A flex-year position is a non-faculty position related directly to the academic
schedule of the university and utilizes a flex-year service base. A flex-year
service base is defined as any time period, greater than 9 and less than 12
months, which is scheduled to accommodate the cyclical workload of university
departments. For each flex-year appointment, an annual work schedule expressed
in total workdays and the percent of the total year will be predetermined.
Annual flex-year appointments may be no less than 195 days or more than 240
work days in duration.
Employees in flex-year positions must be regular full-time or regular part-time
employees and are paid on the monthly payroll. Full-time employees in flex-year
positions are scheduled to work a 40-hour week during their active flex-year
appointments. Part-time flex-year employees are scheduled to work less than
a 40-hour week during their active appointments.
The normal effective dates for flex-year appointments for payroll purposes
will be August 1 through July 31 (September 1 through August 31 for the Health
Science Center). All mid-year flex-year appointments are effective for payroll
purposes on the first of the month. Likewise, all mid-year salary increases
for flex-year employees must be effective on the first of a month. Annual
salary increases for flex-year employees are effective on the first day of
the flex-year appointment of each year. Flex-year employees who terminate
on or after their last scheduled day worked will not be paid in a lump sum
but will continue to receive payment through the end of their flex-year appointments.
All employees in flex-year positions will have a reasonable assurance of
continuation in the same position at the commencement of the academic year.
These employees will receive advance notification of the date on which they
are to resume their duties.
Employees in flex-year positions will be eligible for benefits as outlined
Insurance. All employees in flex-year positions regularly
scheduled to work 30 or more hours per week during the flex-year appointment
may participate in the state of Tennessee group insurance plan by following
normally prescribed procedures.
Unemployment Compensation. Because all flex-year employees are
reasonably assured of resuming their duties each year, they will not be
considered to be eligible for unemployment compensation during non working
Annual and Sick Leave. Full-time employees in flex-year positions
earn annual and sick leave at the appropriate accrual rate per month worked;
part time employees will earn leave on a pro rata basis. A flex-year of
service will be considered as one year of creditable service for purposes
of leave accrual rates.
Holidays and Days of Administrative Closing. Full-time flex-year
employees receive a day's pay for holidays or days of administrative closing
occurring during scheduled work periods; part-time flex-year employees will
also receive such pay on a pro rata basis.
Other Leaves. All employees in flex-year positions will be eligible
for court, funeral and military leaves when such leaves become necessary
during scheduled work periods.
Death Benefits. The administrator of the estate of a flex-year
employee will receive benefits as the result of an employee death under
those guidelines for employees serving on a twelve month basis. In initial
employment situations, such benefits will be paid only when the employee
dies on or after the first day worked. (See POLICY
307, BENEFIT IN THE EVENT OF AN EMPLOYEE DEATH.)
Retirement and Social Security. Full-time, flex-year employees
who meet social security eligibility guidelines shall participate in retirement.
Part-time flex-year employees have the option to participate. For full-time
employees, each flex-year of service results in a full year (12 months)
of creditable service for retirement purposes. For part-time flex-year employees,
creditable service for retirement purposes is prorated based upon the employee's
percent full-time. To ensure proper processing of retirement forms, the
FLEX-YEAR RETIREMENT VERIFICATION FORM must
be completed and forwarded to Benefits and Retirement Services.
Longevity Payments. Full-time flex-year employees are eligible
to receive longevity payments, and for these purposes a flex-year of service
will be considered a full year of creditable service.
Personal Leave Day. Effective January 1, 1982, eligible full time
non-exempt employees in flex-year positions will receive a day's pay for
a day of personal leave; eligible part-time non-exempt employees in flex-year
positions will also receive such leave on a pro rata basis.
All newly hired non-exempt employees in flex-year positions will serve the
conventional six-month probationary period, which shall not include the unworked
portion of the year.
Implementation of the flex-year concept should occur as a result of supervisory
discretion and the voluntary choice of the employee. A flex-year position
should not be imposed on an employee except as a final alternative to lay
off or as a condition of initial employment. To document the voluntary nature
of the employee's acceptance of a flex-year position, the REQUEST
FOR FLEX-YEAR EMPLOYMENT FORM should be completed and placed in
the employee's personnel file.