Administrative and Professional Handbook

Compensation and Job Classification

Working Hours

The usual working hours for a full-time employee at New York University are from 9 a.m. to 5 p.m. However, since working hours of individual offices can vary, it is a good idea to confirm your working hours with your supervisor.

Alternative Work Schedules

The usual office hours of 9-5 suit many of the University’s business operations. However, alternative work schedules sometimes better enable a department to achieve its service and productivity goals. There are also times when an alternative schedule can be an effective recruitment and retention tool, allowing an employee to better balance work and personal life while enabling the department to maintain an equal or enhanced level of service and efficiency.

With alternative work schedules, employees work the same number of hours per week but the actual beginning and end times might vary or there might be longer or shorter workdays.

A supervisor considering a request for an alternative work schedule must discuss it with the unit’s Human Resources Officer to insure it is consistent with the unit’s operational needs. All alternative work schedules require the formal approval of the Human Resources Officer in consultation with the dean/vice president or designee.

Pay Schedule

Your pay schedule depends on the amount of your annual salary:

• If your annual salary is $31,201 or more, you are paid monthly, on the first of each month.
• If your annual salary is less than $31,201, you are paid biweekly on every other Friday. Thereafter, you are paid every other Friday for the pay period ending two weeks before payday.

You will receive your first paycheck approximately four weeks after the date you begin work at NYU.

Paycheck Distribution Options

You can elect to have your paycheck electronically deposited into your bank checking or savings account to ensure that it is automatically available for your immediate use each payday. If you choose to have your check electronically deposited, you may have the “advice” or pay stub, sent to your home or department. You may also elect to have your check sent to your department or home (the preferred option is to have it sent to your home). Contact your Human Resources Officer to make your selection.

Overtime

The types of work performed by administrative and professional employees are exempt from the overtime provisions of the Fair Labor Standards Act. Therefore, administrative and professional employees are not compensated for overtime worked.

Improper Deductions 

The University prohibits improper deductions from the salary of an employee who is exempt from overtime pay eligibility. If an improper deduction has been made from your salary, please report the deduction to your Human Resources Officer or the Office of Employee Relations at (212) 998-1242. The matter will be investigated and promptly resolved.

Reimbursement for Meals

If you are required to work two or more hours beyond your normal quitting time or on a weekend or holiday, you are entitled to reimbursement of the cost of a meal. At the time of publication, the maximum reimbursement for a meal is $10.00. A receipt is required. The mechanism for obtaining reimbursement varies depending on the office. Discuss details with the person to whom you report.

University Travel and Reimbursement of Expenses

If you travel on NYU business, you can be reimbursed for transportation, food, and lodging, up to certain limits. NYU travel is any trip paid with University funds or funds managed by the University (e.g. sponsored research accounts). The costs of such travel will be reimbursed provided that the expenses are approved by the appropriate school/departmental representative and are supported by appropriate documentation.

Members of the University community who travel on the University’s behalf will be issued an American Express-NYU Travel Card in their name to facilitate the financial aspects of their travel. The card, which has no annual fee, should be used exclusively for University travel.

If you have any questions with regard to travel guidelines or the American Express-NYU Travel Card, contact Purchasing Services at (212) 998-1030, or visit www.nyu.edu/purchasing.services.

If you have questions about the reimbursement process, contact the Accounts Payable Department at (212) 998-2990.

Object Codes

For personnel and budgetary purposes, all positions at NYU are classified by “object code.” As an Administrative and Professional staff member, your object code is one of the following, based upon your work schedule:

Grades and Salary Ranges

In addition to the object codes described above, each Administrative and Professional position is classified by a grade numbered from 11 to 21. Each grade has a corresponding salary range. To help ensure pay equity, positions of similar complexity and responsibility are classified into the same grade.

No employee may be paid below the minimum for the salary range in the job. Although the normal hiring salary is between the minimum and the midpoint of the salary range, any hire above the minimum must be approved in advance by the Compensation Office. Salary ranges are usually updated once a year. For information on current salary ranges, contact your Human Resources Officer.

The Compensation Office evaluates positions to determine their classification into the appropriate grades. A grade is assigned based on an analysis of the position’s responsibilities and a comparison to other positions within a unit and throughout the University. Other factors considered include: job content, personal interaction, supervision exercised, working conditions, and qualifications. Jobs are classified without regard to source of funding.

All new positions must be classified before they can be filled. Requests to classify new positions or reclassify existing positions are submitted to the Human Resources Division for review by the Compensation Office.

If there has been a substantial change in your position’s responsibilities, contact your Human Resources Representative.

Changes in Grade, Salary, or Title

It is University policy that no commitment be made regarding any change in salary, title, or grade without prior approval of the Compensation Office.

Salary Increases

Annual Increases
Salary increases for administrative and professional staff are normally awarded at the beginning of each academic year (approximately September 1) on a merit basis.

Promotional Increases
Promotional increases are given if an employee moves into a different position that is classified within a higher grade. Normally a promotional increase of at least 5% is recommended.

Reclassification Increases
A job can be classified to a higher grade if the duties of the position change substantially so that the job becomes significantly more complex and requires a greater degree of responsibility. If a position is classified into a higher grade due to a reevaluation conducted by the Compensation Office, a reclassification increase of at least 5% is normally recommended.

Note: It is University policy not to grant increases for lateral transfers. A lateral transfer is a move from one position to another in the same grade, whether in the same or another department.

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