All classified service employees are required to keep detailed records of hours worked and
times of arrival and departure on a daily basis on the Classified Service Attendance
Record provided by the College. Such records must show leave credits used and absences not
charged to leave. Completed time sheets must be submitted for supervisory review and
approval and then forwarded to the Payroll Office. A late time sheet may result in the
employee's check being held in the Payroll Office and delayed payment of overtime or
holiday pay compensation.
All hours worked must be reported on the timesheet. It is unlawful to
keep “unofficial” records for the purpose of avoiding overtime. Falsification of
time and attendance records shall constitute grounds for discipline pursuant to the
applicable collective bargaining agreement.
Attendance records must be completed in compliance with Buffalo State’s
policies and procedures. Accordingly, use of all accruals and accumulation
of all compensatory leave and overtime had supervisory approval. In
Section 20.2 of the NYS Attendance Rules, falsification of an employee's
attendance or time record constitutes a serious violation of the Attendance
Rules and may serve as a basis for disciplinary action.
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Service Examinations and Subsequent Interviews
Employee shall be allowed leave with pay, and thus no charge to accruals, to take
New York State Civil Service examinations and subsequent interviews provided that due
notice is given by the employee to the College. Interviews initiated by the employee for a
lateral transfer must be charged to accruals.
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Extended Leave of Absence
If an employee needs to be placed on a medical leave (surgery, hospitalization, extended
illness, etc.), they must fill out an extended leave form and submit it to the Human
Resource Management Office for review. This form must be accompanied by medical
documentation supporting the request for sick leave. The extended leave form requires
supervisory approval. A Confidential Medical Statement, in addition to the medical
documentation submitted with the request, must be filled out by the employee's
attending physician and submitted to Human Resource Management. Without both of these
forms, an employee cannot be placed on extended leave, and therefore, will be placed on a
leave without pay. These forms may be obtained in the Human Resource Management Office (Cleveland Hall
403) or on our web site.
If an employee is placed on an extended leave for medical reasons, the time used will be
charged against available sick leave accruals. Upon exhaustion of sick accruals, the time
will be charged to vacation, personal leave, holiday, and overtime accruals.
The employee's attending physician must supply the College with sufficient medical
documentation and an approximate date for return to work. The College may require the
employee to be examined by a physician, at the College's expense, for another medical
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An employee who has reported for duty, and because of extraordinary circumstances beyond
his/her control, other than those related to weather conditions, is directed to leave
work, shall not be required to charge such directed absence during that workday. See the
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The following holidays are days off without charge to leave credits: New Year's Day, Martin Luther King's Birthday, Lincoln's Birthday, Washington's Birthday, Memorial Day, Independence Day, Labor Day, Columbus Day, Election Day, Veteran's Day, Thanksgiving Day, Christmas Day.
Employees who are required to work on a holiday will receive holiday pay
unless they have filed a written statement with the Payroll Office stating that
they want compensatory time instead of pay. (Refer to the union agreement for
the specific dates by which the Payroll Office must be notified.)
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If you are required to appear for jury duty or are subpoenaed as a witness in
court, you shall be granted a leave of absence with pay without charge to leave
accruals. If you are a party to a court proceeding, you will have to charge accruals
other than sick for all such absences. Prior to attending jury duty, notify your
supervisor and provide him/her with a copy of your orders from the court. Once
you attend jury duty, the court will provide you with another document verifying
your service. Attach this document to your attendance record and/or provide a
copy to your supervisor.
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Leave of Absence
A permanent employee may, at the discretion of the College, be granted a leave of absence
from his/her position, without pay, for a period not exceeding one year. Such leave may be
extended beyond one year, for periods aggregating not in excess of an additional one year,
only with the approval of the Civil Service Commission. In an exceptional case, a further
extension may be permitted by the Commission for good cause shown and where the interests
of the government would be served. For the purpose of this part, time spent in active
service in the military forces of the United States or of the State of New York shall not
be considered in computing the period of leave.
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An employee should notify her supervisor of her pregnancy as soon as possible so that
arrangements can be made to accommodate a leave of absence request. Following this notice,
the employee should contact the Human Resource Management Office to request the leave of
The maternity portion of the leave applies to the short-term disability period prior to
delivery and shortly after delivery, usually 6 to 8 weeks. Like any disability, this part
of the absence may be charged to sick leave with or without pay at the employee's
option, and will require medical documentation.
Child rearing leave is available to employees of both sexes for a period up to (7)
seven months post delivery or following adoption. It may be taken as leave with or without
pay. If the employee chooses with pay all accruals except sick leave may be charged. Where
both parents are employed by the State, such leave may be split between them.
An employee who takes child-rearing leave without pay will be contacted by the Benefits
division of the Human Resource Management Office about the impact of that decision on
In no case shall child-rearing leave be extended beyond 7 months past delivery without
approval of the employee's department head and Human Resource Management.
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Overtime and Comp Time
All overtime and comp time must be approved in advance by the supervisor. For
overtime computation, the basic workweek for Buffalo State is from Thursday
morning through the following Wednesday evening. Hours worked in excess of a 40 hour week
constitutes overtime for which eligible persons are entitled compensation at time and
one-half, subject to the rules established by the Division of Budget.
For employees whose basic workweek is 37½ hours, time worked between 37½ hours and 40
hours is compensable by equivalent time off. Accumulation and liquidation of compensatory
time must be in units of no less than ¼ hour. No employee shall be allowed to accumulate
compensatory credits in excess of 30 workdays. Compensatory time accumulated during a
fiscal year must be liquidated prior to the beginning of the next fiscal year or it is
In the event of the death of an employee, his/her estate or beneficiary shall be paid
the monetary value of the accumulated compensatory time credits up to the equivalent of 30
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The performance evaluation process for classified employee, those employees represented by
CSEA, PEF, etc., is not unlike the performance evaluation process for
Management/Confidential and UUP represented employee. Similarly, the process begins with
the development of the performance program, and concludes with the supervisor's
appraisal and rating of the employee's performance of the tasks identified in the
performance program. A performance appraisal is an active process; therefore,
communication between supervisor and employee should be ongoing. The performance
evaluation form is merely an instrument that is used to facilitate, summarize, and
formalize the evaluation process.
The performance evaluation rating cycle begins when the employee is initially hired,
promoted, or changes salary grade by some other means and ends a year from when that date
recurs. The performance program describes the department's mission, identifies the
most important tasks of the position, and describes the standards for satisfactory
performance of those responsibilities. (For assistance in developing the performance
program, you may obtain job descriptions from the Human Resource Management Office, Cleveland Hall
Supervisors should maintain a record of any conversations, positive and negative, with
the employee throughout the course of the evaluation period. Approximately four weeks
before the end of the evaluation period, the supervisor drafts an assessment of the
employee's performance and meets with the employee to discuss it. Afterward, the
supervisor prepares the formal evaluation and assigns a rating and forwards it to their
supervisor for review and approval. Lastly, the supervisor discusses the assessment and
rating with the employee and gives the person a copy of the evaluation. The process starts
again with a discussion of the new performance program.
It is necessary to continue doing performance evaluations even if the employee is at
the top of the salary range for their position. The process provides a foundation for
longevity award's (lump sum payments to employees for satisfactory performance at or
above the rate for five year increments), and the process facilitates employee development
as the department changes over time.
Labor and management have agreed that employees at the job rate will be
evaluated January 15 of each year. If you have any questions about your
employee's evaluation period, call the Human Resource Management Office at ext.
4822. Performance program and evaluation forms are available for
Questions concerning an employee's salary relative to the job rate for their
salary grade may be directed to the Payroll Office at ext. 4124.
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All employees, with the exception of PEF represented employees hired on or after April 1,
1982, are granted 5 days of personal leave each year on their anniversary date. Personal
leave is a paid absence for the purpose of conducting personal business, which cannot be
scheduled during other than working hours, or for religious observance.
An employee need not give a reason to use personal leave; however, such request must be
submitted at least 48 hours in advance of the requested time. If the required notice is
not given, personal leave may be approved subject to documentation upon return to work.
Personal leave is not cumulative; any unused personal leave credits remaining on the
employee's anniversary date will be cancelled. An employee shall not be compensated
in cash for unused personal leave upon separation from State service, retirement, or
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Unlike other leave accruals described herein, sick leave is a
privilege and not a right. With the exception of PEF represented employees
hired on or after 4/1/82, employees accrue sick leave at a rate of ½ day per bi-weekly pay
period, provided that the employee is in full pay status at least 7 days of the pay
period. The maximum accumulation for sick leave credits is dependent upon the
employee's bargaining unit; however, all employees may accumulate at least 165 days
which may be used for retirement service or to pay for health insurance in retirement.
Less than full-time employees earn credits on a prorated basis.
As a privilege, an employee does not have the right to exhaust sick leave accruals as
they are earned. Sick leave is appropriately used for dental and medical appointments, and
personal illness or disability which prevents an employee from coming to work. In order to
charge sick leave accruals for an absence resulting from personal illness, the employee
must call their supervisor as soon as possible, but no later than two hours past the
beginning of the employee's workday. Before returning to work from an illness or
disability, the College may require the employee to see a State physician, at the
College's expense, to insure that the employee is able to perform all of their
duties, and to ensure that the employee's return will not jeopardize the safety of
co-workers. A maximum of 15 days of sick leave per calendar year may be used for death or
illness in the employee's immediate family. Sick leave is appropriately used for
family sickness when the employee is required to provide medically related care to a
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Sick Leave at Half Pay
Sick leave at half pay will be granted to members of the CSEA Units in accordance
with the terms of their contract. Sick leave at half pay may be granted to permanent
employees in other negotiating units who have at least one year of service for personal
illness after all of his/her sick leave, vacation, personal leave, and compensatory time
credits have been used. However, the cumulative total of sick leave at half pay granted to
any employee during his/her State service shall not exceed one pay period for each
completed 6 months of State service.
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Trial Period (Probation)
There is a trial period of 52 weeks for all new classified employees. This period provides
supervisors with an opportunity to evaluate performance and determine an employee's
compatibility for performing position duties satisfactorily. Written performance
evaluations should be conducted at 8 week intervals. No employee can secure permanent
status before 26 weeks from the date of appointment.
Any College employee who accepts an on-campus promotion, a promotion to another State
agency, or transfers to or from another State agency in title must serve a 26 week
probationary period. While serving probation, the employee is placed on a leave without
pay from their former position.
Permanent status is not automatic. The College may terminate employment any time during
the trial period, as set forth under the Civil Service Law.
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Upon completion of 13 bi-weekly periods of service, new employees are credited with
6 ½ days of vacation. Thereafter, they earn and accumulate vacation credits at the rate
of ½ day (3 ¾ hours for employees working 37 ½ hours a week; and 4 credit hours for
employees working 40 hours a week) per bi-weekly pay period until they have completed 7
years of continuous service. Vacation credits are not earned for any bi-weekly pay period
unless the employee is in full pay status for at least 7 workdays during such pay period.
Part-time employees, who are required to work a fixed schedule of at least half time
each bi-weekly pay period, will also receive vacation accruals on a prorated basis.
Upon completion of each full year of continuous service, employees are
credited with additional vacation in accordance with the following schedule (the schedule
below does not apply to PEF represented employees hired on or after 4/1/88).
After the anniversary date of which an employee has been credited with 7 years of
additional vacation credits, he/she thereafter earns vacation at a rate which equals 20
days for 26 pay periods.
Vacation credits shall not be permitted to accumulate in excess of 40 days, unless such
excess is attributable to the denial of an employee's request for time off (refer to
the union agreement). However, any vacation credits in excess of 40 days at the end of the
fiscal year will be forfeited.
Employees should pay particular attention to accruals noted on time sheets so that the
maximum is not exceeded. Please note that although employees can accumulate up to 40 days,
a lump sum payment may be made for a maximum of 30 days accrued vacation time upon
retirement, death, or separation from service to the employee or the employee's
estate or beneficiary.
Supervisors must approve vacation leave request at least 48 hours in advance. Should
such request be denied, the designee must provide written notification within 5 working
days of vacation request.
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The normal workday for all non-shift employees is 8:15 a.m. 4:30 p.m., with 45
minutes for lunch. However, this may vary to suite department needs within specified
contractual limitations. It is expected that every employee will report to work on time.
Be sure to review regular hours with all new hires. Excessive tardiness or absenteeism may
lead to a loss in pay and/or disciplinary action.
Depending on the job, the basic workweek for full-time employee is 37½ hours (for
non-shift employees) or 40 hours a week for maintenance and security personnel. The basic
workweek consists of five consecutive workdays, usually Monday through Friday with two
consecutive days off. Compensation is received on a bi-weekly basis; the pay period begins
on a Thursday and ends at the close of business on the second succeeding Wednesday, which
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