General

 

Affirmative Action Statement

Webster University is an equal opportunity/affirmative action employer. Women and minorities are encouraged to apply.

Americans with Disabilities Act (ADA)

In compliance with the Americans with Disabilities Act, the University will not discriminate in their employment practices against any qualified individuals with disabilities on the basis of their disabilities and will make reasonable accommodations as needed.

Attendance

Employees are required to be at work during their scheduled working hours. Schedules for hourly (non-exempt) employees are maintained according to the approved budgeted status on the automated time and attendance system. 

Hourly (non-exempt) employees should avoid early arrival and late departures outside of the approved schedule.  Salaried (exempt) employees should maintain regular hours as established by their supervisor and to meet the needs of their constituencies.  The requirements of the job may dictate working beyond this core schedule.

Any change in schedule needs to be approved in advance by the employee’s supervisor.  An employee who is absent without advance approval must report the reason for his or her absence as soon as possible on the first day of absence. (See Sick Days policy)

An employee who is absent without permission may: a) be unpaid during the absence; or b) be terminated immediately upon prior approval and consultation with Human Resources if temporary, part-time, or in their initial training period.

An employee who is absent without permission and without an explanation or notice for a period of three (3) or more consecutive days may be considered to have resigned his or her position and may be terminated following review by the Chief Human Resources Officer or designee. Such termination shall be effective on the date of the commencement of such unauthorized absence.  

Employee Self-Service and Automated Time & Attendance

Confidentiality

All employees will have access to various types of confidential information regarding students, staff, faculty, and the University.  It is expected that all employees will protect that confidentiality.  At no time is it acceptable for employees to 1) share their password for anyone else to access their personal and confidential online employment information; or 2) allow someone else to record their worked time via “timestamp”, enter non-worked time or submit time off requests in the automated time and attendance system on their behalf other than their authorized time editor as approved by their supervisor.  Employees who share their information or who enter information on an employee account other than their own unless otherwise authorized by their approved role will be subject to disciplinary action up to, and including, termination.

Employee Self-Service

All employees will maintain their personal, pay and tax information and time and benefit elections via the Employee Self-Service system.  Employees are accountable for ensuring information is accurate and up to date corresponding to the pay period or applicable event schedule.  Employees will be able to update direct deposit, tax withholdings, address, phone, emergency contact, beneficiary and benefit elections (as applicable) from any device with internet capability.  Employees will also use the system to view their pay, benefit enrollment, benefit time available (as applicable), W2 and personal information.  Accessing this information outside of approved work schedule is considered non-compensable time.

Time & Attendance System - Hourly (Non-exempt) Employees

When scheduled to work, hourly (non-exempt) employees will record their time via “timestamp” into the Time & Attendance system only at their assigned work station based on their approved schedule.  Hourly (non-exempt) employees working outside of their approved schedule must obtain advanced approval from their supervisor. Recording worked time at a location other than an employee’s assigned work station is strictly prohibited and subject to disciplinary action up to, and including, termination.  Should an employee’s recorded time be missed inadvertently or due to inaccessibility to a system, they will submit a request for supervisor approval for a correction the same day or as soon as possible immediately thereafter.  Exceptions to recording time via “timestamp” will be rare and approved and monitored by the supervisor.  Regular exceptions to this process will be subject to disciplinary action.

Time & Attendance System – Staff

Staff employees will maintain information in the Time & Attendance system for professional development as approved by their supervisor.  Any time recorded as professional development will be considered “worked time” and incorporated in the overtime calculation for hourly (non-exempt) employees.

Employees will use the system to request approval for time off and utilization of available sick, vacation and personal day time.  If a request was not performed in the system for advance approval, the employee must request supervisor approval for correction the same day or as soon as possible immediately thereafter. 

Time & Attendance System – Students, Staff and Supervisors

All student and staff employees will approve their pay period record in accordance with the published schedule supporting the payroll process. See Payroll Pay Schedules link on the Time & Attendance home page.   

Supervisors will oversee schedules, worked and non-worked time, exceptions and approve pay period records.  Supervisors will oversee proper use of the system by their employees and administrative support for purposes of accuracy and compliance with policy and law.  Supervisors may assign a designee to perform timekeeping functions in the Time & Attendance system on their behalf but retain responsibility for outcomes and adherence to policy.

Federal Fair Labor Standards Act and Overtime Pay

The Fair Labor Standards Act, referred to as the Federal Wage and Hour Law, applies to Webster University in the United States. This law governs minimum wages, overtime payments, hours worked and job classification.

Hourly (Non-exempt) Employees

Non-exempt employees are paid hourly and are entitled to overtime pay that is time and one-half their regular rate of pay for each hour worked over the applicable threshold and the applicable work period.  A work week is Sunday at 12 a.m. through Saturday 11:59 p.m.  Hourly (non-exempt) employees will record all worked time online via “timestamp” on the automated time and attendance system in accordance to their assigned schedule (see Employee Self-Service and Automated Time & Attendance policy). Time recorded will be rounded to the nearest quarter hour.  Hours worked are associated with the day the employee starts the shift for purposes of overtime eligibility. Employees are eligible for overtime pay once they exceed 40 worked hours in a work week (note additional state requirements below). Time off for holidays or closure and on-call time will be considered “worked time” for determining overtime pay. All overtime work for hourly (non-exempt) employees must be assigned and approved in advance by the supervisor. The Federal Wage and Hour Law prohibits hourly (non-exempt) employees from working extra hours in one week to be retained for compensatory time in a subsequent week.

Webster University must additionally adhere to applicable State and Local laws governing wage and hour where they provide a greater benefit to employees:

California:  Hourly (non-exempt) employees who work in California are paid one and a half times their base wage for hours worked over 8 hours in a day and for the first 8 hours on the 7th consecutive day worked.  They are paid double their base wage for hours worked over 12 hours in a day or over 8 hours on the 7th consecutive day worked.  If an hourly (non-exempt) employee requests to work beyond 8 hours in a day in order to make up for previously missed work, they would indicate this is “California Make Up” time and overtime pay would not be required unless subsequently exceeding 12 hours of work in a day or 40 hours in the work week.

Colorado:  Hourly (non-exempt) employees who work in Colorado are paid one and a half times their base wage for hours worked over 12 hours in a day or over 12 consecutive hours.

Salaried/Exempt Employees

Exempt job classifications are determined by the salary basis and duties test in accordance with federal and state laws.  Exempt employees are paid a salary and are not eligible for overtime or compensatory time off.  In accordance with the law, salaried (exempt) employees may not have their pay reduced for variations in the quantity or quality of work and must receive their full salary for any period in which they work with the exception of their first and last week of employment in a salaried role unless 1) they absent themselves in whole day increments; 2) they are on an approved Family Medical leave; or 3) they are on unpaid disciplinary suspension.  

All salaried (exempt) employees should submit requests for any vacation, personal and sick time in whole day increments through the automated time and attendance system for approval by their supervisor in advance of the time off, where possible, or record the time off in a timely manner based on the published schedule on the Employee Self-Service portal for incorporation with each pay period processing.  Should an exempt employee be on an approved Family Medical leave, they should request benefit time in quarterly hour increments consistent with their standard budgeted schedule for all periods of absence (see Family and Medical Leave Act (FMLA) and Leaves of Absence policy).

The Wage and Hour Laws were established for the protection of the employee. However, the employer is charged with the responsibility of enforcing the regulations and is subject to audit by the government and to a fine for violations. Therefore, accuracy of the time record is required. Time records must reflect the exact time worked and the exact time off and employees must approve their time record submission each pay period as must the designated time approver.

Grievance Policy & Procedures

It is generally recognized that in any human group, occasional disagreements will occur. In an ideal world, those disagreements and misunderstandings would be resolved through effective, two-way communication techniques. However, effective, two-way communication is not always possible in a time of conflict. Therefore, the University offers a grievance structure to assist in resolving disputes and insure a fair and equitable treatment of all employees. Click here to access the full Grievance Policy.

Identification Cards

All Webster Groves campus employees are required to have a Webster University identification card. Cards are issued at the Office of Public Safety. The cards are to be presented to the Public Safety Officer upon request. Employees are responsible for updating cards annually at the Office of Public Safety. The identification card may also be used as a library card for the Emerson Library and as a security swipe card for after-hours access to designated buildings and departments.

Initial Training Period

The first 60 days of a person's employment at Webster are an initial training period. During this period an employee's abilities and work performance should be regularly evaluated by the supervisor. If for any reason, on or before the end of this 60-day period, it is determined that an employee is not suited for the job for which he or she was hired, or if the employee decides it is not the position he or she wants, the employment may be terminated at that time. (See Termination policy).

National Labor Relations Act

The National Labor Relations Act (NLRA) guarantees the right of employees to organize and bargain collectively with their employers, and to engage in other protected concerted activity or to refrain from engaging in any of the above activity. Employees covered by the NLRA* are protected from certain types of employer and union misconduct.

The full notice is available here: NRLA Posting.

Notice of Non-Discrimination

Webster University is committed to non-discrimination and equal opportunity regarding the treatment of students, faculty and staff.  The University considers employment, admissions, financial aid, programs, and activity applications without regard to race, sex, sexual orientation, gender identity, color, creed, age, ethnic or national origin, or disability. Inquiries or complaints related to any of these areas should be addressed to the appropriate individuals identified below.

Matters concerning employees and applicants for employment should be directed to: 

Betsy M. Schmutz, Associate Vice President
Chief Human Resources Officer
Title IX Coordinator 
Webster University
470 E. Lockwood Ave.
St. Louis, MO 63119
314-968-6960
schmutz@webster.edu

Payroll Office and Pay Distribution

The Payroll Office maintains payroll records for all University personnel and handles all matters pertaining to an employee's paycheck. Earnings and deduction records are maintained for University employees, including vacation, sick pay, personal pay, and other records of employee compensation.

Employees are strongly advised to establish a direct deposit for their pay.  Pay that is received in a check will be mailed to the employee’s address on record in the Employee Self-Service portal.  This includes student employees.

Resignation

An employee is expected to give a minimum of two weeks written notice to their supervisor prior to resigning from the University. Upon receipt of a notice of resignation, the University reserves the right to ask an employee to leave immediately without obligation for additional pay.  In such cases, up to two weeks of pay will be provided in lieu of notice.  It is expected that an employee report to work on his or her last day of employment.  Should an unexpected absence occur on the scheduled last day of work, the employee’s termination date will be modified to the last day worked.

Staff Development

Webster University is committed to the on-going development of its staff and to providing an environment and resources to allow employees to develop and grow within the organization. Such time away from regularly scheduled hours must be approved by an employee’s supervisor and should be recorded as professional development on the automated time and attendance system.  Hourly (non-exempt) employees will be paid for travel time beyond the time it normally takes to commute to work.  Once at destination, hourly (non-exempt) employees will be paid for time while attending the development program.  Hourly (non-exempt) employees will not be compensated for voluntary gatherings outside of the approved development program.  Note that college-level courses may not be taken during an employee’s standard work schedule.  

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Termination of Employment

To guarantee that all employees are treated fairly, the University has a formal process to follow when it is necessary to terminate an employee. Prior to termination, there should generally be counseling with the employee consisting of verbal counseling, written warning and written probationary status.  All terminations must be approved by the Division Executive or designee and the Chief Human Resources Officer or designee.  However, the University reserves the right to terminate employment immediately depending upon circumstances.

Working Hours

All employees of Webster University are expected to work the schedule established by their supervisor. Time is rounded to the nearest quarter hour, so employees need to be attentive to entering a timestamp within seven minutes of their scheduled beginning and ending of their work day.  The administration of the University sets those operating hours which are best suited for serving the needs of the University and the public. This may require employees to work more than their standard schedule. Schedules may vary from time to time.

 Employees may only pursue college level courses outside of their standard work schedules.  See Staff Development policy for further information.  

Meal Break

Hourly (non-exempt) employees who work more than five hours in a day should be given a 30 minute meal break with full relief of duties and the ability to leave premises.  Meal breaks are non-compensated.   If a meal break is less than 20 minutes in length it will be considered fully compensated time, however this should be the exception.  An additional meal break should be given if working more than ten consecutive hours in a day.  Employees in states other than California can be approved by their supervisor to work through their meal break on a rare, exception basis. In addition to meal breaks, employees should be given a paid 15 minute rest period on premises within each four hours of work.  With supervisory approval, employees may substitute breaks for additional paid time with the meal break.

California hourly (non-exempt) employees can waive the meal break if they work six hours or less in a day and it is formally documented with approval by the employee and the employee’s supervisor and noted in the online time record.  If a California hourly (non-exempt) employee does not get a meal break in accordance with state law, they are compensated one hour of wages.  If a California hourly employee reports to work but is sent home, they will be compensated at least half of their scheduled day’s pay.

On Call

Employees in Facilities Operations may be placed “on call” to respond to emergencies.  An on-call employee is expected to maintain availability to return to work within an hour in the case of emergency or needed procedures.  Standard weekly “on call” assignment is paid at two hours regular rate.  If called in to work, employees receive a minimum of two hours of pay or actual hours worked, whichever is greater.  HVAC “on call” is paid a minimum of one hour of pay or actual hours worked, whichever is greater, for time worked at home and a minimum of two hours of pay or actual hours worked, whichever is greater, if the call requires reporting to work.  On call time is counted towards overtime eligibility. 

Travel Time for Hourly (non-exempt) Staff

The principles which apply in determining whether time spent in travel is compensable time depends upon the kind of travel involved.

Home to Work Travel:  An employee who travels from home before the regular workday and returns to his/her home at the end of the workday is engaged in ordinary home to work travel, which is not work time.

Home to Work on a Special One Day Assignment in another City:  An employee who regularly works at a fixed location in one city is given a special one day assignment in another city and returns home the same day.  The time spend in traveling to and returning from the other city is work time, except that the employer may deduct (not count) the time the employee would normally spend commuting to the regular work site.

Travel That is All in a Day’s Work:  Time spent by an employee in travel as part of their principal activity, such as travel from campus location to campus location during the workday, is work time and must be counted as hours worked.

Travel Away from Home Community:  Travel that keeps the employee away from home overnight is travel away from home.  Travel away from home is clearly work time when it cuts across the employee’s work day.  The time is not only hours worked on regular working days during normal working hours but also during corresponding hours on non-working days.  The Wage and Hour Division will not consider as work time that time spent in travel away from home outside of regular working hours as a passenger on an airplane, train, boat, bus, or automobile.

Voting

Employees are encouraged to participate in voting as a part of being a responsible citizen.  Upon request and advanced scheduling, supervisors will accommodate a change in schedule to support this right in accordance with each state’s law.  Compensation for time off in order to accommodate voting will be made in consideration of individual state laws.

Human Resources News