Employee Lifecycle

The Executive Vice President Human Resources team (EVP HR) is committed to supporting A&S departments, centers, institutes, and programs with their Leave Management needs. To meet the needs of this diverse population, A&S HR facilitates the Leave Management process for Officers of Administration, Non Union Support Staff, and Union Support Staff, alongside the Leave Management office. The Leave Management office must review and approve medical leave requests, including reasonable accommodations, maternity leaves, paid family leaves (PFL), and all other leave management requests (except personal Leaves). If you or your employee(s) are interested in a leave or a reasonable accommodation, please contact A&S HR to initiate the process. For Officers of Research and Officers of Instruction, please contact Margaret Edsall of the Academic Affairs Team to initiate the process. Please note that there is no accrual of vacation, personal, or holiday time during an extended leave of absence (30 calendar days or longer).

Feel free to review Leave Policies so you know the available resources and steps needed to initiate these types of requests. Additional resources are available below for your reference and review:

• Managing Leaves of Absence
• Maternity and Family Leave
• Leave for Yourself
• Leave to Care for Others
• Benefits While on a Leave of Absence
• Workplace Accommodations

Human Resources:  

• https://humanresources.columbia.edu

Human Resources Manual:

• A&S Human Resources Manual for Administrative Hires (Coming Soon)

Salary Forms:

• Labor Accounting Form (PAC) Salary Distribution & Additional Compensation (for use only when PAC cannot be used to process transaction)
• Time Entry Form (for use only when PAC cannot be used to process transaction)
• Overpayment Recovery Form (via Service Now)
• Stop Payment Form (via Service Now)

Salary Reallocation can be the result of one or both of the following:

• Reallocation of funds due to a lapse of funding on a current grant
• Reallocating of funding in regards to percentage
• Both are occurrence the DAAF or Business Mgr should be aware and conscience of

QRG A Salary Reallocation (PDF)

A cost transfer is needed to clear suspense, reallocate percentages or combo codes charged for an employee’s earnings retroactively.

QRG A Cost Transfer (PDF)

• University Add Comp Policy

Add comps are made for many reasons, and can be paid all in one pay period or be spread out over multiple pay periods. These payments can be paid to employees both within the administrative department and to employees in another administrative department and are processed via PAC.

Criteria

Eligible for consideration: 

• Officers who assume additional responsibilities to cover vacancies or absences of their managers or colleagues may be eligible for additional compensation; however, this compensation is not guaranteed. In general, a few weeks of absence should be covered collectively without add-comp, while longer gaps in staffing could be eligible for add-comp payments. Please contact A&S HR with any questions regarding eligibility, as it may vary based on the scope, timing, and Grade of the position being covered.
• Officers who assume additional responsibilities outside of their department or school to support a temporary need in another area of the University. 

Ineligible for consideration:

• Employees covered by collective bargaining are not eligible to receive additional compensation.
• Senior-level employees (grades 15 and above) are expected to provide such services without additional compensation.
• Officers working during summer months or when classes are not in session. Administrators are required to work the full year.
• Supervisors performing additional duties due to a vacancy of a subordinate in the organizational structure. Covering temporary absences of your staff is part of the manager’s duties.
• Officers who work on grant administration.  Employees can allocate a portion of their salary to a grant for tasks directly related to its administration. This practice is common, as it allows administrators to support multiple grants. While this allocation helps offset the administrator's salary cost, it does not result in an increase to their salary.

For other situations not covered by these guidelines, please contact A&S HR to discuss the specifics of your situation. 

Process

• Requests for add-comp must be submitted to and approved in advance by A&S Finance & HR. To submit the request please complete the Additional Compensation Request form, https://tinyurl.com/yfshtv4j
• Retroactive requests for add-comp will not be approved going forward.
• Add-comp payments should not be promised to a potential recipient until the central A&S Finance & HR team has approved the request and amount.
• If you are anticipating an extended vacancy in your team (e.g., due to a leave of absence), please consult with A&S HR to identify resources to support your department.
• Add-comp can be awarded for performing work outside of an employee’s department.
• Add-comp activities should not exceed 20% of an employee’s work activity. More than that amount could negatively impact current duties, which should be the primary focus of work.
• Total add-comp work for a year should not exceed 10% of the employee’s annual salary. 

A&S HR aims to ensure a smooth and positive departure for both departing employees and the teams they've contributed to. To help departing employees navigate the exit process with ease, access important documentation, and find guidance on tying up loose ends, A&S HR has created an Exit FAQs document. 

Departing employees may also be asked to complete an exit survey. This survey is strictly confidential but themes may be shared in aggregate with A&S Leadership. It is an opportunity for departing employees to influence future improvements by providing feedback on their work environment, their supervisor, and the department as a whole.

We appreciate the contributions of every individual who has been part of our journey, and we wish you continued success in your future endeavors. Thank you for being an integral part of our team.