Prior to starting work at Southern Polytechnic, all new employees must complete the following forms in order that your paycheck can be processed.

1. The State Security Questionnaire must be completed for all persons employed for thirty days or more. This form will be prepared in original only.
2. The State of Georgia requires a Loyalty Oath to be executed and retained in the permanent files of the university.
3. Federal and Georgia Withholding Tax Forms must be completed.
4. Where applicable, application for group life insurance and membership in the Teachers Retirement System must be completed.
5. When a person is to be employed for a period of 45 days or more, the rules and regulations of the State Personnel Board concerning medical and physical fitness standards for the position shall be followed.
6. Documents that prove identity and employment eligibility, if requested, must be provided to comply with the Federal Immigration Reform and Control Act. Failure to provide such documents may result in the termination of employment.

1. The basic criteria for the appointment and promotion of classified employees in the several institutions of the University System of Georgia shall be appropriate qualifications and performance as set forth in the policies of the Board of Regents. Relationship by a family or marriage shall constitute neither an advantage nor a disadvantage.
2. No individual shall be employed in a department or unit which will result in the existence of a subordinate-superior relationship between such individual and any relative of such individual through any line of authority. As used herein, “line of authority” shall mean authority extending vertically through one or more organizational level or supervision or management.
3. For the purpose of this policy, relatives are defined as husbands and wives, parents and children, brothers, sisters, and any in-law of any of the foregoing:

 Sub-section 2 will not apply to:

1. Temporary or part-time employment of children under age 25;
2. Any individual employed as of February 14, 1990, at any institution where a relative of such individual then holds a superior position at least one level of supervision removed from such individual in any line of authority; or
3. Exceptions approved by the Board of Regents upon recommendation of the Chancellor as being clearly in the best interest of the institution and the University System.

Each person formally applying for a classified position at Southern Polytechnic will complete an application form.
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If employees are paid bi-weekly, they will receive 26 paychecks during the year. Checks are distributed every other Friday. If a payday falls on a holiday, checks will normally be distributed the preceding day.

Employees on the monthly payroll will receive 12 paychecks during the year. Checks are distributed on the last working day of the month. If a payday falls on a holiday, checks will normally be distributed the preceding day.
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The University does offer the benefit of direct deposit of pay to banks and other financial institutions. Arrangements for this may be made through the Office of Human Resources.
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The normal workday of the employees at Southern Polytechnic State University is 8:00 am-5:00 pm. The normal workday for full-time employees not on rotating shifts consists of an eight-hour period, which excludes one (1) hour for lunch and two fifteen (15) minute breaks. Working hours must be scheduled to satisfy the needs of the department in which an employee works. The supervisor will inform employees about the normal schedule and about any subsequent changes in the hours one may be required to work. An employee may not forego a lunch break to accumulate extra time off.
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Southern Polytechnic has established a personnel classification procedure in accordance with the provisions of the Board of Regents Classification System. A pay grade is assigned annually to each non-exempt classification. The corresponding pay range is then the range for that position for the fiscal year.

The salary ranges have been designed to provide adequate compensation for the work performed and to provide an opportunity for deserved merit increases.
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Southern Polytechnic complies with the provisions of the Fair Labor Standards Act for non-exempt employees. This Act, in part, establishes a minimum hourly wage and requires the payment of overtime for work in excess of forty hours per week at a rate of not less than one and one-half times the employee’s regular rate of pay.

Any staff employee required to work in excess of his or her normal work day may be granted compensatory time off at the discretion of the immediate supervisor and in accordance with provisions of the Fair Labor Standards Act.

The Act also provides that employees of one sex must not be paid wages at rates lower than those paid employees of the other sex for substantially equal work on jobs requiring equal skill, effort and responsibility which are performed under similar working conditions.
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Staff employees subject to the provision of the Fair Labor Standards Act, are required to keep an accurate record of hours worked, vacation and sick hours taken. Some employees will use time clocks to record the hours worked; other employees will prepare handwritten time reports. Time records must be maintained on a daily basis. Your supervisor will instruct you in the keeping of these records.

Time sheets should be completed in ink and not have any strikeovers or whiteouts. It should be checked for completeness and accuracy and signed by the employee and supervisor. If time sheets are not received by the stated deadline, your payroll check may be delayed until the following pay period.
 
Payroll records are subject to audit and should reflect actual time worked and leave taken. Any intentional falsification of time records may be grounds for termination of employment.
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As an Equal Opportunity Employer, Southern Polytechnic is committed to provide means for advancement within the university on an equal basis without regard to race, color, religion, sex, age, national origin or handicap.

All regular classified positions will remain open for a period of five working days during which eligible employees may make application for the position through the Human Resources Office. Announcements of open positions are posted in each department and in strategic locations on campus. Details of this policy are on file in the Human Resources Office.
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Transfers are based on mutual agreement between departments. A transfer is the lateral shift of a regular employee from one position to another in the same classification or to one with comparable skills in the same pay grade. Transfers do not allow for an increase in salary.
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It is your responsibility to notify the Human Resources Office if you change your name, address, telephone number, tax exemptions, etc. It is important to you that the information in your personnel records be kept current at all times.
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Unless a shorter period is acceptable to the supervisor, a regular employee should give not less than two weeks notice if he or she wishes to resign in good standing with eligibility for re-employment. Your supervisor will advise you of the proper procedure for submitting your resignation.
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A classified employee who has completed the provisional employment period may be dismissed or suspended by the immediate supervisor if the employee’s performance of duty or personal conduct is unsatisfactory. Except under emergency circumstances when immediate action is necessary, the employee will be fully and promptly informed of the reasons for suspension and/or dismissal and granted a reasonable opportunity to respond to the next higher authority prior to the contemplated action through available administrative procedures, including a post-action hearing before a Board of Review. Any employee who has been dismissed or suspended without pay and who is later reinstated after appeal, shall be paid at his or her regular rate from the date of dismissal or suspension if ordered by the President or the Board of Regents.
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Except in instances where employees are released for cause, regular employees will be given at least two weeks notice when their position is to be abolished.
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There are certain amounts that may be deducted or withheld from the checks of regular employees either by law, university regulations, or at your request. Among these may be Teachers Retirement, Federal or State Income Tax, Social Security, Group Health, Life, Disability and other insurances, SPSU Foundation contributions, Savings Bonds and Credit Union.
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It is a major responsibility of the supervisor to provide orientation to the job for each new employee. This means explaining the nature of the job to be done, the usual work methods, and the department employment and safety rules.
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Southern Polytechnic tries to provide a pleasant and safe working environment for all its employees. This means adequate air, light, heat, proper working space, furniture and equipment. A morning and afternoon break of not more than 15 minutes each is permitted.
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All employees are expected to be prompt in getting to work at the beginning of the day and after breaks and lunch. If you find it necessary to be absent from work, report such absence to your supervisor promptly. A record of tardiness and unexcused absences may interfere with promotion and may result in loss of pay or disciplinary action.
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If the work situation permits, the supervisor may authorize two (2) fifteen (15) minute breaks, one in the mid-morning and one in the mid-afternoon. Care should always be taken to see that all work assignments are covered. Such breaks are not mandatory and are a benefit subject to departmental and the supervisor’s needs. An employee may not forego breaks to accumulate extra time off.
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Employees of the University may be employed in only one classification at a time. If an employee wishes to accept another position in addition to a current position, the following rules apply: The combined work time for both positions cannot exceed 100 per cent of full-time - 40 hours a week. Both positions must be the same classification, either exempt or both non-exempt. The employee’s department head must approve acceptance of the second position, and the President must approve a personnel action form.
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It is expected that most work will be done within a normal 40-hour work. However, overtime work may be authorized for employees who are not exempt from the provisions of the Fair Labor Standards Act only when the work is deemed necessary by the immediate supervisor with prior approval granted by the Vice President for Business and Finance. An employee may not work more than 40 hours a week unless specific prior authorization is given. Payment for overtime will be made in accordance with the Fair Labor Standards Act. Exempt employees are not eligible for overtime pay. Exempt employees are employed on a job basis and are expected to perform their duties for whatever periods of work may be required.
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In lieu of payment for approved overtime work, compensatory time may be granted to non-exempt employees at the rate of one and one-half hours of compensatory time for each hour of overtime work. Approved compensatory time is subject to a maximum accumulation of sixty (60) hours and must be expended by the end of the succeeding calendar semester.
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Employment at Southern Polytechnic State University that is funded by a grant or a project is subject to the availability of funds. In the event that the grant or project funds are exhausted or reduced, or the grant or project is completed or cancelled, this employment will terminate. Employees funded by a grant or project must take their vacation during the term of the project because funds may not be available to pay for accumulated vacation after the grant or project ends.
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It is necessary that your supervisor conduct a performance evaluation not less frequently than once a year. New employees will be evaluated more often. The evaluation will include: adjustment, capability, productivity, efficiency and potential for development. The immediate supervisor completes the evaluation.
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Every employee is expected to perform his or her duties in as safe a way as possible for his or her own protection, for the protection of fellow workers and the general public, and so as to reduce the amount of time lost through injuries or accidents. Unsafe conditions or practices observed by an employee should be reported to his or her supervisor.

An employee injured on the job should immediately report the injury to the supervisor who will arrange for medical treatment. The Workers Compensation Act provides for payments for injury or death occurring on the job.
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The State of Georgia has enacted legislation to protect employees from the dangers of hazardous chemicals which may be encountered in the workplace. Southern Polytechnic State University has developed a plan to assure that employees receive training and information about hazardous chemicals present in their workplace. As an employee of SPSU, you must make sure that you attend one of the basic training classes offered by the university. Those employees whose jobs involve the handling of such materials must receive additional training in the safe use, storage, and disposal of any chemical they use.
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The Drug-Free Workplace Act requires federal contractors and grantees to keep their workplaces drug-free to remain eligible for federal funds. Those who fail to comply face suspension of payments and termination of their contracts or grants for up to five years. Government contractors who receive awards of $25,000 or more and all grantees must certify that their workplaces are drug-free and meet specific criteria. Individuals who receive contracts or grants must agree not to engage in illegal drug activity during the performance of the contractor’s grant.
 
The act covers nearly all federal contracts and grantees. According to current federal estimates, drugs and alcohol on the job cost the country billions a year in reduced and lost productivity.

Travel by employees on official business of the university is covered by regulations relating to reimbursement for reasonable and necessary expenses. Employees required to make official trips should make sure they understand the regulations by consulting with their supervisor.
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An employee of the University System shall cooperate to the fullest extent possible in any internal investigation when directed to do so by the immediate supervisor or any person who has been given investigative authority by the President of the institution. Such cooperation may involve the use of polygraph tests.
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