Employment Policies

  • Americans With Disabilities Act

    The Americans with Disabilities Act (ADA) and Fair Employment & Housing Act (FEHA) requires an employer to provide a reasonable accommodation for individuals with disabilities, unless it would cause an undue hardship to the College. A reasonable accommodation may include changes in the work environment or on the way a job is performed that enables a person with a disability to enjoy equal employment opportunities.

    If you require an accommodation, you must inform the Director of Human Resources that there is a need for an adjustment or change at work for a reason related to a disability. The College will process requests for reasonable accommodation and will provide reasonable accommodations where appropriate, in a prompt and efficient manner in accordance with the College’s Interactive Process procedures.

    Last updated 6/1/12

  • Background Investigation Policy for Staff Positions

    Finalists for Staff Positions

    In an attempt to seek information needed to make an informed and rational hiring decision, the College will conduct reference checks and background investigations on the final applicant selected for open positions before Human Resources will extend an offer of employment.

    Background investigation procedure:

    • The hiring supervisor will contact the finalist’s professional references to conduct reference check.
    • Before an employment offer is made, the hiring supervisor will inform the final candidate that they are being moved to the final phase of the staff selection process, which includes a background check managed by the Office of Human Resources.
    • Human Resources will forward the background investigation release form to the final candidate and provide the federal and state rights information sheets regarding background investigations.
    • Only Human Resources can issue an offer of employment for staff positions.
    • Hiring supervisors should allow a 4-5 working days (and longer under certain circumstances) for the background investigation to be completed.
    • Human Resources will submit the release form to the agency the College contracts to perform the background investigation. The report includes a verification of current/former employment/experience, verification of educational degrees (as required by position), criminal history search, social security number check, sex offender database search, and driving record (for positions that require driving). For positions with financial control or access, a credit check will also be conducted.
    • If the finalist requests a copy of the report on the release form, it will be provided within three days of Human Resources receiving the final report from the agency.

    Promotions and Department Transfers

    Employees who transfer or promote into College assignments listed below may have a new background investigation completed before starting this new job.

    Admissions & Financial Aid

    College Advancement

    Dean of Faculty

    Dean of Students

    Facilities

    Financial Aid

    Human Resources

    Information Technology (including Audio Visual)

    Institutional Research

    Mailroom

    President’s Office

    Registrar’s Office

    Treasurer’s Office

    Last Updated: 9/17/15

  • Cell Phone and/or Internet Service Policy

    Tax Issues

    In response to federal legislation regarding employee benefits that was enacted several years ago, the IRS, in recent investigations, has closely scrutinized the treatment of personal use of employer-provided equipment and services, such as cell phones and automobiles. These detailed reviews have lead the IRS to require that a log, which lists every call that is made or received on an employer-provided cell phone and its business purpose, be kept by the cell phone holder. Since maintaining a log is very time-consuming, it has been decided that the College will no longer: 1) purchase cell phones; 2) pay vendors directly for monthly service; or 3) reimburse employees for monthly service or for purchases of related equipment. Rather, for authorized individuals, the College will provide a taxable monthly allowance for cell phone and/or internet use and may provide a one-time equipment purchase allowance.

    The allowance is treated as reportable income and is taxable. Benefits to the employee through use of an allowance rather than requirements for detailed record-keeping are deemed to offset any additional tax liability to the employee. These benefits include: 1) a log is not required; 2) no monthly reporting is required; and 3) phones may be used for personal calls and can be combined or enhanced with other personal plans.

    Types of Allowances and Limits

    • A monthly allowance of up to $60 per month for cell phone service. On rare occasions, a supervisor may determine that an additional amount of up to $50 per month should be paid for an internet/data connection on a covered cell phone.
    • A one-time cell phone equipment allowance of up to $400.
    • A monthly allowance of up to $40 per month for home-based DSL or Cable Modem-Broadband access connection.

    The College may grant one or more of the above allowances to any employee that meets at least one of the following two criteria:

    • The employee’s job requires him/her to spend a considerable amount of time outside of the assigned office or work area during normal working hours and have regular access to telephone and/or internet connections.
    • The employee’s job requires him/her to be accessible outside of scheduled or normal working hours. (This is not intended to include occasional, incidental access or purely voluntary access such as checking e-mail from home).

    A supervisor should use personal discretion, knowledge of the employee’s duties, and budget considerations to determine the amount of the allowance to be provided to each authorized employee. All allowances must be covered by the department’s budget and although the limits may vary, all allowances are taxable.

    Administration of Allowance

    If a supervisor deems it appropriate for someone in his/her department to receive a cell phone allowance, the supervisor is to provide written authorization (e.g., attached authorization form with approval from the appropriate Vice President) to the Treasurer’s Office, indicating the type of allowance requested and the amount. The amount must be within the limits established above. The request shall be accompanied by appropriate vendor documentation such as a plan description that supports the amount of the allowance requested. An allowance will not be approved when alternative means of communication are available (e.g., pagers, radios, land-lines) and provide adequate but less costly service.

    Direct Payments by the College to a Vendor for Cell Phone or Internet Service

    The College will no longer provide direct payments to a vendor for the purchase of equipment or monthly cell phone or internet service for an employee. Additionally, the College will not enter into contracts with vendors for employee use of cell phones or internet service. Given that a taxable allowance will now be provided for monthly service fees, the employee will be the direct holder of a contract with the cell phone company and/or internet service provider.

    The College currently holds a few contracts with vendors for employee-used cell phones service and internet service. It is our goal to transition these contracts from Pitzer to the employee and to begin the taxable monthly allowances as soon as possible. However, with certain vendors, it may be necessary to wait until the current contract period has expired to avoid penalties. The Treasurer’s Office will assist individuals in the transition.

    Employees with existing cell phones provided under a current College contract will be expected to use their current phone with their new service. An equipment allowance will not be provided unless an employee provides legitimate reasons for a new phone.

    For those employees who currently have personal contracts directly with a vendor and are seeking reimbursement from the College, the taxable allowance will commence effective 4/1/08.  

    One Allowance per Employee

    Given the taxability of the allowance, each employee who is authorized to have a cell phone for work purposes is to apply for his/her own allowance. In other words, Supervisor A cannot enter in a cell phone contract for both himself/herself and Employee B. If Employee B is authorized by Supervisor A and the appropriate Vice President to have an allowance, Employee B should enter into his/her own contact with vendor and request a taxable allowance from the College.

    Cell Phone Use

    The employee is expected to retain active cell phone service as long as a cell phone allowance is in place. The employee is responsible for informing the Supervisor and the Treasurer’s Office immediately upon termination of cell phone service or other contract changes.

    Cell Phone Contract Changes and Cancellations

    • If, prior to the end of the cell phone contract period, a personal decision by the employee, employee misconduct, or any employee’s misuse of the phone results in the need to end or change the cell phone contract, the employee will bear the cost of any fees associated with that change or cancellation. For example, the employee quits, and no longer wants to retain the current cell phone contract for personal use.
    • If, prior to the end of the cell phone contract period, a Pitzer decision (unrelated to employee misconduct) results in the need to end or change the cell phone contract Pitzer will bear the cost of any fees associated with that change or cancellation. For example, the employee’s supervisor has changed the employee’s job responsibilities and the cell phone is no longer required for Pitzer purposes. If the employee does not want to retain the current contract, the fees to change or cancel the contract will be reimbursed by Pitzer.

    Payroll Processing

    Once the Treasurer’s Office receives and approves the request to initiate the allowance, the Authorization Form will be forwarded to the Payroll Department with a request to add the allowance to the employee’s payroll check. A copy of the approved authorization form will be returned to the supervisor to inform the department of approval. (Reminder: appropriate payroll taxes on the amount of the allowance will be withheld from the paycheck and the amount of the allowance will be included in the wages line on the individual’s year-end W-2). An allowance under this policy does not constitute an increase to base pay and will not be included in the calculation of salary adjustments under the Pitzer College Wage & Salary Program.

    Exceptions

    On rare occasions a department makes a phone available for multiple individuals (e.g. student residence hall staff) to use. If a phone is not assigned to a specific individual (a “non-assigned phone”) and no personal calls are made on these phones, the phones can be used by an individual without using the taxable allowance approach described above. Personal calls should not be made on these “non-assigned phones.” Any exception to the monthly taxable allowance above (including the use of “non-assigned” phone by a limited number of departments) must be pre-approved in writing by the V.P. of Administration and Treasurer.

    Use of College Cell Phone While Driving

    In the interest of the safety of our employees and other drivers, Pitzer requires employees to comply with all applicable laws while driving.

    Cell Phone Recycling

    Cell phones contain toxic material that, when discarded into the land fills or when incinerated, leach into the environment. We strongly recommend that all old cell phones be recycled. You can recycle your old cell phone by dropping it in the box that should be provided at your cell phone providers place of business, or by taking it to the Office of Information Technology for disposal.

    Last updated: 4/1/08

  • Emergency Salary Advance Policy

    Purpose/Overview

    Requests for salary payments in advance of any normal pay period may be granted only on an emergency basis and after an employee has exhausted all other options or available recourse. Salary advances will be granted no more than once in any fiscal year.

    Definitions

    “Emergency” is defined for this purpose as an unforeseen event involving medical, life or safety situations beyond an employee’s control, or loss of housing involving the employee or the employee’s dependents who reside with the employee.

    Procedures

    • If disapproved, the Director of HR will notify the supervisor and explain the reason(s) why.
    • The Director of HR, in consultation with the VP for Administration/Treasurer, will review the recommendation and approve or disapprove the request, based on the criteria contained in the first paragraph of these guidelines and funding availability
    • An employee will submit a written request to her/his supervisor, indicating the nature of the emergency and the requested salary advance amount (for faculty members, the supervisor is the VP/Dean of the Faculty.) The requested amount shall not exceed 75% of the anticipated net regular pay on the next paycheck, up to a maximum of $2,500. The supervisor may confirm the eligible amount with Human Resources (HR).
    • If the supervisor agrees that a salary advance is warranted, based on the definition of “emergency” above, he/she shall send the employee’s written request to HR recommending approval and explaining the reasons for the recommendation.
    • If approved, the Director of HR will notify the supervisor and the employee will be asked to complete a “Salary Advance Request and Payroll Deduction Form” and submit it to the HR Office.
      1. The “Salary Advance Request and Payroll Deduction Form” will be forwarded to the Claremont University Consortium (CUC) Payroll Office for processing.
      2. The employee will pick up the salary-advance check in person from the CUC Payroll Office upon being notified that it is ready (usually within one to two days of the submission of the request to Payroll).
    • If the employee terminates prior to repayment of the salary advance, the full remaining balance becomes immediately due.

    Last updated: 10/17/08

  • Employment At-Will

    This handbook is not intended as, and shall not be considered a contract of employment. Regardless of any other representations, except for that indicated in the next paragraph, the employment relationship between staff members and the College is at-will. This means that you, and likewise the College, may end the relationship at any time with or without cause, with or without notice, unless otherwise prohibited by law.

    No employee or representative of the College, other than the President of the College, has authority to enter into an agreement for employment for any specified period of time or to make any agreement that is contrary to the at-will employment relationship. Further, the President may not alter the at-will nature of the employment relationship except specifically in a written agreement signed by the President and the employee.

    Your employment conditions and status are subject to change at any time. Your position, hours, pay, duties, etc., may be reduced, increased or otherwise changed at any time at the College’s discretion. The College, consistent with its at-will employment status, reserves the right to use discretion in deciding when and how discipline is imposed. No formal system, procedure or proof of cause is required.

    Last updated 6/1/12

  • Employment Verifications Policy

    Purpose/Overview

    To confirm or provide employment information to third parties for current or former employees of the College.

    Definitions

    Current and former employees: include regular and long-term temporary staff and faculty working full-time or part-time, and student or temporary employees.

    Long-term temporary employees: employees in temporary staff assignments of generally 12 months or more, or employees in temporary faculty assignments of at least one semester.

    Short-term temporary employees: employees in temporary staff assignments of less than 12 months.

    Third parties: include but are not limited to individuals seeking employment information on behalf of loan lenders, government agencies, and prospective employers.

    Procedure/Policy

    Requests will be directed to the Human Resources Office in writing, by telephone or in person. Information will generally be provided within 48 hours of the receipt of the request, with the possible exception of verification for former employees from five years prior or more whose records are in storage. Verifications for employees whose records are in storage may take 2-4 days to process.

    Authorization for Release of Information

    An authorization for release of information signed by the employee or former employee is required when a third party is requesting employment information. This release must be provided in writing to Human Resources.

    No authorization for release of information is needed when a third party is asking to confirm information previously provided by the individual to the third party, or when the third party requires a “yes” or “no” confirming if the individual is currently employed.

    Information Released

    Regular and long-term temporary employees

    When a written authorization is provided or when the third party is confirming previously obtained information, employment information released is limited to the employee’s title(s), department(s), full-time or part-time status, regular or temporary status, dates of employment, and earnings.

    Records Retained

    For written requests for regular or long-term temporary staff and faculty, a copy of the request and the information provided will be retained in the employee’s personnel file. Written requests for temporary or student employees will be retained in the general office files of the Human Resources Office.

    No record is kept for employment verifications provided by telephone.

    Responsibility

     The Human Resources Office has responsibility for providing employment verifications for current and former employees as outlined above. The Office of the Dean of Faculty is responsible for providing verifications for current and former faculty on academic matters.

    Turnaround Time

    Most requests will be processed within 48 hours or less of receipt of the request. A delay may occur when verifying the information for former employees whose information is in storage.

    Last updated: 9/1/15

  • Equal Employment Opportunity and Affirmative Action

    The College, and The Claremont Colleges, hire and promote individuals on the basis of their qualifications and abilities to perform the requirements of their positions. The College provides equal employment opportunities to all employees and applicants without regard to race, color, religious creed, sex, national origin, ancestry, citizenship status, pregnancy, childbirth, physical disability, mental disability, age, military status or status as a Vietnam-era or special disabled veteran, marital status, registered domestic partner or civil union status, gender (including sex stereotyping and gender identity or expression), medical condition (including, but not limited to, cancer related or HIV/AIDS related), genetic information, or sexual orientation in accordance with applicable federal, state and local laws. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leave of absence, compensation and training.

    Consistent with applicable state and federal laws, The College does not discriminate in the administration of its admission policies, educational policies, scholarship and loan programs, athletic and other College-administered programs and employment policies.

    Last updated 6/1/12

  • Immigration and Naturalization Act Compliance

    As a result of the Federal Immigration Reform and Control Act of 1986, all offers of employment are conditioned upon satisfactory proof of a prospective employee’s identity and legal ability to remain and work in the United States. Pitzer College is required to complete and retain the appropriate documentation, and to coordinate the record-keeping requirements under the regulations.

    If you are not a citizen of the United States, but have permission to work in this country, it is your responsibility to report any changes in your visa status to the Pitzer Human Resources Office.

    Last updated 6/1/12

  • Introductory Performance Period and Evaluations

    Supervisors review the job performance of staff members in accordance with the specific policies and procedures of the College.

    Introductory Review Period
    As a new staff member you will have an Introductory Review Period. At the end of this period you will provide your supervisor feedback regarding your accomplishments and any resources you may need to perform your work duties. Your supervisor will then provide you a written performance evaluation and will meet with you to discuss your performance in your new job.

    Performance Evaluations
    Performance Evaluations at Pitzer College take place annually. These evaluations are a two-way communication process during which goals are set and job requirements are defined or redefined. Your supervisor will inform you of your work performance strengths, and offer suggestions for improvement and development of job-related skills. As part of this evaluation process, you may be asked to self-evaluate your performance and suggest your own goals and objectives. You or your supervisor may request a performance evaluation at any time. If you would like to have your performance reviewed outside of the normal cycle, contact your supervisor or the Pitzer Human Resources Office.

    Last updated 6/1/12

  • Job Listings and Announcements

    Each of The Claremont Colleges is a separate employer and announces its own job opportunities. At Pitzer College, staff and faculty employment opportunities are posted on the Pitzer website. Staff job openings are overseen by the Pitzer Human Resources Office and faculty open positions are managed by the Office of the Dean of Faculty. Pitzer staff job opportunities also are announced to all staff and faculty by email, multiple external job boards and social media accounts.

    If you would like information about the promotion or transfer process for staff, please contact the Office of Human Resources. Promotions and transfers generally are not permitted until after you have completed your Introductory Review Period.

    Last updated: 9/18/15

  • Job Status

    Eligibility for some policies, practices or benefits is determined by the classification of the position or number of hours an employee is scheduled to work:

    Full -Time Status
    Full-time status is defined as a regular schedule of 40 hours per week for 12 months.

    Part -Time Status
    Part-time status is defined as a regular schedule of less than 40 hours per week and/or less than 12 months.

    Regular Status
    You are considered to be of regular status when the position you hold has a regular schedule of hours, and normally exists for longer than 12 months, and is determined to be of regular status by the Director of Human Resources.

    Temporary Status
    You are considered to be on temporary status when the position you hold exists for less than 12 months, or as determined by the Temporary Employee Hiring Policy.

    Occasional or On-Call Status
    An occasional or on-call position does not have a regular, pre-determined work schedule. There is no requirement that an occasional or on-call employee be available when called to work. The College makes no promise to provide a specific number, or any, hours of work.

    Exempt
    Exempt employees meet the exempt criteria as defined by federal and state wage laws and therefore are exempt from overtime pay provisions of state and federal wage and hour laws.

    Non-Exempt
    Non-exempt employees are required, under applicable state and federal law, to be paid at least the minimum wage, and to receive premium pay for overtime hours worked.

    Last updated 6/1/12

  • Personnel Files

    The Pitzer Human Resources Office maintains personnel records for all Pitzer staff members. These files are confidential, but you may review your personnel file by making an appointment with the Director or Associate Director of Human Resources.

    You are responsible for reporting any changes in name, home or campus address, telephone number, marital status, number of dependents, etc., to the Pitzer Human Resources Office. If you do not report these changes, certain personnel actions may be inaccurate and your mail could be sent to an incorrect address. It is assumed you are receiving official mail that is sent to you at the address on file.

    If you acquire additional education or training, please notify your supervisor or the Pitzer Human Resources Office. This information may be useful to you as a part of your regular personnel record.

    Last updated 6/1/12

  • Promotions and Position Reclassification Policy

    Purpose/Overview

    To provide a mechanism for eligible and qualified employees to move into either a higher/lower position or a higher/lower grade level within the same department. Reasons for promotion or reclassification are:

    1. Essential duties and responsibilities have grown over time to meet department needs;
    2. Essential duties and responsibilities have lessened over time to meet department needs (not related to a performance issue); or
    3. Position vacancy due to departure of another employee, department reorganization, or creation of a new position due to department needs.

    Definitions

    1. Grade level: regular staff positions of the College are categorized into grades according to the level of knowledge, supervisory responsibility, operational responsibility and ingenuity necessary to perform the essential duties. The grading system used by the College was developed and is used by The Claremont Colleges.
    2. Job analysis: the job description is reviewed and evaluated on the basis of the required knowledge, supervisory responsibility, operational responsibility, ingenuity, skills and abilities.
    3. Regular staff positions: all positions with the exception of faculty, temporary or student positions.
    4. Essential duties and responsibilities: the tasks and responsibilities that are the reason that the position exists, for which there is no one else or few people who can perform it without detriment to the operations of the department or College.
    5. Eligible and qualified employee: employee meets all the minimum requirements for the higher/lower position. For a move to a higher position, the employee has had a satisfactory or higher performance evaluation during the previous 12 months or since the date of hire if employed for less than12 months.

    Policy

    A request for an analysis for possible promotion or position reclassification will be submitted to the Human Resources Office in writing by the Vice President who oversees the area in which the position exists.

    The position analysis may be initiated by the Human Resources Office, the area Vice President, the supervisor, or the employee, however, analysis requests not initiated by Human Resources must be forwarded to the requester’s supervisor and submitted to Human Resources by the area Vice President.

    Promotion or salary grade classification analysis requests may be initiated based on any of scenarios described below:

    1. Position duties and responsibilities have grown over time to meet department needs.
    2. Position duties and responsibilities have lessened over time to meet department needs (not related to a performance issue).
    3. Position vacancy due to departure of another employee, department reorganization or creation of a new position due to department needs

    Procedure

    When position duties and responsibilities have grown over time to meet department needs:

    1. The supervisor submits a request for a position analysis for possible promotion or reclassification to their Vice President. The request must outline the changes and the reason for the reclassification [The supervisor (not the employee) reviews and an updates the job description to reflect actual duties and responsibilities of the position].
      1. Prior to submitting the request, the employee discusses a change in duties and responsibilities with their supervisor to determine if there are sufficient grounds for a possible reclassification, and/or;
      2. The supervisor determines that there are sufficient changes to a current position’s essential responsibilities and duties to request a position analysis.
    2. If the Vice President determines that there are sufficient changes to a current position’s essential responsibilities and duties to request a position analysis, he/she submits such a request to the Director of Human Resources.
      1. Human Resources conducts a job analysis to determine if the position should be reclassified at a higher grade level.
      2. Human Resources conducts a salary analysis to determine if the position should be considered for additional compensation.
    3. Analysis information is provided to the Supervisor, Department Head and Area Vice President.
    4. Supervisor requests to corresponding Department Head and Vice President approval for position reclassification, and if applicable, may also request additional funds for a salary increase.
      1. Salary increases must be approved by the President, in consultation with the Treasurer.
    5. When position duties and responsibilities have lessened over time to meet department needs:
      1. The supervisor submits a request for a position analysis for possible demotion or reclassification to their Vice President. The request must outline the changes and the reason for the reclassification [Supervisor (not employee) reviews and an updates the job description to reflect actual duties and responsibilities of the position].
        1. Prior to submitting the request, the employee discusses a change in duties and responsibilities with their supervisor to determine if there are sufficient grounds for a possible reclassification, and/or;
        2. The supervisor determines that there are sufficient changes to a current position’s essential responsibilities and duties to request a position analysis.
      2. If the Vice President determines that there are sufficient changes to a current position’s essential responsibilities and duties to request a position analysis, he/she submits such a request to the Director of Human Resources.
        1. Human Resources conducts a job analysis to determine if the position should be reclassified at a lower grade level.
        2. Human Resources conducts a salary analysis to determine if the position should be considered for a salary reduction.
      3. Analysis information is provided to the Supervisor, Department Head and Area Vice President.
      4. Supervisor requests to corresponding Department Head and Vice President approval for position reclassification, and if applicable may also request a salary reduction
      5. Salary decreases must be approved by the President.
    6. Position vacancy due to departure of another employee, department reorganization or creation of a new position due to department needs:
      1. Open position must be approved by the President prior to filling internally.
      2. Employee requests to Supervisor consideration for promotion into the vacant position.
      3. Supervisor reviews employee’s qualifications and past performance for eligibility for promotion.
      4. Supervisor submits request to Department Head and Area Vice President with written justification including employee’s qualifications and past performance for eligibility for promotion, if applicable, may also request additional funds for a salary increase.
        1. Salary increases must be approved by the President, in consultation with the Treasurer.
      5. Area Vice President submits approved promotion or position reclassification with the effective date, and documented salary approval to HR office for processing.
      6. If promotion or position reclassification is approved:
        1. The Human Resources office provides the employee with a promotion or reclassification offer letter and revised job description.
        2. Employee can accept or decline the offer by the indicated deadline.
      7. If promotion or reclassification is denied:
        1. Area Vice President notifies the supervisor in writing that the request has been denied.
        2. Department Head and Supervisor discuss with employee reason for denied promotion or reclassification.
          1. Supervisor can develop a plan with the employee to address skill deficiencies, if appropriate.
          2. Human Resources provides appropriate documentation for denial (maintained in the HR offices).

    Last updated: 2/15/12

  • Relocation Expense Policy

    At the discretion of area vice president and with the approval of the President, where appropriate, Pitzer College will reimburse reasonable and appropriate moving expenses for tenure/tenure track faculty and administrators in director positions or above (e.g., moving household goods and personal effects and traveling to their new home). The usual moving expense allowance will be in accordance with the College’s Relocation Expense Schedule. The area vice president will determine the maximum amount of reimbursement in accordance with schedule guidelines.  Moving expense authorization and amount must be specified in the employment offer signed by the President, Dean of Faculty, or the Director and/or Associate Director of Human Resources.

    Reimbursements will be processed on actual amounts, up to the specified amount. Reimbursement of the following deductible expenses may be made to the employee. The deductible expenses are limited to those incurred within one year from the date the employee first reported to work. The deductible cost of transporting personal effects from a location other than the employee’s former home is limited to the amount it would have cost to move the items from the employee’s former home.

    Reimbursements for authorized travel expenses during the recruitment process are not taxable to the prospective employee. Reimbursement of personal travel expenses (such as house-hunting trips) incurred by the new employee after an offer of employment has been accepted, but before the actual move, are taxable to the employee.

    Supporting documentation, including original, itemized receipts; and a completed, signed RFC, should be forwarded to the Treasurer’s office for processing. Documentation of eligible relocation expenses must be submitted within 60 days of the relocation.

    Items that may be reimbursed and not included in taxable income on the employee’s W-2 are:

    1. Transportation of household goods and personal effects:
      1. cost of a moving company
      2. cost of truck rental in a self-move situation
      3. actual fuel purchases in a self-move situation, or 23.5cents per mile
      4. packing, crating, transporting, and unpacking of goods
      5. parking fees and tolls while in transit
      6. car shipping cost
      7. storage of household goods and personal effects for a period of up to 30 days.
    2. Travel to new household
      1. airfare (coach) lodging only while in transit (this includes one night at the old location and one night upon arrival at the new location)
      2. actual fuel purchases, or 56.5 cents per mile beginning 1/13/13
      3. parking fees and tolls while in transit
      4. Supporting documentation, including original, itemized receipts; and a completed and signed check request form, should be forwarded to the appropriate Vice President’s office.

    Nondeductible moving expenses are considered additional compensation to the new employee and must be processed through the payroll process. Below are examples of taxable, nondeductible moving expenses that will be reported as compensation on the employee’s W-2:

    1. One pre-move house hunting trip—generally limited to one week or less in duration:
    2. Airfare, rental car, fuel purchases, meals and lodging permissible with appropriate receipts.
    3. Travel of household excluded from non-taxable, deductible expenses:
    4. Temporary housing expense after first night of arrival
    5. Car rental on arrival while personal vehicle is being shipped is limited to one week.

    Examples of expenses that do not qualify as moving expenses and will not be reimbursed include:

    1. side trips for recreation/vacation
    2. expenses associated with buying/selling a house
    3. automobile registration costs
    4. costs related to immigration
    5. loss of security deposits
    6. real estate expenses
    7. personal telephone calls, tips, movies, or other entertainment purchased during the move
    8. meals expenses incurred during relocation.

    Last updated: 4/1/14

  • Separation from Employment

    Resignation
    If at some time you decide to leave your position, you are asked to give your supervisor and the Pitzer Human Resources Office written notice two weeks in advance, stating your reasons for leaving. Such notice will permit proper processing of your final paycheck, your benefit status forms and the return of all college property such as keys and your employee identification card.

    Termination
    As noted throughout this Handbook, your employment status is at-will. As such, you or the College may terminate the employment relationship at any time with or without notice, with or without cause, unless prohibited by law.

    However, the following are examples of action or inaction on your part that may lead to dismissal. These examples are meant to give an idea of the more severe circumstances that result in termination of the employment relationship. Of course, it is not possible to list all potential unacceptable conduct; the following list is not exhaustive, merely illustrative. These include, but are not limited to: unsatisfactory job performance, negligence, misconduct, excessive absenteeism, tardiness, willful misconduct, theft, insubordination, dishonesty, sleeping on the job, fighting or other altercations, threatening and/or engaging in violent actions, drug or alcohol intoxication, falsifying records, or violation of rules.

    Job Abandonment after Three (3) Days
    Employees who fail to report to work for three successive days, without notifying their supervisor, are considered to have abandoned their job and their employment will be terminated.

    Last updated 6/1/12

  • Travel Policy

    POLICY STATEMENT

    It is the policy of the college that all official travel shall be properly authorized and in accordance with college travel regulations. Expenses of persons authorized to travel on official college business or for professional development purposes shall be reimbursed in accordance with college travel regulations and allowances. Travelers shall observe normally accepted standards of propriety in the type and manner of expenses incurred. College funds may not be used for any travel that is not ultimately chargeable to the colleges. This includes personal travel and travel sponsored by professional societies, governmental advisory groups, etc.

    APPLICABILITY

    The policy applies to all persons traveling on official college business and for professional development purposes. The terms of a more restrictive extramural fund source shall prevail unless special exception is on record.

    TRAVEL APPROVAL: PRE-AUTHORIZATION

    Travel approval should be obtained prior to undertaking official college travel; otherwise, expenses incurred are at the traveler’s risk. Travel is approved when the Request for Administrative Travel form has been signed by the Vice President of the functional area.

    TRAVEL EXPENSES NORMALLY REIMBURSABLE FOR COLLEGE BUSINESS

    • Subsistence Expenses: Meals, lodging, and incidentals.

    (Non-reimbursable expenses include mini-bar charges, in-room movies or video rentals, laundry services, health club and exercise charges.)

    • Transportation Expenses: Least expensive excursion airfare available for round trip between major airports, observing authorized maximums (see Request for Administrative Travel form for specific guidelines). Super Shuttle or equivalent to and from airports and hotels, or shared taxi. Least expensive long-term parking.   Fares, car rental, private car mileage, emergency repairs to college cars, parking fee, tolls, etc.
    • Business Expenses: When approved in advance and related to college business, the following: secretarial/office services, equipment, supplies, rental of office or meeting rooms, telephone and fax. Use telephone credit card or cell phone rather than hotel phones.

    Special fees for foreign travel: Passports, visas, fees, photographs, certificates, affidavits, inoculations, currency exchange and check cashing fees in a foreign country, etc.

    Other necessary and proper expenses not included in the above categories.

    TRAVEL EXPENSES NORMALLY REIMBURSABLE FOR PROFESSIONAL DEVELOPMENT PURPOSES:

    • Subsistence Expenses: If you are attending a conference, presenting a paper, leading a formal discussion, attending professional development or acting as an officer of a professional society or chairing a session, the College will cover a specified maximum amount for meals and lodging (see Request for Administrative Travel form for specific monetary guidelines).
    • Transportation Expenses: Least expensive excursion airfare available for round trip between major airports, observing authorized maximums for air travel and other local transportation expenses (see Request for Administrative Travel form for specific guidelines).
    • Registration fees: For conferences, conventions, meetings of professional or learned societies, or community organizations.

     

     TRAVEL REPORT

    Travelers must complete a travel expense report within ten (10) business days after the conclusion of each trip. The report must be submitted regardless of method of payment of expenses (e.g., credit card, purchase order, travel advance).

    The Internal Revenue Service requires specific documentation to support payment of an employee’s travel and entertainment expenses. Each request for reimbursement or direct payment of any invoice, including credit card billings, must include: original receipts for any travel expense; original receipts for any lodging expense; original receipts for any meals expense; original receipts for any other expenditure of $15 or more; and a statement as to the time and place, business purpose, and in the case of entertainment, who was present.

    CASH ADVANCES

    A traveler may request a travel advance to cover meal expenses and in-person conference registration fees.

    • Cash advances will be made only after the travel is approved. Advances will be based on an estimated reasonable amount of anticipated expenses to be incurred.
    • Within ten (10) business days of return from a trip, all temporary cash advances must be cleared by the traveling employee.
    • Additional cash advances will not be made until the prior advance has been cleared.
    • Holdovers from one trip to the next are not allowed. All advances will be reconciled with the expense report for each individual trip. Excess funds will not be held by the employee for the next trip. Further advances will not be granted until the outstanding balance is cleared.
    • In the case of failure to report, outstanding advances not cleared by November 30 will be included on the traveler’s W-2 form at the end of the calendar year. The advance is still due and payable to the College.
    • In case of postponement or cancellation of a trip, the traveler is to refund any advance immediately.

    CREDIT CARDS

    The college will issue corporate credit cards to eligible employees. Late fees are the responsibility of the traveler. Personal charges are not to be incurred on this card. Any non-college related charges are the responsibility of the employee. All college issued cards will be billed directly to the employee, and reimbursement for the charges must comply with the reporting requirements listed above.

     PLANNING FOR THE TRIP

    The most critical aspect of ensuring a successful trip is good planning, especially if someone else makes your arrangements for you. You can save yourself – and your travel arranger – time, money, and frustration by getting all the necessary details up front. Proper planning will assure that your requirements and preferences are met and that the greatest cost effectiveness is achieved.

    It is a good idea to maintain a “trip record” for every trip you take. You can start by jotting down your planning notes; then, after deciding what your travel requirements will be, you can continue your trip record by recording all information pertinent to a particular trip: reservation confirmation and travelers check numbers, itinerary details, expense information, etc. And remember:

    • Be flexible. Sometimes an early morning or late night flight can save up to 50%. Schedule meetings and appointments around your flights, if possible.
    • Consider connecting flights. If your schedule is flexible, you may cut your airfare cost in half by taking connecting vs. nonstop flights.
    • Consider alternate airports. Sometimes the savings are considerable, e.g., using LAX vs. Burbank or Long Beach.
    • In cities with multiple airports, determine the airport to and from which you want to fly.
    • Do you have a preferred hotel or location? Be prepared to designate an alternate hotel in case the first choice is sold out. Always use a hotel that gives a discount to the college or for using the corporate card.
    • Determine any special requirements, such as late check-in, late check-out, meeting rooms, audio-visual equipment, etc. at the hotel.
    • If you plan to use a laptop PC while on an aircraft, be sure to confirm in advance whether it is allowable on the air carrier.
    • If the passenger is traveling with someone else, are reservations to be made at the same time? Do the travelers want to be seated together?

    MEANS OF TRANSPORTATION

    General:

    Routing: Travelers are to take the most economical mode of transportation by the most frequently traveled route. Traveler will bear any extra expenses resulting from the extension of the route for the traveler’s convenience.

    Procurement of tickets: Travelers should buy tickets in advance to get the lowest rates. Changes that would increase rates should be avoided.

    Air Travel:

    Commercial Airlines: The least expensive excursion airfare available for round trips between major airports should be used, observing the College’s specified allowable maximums for transportation expense; when available and practicable helicopter connections are permitted. Reimbursement will be based on the fare used.

    Privately Owned Airplane (including rentals): Prior approval by the President is required when the traveler elects to use on college business on a route served by a common carrier. Prior certification of pilot qualifications to be filed at the Office of the President. Use of the plane may not exceed seven (7) days; the plane must have fewer than 60 seats; a certificate of insurance is required indicating a $5 million limit and naming the college as an additional insured.

    Surface Transportation:

    General: The mode of transportation should be the most economical one suitable for the purpose of the trip.

    Railroad or Bus: Advance approval is needed if regular air service is available. A Pullman roomette is allowed.

    Ship: Advance approval is required. Only the lowest first-class fare may be approved, with subsistence on an actual expense basis.

    Automobiles:

    College-Owned: Subject to college rules pertaining to use and emergency repairs. Parking tolls, etc., are allowable expenses.

    Privately-Owned: When used on routes served by a common carrier, the amount of the actual mileage or the lowest available air fare (or its equivalent, plus the cost of conventional terminal transportation), whichever is least, is allowed. The subsistence is limited to the amount that would have been expended for the same trip by public transportation. No additional reimbursement for automobile-related expenses, such as tolls, ferries, parking, etc., will be allowed.

    When a privately owned automobile operated by a college employee in the course of conducting college business is damaged, reimbursement for repair expenses borne by the employee up to $200 may be allowed. Expenses recoverable from insurance coverage are not allowable. Claims for reimbursement of the cost of accidental damage must be filed with the employee’s insurance carrier before reimbursement of the cost of accidental damage is requested from the college, under this provision.

    Use of a private automobile on college business will be reimbursed according to the per mile rate established by the college annually.

    Insurance to satisfy financial responsibility requirements is necessary. Proof of coverage is required with minimal allowable limits at $50,000/$100,000 (check amount). The license number of the automobile and the names of employee passengers must appear on the Travel Expense Report.

    Rental Automobiles: Always use one of the car rental companies that give a discount to the college, according to policy. The traveler must list the college as the renter, with the individual as the driver. Decline additional collision, accidental death, or medical insurance if coverage is provided by credit card or some other mechanism. The traveler can pay and be reimbursed by the college or use a corporate credit card.

    Motorcycles: Use of privately owned motorcycles or motor driven cycles for college business is prohibited; transportation expense will not be reimbursed.

    Parking and mileage: A receipt is required for parking fees $15 or over. Please use the least expensive long-term parking available. Parking tickets and moving violation citations are the responsibility of the traveler.

    Local Transportation:

    Bus, streetcar, or taxi, as necessary. For transfer between airport and hotel, use hotel or airport shuttle or limo service rather than taxi, whenever available.

    Other Special Conveyances:

    Approved charges for any other authorized conveyance or travel situation will be reimbursed.

    Baggage:

    Charges for checking and storage of personal baggage or college property related to approved travel are allowable. Excess charge should be explained on the Travel Expense Report.

    SUBSISTENCE EXPENSES – Basis for Reimbursement:

    Domestic Travel:

    Meal, lodging and incidental expenses are reimbursed according to college policy.

    Note: Generally, lodging is not reimbursed if the lodging site is within a 50-mile radius of the traveler’s residence or work site. To claim reimbursement, adequate justification for the expense must appear on the Travel Expense Report.

    Travel Outside the United States:

    For foreign travel, subsistence expenses are reimbursed according to college policy.

    Contracting for Subsistence:

    For approved vendor service to groups, the college may be billed or the group leader may be reimbursed upon submission of receipts; a member or members of the group may not be reimbursed individually.

    Miscellaneous Expenses:

    Claims for reimbursement must include explanation on voucher.

     AIRLINE TICKETS

    Payment:

    Payment for airline tickets should be made by the corporate credit card.

    Class of Service:

    Travelers are expected to use the least expensive service available on all domestic flights.

    HOTEL RESERVATIONS

    Travelers should make reservations with hotels that give discounts to college travelers. When such hotels have no properties at the traveler’s destination or when rooms are not available, comparable facilities and rates should be sought and acquired.

    When attending conventions, meetings, etc., hotels other than contracted hotels may be utilized, providing the costs for doing so are not excessive.

    Unwarranted use of expensive accommodations may incur a charge back to the traveler for the additional costs.

    Change in Plans:

    When guaranteed reservations have been made and a change in the traveler’s itinerary prevents the traveler from using the confirmed reservation, the traveler must cancel the reservation before the deadline.

    CAR RENTAL RESERVATIONS

    Renting a car may not always be the most cost-effective form of local transportation when such items as rental costs, gas, parking charges, and difficulties of driving in a strange city are considered. For short distances, taxis may be preferable.

    Car rental may be used as required, or when other means of transportation are not available, more costly, or impractical. Whenever possible, arrangements for rental cars should be made with college-approved companies, which will utilize discount agreements when appropriate. Other firms with comparable or lower rates may be used when suitable cars are not available from our primary vendors. All car rentals should identify the appropriate college as the renter of the vehicle, and the traveler as the driver.

    Class of car:

    The class of the car to be reserved should be the most economical consistent with the needs of the trip. Upgrades are acceptable if there is no additional cost involved.

    Insurance:

    In all cases, list the college as the renter and the traveler as the driver. Additional insurance coverage should be waived if coverage is provided by credit card or some other mechanism.

    Accidents:

    Accidents in a rented car must be reported as quickly as possible to the Office of Risk Management, with a full report submitted to the administration of the institution as well.

    Personal Use:

    Charges to the employee for the personal use of a rented car should be excluded from the travel report, or, if billed directly to the college, should be repaid by the traveler immediately upon return.

    Charges for fuel are the responsibility of the traveler while the vehicle is being used for personal business or pleasure.

    PERSONAL AUTOMOBILE

    A personally owned employee automobile used and authorized for business will be compensated when actually driven for such purpose at a fixed amount per mile as determined by the college. This amount is usually determined on an annual basis.

    Employee Discretion:

    If the employee uses a personal automobile for a business trip in lieu of public transportation, compensation will be made for the lower of the two costs: automobile costs vs. public transportation costs.

    Time Loss:

    If an automobile trip requires time that exceeds normal transit time, advance approval must be obtained from the appropriate college department or official, or, in some instances, the traveler may request that the excessive trip time be used as vacation days.

    USE OF COLLEGE OWNED VEHICLES          

    College owned vehicles may only be driven by employees who have submitted their names for approval and been accepted by the Office of Risk Management as approved drivers.

    BUSINESS MEALS AND ENTERTAINMENT

    General:

    Business meals and entertainment should be kept to reasonable levels.

    Entertainment Categories:

    Entertainment falls into two basic categories for reimbursement:

    • The business meal
    • Entertainment directly related to a business function

    The Business Meal:

    Business meals are reimbursed when the person being entertained has an apparent business relationship with the college/, or when the primary purpose of the meal is a business discussion.

    Entertainment Directly Related to Business:

    In order to qualify for reimbursement, the entertainment must be business oriented. It must be fully documented in the expense report, and be worth the cost from the college’s standpoint.

    CONFERENCES / STAFF MEETINGS:

    Travel and entertainment costs incurred in connection with conferences or staff meetings are reimbursable when the meeting is strictly of a business nature. Expenses incurred must be fully documented, including place, date, persons present, purpose and costs. If the college is host or in another official capacity (as against individual attendance), all anticipated costs must be approved in advance by the appropriate college officer.

    Individual Attendance:

    Individual attendance at professional association meetings, etc., must be approved in advance by the appropriate college official.

    Approval prior to registration and all expenses such as hotel rooms that are included in the registration fee are to be identified.

    Overseas Gatherings:

    Attendance must be approved by the appropriate college officer.

    Cruise Ships:

    Attendance at meetings aboard a cruise ship requires advance approval.

    PURCHASES WHILE TRAVELING

    Purchases of a personal nature, such as tobacco products, alcohol or gifts will not be reimbursed.

    Laundry and Dry Cleaning:

    Reasonable expenses for laundry, dry cleaning, and pressing required on a trip will be reimbursed when the length of the trip warrants such expense or when such service is required because of damage or soiling while on the trip.

    Required Personal Purchases:

    Personal purchases required for business purposes must be itemized for full or partial reimbursement.

     COMMUNICATIONS

    The college will reimburse the traveling employee for communication expenses for business purposes. Further, the college will reimburse the traveling employee for personal communications within the prescribed limits.

    Business Calls:

    All business communication expenses should be at the lowest possible costs. The traveler should be cognizant of the surcharges attached to phone bills for some hotels, and use every effort to avoid incurring such costs by use of telephone credit cards or cell phone, etc.

    On extended trips, reasonable reimbursement will be made for personal calls home. REASONABLE is defined as one call every two days of domestic travel, and one every five days of international travel.

    SPOUSE ACCOMPANIMENT

    Expenses for an employee’s spouse are not reimbursable.

    Last updated: 3/2004

Page last updated on August 2, 2016