Washington and Lee University Employee Handbook Human Resources Revised September 2019 1 ACKNOWLEDGEMENT OF RECEIPT OF HANDBOOK I acknowledge receipt of Washington and Lee University’s Employee Handbook. I understand that it is my responsibility to read and comply with the policies and procedures contained in this handbook and any revisions made to it by the University. In particular, I acknowledge that I have read and understand the University’s Policies on Prohibited Discrimination, Harassment, and Retaliation Other than Sex and Sexual Discrimination and Misconduct, as well as the University’s Protocol on Mandatory Reporting of Suspected Child Abuse/Neglect. I understand that this handbook supersedes all previous versions that the University has issued. Further, I understand that because the University may add, modify, delete or otherwise change provisions of the handbook, I should contact the Office of Human Resources to obtain current information regarding the status of any particular policy, procedure or practice. _____________________________________________ ____________________________ Employees’ Signature Date ______________________________________________ Employee’s Name (Please Print) 2 Table of Contents ACKNOWLEDGEMENT OF RECEIPT OF HANDBOOK ................................................................................... 2 ABOUT THIS HANDBOOK ........................................................................................................................................ 6 INTRODUCTION ......................................................................................................................................................... 7 Welcome from the President .............................................................................................................................. 7 ABOUT WASHINGTON AND LEE UNIVERSITY ................................................................................................. 8 Mission Statement ................................................................................................................................................ 8 Statement of Philosophy ..................................................................................................................................... 8 Washington and Lee: A History ....................................................................................................................... 10 The Honor System at Washington and Lee University ................................................................................ 11 Speaking Tradition ............................................................................................................................................. 11 Statement of Ethical Principles ........................................................................................................................ 11 Statement of Commitment to Diversity ......................................................................................................... 12 Statement on Response to Bias Incidents ....................................................................................................... 12 Non-Discrimination/Equal Employment Opportunity Statement ............................................................. 12 WORKING AT WASHINGTON AND LEE ............................................................................................................ 13 Office of Human Resources.............................................................................................................................. 13 Recruitment and Job Postings .......................................................................................................................... 13 Employment Categories ................................................................................................................................... 13 Orientation .......................................................................................................................................................... 14 University Cards ................................................................................................................................................ 14 Work Hours and Meals ..................................................................................................................................... 15 Flexible Work Schedules................................................................................................................................... 15 Attendance, Punctuality and Dependability ................................................................................................. 15 Length of Service and Reemployment ............................................................................................................ 16 TOTAL REWARDS ..................................................................................................................................................... 17 Rewards Philosophy .......................................................................................................................................... 17 COMPENSATION ...................................................................................................................................................... 18 Compensation Philosophy and Objectives ..................................................................................................... 18 Fair Labor Standards Act (FLSA) ..................................................................................................................... 19 Pay Frequency and Time Reporting ............................................................................................................... 20 Direct Deposit of Paychecks ............................................................................................................................. 20 Payment When Working a Holiday ................................................................................................................ 20 Payment When Working Overtime ................................................................................................................ 20 Payment When Attending On-campus Workshops and Seminars ............................................................ 21 Compensatory Time .......................................................................................................................................... 21 3 Deductions from Exempt Employees’ Salary ................................................................................................. 21 Additional Compensation for Exempt Employees ........................................................................................ 22 Optional Payroll Deductions ........................................................................................................................... 22 Determining Appropriate Pay ......................................................................................................................... 22 Starting Pay......................................................................................................................................................... 22 Supplemental Pay .............................................................................................................................................. 23 Annual Salary Increases ................................................................................................................................... 23 Market Adjustments .......................................................................................................................................... 24 Spot Awards ....................................................................................................................................................... 24 Annual Salary Letters........................................................................................................................................ 24 Career Events and Corresponding Pay Adjustments .................................................................................... 24 BENEFITS FOR FACULTY AND STAFF ................................................................................................................ 28 Benefits Philosophy ........................................................................................................................................... 28 Benefit Categories .............................................................................................................................................. 29 Domestic Partner Benefits ................................................................................................................................. 30 Health Insurance ................................................................................................................................................ 30 Dental Insurance ................................................................................................................................................ 31 Voluntary Vision Insurance ............................................................................................................................. 32 Identity Theft Protection ................................................................................................................................... 32 COBRA ...............................................................................................................................................................