Division of Pensions, a copy is kept for the
Personnel file and a form is sent to Payroll indicating the pay date on which the deduction should start.
Deductions are entered into the HRS Deduction Parameters screen by the Payroll Office.
20.03.8 VISION CARE REIMBURSEMENT
Vision care is paid on the Regular Payroll as a negative deduction. Employees submit receipts proving
expenses incurred for eye care for either themselves or their dependents. A vision care waiver (see Exhibit 2024) is signed and attached. The Personnel Office locates the employee's Vision Care card (see Exhibit 20-25)
to check if claim is justified. (In a two-year period, individuals are permitted one eye exam costing up to
$35.00 and one eyeglass reimbursement at a maximum of $35.00 for single lens and $40.00 for bi-focal or
trifocal lenses). Personnel marks the Vision Care Card with the date of claim, the particular services rendered,
the reimbursement amount, and transmits the claim to Payroll. The amount is added to the employee's net pay
for the next payroll.
20.03.9 RETIREMENT APPLICATIONS
An employee who wishes to retire must schedule an interview with Personnel at least three months prior to the
date the employee wishes to retire.
An employee can retire only on the first day of a given month.
After an employee has had an interview with Personnel and the exact date of retirement has been determined,
Personnel immediately notifies Payroll. Personnel forwards the application for retirement benefits to the
Division of Pensions.
Payroll reviews the employee's records to determine the status of the employee's leave balances.
A retiring employee will be paid regular salary through the last day worked and/or may use earned unused
vacation leave balances up to the day prior to the date of retirement. With prior approval earned unused
vacation leave balances may be paid in a lump sum payment if any remain after the date of separation. The
employee will not receive salary as of or after the date of retirement.
When eligible, an employee may be paid 50 percent of his or her earned unused sick leave balance, and in
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accordance with the Department of Personnel's formula, will be paid to a maximum of $15,000. For
unclassified employees only the earned unused sick leave balances accrued while serving in an eligible
administrative title can be computed toward the sick leave retirement payment. Payment cannot be made
sooner than 45 days after the date of retirement, and may be deferred no more than one year from the date of
retirement.
Faculty are not eligible for a lump sum payment of earned unused sick leave balance.
A completed Application for Retirement - PERS and Application for Retirement - TPAF (see Exhibits 20-26
and 20-27) should be mailed to the Division of Pensions as early as possible so that the Retirement Bureau can
process the retirements in a timely manner. From 60 to 90 days advance filing is recommended.
Certification of Service and Final Salary
The Division of Pensions requires that a Certification of Service and Final Salary form PERS and Certification
of Service and Final Salary - TPAF (see Exhibits 20-28 and 20-29) be completed by the Personnel Office
before retirement.
It is essential that this form be filed promptly. This advance certification enables the Division to process a
retirement without awaiting receipt of a Quarterly Report.
Estimates
Employees are encouraged to ask for an estimate at least once before retirement and preferably 6 months to a
year before retirement. This helps to clear up any questions a member may have before he or she actually files
for retirement.
Outstanding Obligations at Retirement
If a member has an outstanding loan balance, arrears balance or any other shortage in the account at retirement,
these obligations must be settled at the time of processing the retirement.
20.03.10 PENSION WITHDRAWAL APPLICATION
Withdrawal applications for PERS, TPAF, and TIAA (See Exhibits 20-30, 20-31, and 20-32) must be
completed in full by the employee and by Personnel before a payment can be processed.
The employee must have the form notarized and also indicate the reason for their termination of employment.
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20.03.11 PENSION LOAN APPLICATIONS
Members should read the regulations on the loan application (see Exhibits 20-33 PERS and 20-34 TPAF). It
provides answers to questions regarding eligibility, the maximum and minimum amounts that can be borrowed,
repayment schedules, etc. The application should be fully and correctly completed since any discrepancy in the
information given on the application and the pension record will delay the processing.
20.03.12 SURVIVOR'S BENEFITS
Two forms, the Employers' Certification Death Claim Form (see Exhibits 20-35 PERS, 20-36 TPAF, and 2037 Alternate Benefits Program) and the Supplemental Biweekly Certification of Employing Agency Form (see
Exhibit 20-38) request all of the information which will establish a bona fide claim. Required are data
concerning the most recent salary and pension contributions prior to the date of death in order to validate the
reports received by the retirement system as well as to speed the payment of the claim.
The employment status of the employee at the time of death must also be provided, i.e., leave of absence with
or without pay for illness, resigned, discharged, etc.
Upon receipt of the requested information from the College, the claim will be processed for payment.
The Supplemental Biweekly Certification of Employing Agency is submitted from the Payroll Office as a
supplement in lieu of "13 month period" certification on the Employer Certification - Death Claim Form.
20.03.13 TUITION REIMBURSEMENT AND TUITION WAIVER PROGRAMS
Tuition Reimbursement
Employees in the AFT bargaining unit and unclassified managerial employees are eligible for tuition
reimbursement in accordance with the terms of the current contract. The terms may vary due to negotiation
between the State and the AFT. The procedures for the tuition reimbursement program are fully discussed in
Chapter 8, Section 8.02.2 of this Manual.
Tuition Waiver
Full-time and permanent part-time employees in the classified service who are covered by CWA, IFPTE (195)
and AFSCME contracts who wish to enroll in classes at Rowan College are eligible for tuition waivers.
Tuition waivers are also available to other classified employees not covered by a negotiated contract.
o
Obtain internal application (see Exhibit 20-39) from the Personnel Office in Linden Hall, and submit
the completed application in triplicate to Personnel.
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Employee will be notified by Personnel of approval or disapproval.
o
Request may not exceed 6 credits or $500 per semester, whichever is greater.
o
Employee must receive a passing grade (D or above).
2/4/03
Employees who do not satisfactorily complete the course(s) for which a tuition waiver is granted will be
required to reimburse the College for all waived costs. Until such reimbursement is made, no further waivers
will be available to that employee.
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EMPLOYEE BENEFITS ACCOUNTING AND REPORTING
20.04.1 PENSION ACCOUNTING AND REPORTING
Teachers' Pensions and Annuity Fund
and the Public Employees' Retirement
System - Reporting
Payroll deductions are required and reported for normal pension contributions for all eligible employees of a
retirement system. In addition, deductions may also be required for back deductions, loan repayments,
arrears/purchase deductions, contributory group life insurance premiums, supplemental annuity deductions and
tax-sheltered supplemental annuity reductions. The above-mentioned deductions are to be reported to the
Division of Pensions in accordance with the EDP tape media format required by the Division of Pensions MIS
personnel. Given below is a brief description of each type of deduction.
o
Normal Pension Contributions - This is the mandatory regular deduction for the cost of current
service credit. For members of the Teachers' Pension and Annuity Fund and the Public Employees'
Retirement System, the pension contributions are computed by multiplying the base salary times the
full percentage rate less the 2 percent Social Security credit on all base salary up to the Social Security
maximum for that calendar year. On all base salary in excess of the Social Security maximum for the
year, deductions should be made at the full rate.
o
Back Deductions - Back deductions are mandatory pension contributions. They are usually the
pension obligations due from the date of enrollment or transfer to the date deductions are certified to
begin.
o
Loan Repayments - This is the loan payment amount to be remitted in accordance with the loan
Certification of Payroll Deductions.
o
Arrears/Purchase Deductions - Total arrears and/or purchases result when a member voluntarily
purchases service credit (as opposed to mandatory service) such as the purchase of temporary service,
military service, or out-of-state service credit.
The arrears payments are to be made in accordance with the arrears Certification of Payroll
Deductions.
o
Contributory Group Life Insurance - Contributory Group Life Insurance Premiums are due for each
member of the Teachers' Pension and Annuity Fund and Public Employees' Retirement System
covered under the Contributory Group Life Insurance Program. The premium amount is a percentage
of the base salary; .4% for TPAF and .55% for PERS.
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For new enrollees and transfer members, a period of time may lapse between the contributory
insurance effective date and the date all deductions are scheduled to begin. The total amount of
contributory insurance premiums due for this period will be deducted from the first payroll for which
deductions are certified. If the total Contributory Insurance premiums due from the Contributory
Insurance effective date to the payroll deduction date exceeds $25.00, $25.00 per pay will be
deducted for this obligation until it is satisfied. In addition, premiums due for the current pay
period(s) will also be deducted. For those members who filed a properly executed Contributory
Insurance Withdrawal Application, PERS or TPAF (see Exhibit 20-40), premiums will be due only to
the date of termination from this program. Employees have an option to withdraw from this program
after one year.
o
Supplemental Annuity Payroll deductions for participating members of the SACT programs are
computed as follows:
oo
Base Salary times SACT percentage of contribution.
oo
Tax Deferred SACT - Includable Compensation (base salary less normal pension
contributions) times the tax-sheltered percentage of contribution.
oo
SACT contributions for the quarter are to be remitted in whole dollars.
o
Pension Contribution and the Member's W-2 Form - Mandatory pension contributions reduce the
employee's gross wages subject to Federal Income Tax, in accordance with the 414(h) provision of
the IRS code. Mandatory pension contributions are normal pension deductions and back deductions.
Loan repayments and arrears/purchase deductions are not subject to the 414(h) provision and do not
affect the member's W-2 form.
o
Base Salary - It is imperative for base salary to be accurately reported since it is used by the Division
of Pensions for all calculations of benefits, in addition to being used as the basis for computing
payroll deductions.
Some employees, such as part-time hourly workers and adjunct faculty members may require special
processing on Rowan payroll records and the contributions reporting tape. This normally occurs when a
member works for a specific time period, but is not paid for this period through the normal biweekly payroll.
For example, an adjunct faculty member is paid for teaching time during the semester for the period from
September through December. This employee should be reported on a 10-month basis and have 13 pay
periods of service credit for the 3rd and 4th quarters.
A pension contribution should be made in a pay period whenever a member has sufficient net pay to cover the
cost of this deduction. Pension contributions are always computed on the full contractual base salary.
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o
Pay Periods and 10/12 Monthly Pay Status - For every pay period a member works, the member is
entitled to be posted for a pay period of service credit. The method by which the Division posts
service credit is related to whether a member is paid over a 10 or a 12 month basis. A 12 month
member works the months of July through June. A 10 month member works September through
June. A 10 month member who is employed and reported for the entire school year will receive 26
biweekly pay periods of credit.Employees on a summer payment plan are 10 month members, and
their full base salary must be reported over the ten-month period, September through June.
o
Accumulated Base Salary - Payroll records must have a year-to-date accumulated earnings record of
base salary reported for pension purposes. In the Teachers' Pension and Annuity Fund and Public
Employees' Retirement System a pension deduction is computed by multiplying the base salary times
the full pension rate, less the 2% Social Security credit on all reported salary under the social security
maximum for that calendar year. On all base salary in excess of the social security maximum, the full
pension rate should be used.
o
Cash Remittances - Deductions made in a given month are to be forwarded to the Division of
Pensions by the 10th of the following month. The appropriate transmittal form should be enclosed
with the College's remittances. Complete instructions are on the back of the monthly Transmittal
Summary Form (see Exhibits 20-41 PERS and 20-42 TPAF).
o
Tape Report, Transmittal Summary Form, and Control Totals and Certification Form - With the 3rd
monthly transmittal remittance for the quarter, the College must include the EDP tape report, the
Transmittal Summary Form (see Exhibits 20-43 PERS and 20-44 TPAF), and the Control Totals and
Certification Form (see Exhibit 20-45 PERS and 20-46 TPAF). The transmittal summary form is
used to reconcile cash. The Control Totals and Certification Form is used to balance individual field
totals and for the certifying officer to attest to the accuracy of the Report. The following is a list of
the scheduled due dates for these documents.
Quarter
Due Date
1st
2nd
3rd
4th
April 10th
July 10th
October 10th
January 10th
All transmittals and reporting documents will be mailed to:
Division of Pensions
CN 298
Trenton, NJ 08625
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Alternate Benefits - Reporting
Monthly reports for Alternate Benefit Program participants of State monthly locations (see Exhibit 20-47) are
due to the Division of Pensions the fifth day of the month following the close of the preceding month, when the
College is prepaying both the employer and employee contributions and has agreed to be completely
accountable and responsible for the timely submission of such contributions, in which case the monthly reports
to the Division of Pensions are due by the fifteenth day of the month following the close of the preceding
month.
Total Wages
Total wages includes salary on which active, non-escrow members' contributions are based. Total wages
should be rounded to the nearest dollar. Total wages does not include purchase of the time back to a member's
appointment date.
Total Number of Active Non-Escrow Participants
Total Participants includes those members whose salaries are included in Total Wages.
Additions
This section of the report should include members who are appearing on the report for the first time (new
enrollments, transfers, and transfers from escrow). It should also include members returning from a leave of
absence within two years. Retro salary increases should also be included in this section. Under no
circumstances should a member, who is a new enrollment transfer or transfer from escrow, be added to the
report without certification from the Division of Pensions.
Deletions
This section includes all members whose contributions have ceased (terminations, retire-ments, deaths, and
leaves of absence without pay). Ten month members must be deleted for the months of July and August.
Purchase of Credit
This section includes those members who have chosen to purchase credit from their time of enrollment to their
appointment date. This should include total number of months purchased and the salary during that period.
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Transfer from Escrow
One month before members are to be transferred from escrow to active status, the Personnel Office notifies
Payroll as to who is to be transferred. Included in this section are the member's name, membership number and
the salary on which contributions were made for the twelve months of escrow. (Salary should be broken down
on a monthly basis.)
Personnel will notify the Division of Pensions of those employees not commencing a second consecutive year
of employment.
20.04.2 HEALTH BENEFITS REPORTING
The College will be billed by the Division of Health Benefits each month for its actual liability for health
benefits.
Coverage changes will be submitted by the College to the Division of State Health Benefits in advance of the
billing date so that the bill the Division sends to the College will incorporate these changes; therefore, the bill
will be a final bill for the College's actual liability for all of the covered employees and dependents for the
month.
In order for the monthly bill to be accurate, the following time schedule must be followed:
o
The College will submit new enrollments, coverage changes, and coverage terminations to the State
Health Benefits Bureau "by the 5th of each month for coverage changes which are to be effective the
first of the following
month." (See Exhibit 20-48).
o
Enrollments, changes and terminations which are submitted by the College will be processed by the
Bureau and will be incorporated in the new monthly coverage billing that will be forwarded to the
College by the 16th of the month.
o
The College will be required to return the Health Maintenance Organization (HMO) Payment
Transmittal form (See Exhibit 20-49) and checks covering monthly premiums for the employee
deductions within 20 days of the billing date shown on the report.
o
This schedule will be repeated each month throughout the year.
If a monthly bill is incorrect as a result of an error by the Health Benefits Bureau, the College will advise the
Bureau and a retroactive credit or charge will be reflected on the following month's billing. Coverage changes
which are accepted by the Bureau will indicate clearly the new coverage which went into effect and also the
coverage the
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individual employee had prior to the change. New enrollments and coverage changes which were rejected by
the Bureau because of incomplete information, will be returned to the College and will be resubmitted the
following month. If appropriate, coverage will
be effective retroactively and will be billed both on a current and a retroactive basis in the monthly billing for
that month in which the change is accepted by the State Health Benefits Bureau.
o
Traditional and HMO Processing
New Enrollments - For all new employees who will have satisfied the 60-day waiting period by the
first of the next month, the Enrollment and Authorization Card (See Exhibit 20-18) must be received
by the Health Benefits Bureau by the 5th day of the current month. For HMO enrollees, the HMO
Activity Enrollment Form (See Exhibit 20-20) must be submitted with the card.
Example: An employee who will have satisfied the 60-day waiting period by November 1 is eligible
for coverage for the month of November. The "Enrollment and Authorization Card" should be
submitted to the Health Benefits Bureau by the 5th of October.
o
Terminations - If an employee is terminating coverage for any reason (usually resignation), coverage
will terminate on the first of the month following the month in which the employee receives no pay or
indicated his desire to terminate coverage. Terminations are reported via Transmittal of Deletions
Form for both Traditional and HMO enrollees (see Exhibit 20-50).
Example: An employee who receives salary for any period in the month of October but receives no
salary for the month of November will have his coverage terminated December 1. The termination
must be submitted to the Health Benefits Bureau by the 5th of November.
o
Rejections - A new employee who rejects coverage must complete an "Enrollment and Authorization
Card." The total number of employees who rejected coverage should be indicated in item 8 of the
Monthly Change Form (see Exhibit 20-51) and their cards should be sent with the change form. An
employee whose coverage is terminated for reasons other than a rejection of coverage must be listed
on the Transmittal of Deletions form by the employer; no card is required for a termination.
o
Covered Changes - For employees who wish to change their coverage and are eligible to do so, the
effective date of the change will be the first of the month following the month in which the change is
submitted to the Bureau. An enrollee in HMO must complete the HMO Activity Form in addition to
the Enrollment Authorization Card in order to accomplish the change.
Example: Coverage changes effective November 1 must be submitted to the Health Benefits Bureau
by the 5th of October. In summary, the following forms are to be used for submission of changes to
the Health Benefits Bureau by the 5th of the month:
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o
Enrollment and Authorization card required for enrollment and coverage changes in the Traditional
and HMO plans.
o
HMO Activity Form required for HMO enrollment, coverage changes and terminations in addition to
the Enrollment and Authorization Card.
o
Transmittal of Deletions listing all deletions due to death, termination, and retirement for both
Traditional and HMOs. Instructions for its completion are outlined on the back of the form.
o
Monthly Change Summary (see Exhibit 20-50) including the total number of cards for new
enrollments, coverage changes, rejections of coverage as well as the total number of deletions
reported on the Transmittal of Deletions form.
The monthly bill for Traditional and HMO is composed basically of three parts:
o
Part 1 is the record of coverage. This part of the bill is provided for the Traditional Plan and one for
each HMO. It indicates the number of individuals covered under the various types of contracts. A 10
represents a Single contract; a 40 represents a Husband and Wife contract; a 50 represents a Family
contract, etc. Part 1 also indicates the premiums which are due for the coverage in total. In addition,
for those reports applicable to HMO, the total HMO employee deduction amount is shown separately.
o
Part 2 of the billing is the Payment Transmittal Sheet. This sheet indicates the premium which is due,
to whom the check should be made payable and when payment is to be received for HMO billings.
This Payment Transmittal must accompany a College check in payment of premiums for the HMO
employee deductions (difference between the Traditional and HMO cost) and be forwarded to the
Division of Pensions at the address given. The total employee deduction is calculated by combining
the amounts shown on Part I of each HMO report. The portion on the Payment Transmittal pertaining
to the Traditional Plan is for information only.
o
Part 3 of the billing is the Transactions Processed. It indicates the social security number, name,
effective date, coverage, etc., of those individuals who have been involved in the transactions
occurring during the billing period. It also denotes the basis of the change such as new enrollment,
termination, etc. and serves as a support to the number of transactions processed for the period under
Part 1 of the billing report.
20.04.3 STATE PRESCRIPTION DRUG
ACCOUNTING AND REPORTING
The College is required to process enrollments, terminations, and coverage changes for this program and
prepare a report of all transactions processed (See Exhibit 20-52) which should be forwarded directly to Blue
Cross. All enrollment cards should be retained by the College for reference.
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20.04.4 STATE DENTAL PROGRAM
ACCOUNTING AND REPORTING
The following reports are required for Prudential Dental Program and Dental Provider Organizations.
o
A detailed printout of monthly payroll deductions made (see Exhibit 20-53) will be submitted to
Health Benefit Bureau. Two copies of these printouts should be forwarded by the 5th of the month of
coverage. Separate printouts should be submitted, one report for Prudential and one for each of the
nine Dental Plan Organizations. Two checks are to be remitted, both payable to the State of New
Jersey Dental Program. One check will represent the premium deductions for members covered by
Prudential and the other for those covered by all DPOs.
o
Commission reports (See Exhibit 20-54) show the number of employees covered broken down by
coverage codes, number of new enrollments, coverage changes and terminations and corresponding
amounts. The total amounts shown in these commission reports should agree with the total of the
printout for monthly payroll deductions described above. Three different types of printouts (new
enrollments, terminations and coverage changes) (See Exhibit 20-54) should be prepared to support
the numbers shown in the commission reports (See Exhibit 20-55).
o
Dental enrollment cards will be retained by the College for their reference.
20.04.5 DEFERRED COMPENSATION REPORTING
The following reports are required for hard copy reporting of payroll deferrals for the Deferred Compensation
Plan on a calendar month basis:
o
Batch Control Document (See Exhibit 20-56)
o
Monthly Input Source Document (see Exhibit 20-57)
o
Check to send deferrals to the Plan
o
Wire transfer to send deferrals to the Plan
The following information is required to properly complete the Batch Control Document:
Required
Information
Description
Batch Type
NORMAL for most instances, all ADJUSTMENTS must be cleared
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with Division of Pensions.
Payroll
Each individual pay center has Center its own pay center number.
Rowan College of New Jersey is Pay Center #0015.
Processing
Format is (YYMM) - for example, Month April of 1988 will be listed
as 8804.
Total Records
List the total number of members appearing on the Monthly Input
Source Document.
Total
List the sum of the amount Deferrals deferred line for all members
listed on the Monthly Input Source Document.
Total 403B YTD List the sum of the amount on the 403B YTD Deferred line for
all members listed on the Monthly Input Source Document.
Total Monthly
List the sum of the amount on 414H he Total Monthly 414H line
for all members listed on the Monthly Input Source Document.
Total Monthly
List the sum of the amount on Salary the Monthly Salary line for
all members listed on the Monthly Input Source Document.
The following information is required to properly complete the Monthly Input Source Document:
Required
Information
Description
SSN
List the member's Social Security Number.
Last Name
List the member's entire last name.
First Name
List the member's entire first name.
Distribution
List the member's ten-digit Code distribution code. The first
three digits of the distribution code are a reflection of the
payroll location number (Rowan's number is 020)
for each individual location, the fourth and fifth digits
represent the unit number, the sixth and seventh digits represent the check
distribution and the eighth through tenth digits
should be zero.
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Deferral
List the percent deferred for Percentage the member. If the member is suspended, use zero.
Amount
List the amount deferred for the Deferred sum of all the paychecks the member received
during that particular calendar month. The deferral amount per paycheck will be
the deferral percentage multiplied by the Deferred Compensation Base. The
Deferred Compensation Base per paycheck is equal to the member's gross salary
minus the 414H deduction minus any 403B reduction.
Max
This amount is the lesser of Deferral $7,500 or the annual Deferred Compensation
Base multiplied by 25 percent. The lesser of the two above is further reduced by
any 403B reductions.
Monthly 414H
List the amount deducted for the 414H pension deduction during the calendar month for
each member. The 414H pension deduction is the amount deducted for one of the
basic retirement systems administered by the Division of Pensions.
Monthly
List the amount of the monthly salary for each member. It is important that this information
is listed for every month even if the member is no longer deferring. This
information is needed for the calculation of the catch-up amount for each member.
Status Flag
Regular member status flag is 1. If the member is in catchup, use a status flag of 2.
If the member is suspended, use a status flag of 3.
After each pay, a check equal to the total amount deferred plus or minus any adjustments must be sent to the
following:
Frank O'Brien
First Jersey National Bank
P. O. Box 480
Jersey City, NJ 07303
Make check payable to First Jersey National Bank. Enclosed with the check should be a simple letter
explaining that the check is for the New Jersey State Deferred Compensation Plan, the period involved and that
the check should be deposited into the CMF Account No. 1260.
A copy of the check and letter should be sent to the following:
James Lemieux
Deferred Compensation Plan
Division of Pensions
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20 West Front Street
CN 295
Trenton, NJ 08625
The College may submit the monthly payroll information on magnetic tape. The tape format is shown in
Exhibit 20-58. If reporting by magnetic tape, a hard copy of the information contained on the tape must be
submitted along with the magnetic tape.
The Monthly Input Source Documents with the attached Batch Control Document, or the Magnetic Tape and
Hard Copy must be sent to the following by the 10th day of the next month (e.g., April's Tape is due on May
10):
Mike Bunnick
Division of Pensions
20 West Front Street
CN 295
Trenton, NJ 08625
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EMPLOYEE/EMPLOYER TAX REPORTING
20.05.1 FEDERAL TAX REPORTING
The College must withhold, deposit, report, and pay:
o
Employee Federal Income Tax, and
o
Employee Social Security Taxes and Medicare Taxes
The College must also deposit, report, and pay:
o
Employer's share of Social Security Taxes and Medicare Taxes. See Exhibit 20-59 for reporting
requirements.
20.05.2 STATE TAX REPORTING
The College must withhold, deposit, report, and pay:
o
Employee State Income Tax, and
o
Employee New Jersey Disability and Unemployment Insurance
The College must also deposit, report, and pay:
o
Employer's share of New Jersey Disability and Unemployment Insurance
See Exhibit 20-58 for reporting requirements.
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JOB ASSIGNMENTS
A new employee is added to the appropriate job group after a position has been established. The employee is
added to the job group by creating an assignment using the Assignment Add/Maintain screen. The job group
determines personnel/payroll characteristics (pay schedule, accrual calculation, etc.) for a like group of
employees. The assignment contains information related to compensation and the specific work for which the
employee has been hired.
20.06.1 BEGIN/END DATES
The Assignment Begin and End Dates reflect the actual dates that this assignment starts and will stop. For new
hires the Begin Date should be the same as the Current Hire Date. For permanent assignments the End Date
will be the end of the fiscal year.
20.06.2 START EVENT CODE
The Start Event Code indicates the reason for the start of this assignment. (See HRS DBD for valid values.)
20.06.3 FTE/HOURS
FTE is a percentage representation of the full-time (100 percent) or part-time status of this assignment.
The Hours field should contain the standard hours for this assignment (normally 70 or 80) for exception
employees. Positive employees will have the anticipated number of hours per pay period entered here.
20.06.4 POSITION NUMBER
The Position field links this assignment to an established position.
20.06.5 SALARY SCHEDULE/RATE
The Salary Schedule is an indication of the Bracket and Step for this assignment. It must correspond to the
bracket of the position to which the employee is assigned.
The Rate is the amount exception employees will be paid biweekly or the hourly amount for positive
employees (all employees are paid biweekly).
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20.06.6 EMPLOYMENT CHANGES
Each change in employee status (promotion, termination, salary increase, etc.) will typically result in a
corresponding change in assignment for the employee in HRS. In this way the HRS system will contain a
historical record of the employee's status.
20.06.7 POSITION RECLASSIFICATION
Reclassification is the action a personnel officer must take in cases when a change in position title is requested
or a vacant position in that title is unavailable for the College.
Reclassification requires that a Position Classification Questionnaire (see Exhibit 20-60) along with an
organizational chart be submitted by a Supervisor and sent to Personnel.
Reclassifications of classified positions do not take effect until Personnel conducts an audit of the position and
approves the request. The Personnel Office prepares and forwards a Personnel Action Request (PMIS screen)
and supporting documents (see Exhibit 20-61) if applicable, to the Vice President for Administration and
Finance for authorization.
After approval is received, the Personnel Office is responsible for entering the change into PMIS Screen 08 or
19 and completing promotional documents.
If there is a promotional list for the title, candidates are notified by Rowan College of New Jersey Personnel
Department of the promotional opportunity. They have five days in which to respond; candidates are
interviewed and the appointment is made. If there is no promotional list, a provisional appointment can be
made. The employee is provisional pending promotional examination.
If there is no promotional list, a request for a promotional announcement is submitted to the Department of
Personnel. The Department of Personnel returns the announcement for posting and interested candidates
complete promotional applications by a deadline. All applications and a summary sheet are then submitted to
the Department of Personnel. The Department of Personnel schedules an examination and they notify all
eligible candidates of the examination date and location. Some time after the exam, a promotional list is sent to
the College Personnel Department for use in filling provisional and future positions in that title.
Candidates are ranked on promotional lists by score, seniority, and PAR evaluation. The score is the
examination score, seniority is a percentage factor, and the PAR evaluation is as follows: (1) significantly
above standard - 3 points, (2) moderately above standard - 2 points, (3) standard - 1 point. The PAR is based
on the last available evaluation.
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Veterans are not given exclusive preference in all cases. In promotional examinations:
o
No distinction shall be made between disabled veterans and veterans. Both are referred to as veterans
in this rule.
o
A list of eligibles who have passed a promotional examination shall appear in the order of their scores
regardless of veteran or non-veteran status; however, when scores are ties, the names of veterans shall
be listed first within each rank.
o
Whenever the name of a veteran appears in the highest rank on a promotional certification, a nonveteran shall not be appointed unless the appointing authority shows cause why the veterans should be
removed from the promotional list.
o
If the names of one or more veterans appear on a promotional certification headed by a veteran, any
veteran among the top three interested eligibles may be appointed in accordance with the "rule of
three."
o
Whenever a non-veteran heads a promotional certification, any reachable eligible may be appointed in
accordance with the "rule of three."
o
As an example, assume that the following represents the ranked order and status of interested eligibles
which appear on promotional certifications:
1. Veteran 2. Non-veteran 3. Non-veteran
Veteran must be offered the appointment.
1. Veteran 2. Non-veteran 3. Veteran
Either (1) or (3) must be offered the appointment.
1. Non-veteran 2. Veteran 3. Non-veteran
Either (1), (2), or (3) may be offered the appointment.
1. Veteran (tied) 1. Non-veteran (tied) 2. Non-veteran
Veteran must be offered the appointment.
Reclassification of unclassified positions requires that a Request for Reclassification (see Exhibit 20-62) and a
Position Classification Questionnaire be filled out by a Supervisor and sent to the appropriate Vice President or
Dean for approval. The request is then sent to Personnel for a desk audit and a recommendation is sent to the
President. The College President discusses cases for "reclasses" with the Cabinet. Unclassified "reclasses" are
immediately entered into the HRS system.
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A reclassified position is changed in HRS on the Position Add/Maintain screen by changing the job title code
and the bracket step. All other position information is added to reflect the changes occurring as part of the
reclassification. After the position has been updated, the employee may be assigned to it as normal.
20.06.8 PROMOTIONS
Unclassified and faculty promotion actions are sent to the Personnel Office after approval has been made by
the College President and by the appropriate Vice President authorizing the promotion. Such promotions arise
from procedures determined by contractual agreements and for faculty members, are approved by a committee
consisting of tenured faculty.
Union contracts require that all promotional opportunities for classified employees be posted by the College.
Eligible employees are offered the opportunity in accordance with Department of Personnel procedures.
Those who are awarded a permanent appointment promotion receive a letter from Personnel advising them of
the action. The letter outlines the appointment date, the anniversary date and when the new salary will take
effect. It also formally places the employee on a four (4) month probationary period and establishes when
evaluations of performance are to be made. The Department Supervisor receives a copy as well.
The Personnel Officer officially processes a promotion by completing a PMIS 08 Form. This is authorized by
the Vice President for Administration and Finance. The PMIS 42 Screen is printed so that the promotion is
included on the employee's personal history file and to confirm that the Department of Personnel in Trenton
has been informed of the action.
In HRS, the Personnel Aide stops the current assignment and creates a new assignment for the employee. If the
promotion results in a salary increase of two steps or more, the Next Increment Date should be updated as well.
If the date of the change in assignment precedes the current pay period, the Payroll Clerk will make a
retroactive salary entry in HRS.
20.06.9 WORKING TEST PERIOD
All classified College employees are required to satisfactorily complete a four-month working test period. This
requirement applies to each permanent job title to which an employee is assigned. The working test period
may be extended at the employee's supervisor's option if the employee is not performing satisfactorily in the
job title. This request for extension must be submitted to the Personnel Office and approved by the New Jersey
Department of Personnel and may be extended for only two additional months.
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20.06.10 INCREMENTS
All regular, full-time employees (not adjunct faculty, students or other/temporary employees or managerial
staff) receive an increment on their anniversary date (see Section 20.06.11) (in HRS - AD field on Screen 16) if
they are eligible based on their performance rating for employees falling under civil service. Any employee
under civil service who receives a PAR rating of (5), significantly below standard, will not receive an annual
increment. An employee receiving this rating must be re-evaluated within 90 days. If at the end of the 90-day
period the employee receives a rating above (5), the employee will receive his or her increment at that time.
At the beginning of each month a report is run listing all employees whose ANNIVERSARY DATE is in that
month. For each employee due an increment, his/her current assignment is stopped as of the increment date
and a new assignment is created.
The ANNIVERSARY DATE is then updated to the first day of the corresponding payroll next year. The old
assignment will always end at the end of a pay period and the new assignment will always begin at the start of
the next. (eg. If the NEXT INCREMENT DATE is the 1st day of payroll 3 in 1989, it will be updated to the
1st day of payroll 3 in 1990, not the corresponding calendar date.) For all employees at or above step 8 the
ANNIVERSARY DATE is updated to the first day of the corresponding payroll, 18 months from the current
payroll (43 pay periods for 10 month employees, 39 for 12 month). When finished with these changes, the
Personnel Assistant will initial the list and file it.
20.06.11 ANNIVERSARY DATE
The anniversary date which corresponds with the pay period in which the employee is hired, e.g., if the
employee was hired during pay period 10, 1989, the anniversary date is pay period 10 each year thereafter,
unless the person is on a leave of absence without pay or, in some cases, if they are reclassified.
Anniversary dates for managerial staff are each July 1 after the first year of employment.
20.06.12 LEAVES OF ABSENCE
There are several categories of leaves of absence (LOA): personal, medical maternity/child care, educational,
sabbatical, professional development and military. Health, retirement, life insurance and other benefits
employees normally receive may be continued or suspended depending upon the kind of LOA.
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Personal Leave
When on a personal LOA, an employee is not paid, and vacation and sick accrual stops. Health benefits may
be continued if the individual opts to prepay for coverage. Dental plans may remain intact if the employee
prepays the Personnel Office for a period of up to three (3) months, after which COBRA insurance can be
applied. All other benefits are suspended until the individual resumes employment.
Medical Leave
When accumulated sick leave is exhausted, and on an unpaid medical LOA (unrelated to a LOA taken due to a
work-sustained injury) an employee's accrual of vacation and sick time stops. All benefits are suspended. The
exception is made for health benefits and Prescription Drug which are free of charge (except for normal
deduction for HMO) to the employee for a period of up to three months because the State of New Jersey covers
these payments. The individual may elect to continue health benefits coverage (not prescription drug) after this
time for the following nine (9) months by prepaying the Personnel Office in one lump sum. Dental coverage
can also be prepaid for three (3) months, after which time COBRA insurance can be used.
Educational Leave
Educational LOAs can be taken with, or without pay. Those taken without pay are subject to the policies for
personal LOAs as discussed above. Anniversary dates are not adjusted when on an educational leave of
absence. Employees on an educational LOA with pay are subject to the policies for sabbatical, and LOA
discussed below.
Sabbatical
Faculty members or librarians on sabbatical do not lose any benefits. Salary is paid depending upon length of
leave. Half-year sabbaticals are at the rate of 75% of one's salary; full-year sabbaticals are at 50% of one's ten
month or annual salary.
Professional Development
Non-teaching professionals or NTP's are permitted to take professional development LOAs, which are, in
effect, "sabbaticals" for this group. Benefits are not affected.
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Military
Those employees in the Reserve Components of the Armed Forces are granted an LOA with pay as provided
with NJAE. Such leaves are to be reported to the Personnel Office by submitting a copy of one's military
orders. Verification of attendance is required.
Leave Approval
In order to be granted a leave of absence, except military, all employees must request approval from their
immediate supervisors. The request is then forwarded to the Personnel Office for review. The appropriate
Vice-President approves the request and the approved request is forwarded to the Personnel Office for action.
A copy is sent to the Payroll Office for their information.
Paid Leaves of Absence
Current assignments are stopped for paid LOA's and new assignments are created. The rate of the new
assignment is the employee's full biweekly salary and, if the leave is at a reduced rate, an FTE of 75% or 50%
is entered on the assignment to adjust the employees's salary.
For paid LOA's, benefits which are percentages of salary must be adjusted so that the full benefit continues.
Unpaid Leaves of Absence
Assignments are also stopped for employees on unpaid leaves which are longer than a full pay period, and new
assignments with no pay are created. All benefits are stopped. A stop date three months from the start of a
medical leave is entered for health benefits. The employee is not terminated, only the employee assignment
and benefits are stopped.
Unpaid leaves of absence of less than one pay period are entered as time input (earnings code of Unpaid
Leave) for the time of the absence. No change in assignment occurs.
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Benefits Prepayment and Coverage
The Personnel Department receives all prepayments for LOA coverage directly from the employee and
deposits them into Payroll Accounts. These checks are sent to the carrier along with any other outstanding
statements the Personnel Office plans to pay.
Personnel is responsible for receiving all LOA forms as they relate to medical and dental coverage. Personnel
reports all employee benefits changes to the appropriate carrier.
Return from Leave
When an employee returns from a Leave of Absence, a new assignment is created. If necessary, the Next
Increment Date field is adjusted to reflect the time of the leave. Payroll is notified of the change in status.
20.06.13 RESIGNATIONS
Classified
A classified employee who wishes to terminate employment must give notice of resignation to the employee's
supervisor and Personnel at least two weeks prior to the last day the employee intends to work. If the
supervisor is notified first, the supervisor must notify Personnel.
When Personnel is notified, an exit interview is scheduled with the employee as soon as possible. At the exit
interview, the employee signs a resignation form and, if appropriate, signs an application form to withdraw
from the appropriate pension fund. Personnel forwards the form to the Division of Pensions.
When Personnel is notified, Personnel immediately notifies Payroll of the employee's last intended day to
work. Payroll reviews the employee's leave records to determine the status of the employee's leave balances
and to ascertain if the employee has used more sick or vacation leave than the employee has earned.
When Payroll receives the employee's final time sheet, Payroll immediately notifies Personnel of the official
status of the employee's sick, vacation, and administrative leave balances.
If the employee has used more sick or vacation leave than earned, then the final salary payment to the
employee is adjusted appropriately. A resigning employee will receive salary through the date of resignation.
If the employee has any earned unused vacation leave balance, the employee will be issued a lump sum check
for this amount and for the earned unused administrative leave balance.
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Unclassified
An unclassified employee who wishes to terminate employment, must submit to the employee's supervisor a
letter of resignation at least two weeks prior to the last day the employee intends to work.
When Personnel is notified, Personnel immediately notifies Payroll. Payroll then follows procedures as
established for Classified Employee Resignations.
20.06.14 DISMISSAL
Classified Employees
When the final decision has been made to terminate involuntarily a classified employee, Personnel immediately
notifies Payroll. Payroll then follows procedures as established for Unclassified Employee Resignations.
Unclassified Employees
When Personnel receives written notification of non-reappointment of an unclassified employee, Personnel
notifies Payroll of the last day the employee is expected to work.
Payroll then follows procedures as established for Unclassified Employee Resignations.
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DONATED LEAVE PROGRAM
20.07
DONATED LEAVE PROGRAM (N.J.A.C. 4A:6-1:22)
The Donated Leave Program enables classified employees to donate voluntarily a portion of their earned sick
and/or vacation time to other classified employees who have exhausted their own earned leave and who are
suffering from a serious catastrophic health condition or injury which is expected to require a prolonged
absence from work.
20.07.1 ELIGIBILITY
Recipient
A classified employee shall be eligible to receive donated sick and/or vacation time from other classified
Rowan College employees provided they meet the following criteria and requirements:
o
College employment of not less than one year of continuous service.
o
A catastrophic health condition or injury which requires absence from work for a prolonged period.
o
Medical verification from a physician or other licensed health care provider describing the nature,
severity, and the anticipated duration of the disability.
o
Exhausted all accrued leave time including compensatory time, sick leave, vacation leave and
administrative leave.
o
Receive not less than five (5) donated days from one or more qualified leave donors.
Donor
A leave donor must meet the following criteria and requirements:
o
An irrevocable donation of not more than 10 days to any one recipient in whole days only, provided
that the donor shall retain a remaining balance of not less than 20 days of accrued sick leave, if
donating sick leave; and 12 days of accrued vacation leave, if donating vacation leave.
o
Solicitation and/or acceptance of any money, credit, gift, gratuity, thing of value or compensation of
any kind which is provided, directly or indirectly, to a donor is strictly prohibited.
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20.07.2 PROCEDURES
The Donated Leave Program is administered by the Personnel Office subject to monitoring, audit, and
appropriate rules issued by the New Jersey Department of Personnel in accordance with N.J.A.C. 4A:6-1.22.
o
Participation in the program is on a strictly voluntary basis limited to a recipient receiving a total of
not more than 180 days on a non-retroactive basis.
o
Requests are subject to approval of the Donor Transfer Certification Form/ Recipient Affidavit Form
(see Exhibits 20-63) which is available in the Personnel Office. In the event the employee is unable to
complete the Recipient Affidavit Form, the employee's designated family may complete the form on
behalf of the employee. A supervisor may also initiate this process on behalf of the employee. Notice
shall be provided to all appropriate negotiation representatives.
o
Upon approval of the employee as an eligible leave recipient, the employee's name will be posted in
the Personnel Notes.
o
The donor's leave account will be reduced by the number of days which are to be donated.
o
The eligible recipient's leave account will be credited with the donated time upon approval of the
Recipient Affidavit Form. The recipient may receive days from more than one donor to a maximum
of 180 days.
o
Any unused, donated leave time shall be credited to the leave donor or donors on a prorated basis
upon the leave recipient's return to work. However, any portion that would amount to less than one
day per donor will not be returned.
o
The leave recipient shall continue to accrue sick and vacation leave while using donated leave time.
This entitlement shall be retained and credited to the employee upon his/her return to work.
o
Recipients cannot collect Temporary Disability Insurance while participating in the Leave Donation
Program. Once an employee has exhausted all benefits from the Leave Donation Program, the
employee can enroll or re-enroll in the TDI program.
o
Upon retirement, the leave recipient shall not be granted supplemental compensation on retirement for
any unused sick leave he/she received through the donated sick leave program.
All questions concerning this program should be addressed to the Personnel Director, Ext. 5247.
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20.08
PAYROLL PROCESSING
20.08.1 PAYROLL CYCLES
There are currently two major payroll types processed by the College: Regular (R) and Extra (X). Within each
payroll type there are three pay types: Exception (1-type pay), Positive Input (2-type pay), and Other Payments
(3-type pay. These are indicated in the Payroll I.D. numbers assigned each payroll processed by the College
(e.g., 1R06, 2R06, 3R06, 1X06).
Extra Payroll Type (X)
The Extra (X) payroll type is not commonly used; it is only used to process retroactive payments to groups of
employees.
Regular Payroll Type (R)
The Regular (R) payroll type is used to process all wages not processed on the Extra (X) payroll type. This
includes all regular full-time and part-time employee biweekly wages, and also retroactive payments to
individual employees.
Exception Pay Type (1-type pay)
The Exception Payroll (1-type pay) is used to pay bi-weekly wages to faculty, adjuncts, administrative and
support staff. Not included in this pay type are permanent, part-time food service and security employees, parttime hourly employees, student workers. Also not included in this pay type are overload and salary voucher
payments, although these are processed and paid concurrently in the 3-type pay (Other Payments). Employees
are paid, bi-weekly, for the period ending one week prior to the pay date (e.g., the two-week period 9/9 through
9/22 would be paid on 9/29).
Positive-Input Pay Type (2-type pay)
The Positive-Input Payroll (2-type pay) is used to pay permanent part-time food service and security
employees, part-time hourly employees, and student workers. Employees are paid bi-weekly for the period
ending two weeks prior to the pay date (e.g., the two-week period 9/9 through 9/22 would be paid on 10/6).
Other Payments Pay Type (3-type pay)
The Other Payments Payroll (3-type pay) is used to pay overload contracts and salary vouchers. Overload
payments are paid twice per semester on dates specified by the Payroll Office at the beginning of the semester.
Salary Vouchers are paid on the first pay date after receipt in the Payroll Office. It should be noted that a 3type pay is processed concurrently with each 1-type pay and that payments are combined on a single paycheck
for employees having earnings in both pay types.
20.08.2 TIMESHEETS
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The Payroll Office distributes each department's timesheets through campus mail before the beginning of the
pay period, or a departmental representative may pick them up from the Payroll Office.
Completed bi-weekly timesheets are due in the Payroll Office no later than 12:00 Noon on the first Monday
after the end of the pay period or the date specified by Payroll on the timesheet as the due date. (See Exhibit
20-64.) In the case of faculty and administrators, monthly recap sheets are due during the first week of the
subsequent month as indicated on the recap sheet for each department. (See Exhibit 20-65.) Non-faculty
timesheets must be signed by the employee as well as the employee's supervisor. The department chairperson
is responsible for checking their department's timesheets for accuracy and completeness before submitting them
to the dean's office. Faculty timesheets must be signed by the appropriate dean.
20.08.3 LEAVE ACCRUALS
Employees receive paid vacation, sick, and, for those eligible, administrative leave. Leave accrual is based on
length of service as well as employee category (see Exhibit 20-66).
20.08.4 LEAVE ACCRUAL RESTRICTIONS
The following restrictions apply to Leave Accruals:
o
During the first month of employment, all employees hired between the:
oo
1st-8th accrue one (1) day of sick and vacation time
oo
9th-23rd accrue 1/2 day of sick and vacation time
oo
24th-31st do not accrue any time for vacation or sick leave.
A classified employee must work a full month in order to accrue 1/2 day of personal leave.
o
On January 1 of the second calendar year of one's employment the full year's sick and vacation
allowance is credited in advance.
o
Non-teaching Professionals who are not members of the AFT are credited with the full year's vacation
and sick time at the start of the fiscal year.
o
All employees are permitted to carry sick days forward indefinitely.
o
Earned unused vacation can be carried forward into the next succeeding year at an amount not to
exceed one year's vacation entitlement.
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o
Personal days for classified employees must be taken within each year and are not permitted to be
carried forward to the next year.
20.08.5 SICK LEAVE USAGE
Employees out sick for more than four (4) consecutive days, or for fifteen (15) or more non-consecutive days
per year without a doctor's explanatory note are docked pay. Supervisors should notify Personnel that notices
should be sent out to all such people explaining that for each sick day taken in the future, a doctor's note must
be presented or docking of pay will ensue. This is enforced until sick leave is advanced for the following year.
(See Exhibit 20-64.)
All docks must be submitted in writing to the Personnel Office.
20.08.6 EMPLOYEE ATTENDANCE AND LEAVE REPORTING
With the exception of faculty and administrators, employees paid on the regular payroll report work attendance
and leave taken on the computerized timesheets every two (2) weeks. Faculty and administrators report work
attendance and leave taken on computerized recap sheets every month.
When employees receive new timesheets, available leave time by category is provided on a cumulative and
current basis. After timesheets have been processed by Payroll, including entry into HRS, a Gross Calc Audit
report is run to review the information entered from the timesheets. This report enables Payroll to balance
time-input entered in the HRS system with the time usage reported on timesheets for each department and each
individual.
20.08.7 LOST/LATE TIMESHEETS
Those employees who misplace their computerized timesheets, must request a duplicate timesheet from the
Payroll Office before the timesheet due date. These require the proper authorization signatures as well.
Late and missing timesheets are identified by the Payroll Office by keeping a log of receipt for each
department's employees as timesheets are received. Department representatives are notified of the missing
timesheet(s) and arrangements are made to have either the employee or department representative deliver these
to the Payroll Office. If timesheets are turned in after the specified due date, entry of these may be delayed
until the subsequent pay period.
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20.08.8 OVERTIME/COMPENSATORY TIME OFF
o
It is the policy of the College to compensate employees who have worded in excess of their normal
workweek at a rate of one and one-half time in the form of compensatory time off or cash payment,
which is to be determined by the department head. This policy pertains to classified civil service
employees in a fixed workweek (35 or 40 hours).
o
For NL or NL4 classified civil service employees, it is the policy of the College to grant hour for hour
compensatory time off only when employees are required to work on a regularly scheduled day off.
For those with Monday through Friday schedules, this means a Saturday, Sunday or Holiday.
Compensatory time will not be granted for work done as an extension of the regular work day except
under extraordinary conditions which must be explained in advance and approved by the appropriate
vice president prior to the date(s) on which the time is to be worked.
o
Classified civil service employees in the "NE" category of employment may have irregular or variable
work hours. The compensatory time policy for NL employees applies to "NE" employees up to 40
hours per week. Beyond 40 hours, the overtime policy for fixed workweek employees applies (i.e.,
rate of time and one-half in payment or compensatory time).
o
Approval for any employee to work at home must be given by the division head.
20.08.9 OVERTIME AUTHORIZATION
Overtime is first approved by the employee's department and division head. The division or department heads
must submit two (2) copies of a Request for Overtime Services form (see Exhibit 20-67) to the Budget Office
one week in advance of the dates an employee is expected to work overtime. The form must indicate why the
overtime is necessary. Permission to work overtime must be authorized by Budget. The Division Head is not
permitted to assign an employee to work overtime until Budget has returned the form granting the actions.
An approved copy of the Overtime Request is to be attached to the employee's timesheet. The Payroll Office
checks the request against the hours posted on the employee's timesheet. No one will be paid for overtime
work without a properly authorized Request for Overtime Services form.
Cash Compensation
Overtime requests must be submitted prior to working the overtime. Forms are to be signed by the department
head, division head, sent to Personnel, Budget, and approved copy sent back to originating department. The
approved copy should be attached to the timesheet when submitted to the Payroll Office.
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Compensatory Time Off
o
Compensatory-time-off time will be maintained in departments. Forms will be provided for keeping
this information, which will be audited on a quarterly basis; however, hours worked and hours taken
should also appear on the timesheets submitted to Payroll. The compensatory-time-off balance cannot
exceed 60 hours at any one time. Compensatory-time-off can be taken with the endorsement of
supervisors, as is the case with vacation time, but must be taken within a year.
o
Upon termination for "NL," "NL4," and "NE" classified civil service employees, no payment for any
accrued compensatory time will be made.
20.08.10 OVERLOAD
Overload payments are paid twice per semester on dates specified by the Payroll Office at the beginning of the
semester. It should be noted that overload payments are processed concurrently with regular biweekly wages
and payments are combined on a single paycheck for employees having earnings in both pay types.
20.08.11 PAYROLL ADJUSTMENTS
An adjustment is a manual change to regular employee wage, benefit, tax or deduction information which
changes those figures for a single payroll.
20.08.12 PAYROLL DEDUCTIONS
New Employees - General
Actual deductions are entered into the HRS Deduction and Benefits Parameters screen by the Personnel
Department for Pensions, Health Benefits, Union Agency Shop, and Tax Withholdings for new employees.
Union Membership
When a new employee is hired into a position covered by a union contract, the Personnel Office enters in HRS
a deduction for 85 percent of standard union dues, which is the Agency Shop Deduction.
U.S. Savings Bonds
Upon receiving completed applications, deductions are entered in the HRS Deduction Parameters screen and
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PAYROLL PROCESSING
filed in the Payroll Office. Completed applications include the specification as to the owner, co-owner, and
beneficiary of savings bonds issued. These specifications are forwarded to the bank along with a check to
cover purchases for the payroll period. Savings bonds are then issued by the bank and mailed directly to
employees and/or persons designated to receive them.
Charitable Organizations
Each year a staff member of the College is designated to run the New Jersey State Employees Charitable
Campaign. Pledge cards are distributed and collected by the staff member. Copies are sent to Payroll so that
deductions can be entered into the HRS Deduction Parameters screen and the originals are sent to the
Gloucester County United Way.
Credit Unions
Those interested in savings plans provided by Credit Unions may request applications at the Personnel Office.
Employees are responsible for completing them accurately and sending them to the Credit Union. The Credit
Union returns an Account Notice to Payroll acknowledging membership, and thereby authorizing that a
deduction be made. An in-house form is also available for those who wish to make revisions to their Credit
Union deductions. This form is completed and signed by the employee in order to authorize Payroll to process
such changes.
Alumni Association and Development Fund Donations
Payroll Deduction Authorization forms are available in Institutional Advancement and should be returned there
after completion. Institutional Advancement, in turn, forwards the completed form to the Payroll Office and
deductions are entered on the HRS Deduction Parameters screen. These forms are then filed in Payroll.
Taxes
The HRS Tax Parameters Screen is used to enter all information needed for the system to compute employees'
Federal and State tax withholdings. When a new employee is hired he/she is required to fill out a Federal W-4
form, and, where applicable, a State W-4 form. These forms are used to enter filing status, allowances claimed,
additional tax withholding, legal name, address, etc., on the HRS Employee Add and/or Tax Parameters
screens by the Personnel Office and the forms are then forwarded to Payroll for filing. All subsequent W-4's
filed by existing employees are entered by the Payroll Office. W-4 forms are available in both the Payroll
Office and the Personnel Office.
20.08.13 RETROACTIVE SALARY
Payroll will enter the lump sum adjustment on the Time Input Adjustment screen for payment on the next
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regular pay date for the employee. Adjustments must also be entered for Tax withholding and Pension
deductions when a lump sum adjustment is processed.
Backpay
Payroll will enter the lump sum adjustment on the Time Input Adjustment screen for payment on the next
regular pay date for the employee. Adjustments must also be entered for Tax withholding and Pension
deductions when a lump sum adjustment is processed.
Salary Advances
When the employee picks up the check he/she must also sign the Salary Advance Request. The Payroll Office
then enters this in the HRS system to deduct the advance from the next paycheck. Salary Advances are filed in
the Payroll Office.
20.08.14 DIRECT DEPOSIT
Employees may elect to have their paychecks deposited to their savings or checking accounts or, split between
the two accounts, by completing an Authorization Agreement for Automatic Payroll Deposit (see Exhibit 2068). In the case of a split between checking and savings, a flat dollar amount will be deposited into the savings
account with 100% of the remainder deposited into the checking account.
20.08.15 CHECK DISTRIBUTION
Employee paychecks are available for pickup by the department representatives at the Bursar's Office from
9:00 to 10:00 a.m. and at the Payroll Office from 10:00 a.m. until 4:00 p.m. The department representative or
employee will be required to sign a check distribution list before checks are released.
Departmental representatives are responsible for returning unclaimed paychecks to the Payroll Office by the
end of the day of distribution.
The Payroll Office keeps checks that are returned by departments in a fireproof safe until the employee either
personally picks up the check or requests that it be mailed to his/her home address.
Employees who wish to receive their checks in the mail either on a regular or temporary basis, may do so
provided they fill out and sign a form requesting that the Payroll Office do so.
The Payroll Office is not permitted to release any paychecks to anyone other than the Departmental
representative or the addressee unless the person instructed to pick up someone else's paycheck presents a
signed note of permission from the addressee.
The College also offers Automatic Deposit of paychecks for its employees (see Direct Deposit Section
20.08.14). However, the bank used must have a Federal Depository Number. An Authorization Agreement for
Automatic Payroll Deposits (see Exhibit 20-68) is completed by the employee and paychecks will continue to
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be routed as indicated unless an Automatic Payroll Deposit Cancellation (see Exhibit 20-69) is filed with
Payroll.
Those who opt for this service receive a non-negotiable direct deposit statement on payday in lieu of a check
by way of the same process reserved for check distribution as described above. This statement includes the
same information as is on the check stub.
20.08.16 SALARY DEFERRAL
Employees on a ten-month contract may defer part of their contract earnings through payroll deduction over the
ten months, to be paid back over the two months in which they are not working (i.e., employees on a 10-month
contract may have the corresponding net pay spread over 12 months). Payments over the two-month payback
period are made through minus deductions in the HRS system, and thus regular bi-weekly paychecks are
produced for these employees.
Employees wishing to enroll in this service must sign an authorization form, available in the Payroll Office,
prior to the ten-month contract start date. This authorization form must be completed each year that the
employee elects to participate in the salary deferral option.
In the event that an employee wishes to cancel the salary deferral and withdraw funds during the ten-month
contract period, a written, signed letter must be submitted to the Payroll Manager. The total amount deducted
to date will then be refunded the employee in his/her next regularly scheduled paycheck.
20.08.17 GROUP TERM-LIFE INSURANCE BENEFITS
The IRS Tax Code requires that the value of group-term life insurance coverage in excess of $50,000 provided
to employees be added to taxable wages for tax reporting and withholding.
Based on various information contained in the HRS system (age, salary, employee contributions) and a formula
provided by the IRS each tax year, the value of this fringe benefit is calculated which approximates the amount
it would cost the employee in premiums to maintain such life insurance coverage. This value is calculated each
month and the last regular, exception payroll of each month contains adjustments to taxable wages and taxes
withheld for Federal, State, Social Security and Medicare.
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LABOR DISTRIBUTION
20.09
LABOR DISTRIBUTION
Labor Distribution in HRS is the process of allocating labor expenditures to the appropriate account in the
College's Financial Records System (FRS). Each position in HRS has an FRS account associated with it.
When an assignment is created, it is related to a position and an FRS account. Therefore, in most cases, salary
expenses for a new employee will automatically be charged to the correct account.
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EXHIBIT 20-66
Page 1 of 2
LEAVE ACCRUALS
Vacation/Sick/Personal
Faculty
Administrative
Vacation Days
Support
Staff *
Until Dec. 31 of first
year of appointment
-
1.5 days
1 day
per month
(12 month)
1.8 days
per month
(10 month)
Staff
per month
Taken only as accrued
First calendar year and up
to five years of service
-
After five and up to twelve
years of service
From 13-20 years of service
22 days
per year
-
-
12 days
per year
(12 month)
18 days
per year
(10 month)
No change
No change
15 days
per year
20 days
per year
Twenty or more years of
service
-
No change
1.25 days
per month
1 day
per month
Sick Days
Until Dec. 31 of first
year of appointment
1.25 days
per month
Taken only as accrued
First calendar year of
year of appointment
12.5 days
per year
15 days 15 days
per year per year
(12 month)
12.5 days
per year
(10 month)
25 days
per year
EXHIBIT 20-66
Page 2 of 2
Personal Days (Classified employees only)
Until Dec. 31 of first
-
-
.5 days
per month
First calendar year of
service and thereafter
-
-
* Non-bargaining unit professionals (Management, Confidential,
and Classified Professional Confidential employees) accrue on a
fiscal year basis.
3 days
per year
EXHIBIT 20-9
NON-COMPETITIVE TITLES
(No Test Required to Be Hired)
Clerk
Clerk Typist
Clerk Stenographer
Building Maintenance Worker
Senior Building Maintenance Worker
Crew Supervisor, Building Maintenance Worker
Helper
Repairer
Food Service Worker
Senior Food Service Worker
Guard
Security Officer
Assistant Groundsworker
Groundsworker
Data Processing Prog. 3
Graduate Nurse
Mechanic Helper
Operating Engineer 1
Operating Engineer 2
EXHIBIT 20-4
FLOWCHART
HIRING PROCESS - CLASSIFIED POSITIONS
DEPARTMENT FILLS OUT
REQUEST TO HIRE A FULL-TIME ACADEMIC OR NON-ACADEMIC EMPLOYEE
SEND TO
DIVISION HEAD APPROVAL
SEND TO
PERSONNEL FOR TITLE AND SALARY
SEND TO
BUDGET FOR BUDGET APPROVAL
IF YES
PERSONNEL START HIRING PROCESS
NON-COMPETITIVE TITLES
CHECK APPLICANT POOL
AND/OR ADVERTISE
CERTIFICATION LIST RECEIVED
OR
INTERVIEW APPLICANTS WHO RESPONDED
IN WRITING TO COLLEGE
OFFER EMPLOYMENT
RETURN CERTIFICATION WITH
DISPOSITION
REGULAR APPOINTMENT
ENTER IN PMIS/HRS
BEGIN FOUR-MONTH WORKING PERIOD
IF NO
DIVISION HEAD
COMPETITIVE TITLES
CALL DEPARTMENT OF
PERSONNEL FOR A
CERTIFICATION LIST
CLEARANCE NUMBER RECEIVED
CHECK APPLICANT POOL AND/OR
ADVERTISE
INTERVIEW
OFFER EMPLOYMENT
HIRE/PROVISIONAL APPOINTMENT
ENTER IN PMIS/HRS
EXHIBIT 20-5
FLOWCHART
HIRING PROCESS - UNCLASSIFIED POSITIONS
DEPARTMENT FILLS OUT
UNCLASSIFIED ADMINISTRATIVE OR FACULTY POSITION APPROVAL
SEND TO
DIVISION HEAD APPROVAL
SEND TO
PERSONNEL FOR TITLE AND SALARY
SEND TO
BUDGET FOR BUDGET APPROVAL
IF YES
IF NO
AFFIRMATIVE ACTION OFFICER
FOR COMPLIANCE WITH AFFIRMATIVE ACTION PROCEDURES
DIVISION HEAD
SEND TO
DIVISION HEAD
SEND TO
SEARCH COMMITTEE
CONDUCTS INTERVIEWS
RECOMMENDATION TO DIVISION HEAD
SEND TO
DIVISION HEAD
OFFER OF EMPLOYMENT
SEND TO
PERSONNEL
CONTRACT
SEND TO
PRESIDENT
APPROVES
SENDS
TO
ROWAN COLLEGE OF NEW JERSEY
BOARD OF TRUSTEES APPROVAL