Forms

Enrollment

The enrollment forms listed here are for use by PPACA enrollments only. All other active benefit-eligible employees will enroll and make changes via our online benefit enrollment platform.

Claims

Prescriptions

Active Employee and Under Age 65 Retirees

Retiree Insurance Forms

Other Benefit Forms

Faculty and Professional Personnel

Staff Handbooks

Service Personnel Handbook

Pay Transparency Nondiscrimination Notice

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant.  However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

 

Nonexempt Staff

Compensatory time off and monetary overtime pay will be earned at a rate of one and one-half hours for each hour actually worked over 40 within the established workweek. An employee may accumulate up to 240 hours of compensatory time off, and the employee will receive monetary overtime compensation for overtime hours actually worked which could cause the employee's accumulation to exceed 240 hours. Compensatory time off earned during a work year (July 1 to June 30) must be used during that work year. If that is not possible, monetary overtime pay will be substituted for compensatory time off for all compensatory time off hours earned by the employee but not used by the last day of the fiscal pay period paid in June. 

An employee may use the earned compensatory time off with the approval of the employee's supervisor. If it is not possible to approve the particular compensatory time off requested by the employee, time off will be granted within a reasonable period, normally two weeks, unless the requested time off would unduly disrupt operations. If a mutually appropriate time cannot be scheduled for the employee to use the earned compensatory time, the supervisor may elect to substitute monetary overtime pay in lieu of earned compensatory time off. Monetary overtime pay is calculated at one and one-half times the employee's equivalent hourly rate of pay for the hours worked in excess of 40 hours during the established workweek.

The supervisor may elect to substitute monetary overtime pay for earned compensatory time off, either at the time overtime is actually worked or in any later period. Monetary overtime compensation will be based on the employee's regular pay rate at the time of payment. 

Compensatory time earned or monetary overtime pay for overtime must be approved by the supervisor on the "Work Record and Absence Report for Nonexempt Staff Personnel" and sent to the Office of Payroll and Employee Benefits by noon on Monday following the pay period ending date.

The university also may elect to apply earned compensatory time off to hours the employee has missed due to personal absence (including medical leaves if not covered by paid sick leave, vacation, or Salary Continuance Insurance) resulting in lost time. 

In the event an employee leaves employment at the university for any reason, the employee will be paid for earned compensatory time off at the employee's final regular rate of pay, or the employee's average rate during the last three years of employment, whichever is higher. 

Paid time off for holidays, vacation, sick leave, jury duty, and funeral leave is counted as time worked for computing overtime. All other time off, with or without pay, is treated as time not worked for purposes of calculating overtime. 

Except: If a recognized holiday falls on an employee's regular day off, he or she will be given one day's pay at his or her regular straight-time rate. In such cases, the unworked holiday shall not be included as hours worked for the purpose of computing overtime. 

A separate overtime policy for nonexempt law enforcement officers is in effect. Law enforcement officers should see the Director of Public Safety as to this policy's provisions. 

Overtime must be approved by a supervisor before it is worked. An employee is prohibited from working unauthorized overtime or from working "off-the-clock". 

Service Staff

Service Staff should refer to the union agreement for specific details pertaining to the calculation of overtime.

Time-In-Service Policy:

Policy FAQ:

  • As a professional or staff employee desiring to apply to other opportunities at BSU, must I be in my current job for six months at the time of application, or six months at the time of transfer to another position to which I’ve applied?
    You must be in your current job for six months at the time of application.

  • Does the six-month waiting period apply to staff and professional employees applying to positions in their department?  
    Yes.

  • Does the six-month waiting period apply to a professional employee who is being promoted to another position within their area with an approved waiver of search?  
    Yes.

  • How does a supervisor pursue a waiver of the six-month waiting period?  
    After obtaining support/approval from the chain of command within your division, a request may be submitted to the President that clearly articulates the extenuating circumstances supporting the request. 

Supervisor Notification Policy:

Policy FAQ:

  • Am I required to tell my supervisor that I’ve applied for another job at BSU? 
    No, you are only expected to notify your supervisor if you are extended an offer of an interview for an internal opportunity.

  • How do I notify my supervisor that I’ve been offered an interview? 
    Please communicate this in person or via email.

  • To whom should I direct my concerns about retaliation from my current supervisor?  Please contact Employee Relations.

If you have additional questions or concerns, please contact People and Culture (formerly HR) or your HR Partner for further assistance. 

Telework & Flexible Work Arrangements Guide for Professional and Staff Employees

The BSU Telework & Flexible Work Arrangement Guide provides guidance on various forms of workplace flexibility, balanced with required actions and legal concerns. For detailed information, Download the guide (PDF). Forms of Flexible Work Arrangements can include:

  • Flextime
    • Alternate Arrival/Departure Times
    • Compressed Work
  • Reduction in Time Commitment
  • Telecommuting or Remote Work
    • Off-campus Work Site
    • Example: Working from Home

Leave Sharing Program

To live out our enduring values and acts of Beneficence, Ball State has adopted a Leave Sharing Program. This program permits accrued, unused vacation, sick leave, paid-time-off (PTO), or income protection bank (IPB) to make a University Leave Bank Donation that will be available for eligible employees who are in need due to medical emergency reasons. 

The Leave Sharing program is structured to aid employees who may fall into an unpaid status due to exhaustion of their own paid leave due to a substantial illness.  Eligible employees may Request Shared Leave to be able to use donated time to cover some or all of their medical leave to remain in pay status.  Review Frequently Asked Questions to learn more. And if further information is needed you may contact the following:

Questions about Shared Leave Program or Requests can be addressed to the Employee Solution Center at humanresources@bsu.edu or 285-1834.

 

The Banner EPAF User Guide gives information about the Banner HR module and instructions for Electronic Personnel Action Form. Learn more.

UKG Dimensions is Ball State University's timekeeping system. Active employees use UKG to record hours worked, track time off, and report leave time.

Access UKG

Guides

For additional information, please visit the Payroll UKG Dimensions webpage, or contact the HR Solutions Center at 765-285-1834.