UACES Facebook Policy Updates

Policy Updates

November 2016


 DELETED 11/2/2016

CESP 3-20: Certificate of Service

Obsolete.


 October 2016


 MINOR 10/13/2016

CESP 2-4: Civil Rights: Public Notification of Nondiscrimination

Corrected EEO statement from 10/12/2016. The University of Arkansas System Division of Agriculture offers all its Extension and Research programs and services to all eligible persons without regard to race, color, sex, gender identity, sexual orientation, national origin, religion, age, disability, marital or veteran status, genetic information, or any other legally protected status, and is an Affirmative Action/Equal Opportunity Employer.

MINOR 10/12/2016

CESP 2-4: Civil Rights: Public Notification of Nondiscrimination

Changed the EEO statement to: "The University of Arkansas System Division of Agriculture offers all its Extension and Research programs to all eligible persons regardless of race, color, sex, gender identity, sexual orientation, national origin, religion, age, disability, marital or veteran status, genetic information, or any other legally protected status, and is an Affirmative Action/Equal Opportunity Employer."


 

MINOR 10/6/2016

CESP 8-19: Employment Benefits: Fringe: Retirement Summary Plan Description

This material was presented to employees at the time of the retriment plan change in July, 2016


 September 2016


 

MAJOR 9/13/2016

CESP 1-69: Personnel: Employee Promotion/Career Review Guidelines for Appointment, Evaluation and Promotion of County Extension Agents and Staff Chairs

A new evaluation guide and tools has been implemented for assessing and evaluating the performance of county extension agents.


 

July 2016


DELETED 7/28/2016

CESP 4-14: System Management - Office: Official Clock - State Office

Summary: Deleted at Donna Rothberg's request.


 

MAJOR 7/18/2016

CESP 1-62: Personnel: Hiring Policies

Changed: 9 month transfer ineligibility period to transfer ineligibility during the employee's introductory probationary period. Exceptions must benefit the organization and be approved by the Associate Vice President for Agriculture - Extension.


 

NEW 7/14/2016

CESP 15-3-I: University of Arkansas System Division of Agriculture Cooperative Extension Service Investment Policy

New Investment Policy


 

MAJOR 6/26/2016

CESP 8-19: Employee Benefits - Fringe Benefits: UA Retirement Funding Plan

In July 2016 the University will begin moving toward a 5% required employee contribution for those enrolled in the University of Arkansas Retirement Plan (UARP). Effective July 2016 those employees who do not contribute or contribute less than 1% will have a required employee contribution of 1% on a pre-tax basis.

Also, for newly benefits-eligible employees on and after July 1, 2016, the vesting schedule will change from one year to two years. Teh vesting schedule applies only to the contributions made by the University. Your contributions are always immediately 100% vested. Employees who are in benefits-eligible positions on and before June 30, 2016 will continue under the current one year vesting schedule.


 

May 2016


 

MINOR 5/2/2016

EHIRE-162

Removed the links to the forms:  W-4, FINANCE-224, AR4EC, EHIRE-124T, EHIRE-180.  Employees should access the hiring form online.


 

April  2016 


 MINOR 4/11/2016.

C.E.S.P. 1-74: Cooperative Extension Service Excellence Awards Programs

Updated policy to reflect the new online procedure replacing the Word Template EPERS-137


 

MAJOR 4/8/206

Important changes to the Hiring Policy C.E.S.P. 1-62 Sections XIII. & XIV.– Please Read.

  • Both the classified & non-classified offer letters have been revised; Please continue to retrieve the offer letter from the policy instead of using a saved version on your computer
  • The PeopleAdmin Onboarding Portal will be used on all appointed hires after April 8th  - contact the Employment Manager for more details
  • To hire a temporary, seasonal, or WOWN employee, please use the Temporary Employee Onboarding Form found on the Employee Links & Resources page, or C.E.S.P. 1-62 Hiring Policy section XIV. Hiring Procedures – Temporary Positions; paper documents will still be accepted until May 2nd  

DELETED 2-24-2016

C.E.S.P. 3-2: System Management: Payroll: Payroll Schedule

Deleted per Financial Services request.


February 2016 


DELETED 2-24-2016

C.E.S.P. 3-2: System Management: Payroll: Payroll Schedule

Deleted per Financial Services request.


MAJOR 1/1/2016

C.E.S.P. 10-8: System Management: Travel: Purchasing Card

Summary: New Policy establishes policies and procedures for CES P-Card holders including responsibilities and consequences of unauthorized and/or inappropriate card use.


MAJOR: 01-01-2016

C.E.S.P. 6-3: System Management: travel: Travel Card (T-Card) 

Summary: New policy replacing the old policy dated 04-01-2012 and establishing the T-Card Policy separate from Travel Policy. Establishes policies and procedures for CES Departmental/Administrative T-Card holders including responsibilities and consequences of unauthorized and/or inappropriate card use.


MAJOR 01/01/2016

C.E.S.P. 6-1: System Management: Travel

Summary: New Policy replacing the old policy dated 04-01-2012. New policy additions and revisions include:

  • All travel related expenses must be reasonable, necessary, and cost effective for CES
  • Only 75% of the daily allowance may be claimed for meals on the first and last day of travel
  • A written justification signed by the Travel Supervisor is required if the TRAV-210 is not received prior to travel
  • Travel agency fees will be charged to the requesting unit’s fund and org number
  • Non Extension employees will be reimbursed for actual expenses up to per diem
  • Changes to the Travel Advance requirements
  • Deadlines for submitting personal Travel Reimbursement requests

 

MAJOR 2/5/2016

C.E.S.P. 1-62: Personnel: Hiring Policy

Changed Classified and Non-Classified offer letters in the Hiring Proposal section:


MAJOR 2/4/2016

C.E.S.P. 1-62: Personnel: Hiring Policy

Added forms:


  January 2016 


 MAJOR 1/1/2016

C.E.S.P. 1-62: Personnel: Hiring Policy

Updated Temporary Classification & Compensation Plan for compliance with Federal Law.

 


  December  2015


 MINOR 12-17-1015

C.E.S.P. 8-21: Employee Benefits: Flexible Spending Account (FSA)
changed: "You can set aside as little as $120 or as much as $2,500 for the plan year."
to: "You can set aside as little as $120 or as much as $2,550 for the plan year."

 


 Deleted per Del Johnson's request C.E.S.P. 8-27: Campus Parking Fees

 


 

November 2015

MAJOR  11-11-2015

Summary: Major Revision to all  Policies below.

 C.E.S.P. 1-13: UA Retirement Eligibility and Privileges

C.E.S.P. 8-1: Federal Benefits and Retirement

C.E.S.P. 8-18: Continuation of UA Health/Dental/Life Insurance

C.E.S.P. 8-19:  UA Retirement Funding Plans

C.E.S.P. 1-62: Hiring Policies

 

  


 

October 2015

 

MAJOR  10-2-2015

CESP 7-20 - Employee Benefits: Leave and Holidays: Holidays

 Summary: Changed for compliance with State OPM policy:

Old: Holidays that occur on a Saturday will generally be observed on the preceding Friday. Holidays that occur on a Sunday will generally be observed on the following Monday. The exceptions are Christmas Eve and Christmas Day. When December 24 occurs on a Sunday, the preceding Friday is observed. When December 25 occurs on a Saturday, the following Monday is observed.
New: Holidays that occur on a Saturday will be observed on the preceding Friday. Holidays that occur on a Sunday will be observed on the following Monday.

 


 

 September 2015

 

DELETED  9-15-2015

CESP 1-38: Personnel: Performance: Salary Increases - Advance Degree
Removed from CESP 1-32: Personnel: Employment: County Extension Agents and Interns - Compensation, Paragraph: "Salary Increases for Advanced Degrees. Refer to C.E.S.P. 1 - 38, Salary Increases - Advanced Degrees."

Summary: Deleted. Policy is not in line with Educational Defferential Incentive Policy.  Update to policy in progress.


 

MINOR  9-10-2015

CESP 8-26 Employee Benefits: Fringe Benefits: Cooperative Extension Worker's Protective Association

Summary: Updated contact person to: Kim Magee (501)671-2081


 

MINOR  9-8-2015

CESP 7-7 Sick leave & Bereavement Leave

Summary: Changed wording of Section II.3. "A bereavement absence for immediate family is charged to sick leave."  "Your bereavement absence for anyone outside your immediate family will be charged to compensatory time first..."


MAJOR  9-1-2015

CESP 7-7 Sick leave & Bereavement Leave

Summary: Added Bereavement Leave to Section II. - Use of Sick Leave.


 

August 2015

 

NEW  8-6-2015

CESP 8-14: U.A.L.R. Affiliate Membership

Summary: New policy establishing policy concerning Affiliate Membership status at the University of Arkansas Little Rock Donaghey Student Center and Bookstore.


 

MINOR  8-6-2015

CESP 8-13: U.A. Travel Insurance

Summary: Added link to:  EHIRE-206 Certificate of Liability Insurance and Designation of Beneficiary


July 2015

 

MINOR  7-24-2015

CESP 1-62: Personnel: Hiring Policies

Summary: In Banner Admin, Beverly Christenberry was deleted and Jan Sampson was added.


 

MINOR  7-14-2015

CESP 1-62: Personnel: Hiring Policies

 Summary: Added: Video Clip: How to Create a Hiring Proposal

 


 

MAJOR  7-7-2015

CESP 3-17: System Management: General: Worker's Compensation Notice

Summary: New Extension Worker's Compensation Liaison: Jan Sampson. E-mail: jsampson@uaex.edu
The Worker's Compensation Notice moved from System Management: Payroll to System Management: General.

 


 

MAJOR  7-2-2015

CESP 1-62: Personnel: Hiring Policies

 Summary: The Cooperative Extension Service Classified and Non-Classified offer letters have been revised to add the following: "...contingent on completion a [criminal background check] [drug screening] that is fully satisfactory in the sole discretion of the Cooperative Extension Service." 

 


 

MAJOR  7-2-2015

CESP 2-17: Civil Rights: Posting Requirements

Summary: Added: Arkansas Whistle-Blower Act 1523 pf 1999 Poster 


 

 MAJOR Effective 7-1-2015 

 CESP 8-2: Employee Benefits: Fringe Benefits: UMR Health Insurance

 Summary: Change as a result of the July 1, 2015 Medical Plan Design changes and rate increase.


  

June 2015

 

MAJOR 6-29-2015

CESP 1-62: Personnel: Hiring Policies 

 Summary: Effective July 1, Employment testing will be used for all Administrative positions prior to interview.


 

 

MAJOR 6-26-2015

CESP 7-20: Employee Benefits: Leave and Holidays: Holidays 

Summary: For consistency of practice throughout the Division, effective immediately CES policy will indicate a FOUR (4) week time period for calculating temp average hours worked before a holiday.

 

MINOR 6-19-2015

CESP 8-21: Employee Benefits: Fringe Benefits: University of Arkansas Flexible Benefit Plan

Summary: Added Flexible Spending Summary Plan Description.  Deleted Templates EBEN-105, EBEN-106, EBEN-227

 


 MAJOR Effective 7-1-2015 

CESP 8-2: Employee Benefits: Fringe Benefits: UMR Health Insurance

Summary: Change as a result of the July 1, 2015 Medical Plan Design changes and rate increase. 


 

 June 2015

MINOR 6-1-2015 

CESP 1-69: Personnel: Employee Promotion/Career Review: Guidelines for Appointment, Evaluation and Promotion of County Extension Agents and Staff Chairs

Summary: Deleted from November 15 to January 15: "The applicant may withdraw from consideration, or the applicant and District Director jointly may submit a written rebuttal to the AVP-Extension within 10 working days. The AVP for Ag-Extension will respond in writing to the District Director that the rebuttal has been received and will be considered. "

Deleted from January 15 to February 15: "...including any rebuttals received."

Changed May to Mid-March


 

MINOR 6-1-2015

CESP 2-17: Civil Rights: Posting Requirements

Summary: Added a link to Company Nurse Injury Hotline


  

May 2015

 

MINOR: 5-15-2015

CESP 1-15: Personnel: Performance: Termination

Summary: Added to "Employees dismissed for cause may appeal the decision to the Division's Office of Affirmative Action within ten (10) calendar days of receiving notice of the dismissal.":
The Office of Affirmative Action will send such appeal to the Associate Vice-President- Extension for consideration.


 

MINOR: 5-1-2015

C.E.S.P. 8-13: U.A. Travel Insurance

Summary: Updated wording.


 

 April 2015

MAJOR: 4-21-2015

C.E.S.P. 1-74: Personnel: Awards: Cooperative Extension Service Excellence Awards Programs

Summary: Change in award amount for Early Career Awards and clarify nomination and selection process.


March 2015

MAJOR: 3-23-2015

 C.E.S.P. 1-62: Personnel: Hiring: Cooperative Extension Service Hiring Policies

Summary: Paragraph XIV. Temporary Positions - Required New Hire Documents. Changed required time to submit the documents to Banner from seven(7) days to 5 business days prior to employee's effective date of hire.


 MINOR: 3-18-2015

C.E.S.P. 8-12: Employee Benefits: Fringe Benefits: U.A. Long Term Disability Insurance.
C.E.S.P. 8-15: Employee Benefits: Fringe Benefits: Life Insurance - Employees on University Appointment.

Summary: Summary Plan Description to reflect the vendor change only.  There are no plan design changes.


 MAJOR: 3-12-2015

 C.E.S.P. 15-3: System Management Financial Guidelines: Managing County Financial Transactions

Summary: New Policy replacing the old policy dated 1-17-2006.  Establishes the policy and procedures for conducting the financial operations of the county offices.  Establishes a time-line for the submission and reconciliation process for the county account.


 MAJOR: 3-11-2015

 C.E.S.P. 7-20: Employee Benefits: Holidays

Summary: The new policy defines "Winter Break" and explains holiday pay criteria for regular salaried employees and for temporary employees.


 MAJOR: 3-4-2015

C.E.S.P. 3-17: Workers' Compensation

Summary: New Policy replacing the old policy dated 4-23-2001.  Establishes procedure for obtaining compensation for injuries while in duty status.


 February

 MAJOR: 2-25-2015

C.E.S.P. 4-1: Inclement Weather & Office Closing

Summary: Deleted the “Inclement Weather Procedure In Effect” section


 

January

 MAJOR: 2-4-2015

C.E.S.P. 1-62: Personnel: Cooperative Extension Service Hiring Policies

Summary: Changed EEO statement to: It is the policy of the University of Arkansas Division of Agriculture to provide equal employment opportunities and to offer all programs to eligible participants without regard to race, color, sex, gender identity, sexual orientation, national origin, religion, age, disability, marital or veteran status, genetic information, or any other legally protected status.

MAJOR: 2-4-2015

C.E.S.P. 1-62: Personnel: Cooperative Extension Service Hiring Policies

Summary:  Added to 1. General Section,  Rehire after Retirement paragraph:  "Rehire regulations for retirees who have participated in Deferred Retirement Option Programs (DROP) may differ"

 

MINOR: 1-28-2015

C.ES.P. 8-18: Employee Benefits: Fringe Benefits: Retirement Options Health/Dental/Life Insurance Employees on University Appointment

Summary: The Standard Life Insurance Company will now charge a yearly $30.00 administration fee to bill for retiree life insurance

MAJOR: 1-23-2015

C.ES.P. 1-62: Personnel: Hiring

Summary: 

Eliminating the use of EHIRE-112T & EHIRE-169T forms when requesting a temporary employee

 

MINOR: 1-15-2015

C.ES.P. 1-15: Personnel: Performance: Termination

Summary: 

Changed: Employees dismissed for cause may appeal the decision to the Associate Vice President for Agriculture - Extension

to: Employees dismissed for cause may appeal the decision to the Division's Office of Affirmative Action

 

MAJOR: 1-1-2015

C.ES.P. 1-62: Hiring Policy

Summary: 

In section XIV, under the Required New Hire Documents for Temporary Positions section, changed the first sentence to read “seven (7) days” instead of the existing “ten (10) days”

 

MAJOR: 1-1-2015

C.ES.P. 8-2: UMR Health Insurance

Summary: 

Prescription Drug:  The 3-tier prescription drug program requires a $15 copayment for generic drugs, $40 copayment for formulary preferred brand-name drugs, and $80 copayment for formulary non-preferred drugs.

Additionally, there is an out-of-pocket maximum of $1,600 per individual, $3,200 per family.  Drugs that are reference based pricing, 100% member paid, or non-covered will not count toward this maximum.


MAJOR: 1-1-2015

C.ES.P. 8-21: University of Arkansas Flexible Benefit Plan

Summary: 

  • Expenses must be incurred from January 1 through December 31 or your termination date, whichever is earlier. No Grace Period.
  • Up to $500 of unused FSA as of December 31 will transfer to the next plan year. Unused amounts over $500 will be forfeited after December 31.

MAJOR: 1-1-2015

C.ES.P. 8-24: Dental Insurance

Summary: Delta Dental Rate Increase


 

MAJOR: 1-1-2015

C.ES.P. 8-15: Life Insurance - Employees on University Appointment

Summary: New Life, Disability and AD&D Provider
The University is changing Life Insurance, Disability Insurance and Accidental Death and Dismemberment Insurance providers to Standard Insurance Company effective 1-1-2015.  Your current coverage and beneficiary designations transfer to the new provider with no action required.

Rates changed (decreased)


 

MINOR: 1-1-2015

C.ES.P. 8-12: Long Term Disability Insurance

Summary:

Changed:
From: "
This coverage provides a disability Plan of 60% of that portion of your annual salary above $20,000"

To: "This coverage provides a disability benefit of 60% of that portion of your annual
salary above $ 20,000 and up to $100,000."

Added:
If annual salary is greater than $100,000, use $100,000 as salary to calculate monthly benefit.
If annual salary is less than $100,000, use exact salary to calculate monthly benefit.


 

NEW: 1-1-2015

C.ES.P. 8-18: Employee Benefits: Fringe Benefits: Retirement Options Health/Dental/Life/Insurance Employees on University Appointment

Summary:

New policy establishes policies and procedures relating to retirement options for health/dental/life/insurance elections for classified and non-classified Extension employees.