Human Resources
The Flagler College Human Resources department strives to support our students, faculty members, administrative professionals, and support staff so they may succeed in reaching their full potential.
We are committed to facilitating the trailblazing spirit of the Flagler College community through our servant leadership philosophy. We provide an environment which challenges students to pursue higher learning, exercise exemplary citizenship and adhere to ethical standards. We are continually working to grow as a College as well as engage with the St. Augustine community.
Based in the Nation’s Oldest City St. Augustine Florida, Flagler College is ranked #1 in Best Undergraduate Teaching, #2 in Most Innovative Schools and was ranked #2 in Regional Colleges South.
Non-discrimination policy
Flagler College is committed to diversity, inclusion, and pursuit of a higher education with adherence to high ethical standards. It is the policy of Flagler College not to discriminate in admission, treatment, or access to, or employment in, its programs or activities on the basis of race, color, gender, religion, national origin, age, disability, marital status, familial status, sexual orientation, gender identity or expression, or any other protected characteristic.
FAQ
Q: When do I start accruing paid time-off (PTO)?
A: Employees can start accruing immediately. PTO days are accrued on a per pay period basis based on the qualifying amount for each individual. Specific qualifications for an employee can be reviewed in the Leave Benefits section of the Staff Handbook.
Q: When can I start using paid time-off (PTO)?
A: Except in the case of an unplanned leave (illness or emergency) of an employee or the immediately family member in the employee’s household, employees are not permitted to take paid leave during the first six months of their employment. After six months, an employee may apply to receive pre-scheduled consecutive paid leave days (Vacation). This can be reviewed in the Taking Paid Leave section of the Staff Handbook.
Q: I have pre-approved non-emergency PTO during my probationary period, how do I add it?
A: Pre-approved non-emergency PTO that is schedule to occur during your probationary period should be detailed in your contract letter. Your pre-approved non-emergency PTO can be requested through Paycom under the Time-off Request calendar.
Q: What is the paid holiday schedule?
A: 12-month employees are paid for all scheduled College Holidays as listed on the approved Staff Calendar, available on MyFlagler. 10-month employee are paid for all scheduled College Holidays that fall within their dates of service per written agreement. Non-exempt employees who are required to work (such as Security Officers) will be paid full salary in addition to paid Holiday time. If the Holiday falls on a non-assigned workday, the employee will be paid for the time as “Holiday” time. This can be reviewed in further detail in the Scheduled Holidays section of the Staff Handbook.
Q: How do I see how much PTO I am accruing?
A: Available PTO hours are accessible within the Time-off Request section of Paycom, either in the Time-Off Calendar section or Accruals section. You can also view how much PTO you have accrued per pay period at the bottom of each pay stub.
Q: How are my years of service calculated for PTO?
A: In calculating years of employment for purposes of accruing leave, all employees are converted to an anniversary date of January 1. Employment beginning three months prior to January will not be counted as a full year. The Office of Human Resources will provide assistance in determining years of service if there has been a break in employment. This can be reviewed in further detail in the Determining Year(s) of Employment for PTO benefit section of the Staff Handbook.
Back To TopQ: When are my medical benefits effective?
A: An employee’s health insurance participation is effective on the first day of the month following the completion of 30 days of continuous service. In some cases, this time period may be longer depending on the employee’s hire date. For example:
- Employee Hired on June 2, not effective until August 1st.
- Employee Hired on June 30th, Effective August 1st.
Q: I need to make a change to my benefits and/or a new dependent to my insurance.
A: Benefit selections can only be made in three instances: 1) Initial Enrollment 2) Open Enrollment 3) During a Qualifying event. All adjustments to benefits are completed through Paycom Employee Self Services. Employees who request to change their coverage during the benefits year must submit documentation for the qualifying event. Qualifying events include, but may not be necessarily limited to, loss of coverage, birth\adoption, marriage, divorce or death of a family member. To review what documentation is required, go to the Benefits Booklet located on MyFlagler or contact a member of the Human Resources team.
Q: Where can I get my insurance cards?
A: An employee’s benefit card will be mailed to the address that is listed in Paycom during initial enrollment. Employees who wish to receive insurance card outside of the initial enrollment period will need to contact the insurance provider for replacement copies. Note: group numbers are available on the back page of the benefits booklet.
Q: How do I apply for Graduate Tuition Reimbursement?
A: It is the employee's responsibility to inform Human Resources of such reimbursements prior to requesting tuition assistance. Before enrolling in a degree program the employee must submit an application for tuition reimbursement form to their Vice President, who will make the judgment as to whether or not the proposed degree is job related. Please review the Staff Handbook, available on MyFlagler, under the Graduate Tuition Reimbursement section for the full terms and conditions.
Q: How are my years of service calculated for Retirement benefits?
A: The matching contribution offered by the College applies to employees who are contributing at least 5% themselves. Even if an employee is eligible for the matching contribution as soon as they are hired, the first year of employment is still counted as year zero (0) for the purposes of the additional matching rates.
A:
|
Years of Service |
Employee Match |
College |
Total Minimum |
|
First Year (unless previously where |
|
0% |
|
|
Beginning of 2nd Year – End of 11th Year |
5% minimum |
5% |
10% |
|
Beginning of 12th Year – End of 16th Year |
5% minimum |
7.5% |
12.5% |
|
Beginning of the 17th year and up |
5% minimum |
10% |
15% |
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Q: I need to request FMLA leave.
A: An employee may be eligible to take unpaid family and medical leave under the federal Family and Medical Leave Act (FMLA). This introduces the rights and provisions of the federal FMLA. To be eligible for leave, an employee must have been employed by the College for at least 12 months. If an employee has questions regarding the FMLA, please contact the Office of Human Resources.
Q: I need to request a Leave of Absence.
A: An employee who needs a personal leave of absence or an extension of a leave of absence must file a written request for such leave with their Supervisor/Manager as applicable. This written request, together with any required supporting documentation, must be submitted at least 30 days before the date on which their requested leave is to begin, unless the need for a leave of absence or an extension is not sufficiently foreseeable to give such notice. In that case, the employee must submit the request and required documentation as soon as practical. If the leave is foreseeable, the employee shall make a reasonable effort to schedule any planned leave so as not to unduly disrupt the employee’s departmental or the College’s operations. The College’s Chief Human Resources Officer must initially approve a leave of absence, or any extension of a leave, for employees.
Q: I need to request an accommodation.
A: The Office of Human Resources is responsible for implementing this policy, including the resolution of reasonable accommodation, safety, direct threat and undue hardship issues. Please contact them with any questions or requests for accommodations.
Back To TopQ: How do I report a concern about the mental health of an employee or student?
A: Submit a concern to the Campus Assessment, Referral and Evaluation (CARE). The CARE may then assess the risk associated with these concerns and, in cooperation with other appropriate College teams or offices, formulate an appropriate response when an individual’s behavior and/or statements generate concern that they may present a threat to the health or safety of self or others.
Q: How do I report a Title IX or bias/discrimination concern?
A: Staff members who wish to make a complaint of sexual misconduct should follow the processes detailed at https://www.flagler.edu/title-ix/ or contact the Title IX Coordinator.
Staff members who wish to make a complaint of harassment, discrimination, or retaliation should follow the processes detailed at https://www.flagler.edu/notice-of-non-discrimination/ or contact the Title IX Coordinator and Equity Investigator.
Q: How do I report a concern about my supervisor that is not involving harassment, discrimination or retaliation?
A: Staff members who have concerns about workplace matters, and who have been unsuccessful in reaching a satisfactory resolution through discussion with their Supervisor/Manager or within their department/unit, may discuss their concerns with Chief Human Resources Officer. For further detail review the Staff Handbook section titled Reporting Workplace Issues Not Involving Harassment, Discrimination or Retaliation.
Q: How do I report a work-place injury or accident?
A: All work-related injuries and illnesses must be reported immediately to Security, even if the employee is not sure whether they are truly work-related. Small, seemingly insignificant injuries left untreated can result in serious conditions. Security will complete an Accident Report based on the information the employee provides. The employee should also follow up with their supervisor and a member of the Human Resources team.
Back To TopQ: How do I update my legal name?
A: If an employee needs to update their name, they would need to bring identification forms with the updated name to the Office of Human Resources.
Q: How do I change my address, phone number, or emergency contacts?
A: This information can be updated within the Paycom system by the employee. After logging in to Paycom Employee Self Service, go to the Information tab and use the drop down menu to select which information you wish to update.
Back To TopQ: How do I view my paystubs?
A: Pay stubs can be viewed at any time in Paycom. After logging in to Paycom Employee Self Service, go to the Payroll tab and use the drop down menu to select View Pay Stubs.
Q: When will I receive my first pay?
A: Flagler College operates on a semi-monthly pay schedule, to pay on the 15th and 30th of each month. If your first day of employment falls within the 1st-7th of the month, you can anticipate receiving your first pay on the 15th of that month. If your first day of employment falls within the 8th-21st of the month, you can anticipate receiving your first pay on the 30th of that month. If your first day of employment falls within the 22nd-31st of the month, you can anticipate receiving your first pay on the 15th of the month following month.
To review the pay periods, refer to the Payroll Calendar located on the MyFlagler under Employee Documents.
Note: If you are adjunct faculty, your first pay is indicated on your contract.
Q: My paycheck is incorrect.
A: Please be sure to review your pay stub(s) in Paycom. If you have questions or concerns after reviewing your pay stub(s), please contact the Payroll Office. You may use the Employee Directory on Flagler.edu to find the most up-to-date contact information for this office.
Q: I did not receive my direct deposit.
A: First review the direct deposit information you entered in Paycom. If you find a discrepancy with the information entered, correct it as soon as possible and notify the Payroll Office. If you do not find a discrepancy with the information entered, please contact the Payroll Specialist.
Q: I need to adjust my tax withholding.
A: After logging in to Paycom Employee Self Service, go to the Payroll tab and use the drop down menu to select Tax Setup. The screen with refresh to the electronic W4 form. You will be able to make any adjustments needed. To complete the form you will be required to provide an electronic signature.
Q: How do I complete Form W-4?
A: Instructions are provided on Form W-4 to assist in completing the form, but Flagler College cannot provide personal tax advice. It is recommended that you consult a tax professional for additional assistance if needed.
Q: My overtime pay is incorrect.
A: Overtime is calculated based on an employer’s defined 7-day work week. Flagler College operates on a Wednesday-Tuesday work week. Hours physically worked over 40 from the Wednesday-Tuesday work week, will be calculated at one and one half times your regular rate of pay. Any type of leave (i.e., Paid time off (PTO), holidays, jury duty, bereavement, domestic violence leave, FMLA, etc.) does not count towards overtime calculation. For additional information on overtime, please refer to the Staff Handbook policy. For additional questions regarding overtime payments, please contact the Payroll Office.
Back To TopQ: Can I get paid for my remaining PTO hours?
A: A 12-month employee, who has completed two years of consecutive service or more, and retires or resigns will be paid any remaining, earned, PTO days, up to 30 days (240 hours) on the final paycheck. The employee must be resigning or retiring in good standing with the College in order to receive this benefit. Only hours accrued at the time of separation will be paid. The employee must give sufficient notice to receive this payout of leave.
Q: How much notice do I need to give before my last day?
A: A non-exempt employee must give ten work days’ notice of termination and an exempt employee must give 20 work days’ notice of termination in order to be paid the accrued leave. The employee may not use any non-emergency PTO within the required notification periods. Documentation for absences in this period will be required.
Q: Can PTO be used to extend my termination date?
A: Staff members may not use PTO or any other type of paid absences to extend their termination date. Staff members may not use PTO on their last workday, unless the termination is considered retirement. The employee may not use any non-emergency PTO within the required notification periods. Documentation for absences in this period will be required.
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