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Frequently Asked Questions
You may have questions about your job, benefits or WVURC policies. This page covers many of the questions that are often asked by employees and others. Below are answers to many frequently asked questions:
- When will I get my first pay check?
- How will I know if I’m doing a good job in my position?
- What if I have to be absent from work?
- Will I be paid when I’m absent from work?
- Will I be paid if I am sick?
- What is FMLA?
- Does WVURC grant maternity/paternity leave?
- When can I make a change in my insurance coverage?
- Will I be paid if I am called for jury duty?
- Will I be paid for holidays?
- Will I lose my PTO if I don’t use it?
- Will I be paid for accrued, unused PTO when I leave WVURC employment?
- Will I be paid if I am called for military duty?
- How do I recruit through WVURC?
- How are positions classified through the WVURC?
- How are wages determined through the WVURC?
- Are immigration support services available through the WVURC?
When will I get my first pay check?
West Virginia University Research Corporation (WVURC) employees are paid in arrears on a bi-weekly basis.
The WVURC pay periods are: Sunday – Saturday. Ex: 09/16/2017 – 09/30/2017 first bi-weekly payroll, pay date 10/13/2017
WVURC employees are informed in their offer letter of the position’s base 12-month salary and that the WVURC will pay them in 26 bi-weekly installments. At 40 hours per week, 52 weeks per year, a position is scheduled to work 2080 hours per year. Each of the 26 pays, 40 h.p.w. WVURC employees are paid for 80.00 hours regardless of the actual number of hours worked during the pay period which can be higher or lower. Employees regularly scheduled to work less than 40 h.p.w. are paid on the same formula pro-rated. For an employee’s initial and terminal pay period, they are paid actual hours worked up to this standard. Only employees specifically hired into hourly-paid positions are paid for actual hours worked each pay cycle. If an employee is absent from work, appropriate leave policies apply.
How will I know if I’m doing a good job in my position?
Your performance will be evaluated by your immediate supervisor. Soon after you begin your job, you and your supervisor will develop a plan that is specifically designed for your job. At the end of your first year, your supervisor will evaluate your performance. After your initial review, you will be evaluated on an annual basis.
What if I have to be absent from work?
If an employee needs to take time off and knows of the absence in advance, the request is to be made of and approved by the supervisor based upon operations. If the absence is unexpected or emergency in nature, the employee is to notify the supervisor when they are aware they will not be at work as scheduled.
Will I be paid when I’m absent from work?
The WVURC provides full-time (> 30h.p.w.) employees Paid Time Off (PTO) for absences from the workplace. This time begins to accrue the first of the month following the month of hire, according to one’s length and type of service, and is credited for full pay cycles worked. Eligible employees accrue PTO on a pro-rated formula. Unless otherwise required by law, all absences from work (personal, vacation, consulting, sick, family, funeral, etc.) are to be charged to one’s PTO accrual; if insufficient PTO has been accrued for an absence, the employee is taken off the payroll for the time in question. An example of the exception to a PTO charge would be for active military leave. PTO hours are not considered hours worked for overtime purposes.
Will I be paid if I am sick?
The WVURC does not provide a separate “sick leave” for its employees. Time away from work during which one is ill, injured, hospitalized, etc. is to be charged to accrued PTO. In the event a qualifying illness or injury lasts longer than seven consecutive days, the WVURC short-term disability insurance will be activated; this plan summary is provided to employees during their employment and benefit processing session. Time off requests are to be approved by the supervisor based upon operations.
What is FMLA?
The Family and Medical Leave Act (FMLA) is designed to help employees balance their work and family responsibilities by providing eligible employees unpaid, job-protected leave for 1-the birth and care of the newborn child of the employee; 2-placement with the employee of a son or daughter for adoption or foster care; 3-the provision of care to an immediate family member (spouse, child, or parent) with a serious health condition; 4-medical leave when the employee is unable to work because of a serious health condition; or, 5-because of any qualifying exigency arising out of the fact that the spouse, or a son, daughter, or parent of the employee is on active duty (or has been notified of an impending call or order to active duty) in the Armed Forces in support of a contingency operation. Service members need not be deployed overseas for employees to be eligible for leave.
The National Defense Authorization Act for FY 2008 (NDAA) amendments signed into law on January 28, 2008 permits care for a “member of the Armed Forces, including a member of the National Guard or Reserves, who is undergoing medical treatment, recuperation, or therapy, is otherwise in outpatient status, or is otherwise on the temporary disability retired list, for a serious injury or illness.” Additional information and a copy of Title I of the FMLA, as amended, are available on this site.
Employees are eligible to take FMLA leave if they have worked for their employer for at least 12 months, and have worked for at least 1,250 hours over the previous 12 months, and work at a location where at least 50 employees are employed by the employer within 75 miles. Family is defined as spouse, son, daughter, parent, or next of kin.
Eligible employees receive up to 12 workweeks of FMLA coverage within a consecutive 12 month period for circumstances 1-4 sited above. FMLA coverage beyond 12 workweeks may be approved to a maximum of 26 workweeks within a consecutive 12 month period for circumstances approved under the NDAA.
If the situation qualifies as a FMLA absence, the employee is to notify the WVURC Human Resources Office to obtain the required documentation. If you are an eligible WVURC employee, you may elect to use your available PTO concurrent with a period of FMLA leave. The WVURC will continue its normal contributions toward your benefits, provided you continue to pay your share. At the end of the FMLA leave, you have the right to be restored to your original position.
Does WVURC grant maternity/paternity leave?
Maternity leave applies to female employees, and is considered the same as other short-term medical restrictions. An employee is eligible to use available PTO for periods as certified by a treating physician. If one’s medical restriction lasts longer than seven consecutive days, the WVURC short-term disability insurance may be activated; this plan summary is provided to employees during their employment and benefit processing session. Beyond the period of medical restriction certified by a treating physician, a female employee may request to go on leave without pay.
Under the Family Medical Leave Act, eligible employees, male and female, may be absent from work for up to 12 weeks for childbirth. If you are an eligible WVURC employee, you may elect to use your available PTO concurrent with a period of FMLA leave.
When can I make a change in my insurance coverage?
Eligible employees may alter their participation in WVURC insurance plans during Open Enrollment. WVURC insurance plans are based on the calendar year, and Open Enrollment is held annually in December. In addition, employees experiencing a “qualifying event” during the year, such as marriage, divorce, death of a spouse or dependent, birth or adoption of a child, leave of absence, or termination of employment, change in insurance may occur.
Will I be paid if I am called for jury duty?
If you are summoned to serve jury duty, notify your supervisor immediately so your work assignment can be covered. Whenever the court schedule permits, you are expected to report for work. If you are called for jury duty, you will be paid your regular straight time rate of pay for hours actually spent in jury duty that you would have normally worked that day. You are to provide documentation from the court confirming the time you spent on jury duty. Jury duty hours do not count as hours worked toward the calculation of overtime.
If you are involved in a personal lawsuit, and attend court hearings for this purpose, your PTO balance will be charged, or you will be taken off payroll for time away from work in excess of your PTO accrual.
Will I be paid for holidays?
The WVURC provides paid holidays for full-time and part-time employees. The holiday calendar is published each calendar year, and is available on the employee intranet. Eligible employees receive paid holidays on a pro-rated formula. Temporary employees are not eligible for paid holidays. Eligible employees will automatically be recorded as eligible for a holiday, therefore, holiday time off need not be reported through the WVURC employee intranet system. If a WVURC employee works on a WVURC holiday, these hours are to be tracked and taken as leave at an alternative time. WVURC holiday time is paid at the employee’s straight rate, and are not considered hours worked for overtime purposes.
Will I lose my PTO if I don’t use it?
Full-time (> 30h.p.w.) WVURC employees may carry over a maximum of 56 accrued, unused PTO hours on the final pay check of the calendar year. Full-time employees working less than 40 hours per week carry over PTO on a prorated basis (i.e. 1.00 FTE = 40 hours; .75FTE = 30 hours). PTO accrued but unused in excess of 56 hours at the end of the fiscal year is forfeited.
Will I be paid for accrued, unused PTO when I leave WVURC employment?
At separation from employment, eligible WVURC employees are paid for accrued, unused PTO hours. These PTO payments are included in the employee’s final check.
Will I be paid if I am called for military duty?
WVURC will grant a military leave of absence to employees who are absent from work because they are serving in the U.S. uniformed services in accordance with the Uniformed Services Employment and Reemployment Rights Act (USERRA). You are required to give your supervisor advance notice of upcoming military service, unless military necessity prevents advance notice or it is otherwise impossible or unreasonable. The military leave will be unpaid; however, you may use any available accrued PTO for the absence. Continuation of health insurance benefits is available as required by USERRA based on the length of the leave and subject to the terms, conditions and limitations of the applicable plans for which you are otherwise eligible.
How do I recruit through WVURC?
The WVURC HR Office provides recruitment and employment services for positions that support the research infrastructure and economic development opportunities at WVU. These positions must be 100% externally funded through the WVURC. The standard workweek is 40 hours; positions are benefit-eligible if not temporary and established to work > 30 h.p.w.. WVURC positions are temporary if established to work < 90 days.
The HR Office, upon receipt of a completed Position Creation Request form, containing eligible functional, funding and authorizing signatures, will begin the process to establish and recruit for a position through the WVURC.
How are positions classified through the WVURC?
WVURC positions are classified according to their purpose, as equated to the US DOL Standard Occupation Code (SOC) definitions for function and base requisites. This provides sound justification for position requests through funding sources, description development, recruitment, and reporting.
How are wages determined through the WVURC?
WVURC wages are based upon position function and expectations, market rate, and candidate competencies. Wages are negotiable within defined ranges for the geographic location and competency levels for the classification. For additional information on this subject, please contact the HR Office.
Are immigration support services available through the WVURC?
Immigration law and the related regulatory requirements are numerous, complex, and dynamic in nature. The WVURC provides its employees access to immigration support services through a local law firm with a successful decade-long history of practice in this specialty field. The firm, with its consultants, provides a unique blend of experience and knowledge regarding entry, residency, employment, and citizenship procedures of the United States. Applicable government and legal fees are the responsibility of the benefactor. For additional information on this subject, please contact the HR Office.