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General
Employment
Payroll
Personnel
Maintenance
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GENERAL

INTRODUCTION

The following prescribes some specific procedures governing some operations of the Physical Plant. Their intent is not to duplicate, supersede, or conflict with University-wide policies, procedures, or regulations. OSU policies take precedence. These procedures are to be followed by Physical Plant Services personnel in the performance of their jobs. These apply to all Physical Plant employees.

This list does not contain all established policy procedures of the Physical Plant Services. Other existing procedures remain in effect until specifically altered and incorporated into this listing. Supervisors and their alternates should be familiar with Physical Plant established procedures and make certain that these are followed and applied fairly and uniformly. Employees should be kept abreast of policy procedures by their supervisors and/or alternates. This is important to employees in the performance of their job duties.

The procedures will be updated as needed due to changes in circumstances and or dictated by OSU policy. Updates will be prepared in appropriate format and listed on the Physical Plant Services website.


MISSION STATEMENT FOR PHYSICAL PLANT SERVICES

INTRODUCTION

The mission of Physical Plant Services is to oversee the planning, design, construction, alteration, renovation, remodeling and maintenance of all land, facilities, and fixed equipment owned by Oklahoma State University. It is also responsible for other services to the University including Utilities Production and Distribution, Energy Management, Central Receiving, Stores Operations, Special Events involving facilities operations and University Mailing. The Physical Plant receives annual maintenance and utilities funds to operate General University and Residential Life facilities. It also receives non-recurring funds periodically to make repairs and improvements to the University’s facilities inventory.

PURPOSE AND SCOPE

The primary goal of this mission is to provide optimum maintained and constructed physical facilities in support of the OSU functions of teaching, research, and extension within funded budgets. It is desirable to build and maintain the physical facilities so that they do not deteriorate and to provide comfortable, esthetic surroundings for the students, faculty, staff, alumni, and general public.

In support of this mission, the following departments are staffed, equipped, and trained to perform their functions so that the desired services may be provided within budget constraints to the General University or to the entire campus as is appropriate:


EMPLOYMENT

EMPLOYEE CLASSFICATIONS

  1. GENERAL: Physical Plant employs Classified: Permanent, Temporary, and Student employees as well as Administrative Professional employees. Each Physical Plant department will utilize those positions that have been approved and established by Physical Plant management. The actual number of employees and types of positions in each department will be based on the funding, need, and Physical Plant management approval.


  2. CLASSIFIED PERMANENT EMPLOYEES: These positions meet the provisions of the Fair Labor Standards Act and as such are paid on an hourly basis and time and a half for any overtime hours worked in a workweek. Each position has a Position Questionnaire established with OSU Human Resources (HR). Each position has an official title, occupation code number, and a budget position number. These do not include Temporary, Student, or A & P positions. All Classified employees are subject to the OSU Rules and Regulations as contained in the OSU Policies or as prescribed by OSU HR. Benefits are as prescribed by OSU Policy.


  3. CLASSIFIED TEMPORARY EMPLOYEES: These positions are expected to last less than six continuous months and do not qualify for most benefits afforded Classified Employees. These positions meet the provisions of the Fair Labor standards Act and as such are paid on an hourly basis and paid time and a half for any overtime hours worked in a workweek. They do qualify for Unemployment and Workers’ Compensation. These positions are paid only for the hours actually worked and therefore may be in a leave without pay (LWOP) status due to workloads, holidays, illness, weather conditions, or other factors. Such employees should expect to terminate at the end of their specified period or before if the job is completed or the workload no longer demands their service. Some projects may dictate that a Temporary employee be employed for an additional six month period but additional six month periods beyond that require a break in service first. The Physical Plant utilizes Budget Position Pool Number for these employees. All Temporary employees are subject to the OSU Rules and Regulations as contained in the OSU Policies or as prescribed by OSU HR.


  4. CLASSIFIED STUDENT EMPLOYEES: These employees are college students and usually OSU college students. These positions are paid on an hourly basis and paid time and a half for any overtime hours worked in a workweek. Students are employed for summer (between the Spring and Fall semesters) and from the beginning of Fall Semester to the end of the spring semester. If their services are not needed the entire term, a discontinuance form should be processed. Student employees may be terminated at any time without right of appeal if there is cause. They will not however, be terminated arbitrarily or without justification. The Physical Plant utilizes Budget Position Pool numbers for these positions. All Student employees are subject to the OSU Rules and Regulations as contained in the OSU Policies or as prescribed by OSU HR.


  5. ADMINISTRATIVE/PROFESSIONAL EMPLOYEES: These positions are exempt from the Fair Labor Standards Act and are paid a monthly salary. Each position has an official title, occupation code number, and a budget position number. These employees are subject to the OSU Rules and Regulations as contained in the OSU Policies or as prescribed by OSU HR. Benefits are as prescribed by OSU Policy.

RECRUITMENT/HIRING

  1. GENERAL. This chapter addresses recruiting guidelines, interview items of substance, and the hiring policy of the Physical Plant.


  2. RECRUITING: The Recruiting of all Physical Plant employees begins with an existing departmental staffing need brought about by the termination of an existing employee or the necessity to increase the staffing level of a department as determined by Department Head, Manager/Director, and the need of the Physical Plant.


    1. POLICY: The recruiting for all Physical Plant Classified Permanent/ Temporary and A & P positions is done through the OSU jobs.okstate.edu Web Site. Prospective employees are not to be interviewed unless they have made application on line at jobs.okstate.edu.
      The recruiting for Physical Plant Student employees is handled by Payroll/Personnel in room 111 PPA Building.


    2. PROCEDURES:


      1. The recruiting of a new employee to replace an existing employee is started when the Discontinuance Form (PPF 53) is received and processed.


      2. Recruitment to increase a department’s staffing level should be initiated by a memo from the appropriate Manager/Director with the pertinent details and approved by the Chief Facility Officer/Director.


      3. The Payroll/Personnel Office coordinates all recruiting efforts to open position as well as appropriate advertising.


      4. Employees should have certain pertinent items reviewed with them by the hiring supervisor prior to employment. The items listed on the following “Interview Check List” pertain to Classified Permanent employees and some items to Temporary or Student employees.
        INTERVIEW CHECK LIST


        1. Paid by hour – 2 weeks after close of pay period


        2. Parking permit requirements


        3. Annual pay increases are usually based on an annual performance evaluation and are effective usually July 1 or October 1.


        4. Probationary period of 90 days (30-day evaluations) – can be dismissed without appeal rights if work isn’t satisfactory.


        5. Three days absence without notification to supervisor is accepted as a resignation by OSU & employee will normally be terminated.


        6. Working hours - for particular job – time for eating


        7. Name tags will be supplied; employees expected to wear them


        8. Work breaks twice a day – purpose – restrictions – 15 minutes


        9. Safety program & manual to be read


        10. Use of vehicles for OSU purposes only – employee will pay violation tickets


        11. OSU require direct deposit of payroll


        12. Vacation leave: none first 3 months – taken with advance approval – accumulation.


        13. Sick leave: purpose – amount – notification of supervisor – possible need for doctor’s release
        14. Holidays: 1-New Year’s, 1-Marin Luther King Day, 1-Labor Day, 2-Thanksgiving, 5-Christmas


        15. Coverage by workman’s compensation, ( Benefits are dependent on individual circumstances, but well below gross wages)


        16. Availability of life insurance, which may have exceptions for pre-existing conditions.


        17. Annual performance evaluation – relates to pay increase


        18. Promotion depends on availability of opening in higher classification and on/the employee’s qualifications


        19. Standby duty – requirement if any & pay


        20. Overtime work requirements


        21. Incoming personal calls should be limited to emergencies.


  3. Specific recruiting/hiring information for each type of employee is addressed below:


    1. CLASSIFIED PERMANENT STAFF


      1. Each department in the Physical Plant has certain position approved for its use. Departments should refer to their Employee Master List for positions and employee information. Positions that have been broad banded have a career path and minimum pay range established. Non broad banded positions use the FY 2005 pay schedule for pay ranges including the hiring minimum and maximum rates.


      2. Wages paid to a classified employee should fall within the hiring range established for the classification title or position. Any exception will require OSU approval.


      3. Each department will utilize only those positions approved by the Physical Plant Director and OSU HR. The actual number of employees in each department will be based on the funding, need, and approval by the appropriate Manager/Director. Classified positions may be filled by the various departments within the Physical Plant provided:


        1. A valid need/vacancy for personnel exists within the department’s organization.


        2. The appropriate Manager/Director/Physical Plant Director approve staffing the position.


        3. The applicant meets the minimum qualifications established for the particular position.


      4. RATES OF PAY: See policy on Wage and Salary Administration.


      5. PROMOTION: Where practical to do so, it will be the policy of the Physical Plant to “promote from within”. See policy on Promotion/Resignations.


      6. BENEFITS: The Payroll/Personnel Office will schedule a benefit sign-up for the new employee with OSU. The employee will be notified of the date and time of this meeting so that they can attend.


    2. CLASSIFIED TEMPORARY STAFF


      1. Hours of Work: The work schedule for temporary employees will be established by the head of the department in which they are hired. All applicable provisions of the Fair Labor Standards Act. Including provision for premium pay for overtime worked, will apply. Temporary employees will clock in and out promptly each day in accordance with their work schedule.


      2. Wages: Although temporary personnel are not “classified” employees, they shall be paid the minimum wage appropriate to the classification title for the job performed as specified in the OSU pay plan or broad banded plan. Any exceptions should have a requesting memo approved by Management.


      3. Benefits: Temporary employees do not accumulate leave or receive other University benefits. They do qualify for Unemployment and Oklahoma Workers’ Compensation. They may be granted time off in a leave-without-pay status provided they obtain advance approval from their Supervisor and /or Physical Plant Leader. They may be required by the supervisor to take time off in a leave-without-pay status as dictated by fluctuating work loads, weather conditions, or other factors. A temporary employee who becomes ill will be placed in a leave-without-pays status. An unexplained absence of three consecutive work days is grounds for dismissal and is considered a resignation.


      4. Termination: Temporary employees are hired for a specific job or period of time but not to exceed six months. They should expect to terminate at the end of that specified period or before if the job is completed or the work load no longer demands their service. The services of temporary employees may be terminated at any time without right of appeal. However, no employee will be terminated arbitrarily and without cause.


    3. CLASSIFIED STUDENT STAFF


      1. Students shall be classified in a student occupation code of:


        1. 5655/5855, Student, Professional:


        2. 5656/5856, Clerical/Secretarial;


        3. 5657/5857, student, Technical/Paraprofessional;


        4. 5658/5858, Student, Skilled Crafts;


        5. 5659/5859, Student, Service/Maintenance;


      2. BENFITS: Student employees do not accumulate leave or qualify for holiday pay, but they are covered under Oklahoma Workers’ compensation. They may be granted time off without pay from their scheduled work provided advance approval is obtained from the supervisor.


      3. TERMINATION: Student employees may be terminated at any time without right of appeal if there is cause. They will not, however, be terminated arbitrarily or without justification.


      4. WAGES: Student employees will be paid a designated minimum base wage as designated by Management: Any exception to the base rate requires a memo form the Department Head and approval of the appropriate Manager and Director.


      5. TERM OF EMPLOYMENT: Students will be signed up for employment form the beginning of Fall Semester to the end of Spring semester. If their services are not needed the entire term, a discontinuance form should be processed. The Summer term shall be from the Spring to the Fall semester unless positions are required for a shorter period.


  4. HIRING: The objective of recruiting is to hire the best qualified applicant for the respective department regardless of race, creed, sex, or nationality. The hiring Supervisor must decide based upon all available information who the best qualified applicant is for his/her department.


    1. PROCEDURES:


      1. Each position recruited for must be listed the required minimum number of days.


      2. All Classified or Administrative positions require recruiting information. Each hiring Supervisor is responsible for providing the required information to PP Payroll/Personnel; namely: applicant’s name, the reason for selecting the hired applicant, and the reason the other applicants were not hired. The PP Payroll/Personnel Office will complete the OSU recruiting data on line.


  5. Administrative and Professional (A&P) positions require more exhausting recruiting efforts and the process is controlled by the Chief Facility Officer’s/Director’s Office.


  6. Once an applicant is selected for hire, the hiring supervisor must schedule a payroll sign-up date and time with PP Payroll/Personnel Department (x3004). Applicants should provide the following documents at the time of Payroll sign-up:


    1. Social Security Card


    2. A photo ID (usually a driver license)


    3. A voided check in order to establish Direct Deposit


    4. Applicants must meet IRCA requirements and documentation


  7. After the sign-up process an Employment Action Form with all required forms will be forwarded to OSU Human Resources for University processing.




PAYROLL

PAY METHODS

  1. GENERAL:

    In accordance with State legislation, all new employees hired after January 1, 2005 must sign up and be paid via Direct Deposit into a checking or savings account. Pay amounts are usually available at the employee’s banking institution by the pay date if not the day before,

    All other OSU employees who were employed prior to that date have until June 30, 2007 before they must convert to Direct Deposit of pay. Currently all employees that are not Direct Deposit are receiving payroll checks through the US Mail. Checks are usually mailed the date that checks are due; thus, this is not an efficient method of being paid. It is recommended that all employees use Direct Deposit since it saves OSU and the State of Oklahoma processing costs and mailing costs.

TIME AND ATTENDANCE
  1. GENERAL: All Physical Plant employees are expected to arrive at work on time each day, to be rested and ready for work, and to remain actively engaged in their work throughout their assigned work shift, official break periods excepted.


  2. POLICY: Employees have an assigned work schedule based on what has been approved for their department by their supervisor, respective Manager/ Chief Fancily Officers. This assigned work schedule should be adhered to but a supervisor may make short term changes to accommodate the work and/or circumstances.

    Employees should clock in and out shortly (within 5 minutes) before and after their assigned work schedule so that time clock punches agree with the time an employee should be paid.

    Two fifteen-minute work breaks are granted during each eight-hour work shift. The details which apply are covered under another policy entitled ‘WORK BREAKS’

    Except in special leave situations approved by an employee’s supervisor, tardiness or unexcused absences will be treated as absent-without-pay. Pay will be calculated based upon the actual work hours shown on the employee’s time card.

    Reporting early or staying late in order to compensate for tardiness or personal leave taken during the work shift will not be permitted. (employees who have received approval to enroll in classes will be required to make up for lost work time by reporting early or staying late. This exception is fully covered under the Policy entitled “OSU ACADEMIC COURSES” (Pages ).

    All other absences shall be treated as some form of LEAVE—details of which are covered under another policy entitled “LEAVE”.

    Except in special cases as approved by management, an employee who is absent for three days without authorized leave or calling in will be considered to have resigned. Departments may require EMPLOYEES TO CALL IN DAILY unless leave has been approved in advance.

    Chronic tardiness, leaving early or absenteeism will result in special action by the employee’s supervisor which may include counseling, special performance evaluation, disciplinary probation, disciplinary lay-off and/or termination if approved by management including the Chief Facility Officer/Director.



TIMEKEEPING PROCEDURES

  1. GENERAL: This describes Physical Plant policy and procedures to be used in reporting time to the Administrative Office for payroll and job costing functions.


  2. METHODS OF TIMEKEEPING: The Physical Plant uses three methods for recording employees’ time. They are described below:


    1. MONTHLY TIME SHEETS: The monthly Time and Attendance Record (PPF-1) form is to be used by employees who are exempt from overtime as provided by the Fair Labor Standards Act as amended. This form is used by A&P employees only. This form allows for recording of attendance and various types of leave in the correct column as designated on the form.


    2. WEEKLY TIME CARDS: The weekly time cards (PPF-25) are to be used by employees who are not exempt from overtime as provided by the Fair Labor Standards Act as amended and whose work is not entirely charged to work orders. This form allows for recording of time worked by the use of a time clock. The symbols for the various types of leave are noted and should be used with the appropriate hours for each workday.


    3. DAILY TIME CARDS: The Daily time cards (PPF-50) are to be used by employees who are not exempt from overtime as provided by the Fair Labor Standards Act as amended and whose work is charged out to various work orders. The charges are then billed from correct accounts to other University accounts. Symbols for various types of leave are noted and should be used with the appropriate hours for each workday. The hours charged to Work Orders must equal the hours of time worked.


  3. PROCEDURES OF TIMEKEEPING: The Physical Plant has approximately 750 employees; therefore, it is necessary to have specific procedures to permit orderly reporting, recording and processing of time worked by employees.


    1. EMPLOYEE’S RESPONSIBILITY: Each employee is responsible for accurately reporting his or her time worked and hours to be charged to each appropriate Work Order. The employee is also responsible for recording appropriate leave as it occurs and for getting timely and appropriate supervisory approval on forms PPF-2 or 4. If an employee is not available for recording the leave prior to the time card being turned in, the employee’s supervisor may record the leave on the time card provided the facts are available. If the employee has not notified his/her supervisor of the leave reason, the employee will be given leave-without-pay. Any employee authorized to and who does perform overtime work must have such time approved by their immediate supervisor at the end of each day. Finally, the employee should sign his/her time card signifying that the attendance, leave, any recorded times, or Work Orders to be charged are accurate.

      “Exempt” employees should deliver to their supervisor the completed PPF-1 on the first work day of the subsequent month. If circumstances prevent the signing of the PPF-1 by an employee, the supervisor shall approve and submit the form.


    2. SUPERVISOR’S RESPONSIBILITY: Supervisors who are authorized to sign time cards or sheets should see that all time cards and sheets are properly filled in and signed by the employee. Time cards or sheets should accurately reflect the hours worked and leave taken. The supervisor’s signature indicates that he/she has checked the information shown on the time card or sheet and attests to its accuracy. All hours to be charged to Work Orders should be correct.

      Overtime that is authorized and worked must be approved each day by the authorized supervisor. The time cards need to be approved by the authorized supervisor, then sent to Administrative Services for further processing the first regular work day following the end of the time card period.


    3. ADMINISTRATIVE SERVICES: The function of this group is to prepare and process all time cards for labor costing, payroll processing and leave records. The procedures are described more fully below:


      1. NEW TIME CARDS: An adequate supply of blank time cards or time sheets must be maintained and additional ones obtained as necessary. Blank time cards will be printed listing the employee’s name, I.D. number, status, and department. These cards will be prepared each second week and will be sent to each unit or department in alphabetical order by every second Thursday. This will require that ten Daily time cards or two Weekly time cards be prepared for all non-exempt employees. A supply of blank monthly time sheets (PPF-1) for exempt employees will be sent to employees upon request from the office supply room.


      2. COMPLETED TIME CARDS: Time cards are received the first regular working day after their respective work period ends. Hours worked each day must be calculated for each employee. On weekly time cards, each day’s hours are listed at the far right side and the week’s total listed in the space provided. All University and Physical Plant policies are to be followed in calculating and paying of overtime, holidays, and other hours worked.

        For Daily Time Cards the payroll unit enters the hours to be charged for each Work Order into the FMS system. The hours being charged to Work Orders must equal the time worked for each shop. The time worked plus all leave hours are posted into a payroll database by employee which totals the hours to be paid each week for any two week wage Payroll period. The hours to be charged to all Work Orders are costed to the Work Order system daily.

        The daily hours worked plus leave hours from Weekly Time Cards are entered into the same Wage Payroll system for each of the two weeks for any given payroll period. All of the accumulated hours to be paid each Wage employee per week is then uploaded electronically to the OSU Payroll Department in the format desired and is then uploaded by them into the OSU system for creation of Bi-Weekly pay amounts.




PERSONNEL

WORK BREAKS

  1. GENERAL: A full-time, non-exempt staff employee will be allowed a 15-minute work break during each four hours of continuous work. It is the responsibility of each major organizational unit at OSU to establish the policy for administering the break. This chapter describes the Physical Plant Policy for work breaks. This policy applies to all full-time, non-exempt employees who work four consecutive hours during a work day (see OSU Policy 3-0713, 6.01).


  2. POLICY: Break will normally occur between the period of 10:00-10:15 am and 3:00-3:15 pm. When work load demands, a supervisor may alter the time of the work break for any employee.


  3. RESPONSIBILITIES: The following responsibilities shall fall to each employee who is eligible for a work break:


    1. All employees are expected to be actively working at all times other than official break periods.

    2. Break should not exceed 15 minutes total time away from the job.

    3. A work break should be taken in the immediate vicinity of the work area. If break facilities, (defined as restroom, water fountains, and vending machines) are not available in the work area, an employee may go to an adjacent building, but no further.

    4. University vehicles are not to be used to go to a place to take a break.

    5. Staff may not accumulate unused break periods.

    6. Break time should not be used for covering a late arrival on duty or early departure from duty, or for off-campus personal business.

    7. Break periods beyond the stated limits shall be subject to disciplinary action and amounts in excess of 20 minutes will be charged to annual leave.


  4. OTHER SHIFTS: Personnel who are working shifts other than the standard day shift will be permitted to take work breaks twice during a full shift at times which correspond to the regular times on the day shift, and under all the same conditions outlined. The supervisor will define these times for the staff.


  5. EXEMPT STAFF: Exempt staff (A&P Employees) are expected to follow the same guidelines as outlined above for non-exempt staff. Excessive break time taken shall be considered unprofessional conduct




VEHICLE RELATED

USE OF UNIVERSITY VEHICLES
  1. GENERAL: This policy addresses the use of University vehicles by Physical Plant Services employees. The Physical Plant vehicles represent a large investment and exist for the fulfillment of the Physical Plant mission.


  2. POLICY: Many vehicles are required for the Physical Plant to (1) adequately respond to emergencies, (2) maintain all of the campus facilities and their individual components, (3) maintain all of the campus grounds, (4) and provide all other necessary services. These vehicles represent a large public investment and should be used only for official Physical Plant business to perform the assigned tasks, The University is guided by OAC 580:25-1-2 (Oklahoma Department of Central Services-Risk Management Program) in the safe operation of all vehicles.


  3. USAGE PROCEDURES: University vehicles are to be used for assigned University tasks. Vehicles should not be used off campus except for official reasons as assigned by Department heads. OSU vehicles and especially Physical Plant vehicles are clearly identifiable with signage to enable the inappropriate usage of a vehicle to be reported to Physical Plant or University Administration.

    Vehicles and other designated equipment are to be operated only by Physical Plant employees who are duly licensed and authorized. Failure to maintain a valid driver license may be grounds for termination.

    Employees are responsible for the proper and legal use of the assigned vehicles and other designated equipment. Drivers of vehicles and other equipment are responsible for the safe operation and for following all applicable laws, procedures, and policies. Improper usage of vehicles or equipment may be grounds for disciplinary action.

    Employees are responsible for the general care, correct and efficient operation, upkeep, and cleanliness (inside and out) of their assigned vehicle and/or equipment. Neglect or operational abuse of vehicles and equipment will not be tolerated.

    Smoking in Physical Plant and OSU vehicles is prohibited. This prohibition is governed by the OSU Smoking Policy (1-0530,1.05) which reads: “Smoking is prohibited in all vehicles owned, leased, or under the control of Oklahoma State University, the State of Oklahoma and all its agencies and instrumentalities including those that provide public transportation.”

    The purchase of fuel and supplies for vehicles will be made at the OSU Transportation Services self-serve area if the vehicle is in the Stillwater area. For out of town trips all vehicles are equipped with credit cards (Wright Express-Universal Fleet) that are good at most service stations as well as at Transportation Services. These credit cards should be kept secure in vehicles.

    Vehicle mechanical and operational problems should be reported to the Action Desk or via form PPF-26 (Equipment Service Needs) so that an appropriate Work Memo can be opened for Mobile Equipment repairs.

    Vehicle accidents on campus should be reported to the OSUPD for investigative action and reports. Vehicle accident forms are to be kept in all vehicles.

    Tickets for illegal use (operation or parking) of university vehicles are the responsibility of the employee.

    Great care should be taken while driving or backing on campus because of the heavy vehicle, pedestrian, and bicycle traffic. Assistance should be obtained in backing on campus especially where the driver does not have a clear view of the entire area behind the vehicle. A courteous, friendly, understanding attitude is required to deal with vehicles or equipment on campus.

    To facilitate a response to an emergency and/or a facility problem certain Physical Plant positions have the need and are authorized to keep University vehicles at home on an ongoing basis. This authorized list may be altered by the Assistant Vice President if appropriate justification is made in writing. Such positions are listed herewith:

    1. Chief Facility Officer or Director


    2. Director-Operations & Maintenance


    3. Manager, Utilities


    4. Standby for the following shops:


    5. Electrical, Mechanical Trades (BSG, H, M, Apartment Maintenance, and Vet Med), Area Ops, Keys, and Chilled Water.


    Occasional circumstances might require or facilitate work efforts by employees to take a vehicle home. This rare occurrence would need to be authorized by a Director level supervisor.




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