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1 is right Mon Tues Weds Thurs Friday Workday will be fully functional on July 1 suffolk.edu/workday

2 More vacation days, easier time tracking, and much more As many of you know, starting July 1, all Suffolk employees will begin using Workday to request time off and, for students and non-exempt (hourly) employees, to track time. The good news is, this transition to Workday gives us the opportunity to update and improve several HR policies. Here s a quick summary of what all current Suffolk employees will receive starting in July: Everyone will now get three extra vacation days every year The day before Thanksgiving will now be an official part of Thanksgiving break Health absence (formerly sick time ) will be more clearly defined and can now be used to care for immediate family members We will be moving to a biweekly payroll Best of all, Workday will make it much easier for all of us to track vacation days, request time off, and enter time worked. Say good-bye forever to that monthly Report of Sick and Vacation Time and the Weekly Time Summary. Read this brochure for more detailed explanations of the changes, as well as further resources to help you make the transition in July.

3 Better days (off) ahead A better way to be sick or stay healthy Now any day can be Evacuation Day. In keeping with the trend of many Boston-based employers, Suffolk will no longer require you to take Evacuation Day as a holiday. But in exchange, you will receive an extra vacation day that you can use at any time during the year (including Evacuation Day, if you want). Let s get personal. In addition, the personal days you ve been granted in the past will now be vacation days. These are vested and you will not lose them if you do not use them within the year. That means more control for you. The Pilgrims would be proud. Starting in 2016, the Wednesday before Thanksgiving will be part of the Thanksgiving break; the Friday after will continue to be as well. That means you now have three full days, plus the weekend, for travel and spending more time with family. Currently, the sick policy at Suffolk is a little confusing and inconsistent. Starting July 1, it will be much clearer and uniform. Here s how it will work: Each July 1, full-time staff will receive an annual benefit of 70 hours of health absence time; it will be pro-rated for part-time staff. You can use these hours in a number of ways: For your own physical or mental illness, injury, or other medical condition To care for your child or your family member To attend routine medical and dental appointments for yourself, your child, or for your family member To address the effects of domestic violence If there are hours left over If you have unused health absence time remaining at the end of the fiscal year, you may carry a maximum of 70 hours into the next fiscal year, for a balance of up to 140 hours. Anything over that will be transferred to your Supplemental Income Replacement Bank, which is one of the other great new University benefits. Longer-term absence If your personal illness extends past seven consecutive calendar days, you may be eligible for an Extended Illness Benefit (EIB). EIB provides you with 60 percent of your regular base pay for up to 180 days. You can then make up the other 40 percent of your income using hours from your Supplemental Income Replacement Bank. The good news is, you ll probably start July 1 with hours already in your bank. Full-time (exempt) staff will have 364 hours deposited into their Supplemental Income Replacement Bank. Hourly (non-exempt) staff will have all accrued sick time as of June 30, 2016, deposited into their Supplemental Income Replacement Bank. Even better for non-exempt staff, your EIB kicks in after only seven days, compared to the current 20. The bottom line? Everyone will have a benefit as good, and in most cases much better, than it has been in the past.

4 Predictable payroll The dawn of a new Workday Starting July 1, Suffolk will shift its payroll schedule to Fridays. Hourly (non-exempt) employees will shift from every Thursday to biweekly Salaried (exempt) employees will shift from the 12th and 26th of each month to biweekly Students will still get paid biweekly A couple of good things $ Happy Holidays. In 2016, you ll get three paychecks in December with no benefit deductions except for retirement benefits on the third check. Going forward, you ll get three paychecks two months per year. Consistent cash flow. Because paychecks will arrive every 14 days throughout the year, you ll be able to plan your monthly budgeting a little better. One additional change for salaried (exempt) employees July 15. Because of the transition to biweekly paychecks and shifting to a payment-in-arrears* model, your July 15 paycheck this year will be less. On July 29, the amount will increase to your new biweekly rate and stay that way. So July 15 is the only paycheck that will be lower than your new biweekly rate. Remember, you re still earning the same annual salary. We realize this could present cash flow challenges for some employees, but the University has solutions if you need assistance. To learn more, visit suffolk.edu/workday. *Meaning we ll now be paid for work we ve done, not work we re going to do. Starting July 1, Workday will be available to everyone at Suffolk to request time off, track vacation balances, and, for non-exempt (hourly) employees, enter time worked. No longer will we have to print and fill out a piece of paper, have a supervisor sign it, and submit it to Payroll. It will all be done online. Starting in June, we will offer training sessions on how to use Workday. There will be video tutorials available as well. Using Workday for tracking time is easy and intuitive; we expect everyone will learn how to use it very quickly. Homepage Track time off Enter time worked

5 Thanks to everyone who made this possible Message from President Margaret McKenna: I d like to thank the staff of Information Technology Services, Human Resources, and Payroll for all their hard work. Transitioning to Workday and implementing these new policies did not happen overnight. Indeed, we ve been working on this project for almost two years. Our goal has always been to simplify and streamline our processes and modernize our policies. We hope that as of July 1, you find the vacation policies and time tracking easier to understand and simpler to use. Additional resources This guide is only an overview, so we encourage you to read the full policies to understand all the details and how they apply to your particular situation. Visit suffolk.edu/workday for these policies, as well as videos, a PDF of this brochure, Workday training schedules, and more. Produced by OMC040516

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