New Non-Exempt Employee FAQ

I am a new employee. I have never worked at Duke University before. How do I get on the Law School payroll?

Before your first day of work your supervisor will have advised you of specific documentation required by the federal government to establish both identity and employment eligibility before you can be placed on Duke's payroll. These identifications must be taken with you to an appointment in the Law School's Administrative Services Office, Room 1015C. This appointment will be made by your supervisor.

Is there a probationary period?

Yes, there is a 90 day probation period. Supervisors must evaluate all employees during their Probationary Period, and complete a Probationary Period Rating Report between the employee's 60th and 80th day of employment. Employees rated in Zone 1 (below expectations) will be terminated. A decision to terminate will be clearly explained in the Comments section, and the employee should be informed why he/she is not being retained. Probationary Period employees will be:

  1. Eligible for those benefits and work premiums as established by the applicable policies, dependent upon their employment status, as listed in Policy A-30, Employment Status and Benefit Eligibility.
  2. Subject during the probationary period to termination without recourse to the Grievance Procedure.
  3. Entitled from the original date of hire to Continuous Service Credit, sick leave and vacation accrual, upon completion of the Probationary Period.

Under unusual circumstances, at the end of the Probationary Period, an employee may be continued on a trial basis of up to an additional sixty (60) calendar days. This action will permit an employee's benefits to go into effect; however, the employee may be terminated at the end of the trial period without recourse to the Grievance Procedure. The justification for this additional time must be specified in writing, and the extension approved by the department manager, the employee and the Assistant Vice-President and Director, Human Resources, or his/her designate.

When is payday?

Payday is every other Friday. Checks will be given to your department for distribution.

When do I submit my time card?

Time cards are due every two weeks. Pay week and time card week alternate weeks. On time card week the time card is due to your supervisor in sufficient time for he/she to have the signed time cards to the Administrative Services Office by 12:00 noon on Thursday. The back of the time card should have recorded on it the time arrived, time left for lunch, time returned from lunch, and time left for each day.

Does the Law School pay overtime?

Yes. But the supervisor must approve any overtime work prior to the work being done. Overtime is paid for all hours over forty (40) hours in a work week. See: Human Resources Overtime Policy.

Where do I park at the Law School?

You must purchase a permit to park your car on Duke campus. For an annual fee of $186 you may park in the LL lot located directly behind the Law School. For an annual fee of $76 you may park on the street. The LL lot is accessible via your Duke ID card. You may pick up a blank parking form in Room 3038 and purchase your permit from Parking Services at 2010 Campus Drive.

Do I need Duke identification to enter the Law School after hours?

Yes. The building is locked at 5:00 p.m. on Monday through Friday and 24 hours a day on Saturday and Sunday and is accessible via card only. Bert Bergen in room 3038 will give you a form to be completed and taken to the Duke Card Office at 024 West Campus Union to obtain a Duke Identification Card. For the first card there is no charge to the employee. There is a $10 charge from the Duke Card Office to the employee for any subsequent cards.

Am I entitled to break periods at the Law School?

Yes. Two (2) paid fifteen (15) minute breaks are normally provided during a regular eight (8) hour work schedule. The purpose of break periods is to provide employees with a short respite from normal work activities. Break periods are considered time worked. While break periods are usually scheduled in the middle of each four (4) hours worked, supervisors may schedule break periods at some other time to reflect departmental operating needs. Break periods cannot be used to offset work time. If an employee starts work fifteen (15) minutes early, this time cannot be offset by providing the employee and additional fifteen (15) minute break. If an employee starts work late, the time cannot be made up by working though the break period(s). Break periods cannot be accumulated to be taken together later in the day.

Example: If an employee works from 8:00 a.m. to 5:00 p.m., he/she can not elect to save the morning break period and add it to the afternoon break period. Break periods cannot be combined with the meal period to extend the total length of the meal period.

Example: If an employee normally works from 8:30 a.m. to 5:00 p.m., with a half an hour for lunch, he/she may not combine his/her two (2) fifteen (15) minute breaks with the meal period to extend the meal period to an hour.

How long is my lunch break?

A meal period is provided to employees scheduled to work eight (8) or more hours in a day. Meal periods are not considered hours worked and therefore are not paid. A meal period must consist of at least thirty (30) consecutive minutes during which the employee is completely relieved from work. If the meal period is less than thirty (30) minutes, such time must be counted as hours worked. An employee who eats lunch at his or her work station and answers the telephone, sorts papers, takes messages, or performs any other work-related activities is not completely relieved from duty. Such time would therefore be considered as hours worked even if the employee performs these functions without the knowledge of the supervisor. If the employee normally receives a one (1) hour meal period and performs job duties during any part of this period, all time that does not constitute at least a thirty (30) consecutive minute meal period must be recorded as hours worked. At the Law School all employees are encouraged to take two breaks each day and a full hour for lunch. See: Human Resources Worktime Policy

Where do I learn about Duke employee benefits?

At an orientation session conducted by Duke's Human Resources Department at 705 Broad Street. You will be given materials about Duke's benefits and the opportunity to sign up for them at that time or at a later time after you have had time to study the materials and consider your options. The orientation appointment will be made by the Benefits Office and the date and time relayed to you by someone from the Law School's Administrative Services Office. See: Human Resources Benefits

How much vacation time do I accrue and how?

If you are a full-time employee you are regularly scheduled to work 40 hours per week or 80 hours per biweekly pay period and you are entitled to the following:

  1. Employees with less than 4 years of service earn 3.077 hours of vacation for each biweekly pay period in which they are compensated for 80 hours at the regular rate of pay (10 days per year).
  2. Employees with 4 years of service but less than 9 years of service earn 4.615 hours of vacation for each biweekly pay period in which they are compensated for 80 hours at the regular rate of pay (15 days per year).
  3. Employees with 9 or more years of service earn 6.154 hours of vacation for each biweekly pay period in which they are compensated for 80 hours at the regular rate of pay (20 days per year).

Maximum and Minimum Vacation : Since the intent of vacation is to provide a period of rest and relaxation, the total amount of earned but unused vacation to an employee's credit may not exceed two (2) times the employee's rate of annual earnings. Any vacation which accumulates above the maximum two (2) times the annual rate will be forfeited. Employees who work an abbreviated schedule shall accumulate unused vacation to a pro-rata maximum of two (2) times their annual earning rate. Vacation may be taken in multiples of 1/10 of an hour with the consent of the supervisor. Accrued Vacation may be used at the employee's option during a medically related leave. See: Human Resources Vacation Policy

How much sick time do I accrue?

All eligible full-time employees earn a maximum of 96.0 hours (12 days) of sick pay per year. Beginning with the day of employment, employees earn 3.692 hours of sick pay for each biweekly pay period in which they are compensated for 80 hours. Eligible employees who work an abbreviated schedule of twenty (20) or more hours per week (but less than 40) accrue sick pay on a pro rata basis. There is no limit to the amount of sick pay that may be accrued. See: Human Resources Sick Pay Policy

How do I know how much vacation and sick time I have accrued?

It will be on your pay stub each pay day.

How many holidays does the Law School offer?

The Duke Campus recognizes the following Designated Holidays each year:

  • Martin Luther King Day
  • Memorial Day
  • Independence Day
  • Labor Day
  • Thanksgiving Day
  • Friday after Thanksgiving
  • Christmas Eve
  • Christmas Day
  • New Years Eve
  • New Year's Day

In addition, employees on the active payroll on the first day of the following months shall earn a holiday in that month: February, March, April. Those earned holidays shall be known as Discretionary Holidays and they must be taken before December 31 of the calendar year in which they are earned. They do not accumulate and roll over into the next calendar year. See: Human Resources Holidays Policy

Is there a funeral leave?

Yes. To provide time off for employees to attend the funeral of close relatives, employees will be protected from loss of pay for work days missed while out on Funeral Leave. An employee who must be absent from a regularly scheduled work week to attend the funeral of a member of his/her immediate family [the employee's spouse, registered same sex spousal equivalent, child/stepchild, parent/stepparent, brother/stepbrother, or sister/stepsister], may request that a maximum number of such missed work days be charged to Funeral Leave. Any missed work days (up to 40 hours) that happen to fall within five (5) consecutive calendar days of the death or funeral may be so charged. This maximum of five (5) consecutive calendar days may be taken at the employee's convenience as long as one of the days includes either the day of death or the day of the funeral.

Death of Other Members of the Family:
An employee who must be absent from regularly scheduled work to attend the funeral of other members of his/her family [grandparent, great-grandparent, grandchild, parent-in-law, brother-in-law, sister-in-law, son-in-law, daughter-in-law, uncle/aunt], may request that a maximum number of such missed work days be charged to Funeral Leave. Any missed work days (up to 24 hours) that happen to fall within three (3) consecutive calendar days of the death or funeral may be so charged. This maximum of three (3) consecutive calendar days may be taken at the employee's convenience as long as one of the days includes either the day of death or the day of the funeral. See: Human Resources Funeral Leave Policy

Is there a jury duty benefit?

Yes. Jury Duty Leave with pay shall be approved immediately upon submission by the employee to the Department Head of an authentic summons, subpoena, or notice for such duty upon receipt of such notice by the employee. Pay for each day of Jury Duty will be made at the employee's current rate of pay for a regularly scheduled work day. This pay will be made of the entire period of Jury Duty Served. Employees who are on Jury Duty and are scheduled for work on night shifts the same workday shall be protected from loss of pay for the entire 24 hour period. Employees who are subpoenaed for court appearance as witnesses shall not suffer loss of pay for performing any such duty. Proof of appearance must be submitted to the supervisor upon completion of such service. Upon return to work the employee must present proof of Jury Duty service including dates of service. See: Human Resources Jury Duty Policy

May I leave work to go vote?

Yes, but for presidential elections only. Employees who are registered voters, if they so request, shall be granted absence of up to two hours with pay for the purpose of voting on Presidential Election Days. This time off will be scheduled by a supervisor at either the beginning or the end of the work period or other times most advantageous to maintaining work schedules. See: Human Resource Voting Time Policy

What leaves does the University offer? Educational, Family and Medical, Illness/Injury, Maternity, Military, and Personal. For complete information on each see: Human Resources Pay and Benefits Policies

I want to know what other job openings are available at Duke. Where can I get this information?

See: Human Resources Jobs Listing

Where can I find all the University policies pertaining to biweekly employees?

In the Duke University Personnel Policy Manual.