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Administrative Manual - 206 Work Schedules and Pay

206.01 Definitions

The definitions listed below apply to JSA's categories of employee status, work schedules and pay policies.

  1. CATEGORIES OF EMPLOYEES
    1. Employee - A person hired by and working for JSA.
    2. Exempt Employee - An executive, administrative, or professional employee who is exempt from certain provisions of the Fair Labor Standards Act (FLSA). An exempt employee is not eligible for overtime pay. An exempt employee may have any type of JSA appointment and/or work schedule.
    3. Nonexempt Employee - An employee who is covered under and subject to the overtime provisions of the FLSA. A nonexempt employee must be paid overtime for hours worked in excess of 40 in any payroll week. A nonexempt employee may have any type of JSA appointment and/or work schedule.
    4. Regular Appointment Employee - An exempt or nonexempt employee hired to work a full or part-time schedule with no preplanned separation date.
    5. Term Appointment Employee - An exempt or nonexempt employee hired to work a full or part-time schedule for at least 91 days, but with a preplanned separation date.
    6. Temporary Appointment Employee - An exempt or nonexempt employee hired to work a full or part-time schedule for a period not to exceed 90 days.
    7. Casual Appointment Employee - An exempt or nonexempt employee hired to work on a flexible, on-call basis not to exceed 1000 hours in a year. All casual employees are paid hourly rates for all hours actually worked.
    8. State Employee - A person hired by the Commonwealth of Virginia, but working for JSA. For some operational expenditures, State employees are considered JSA employees.
    9. Graduate Student Research Assistant Employee (GSRA) - An individual who is enrolled in a graduate (usually doctoral) degree program and who is performing research toward his/her degree while employed by JSA. A GSRA is an exempt employee. A GSRA is paid a set monthly stipend equivalent to a university research assistant stipend. A GSRA usually works a variable schedule, which averages approximately half-time on JSA work and half-time on personal academic endeavors. Each GSRA appointment is handled as a special case to provide the best value to both JSA and the GSRA.
    10. Student Intern Employee - An employee currently enrolled in a secondary, undergraduate, or graduate degree curriculum who is employed by JSA on a part-time basis as part of its cooperative education program. A student intern is a nonexempt, hourly paid employee, who is limited to 20 hours per week during active academic periods. During breaks, a student intern's standard hours are 40 hours per week. However, limited overtime is permissible if authorized by the supervisor.
    11. Full-Time Employee - An employee who regularly is scheduled to work a standard 40 hour workweek. A full-time employee is paid on a salaried basis, plus overtime payments, when and if applicable.
    12. Part-Time Employee - An employee who regularly is scheduled to work less than 40 hours per week. Part-time employees are paid as follows:
      1. Exempt, half-time or more employees are scheduled to work consistent, agreed-upon, partial work schedules; and are paid a salary based on the agreed-upon schedule.
      2. Nonexempt, half-time or more employees also are scheduled to work consistent, agreed-upon, partial work schedules. However, as nonexempt employees they are paid for each hour actually worked, and are eligible for overtime payments the same as full-time nonexempt employees.
      3. All exempt and nonexempt less than half-time employees, including casual employees, and all student interns are paid an hourly rate for hours actually worked.
      4. A GSRA is paid a set monthly stipend equivalent to a university research assistant stipend, regardless of actual hours worked during the month. GSRAs are exempt employees.
    13. Inactive Status Employee - Employees on Inactive Status receive no salary. Employees on certain types of leaves may be classified as "Inactive." For example, an employee who qualifies for long term disability benefits and who has been absent from work for six months from the first day of the qualifying disability shall be classified as "Inactive Disability." (See Policy 205.01 for specific information.)
    14. Retiree Emeritus - Retiring staff members with distinguished service at the Laboratory who meet the age plus service criteria (See Policy 205.07 Health Insurance Plans) for JSA/JLab retiree benefits may be offered the title of "(present title) Emeritus" on recommendation by the appropriate Associate Director and approval by the Director. The Lab Director, Associate Directors and select senior managers, scientists, engineers and administrators who have made a significant contribution to JLab shall be eligible for Emeritus status.

      Emeritus retirees will receive a Laboratory identification card, access to low-hazard Laboratory buildings, and full library privileges. Any additional perquisites requested by the emeritus retiree must be approved by the Director.

  2. RATES OF PAY
    1. Average Rate - The pay rate determined by dividing the weekly straight-time pay by the number of hours worked, when an employee works at more than one basic rate or more than one shift differential rate during a payroll week.
    2. Basic Rate (Base Pay, or Basic Salary) - The rate of pay per hour, per pay period, or annually, exclusive of any premium pay, whichever is established for each job position.
    3. Overtime Rate - A rate, one and one-half times regular straight-time pay, at which nonexempt employees are compensated for hours worked in excess of 40 in a payroll week.
    4. Premium Rate - The rate of pay that is added to the straight-time rate to create the overtime rate.
    5. Regular Rate - The straight-time rate at which the hours are worked, or the average rate for the week, whichever is greater.
    6. Shift Differential Rate - A percentage of the basic rate, which varies by shift and employee status (exempt vs. nonexempt), that is added to the basic rate to create the straight-time rate.
    7. Straight-Time Rate - The rate of pay per hour, per week, or per pay period obtained by adding the applicable shift differential rate to the basic rate at the time the work is performed.
    8. Stipend - A fixed, all-inclusive, periodic payment made to an exempt Graduate Student Research Assistant (GSRA) in lieu of a salary, or to an eligible foreign visitor in lieu of living expenses.
  3. SHIFTS
    1. Day Shift - Normally, 8:00 a.m. to 5:00 p.m.
    2. Swing Shift - Normally, 4:00 p.m. to 12:00 midnight.
    3. Owl Shift - Normally, 12:00 midnight to 8:00 a.m.
    4. Standard Shift - Any of the three shifts with the hours as shown above.
    5. Nonstandard Shift - A shift with different hours than one of the three shifts shown as 1, 2 and 3, above.
    6. Regular Shift - The normal hours of scheduled work time in each payroll day established for each employee.
    7. Full-Rotating Shift - A work schedule in which management requires an exempt employee to change shifts so that the employee is assigned approximately 50% of the time on a regular basis to the swing or owl shift.
    8. Half-Rotating Shift - A work schedule in which management requires an employee to change shifts so that the employee is assigned approximately 25% of the time on a regular basis to the swing or owl shift.
  4. TIME OFF
    1. Holidays - Holidays are paid time off. Non-worked holiday hours count as time worked in calculating overtime for nonexempt employees. Unless overtime is involved, holiday hours are paid at the straight-time rate.
    2. Paid Leaves of Absence - Absence from work with pay. Except when serving as a witness for the U.S. Government, hours in a paid leave status do not count as hours worked in calculating overtime for nonexempt employees. (Information on paid leave of absence is contained in this manual in the policy entitled Leaves of Absence.)
    3. Leave Without Pay - Absence from work without pay. (For additional information see the policy entitled Leaves of Absence.)
  5. WORKDAYS AND WORKWEEKS
    1. Basic Workday - An eight (8) hour workday.
    2. Basic Workweek - A 40 hour workweek.
    3. Pay Status - The status of an employee for any period of time during which he/she receives JSA pay for work, paid leave, or a holiday.
    4. Payroll Day - Normally, the 24 hour period extending from midnight to midnight. However, the payroll day may vary from midnight to the starting or ending time of a shift, when a regular shift would be split over two midnight-to-midnight payroll days.
    5. Payroll Week - Normally, the seven (7) consecutive days (168 hours) extending from midnight Sunday to midnight Sunday (Monday through Sunday). However, the payroll week may vary from midnight to the starting or ending time of a shift, when a regular shift would be split over two midnight-to-midnight payroll weeks.
    6. Regular Workday - The number of hours an employee regularly is scheduled to work in a payroll day.
    7. Regular Workweek - The number of days an employee regularly is scheduled to work in a payroll week.
    8. Standard Workday - Eight (8) hours in a payroll day.
    9. Standard Workweek - Five (5) days in a payroll week


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