2017-2018 Off Duty Pay Calendar
HR Policies PowerPoint Presentation
Brandi Gilbert-Hammett:
Off Duty Pay (ODP) – 9 month vs 12. month faculty.
For 9 month faculty, August 15 or so to May 15 is considered the “on duty” period. May 16 to August 14 is the off duty period. There are other dates that are off duty, like winter and spring break during the on duty period. For those dates, you could compensate yourself to work on a grant of some sort.
Talk with HRor fiscal to start. The Board of Trustees approaches off-duty pay by days.
We have a calendar and calculator that’s online on our college HR website (https://hr.cfaes.ohio-state.edu or specifically, https://hr.cfaes.ohio-state.edu/hraservice-center/hra-resources/faqs). Your department Human Resources Professional (HRP) has access to this information as well.
Plan ahead so that you can make sure you’re compliant and processing ODP in a timely fashion.
Lori Kaser: If you are writing ODP into grants, the most you can do is 2.5 months in a year and 11% per month.
Brandi Gilbert-Hammett: Delay of tenure track — Your offer letter indicates a probationary period, your mandatory time frame for promotion. Always refer back to this. Print your APT and save an electronic and hard copy to reference.
The probationary period varies by rank and what track you’re in. Be mindful of this.
You have a choice to use the APT that you were brought in on or the most current. If it has changed it is helpful to have your original copy.
Things that are permitted for delaying tenure track: Care giving (pregnancy and adoption), personal illness or injury, less than full time during a particular period, having a child for example.
Appointment structures — 12/12 or 9/12. Nine month faculty (9/12.5) — this is what new faculty are hired on.
12 month faculty are working the calendar year, but you can take vacation, etc.
9/12 month faculty are working the academic year.
9/12.5 means you start mid-August. You need time to get prepared before classes actually start. You begin your appointment mid-August and you get a paycheck for half the month. You’re beginning work, getting courses set up, accessing Carmen, etc.
There’s a negotiated salary. When you think about your salary divide by 12.5 for your first year. The following year starting September 1 begins your monthly comp rate.
Nine month faculty cannot get vacation, but each structure gets sick leave. At the end of the retirement sick leave can be paid out. Nine month faculty don’t have vacation because of the OD period. More faculty are coming in as 9/12.
At the time of conversion from 12/12 to 9/12 you will lose your vacation. You can donate it to someone’s sick leave or you can try to spend it down.
The Board of Trustees has designated a period of what should be on duty time. The rest that’s left is off duty. May 16 – August 1.
Use the ODP tool!
Academic off duty are the days sprinkled throughout the year, then there is summer ODP. May is also an odd month.
If you’re going to pay yourself for any days in May, you can only do so at the beginning of the month or the end of the month. You can’t “double dip”
If you’re thinking of converting from 12/12, loop in your department chair and your HR professional.
Conversion from 12/12 to 9/12 in January… yes you can do this, but it’s a big manual job to do behind the scenes. You’re taking five months of pay and spreading it over eight months. Be prepared for a smaller paycheck.
August 15 is the start of on duty pay, the start of the academic year. August 1-14 are ODP eligible days.
There are more ODP eligible days than you’re allowed to pay yourself. There are three months in the summer, but you’re only allowed 2.5 months total. This allows nine month faculty to actually take personal time because they do not accrue vacation. You need personal time.
Elayne Siegfried: Faculty conflict of commitment (Office of Academic Affairs) — Applies to full-time faculty including administrators and staff with faculty appointments.
When external conflicts interfere with your main responsibility (teaching, research, service), your primary allegiance is to OSU. Ex: if you’re doing consulting work. Always disclose this process or your new consulting, etc. with your Chair or Dean.
Examples of conflict of commitment: if you teach at another university, if you have a private business, conduct research as a private consultant to outside entities.
Ohio ethics law — Can’t authorize a contract with you, your family member or an associate. You can’t disclose confidential information. You can’t receive additional compensation for what Ohio state is already paying you for. Ex: you can’t be paid double for an outreach program.
Financial conflict of interest — Look at your professional activities and make sure there are not COIs. If you can’t avoid the COI you must refrain. Ex: research funded by an entity in which you or your family is involved.
Ex: working with an industry partner and they want to pay for you to travel to speak at a conference OR you sit on a board and you get financial compensation.
We maintain transparency at the university. It’s in your best favor to put these down on your form! If a conflict is found we do a COI management plan with your Department Chair, Lori, and the Office of Research Compliance. It just keeps you and the university out of financial trouble.
Political Activity
If you are a Classified Civil Servants there are more restrictions … you can’t participate in a patrician way in an election.
Non-Classified Civil Servants (A&P), there are really no restrictions. You can run for part-time office as long as it’s not taking time away from your job…
The Office of Government Affairs at OSU has what you can and cannot do in terms of political opinions/information.
Self-disclosure of criminal convictions — applies to everyone! Check with your HR professional when you’ve had an interaction with law enforcement, and definitely let them know if you are required to go to court. Always be honest and report immediately.