Work Schedule Change Request

The listing below identifies default standard schedules by department/employee group for both the academic year and summer sessions. If a staff member in one of these groups wishes to, or intends to, work a different schedule than the ones below, a Work Schedule Change form must be completed, approved by their supervisor, and emailed to the Office of Payroll Services to payroll-services@iup.edu. Without an approved form, staff will be assigned to the default schedules.

Work Schedule Change (WSC)

• WSC forms are not required for a change in lunch time; they are only required if start and end times differ from the standard default schedule.

• WSC must maintain or improve operational service needs of the department.

• WSC must not add to cost of operations. They must maintain 7.5-hour work days and 37.5-hour work weeks.

• Management reserves the right to cancel alternate work schedules with two week's notice, unless due to emergency.

Standard Schedules by Department/Employee Group

• Managers: 0800–1630 (one-hour lunch)
• SCUPA: 0800–1630 (one-hour lunch)
• AFSCME Custodial Services (Academic and Service): 0600–1400 or 1600–2400 (half-hour lunch)
• AFSCME Custodial Services (Residence Halls): 0700–1500 or 2300–0700 (half-hour lunch)
• AFSCME Services (Auto and Post Office): 0800–1600 (half-hour lunch)*
• AFSCME Central Stores: 0700–1500 (half-hour lunch), 0730–1600 (one-hour lunch), 0800–1600 (half-hour lunch)
• AFSCME Maintenance and Engineering and Construction: 0600–1400 (half-hour lunch), 0700–1500 (half-hour lunch)
• AFSCME Office Employees: 0800–1630 (one-hour lunch)

Standard Schedules by Department/Employee Group - Summer Only

• Managers: 08:00–16:00 (half-hour lunch)
• SCUPA: 08:00–16:00 (half-hour lunch)
• AFSCME Office Employees: 08:00–16:00 (half-hour lunch)

These changes will be automatic and in effect from the first Monday following May commencement through two weeks prior to the start of fall semester courses. Anyone in these three categories working hours other than above should complete a Work Schedule Change Form prior to the first week of May.

*No alternate work schedules available:

Employees who work in the following areas will not have the opportunity to alter their work schedules:

• Pool Maintenance
• Dispatcher: automotive garage
• Post Office
• Dispatcher: Police Department
• Cogeneration Plant
• Technology Services Center: Operations

Minimum staffing:

• Critical shops (Electrical, Plumbing, HVAC, Locksmith, Mechanical/Elevator, Grounds) must maintain coverage until 1500.
• Two employees from Grounds, Electric, and Plumbing will be required to work 0700–1500. One employee from Mechanical/Elevator, HVAC, Locksmith must work 0700–1500.
• Central Stores must maintain coverage 0700–1600.

Summer Four-Day Work Week Program

Employee work schedule changes/Friday operations:

• Employees in some offices will have the option of a four-day work schedule during the Summer Savings Program time period.
• Employees may continue to work under the existing IUP Telecommuting Policy and Procedure.
• The four-day work schedule and telecommuting procedure may be combined for some employees.

All of these options must be approved by the employee’s supervisor and vice president of the division or department.  In addition to contributing to cost savings for the university, the optional four-day workweek is intended to improve the quality of the work-life balance for employees.

This optional four-day workweek is outlined in side letters with AFSCME and SCUPA, which include the details of this option and job group eligibility.

Nonrepresented employees are also eligible for the four-day work week, as appropriate to department needs and supervisor approval.

During the 2024 Summer Utilities Savings Program time period, in addition to the default work schedule of 8:00 a.m. to 4:00 p.m. Monday through Friday, there are four available optional four-day employee work schedules. All of these schedules include a noon to 12:30 p.m. lunch break (unpaid) and 15-minute morning and afternoon breaks. 

Alternate Work Schedules

Alternate work schedules (37.5 hours per week) are available as follows:

Monday–Thursday

Tuesday–Friday

Leave Under the Program

Time away from work and leave accrual will be handled as follows:

• Annual, sick, and personal leave will be earned as usual.

• All time that you are absent from your work, as determined by your alternate work schedule, will be charged on an hour-for-hour basis. (See below for vacation leave and holidays.)

• If you are away from work for a full day on one of your scheduled 9- or 9.5-hour work days, you will be required to include the full 9 or 9.5 hours with your leave request. Please note your starting and quitting time on your leave request for each day away from the office so the appropriate number of leave hours can be recorded. 

• If you have previously submitted leave under your old schedule for summer dates and it has been approved by your supervisor, you will need to cancel your initial request for a five-day annual leave through the PASSHE Employee Self Service (ESS) portal, wait for your supervisor to approve the cancellation, and resubmit the four-day annual leave request. This change cannot be submitted until the four-day workweek schedule has been input in ESS.

• Questions can be directed to human-resources@iup.edu. 

Holidays Under the Program

Holidays will be treated as follows:

• If the holidays fall on your “off day,” the leave time will be treated as a deferred holiday. You will be paid for 7.5 hours at a straight time rate of pay and awarded 7.5 hours of deferred holiday, allowing you to take the holiday at a later date. 

  • Your Deferred Holiday balance will be tracked on the PASSHE Employee Self-Service portal.

  • Requests to use Deferred Holiday time should be entered through the PASSHE Employee Self-Service portal.

  • Deferred Holidays should be used within 120 days from when the original holiday occurred. If not, the time will be paid out to the employee through payroll.

• If the holidays fall on your scheduled workday, you will be paid for 7.5 hours at a straight time rate of pay.  You will be contacted by a staff member in the Human Resources Office with directions for the remaining hours in the extended day.

• Questions can be directed to human-resources@iup.edu 

Overtime Under the Program 

If you are entitled to overtime, it will be handled as follows:

• If you are covered by the AFSCME* bargaining agreement, please note that, solely for the purposes of this agreement, the provisions that require payment of overtime for any hours worked in excess of 8 per day (Article 6, Sections 1, 3, 5 and 7, and Article 20, Section 1) have been waived, unless the hours exceed 40 in a work week. For others, the normal and usual overtime rules will apply.

• If you are eligible for overtime and work hours in excess of the 9 or 9.5 hours in your alternate schedule (AFSCME* only) or if your work hours exceed 40 hours in a week, overtime will be paid at the rate of one-and-one-half times your normal rate of pay.

• If you are covered by the AFSCME* collecting bargaining agreement, your alternate schedule’s “off day” will not be considered a “scheduled day off” as defined by the AFSCME* agreement; for the purpose of calculating double time, the “scheduled day off” will be based on your standard work schedule. For instance, if you select Alternate Schedule Three with Friday off, but you work on Friday, have Saturday off, and work again on Sunday, you will not earn double time on Sunday as the first “scheduled day off” (Saturday) was not worked. However, if you work Saturday and Sunday, you would earn two times your standard rate of pay for Sunday.

• SCUPA will receive compensatory time for the extended workdays as per their collective bargaining agreement.

• Nonrepresented managers will not receive any extra compensation for the extended workdays.

• Questions can be directed to payroll-services@iup.edu. 

Management of the Program

IUP managers and supervisors are required to monitor attendance and work product, ensuring that operational efficiency and the level of service to students and employees do not diminish as a result of this program. 

• Managers are requested to continuously evaluate the program throughout its duration, ensuring that performance levels are maintained despite extended work hours, that coverage of offices and the level of service to all constituents does not deteriorate, and that employee attendance matches the selected alternate schedule. To ensure office coverage during normal working hours (Monday–Friday 8:00 a.m. to 4:00 p.m.) the manager/supervisor may determine that an employee cannot work according to his/her selected alternate schedule during a particular week and can direct the employee to revert to the standard schedule for that week. An employee’s reversion to the standard schedule may also be necessary in the event of medical or other unanticipated extended leave. Please consult with Payroll Services, payroll-services@iup.edu, before allowing an employee to revert to his/her standard work schedule. 

• Any deviation from these guidelines may result in an employee’s or department’s disqualification from the program and may also jeopardize the renewal of this program in subsequent summers.

• Management reserves the right to terminate or amend this program at any time.

• At the conclusion of the program, a review will be conducted to determine the program’s benefit to employees as well as its impact on operational efficiencies and service levels. Your thoughts and suggestions will be welcome.

How to Enroll in the Program

Enroll in the program by completing the Work Schedule Request form and selecting the appropriate schedule option. Completed forms can be sent to payroll-services@iup.edu.