Frequently Asked Questions

Last updated 8:00 am MST, Dec. 30, 2020
Recently updated/added FAQs will have an orange tag.

Table of Contents

Update to the Programs New

Main FAQs

Paid Time Off

Benefits

Non-exempt Employees

Faculty

Additional Guidance

 

Visit the Individual Programs Webpages

 

Furlough-Based Salary Program
View FBSP webpage

 

Furlough Program
View Furlough webpage

Update to the Programs New Dec. 30, 2020

For more information about how the changes will affect pay reductions, Personal Flex Time usage, or furlough responsibility, please visit the Using Your Reduced Flex and Furlough Time FAQ page.

Main FAQs

How do I determine my gross annualized pay?

Gross annualized pay includes your regular fiscal or academic base salary and any of the following components of pay: Fiscal Salary Conversion amount, Administrative Stipend, Other Stipends (includes interim and acting assignments), and Provost-Approved Annual Performance Based Component. Supplemental compensation is not considered for purposes of determining your pay reduction or Personal Flex Time.

To determine your gross annualized pay, log into UAccess Employee. Exempt employees can navigate to the Pay and Compensation tile, then select Compensation History in the left menu. Hourly employees can find their hourly rate on their pay stub. Multiply the hourly rate by 2080 (number of hours in a fiscal year). You may also view our guidance document (PDF).

Who is required to participate in the Furlough-Based Salary Program? 

Almost all University employees will participate. Those not participating include student employees, graduate teaching and research assistants and associates, postdoctoral scholars who serve under the Conditions of Postdoctoral Service (UHAP Chapter 12), anyone on an H-1B visa, and employees whose gross annualized pay is less than $44,500 ($21.39/hour for hourly employees) .

In addition, employees who have time funded by sponsored awards will participate in the Furlough Program instead.

Are Personal Flex Time days paid?

Yes. Personal Flex Time is paid.

Is there flexibility in when Personal Flex Time can be taken?

Yes, supervisors can offer flexibility based on operational needs and the needs of employees. In addition, even though the pay reduction will end early, Personal Flex Time can be scheduled and taken until May 23, 2021 (academic employees), or June 30, 2021 (fiscal employees).

For assistance with developing plans, supervisors can contact their Human Resources Organizational Consultant.

How do I request to take my Personal Flex Time?

Requests should be discussed with your supervisor and can be made like other departmental leave requests (e.g., sick and vacation).

How will I record my Personal Flex Time?

To document the use of Personal Flex Time, enter the number of hours taken on your timesheet in UAccess Employee.

Time Reporting Codes

  • PFP - Personal Flex Time (Positive)
  • FPFP - FML Personal Flex Time (Positive)
  • PFE - Personal Flex Time (Exception)
  • FPFE - FML Personal Flex Time (Exception)

If you are eligible to accrue vacation and/or sick time, you will continue to accrue vacation and/or sick leave at regular accrual rates based on FTE.

What if an employee has more than one UA job?

If you are paid from more than one department, the Personal Flex Time and pay reduction should be split according to the salary provided by each department. This split should be discussed and coordinated by both units.

As a service unit, scheduling is challenging if staff take Personal Flex Time on different days. Can a unit close for a day?

Supervisors and department heads are able to schedule Personal Flex Time in the manner that is least disruptive to their units. Closing may be an option to consider. If individual employees have constraints (such as childcare needs), supervisors are encouraged to offer flexibility where feasible.

How can I view my Personal Flex Time balance?

You can view your Personal Flex Time balances in UAccess Employee.

Will the University participate in the Arizona Shared Work Program?

No, the Shared Work Program assists employers planning mass layoffs. At this time, the University is implementing pay reductions and Personal Flex Time in an effort to avoid layoffs to the greatest extent possible.

How does the University Furlough and Furlough-Based Salary Reduction Programs affect positions funded by Banner?

Any portion of an employee’s salary that is supported by funds associated with the University’s agreement with Banner Health (Banner funds) is not subject to the Furlough or the Furlough-Based Salary Programs.

  • Employees who have their salary supported by Banner funds and non-sponsored funds
    The portion of salary funded by the state (non-sponsored funds) will be subject to the Furlough-Based Salary Program and reduced. Pro-rated Personal Flex Time will be provided.
     
  • Employees who have their salary supported by Banner funds, sponsored awards, and non-sponsored funds
    The portion of salary funded by the state (non-sponsored funds) will be subject to the Furlough Program with pro-rated furlough days required.
     
  • Employees who have no funding from non-sponsored funds
    Will not be subject to the Furlough or Furlough-Based Salary Programs.

How can I find community financial resources?

The University recognizes the challenges that many of you may have faced as a result of the program. We have gathered some resources and information that may be of assistance during these difficult times.

On this page, find links for unemployment benefits, food and housing assistance, the employee emergency fund, and other information. View the Resource Page.

Paid Time Off

Am I prohibited from using vacation or sick time due to Personal Flex Time?

No. You can continue to request and be approved for vacation or sick time following normal departmental procedures. Your supervisor retains the right to approve or deny requests and balance vacation requests against departmental business needs.

If I leave University employment over the course of the program, will I still be paid out for vacation time?

Yes. You will continue to be paid for vacation hours up to the amount earned in one year on separation from employment. If you are participating in the Furlough-Based Salary Program, this will be paid at your higher pre-reduction rate of pay.

Was I be able to carry over additional vacation into the 2021 calendar year?

ABOR approved a revision to its vacation policy that permanently increased the number of hours an employee can carry over each year to 320 hours, prorated by FTE.

May I use Personal Flex Time in place of sick time?

Yes, you may apply Personal Flex Time instead of sick hours in any situation where sick hours would normally apply.

If I chose to replace university closure with furlough or Personal Flex Time, can I use university closure at a later date?

No. If you draw down your furlough or Personal Flex Time balances, you cannot save closure time for use at a later date. Only employees who are required to work during the university closure period may report university closure hours later in the fiscal year.

Benefits

Can I reduce my contribution to the Arizona State Retirement System (ASRS)? 

No. The ASRS has members from all state employers and the rates are actuarially determined to support future retirement benefits. Therefore, the University is not able to negotiate the ASRS rate. However, because your contribution is based on a percentage of your salary, the contribution will go down proportionally with your salary.

Can I reduce my contribution to the Optional Retirement Plan?

No. Arizona Revised Statute §15-1628: Optional Retirement Programs requires that the University and the employee each contribute 7% of earnings. However, because your contribution is based on a percentage of your salary, the contribution will go down proportionally with your salary.

Will paid parental leave continue and how does that interact with my Personal Flex Time?

Yes, you can continue to receive paid parental leave. Paid parental leave days are available to you for up to 12 weeks following the birth or adoption of a child.

Did the pay reduction impact my retirement benefit with ASRS?

Your ASRS contributions are based on a percentage of your salary. Therefore, your ASRS contributions were reduced by the percentage of your pay reduction. Average compensation is considered as part of the calculation to determine your pension benefit, and you are encouraged to contact ASRS to discuss your individual situation and how you specifically were impacted. You may learn more about the pension benefit calculation on the ASRS website

Deciding when to retire is a very personal choice. We are in unprecedented times and recognize that some employees may experience a larger impact than others. It is important to gather all necessary information, and consider speaking with a financial advisor when determining what may work best for you. 

As an Optional Retirement Plan participant, was my retirement benefit impacted?

ORP contributions are calculated at a fixed 7% of earnings, matched by the University. Therefore, your ORP contributions were reduced by your pay reduction. At the time you retire, your benefit will be based on the value of your investments in the market. You may wish to schedule a consultation with your TIAA or Fidelity representative to review your account and retirement savings goals.

I have a voluntary supplemental retirement account—403(b) or 457(b). Can I change my contribution amount or access my account to offset my reduced salary?

Yes. You can suspend or change your contributions to the voluntary supplemental retirement programs at any time. For the 403(b) visit Fidelity’s website. For the 457(b), visit Nationwide’s website

View the 2020–2021 Deadline Calendar (PDF) to see when changes to your 403(b) will be effective.

Under the CARES Act, Congress is also temporarily allowing greater flexibility to take loans or distributions from certain retirement accounts. Find more information here.

If I am on approved Family and Medical Leave during the program period, what is the impact on my Personal Flex Time?  

You are subject to the program if you are on unpaid FML. In consultation with your supervisor, you may designate Personal Flex Time to run concurrently with the FML.

Are there any changes to the Childcare Choice program?

There have been no changes to the Childcare Choice program at this time. If you are currently in the program, you can continue to submit qualifying costs. Employees will receive as much notice as possible if changes will be made.

Non-exempt Employees

Does the program include non-exempt/hourly employees?

Yes.

How should hourly employees calculate their annual salary and Personal Flex Time?

First, determine your gross annualized pay using the steps on the Gross Annualized Pay guidance document (PDF). Next, determine your amount of pay reduction and Personal Flex Time using the flex day table. If you work part-time, you will receive the same number of days of Personal Flex Time but prorated by your FTE.

You may also view your available Personal Flex Time on your UAccess Tile. View the Tile Guide (PDF) for instructions.

Faculty

Do faculty participate in the Furlough and Furlough-Based Salary Programs?

Yes, faculty, including adjunct faculty, are included in the University of Arizona's Furlough and Furlough-Based Salary Programs. Limited-term adjunct faculty and graduate students are not participating in the programs.

Are supplemental compensation or other professional services (OPS) pay subject to the program?

No, supplemental compensation and OPS are not impacted.

Are faculty able to take some of their Personal Flex Time on teaching days?

Faculty are expected to take Personal Flex Time in such a manner that it doesn’t affect their teaching responsibilities. Personal Flex Time may be taken in hourly increments to facilitate scheduling. Faculty will need to work with their department heads to accommodate the needs of the department.

How does Personal Flex Time affect service and research responsibilities?

Faculty will need to work with their department heads to review service, research, and teaching responsibilities. Decisions should be made that are feasible for both the faculty member and the department.

How is Personal Flex Time administered for faculty who teach five days per week?

Faculty should consider taking Personal Flex Time in hourly increments that can accommodate a teaching schedule. Faculty will need to work with their department heads in scheduling Personal Flex Time to accommodate the needs of the department and teaching responsibilities.

How are faculty on unpaid leave impacted?

Faculty will be subject to the Furlough-Based Salary Program upon return from leave without pay. Faculty will receive a pay reduction at that time and prorated Personal Flex Time based on the amount of time they are active in the system.

Are start-up funds for faculty being viewed like grant funds?

Start-up funds are not grant funds. All employees funded from accounts outside of grants and contracts will participate in the Furlough-Based Salary Program.

Can I work outside of the University doing consulting or other work during this time?

UHAP policy 2.06.06 prevents appointed personnel from accepting positions as faculty members, professional staff, or administrators at another postsecondary institution while simultaneously employed at the University of Arizona. Appointed personnel may accept employment outside of these roles provided that the work does not pose a conflict of interest and a conflict of commitment form is submitted.

Will current tenure dossiers be delayed?

No. The promotion and tenure process is moving forward as scheduled.

If I am on a full-year sabbatical, am I subject to the Furlough or Furlough-Based Salary Programs?

Yes. Employees on a full-year sabbatical are subject to the Furlough Program or Furlough-Based Salary Program. The programs are based on your annualized salary and will be prorated at .60 FTE for a full-year sabbatical.

If I am on a semester sabbatical, am I subject to the Furlough or Furlough-Based Salary Programs?

Yes. Employees on a semester sabbatical are expected to participate in the programs.

How will summer/winter teaching compensation be affected by the Furlough-Based Salary Program?

Summer/winter session instruction will be compensated using the session’s suggested salary schedule, or established college compensation schedules, and will not be subject to the program.

Additional Guidance

Grant-Funded Positions

All employees who have time funded by sponsored awards will be subject to the Furlough Program only.

View Furlough Program guidance

Business Office Guidance New Nov. 30, 2020

The University of Arizona’s Furlough and Furlough-Based Salary Programs are requiring changes to normal business processes. This guide will help you navigate the changes during this period, and promote consistent practices across campus.

View the Business Process Guide FY 2021 (PDF)