3.9 | Compensation and Benefits

3.9.1 | Payroll Dates

All active fulltime employees are paid monthly on the 25^th of every month, or, if the 25^th falls on a holiday or weekend, they will be paid on the first business day closest to the 25^th.

3.9.2 | Hours and Overtime

1. The official opening hours of the University are Monday to Friday from 8:00am to 5:00pm. All University offices are to be open during normal business hours.  All fulltime staff are expected to work at least 40 hours per week.  In order to best serve the needs and interests of the University, some employees may be assigned work scheduled outside of normal working hours.  It is the responsibility of supervisors to develop 40 hour work schedules for fulltime employees and to hold them accountable for performing their agreed upon duties.
2. In addition to performing their teaching duties, all academic staff are required to hold no fewer than three (3) hours of office hours per week to meet with students.  Faculty teaching more than three (3) courses per term must add one (1) additional office hour per week per course taught.
3. Overtime is defined as hours worked by an hourly or non-exempt employee if working beyond 5:30pm daily. The University limits overtime to no more than 20 hours per week.  Overtime must be approved in advance by the employee’s supervisor and must be recorded accurately.  In most cases, all instances of overtime will be provided to the employee as compensatory time.  If wages will be paid for overtime worked, supervisory approval is required in advance.

Exempt employees are not eligible for overtime pay but are eligible for compensatory time when they work during weekends or public holidays.  Officers who work beyond 8pm are eligible for a transportation allowance.

3.9.3 | Direct Deposit

The net salary (take home pay) will be transferred to the respective employee’s bank account.  It is the responsibility of the employee to provide bank transfer information to Human Resources to facilitate the transfer of funds.

3.9.4 | Absence and Leave Policy

Employee attendance and leave policies and procedures are established to ensure that the University presents a student-centered, customer focused environment. They are also designed to recognize the unique and varied responsibilities of its employees in fulfilling the University’s mission and strategic goals.

1. The determination of individual working schedules is driven by the academic and operational needs of the University. The normal working hours for University employees is 8:00am to 5:00pm Monday to Friday. Deans, Division and Unit Heads may require their employees to work on a different schedule to meet the needs of teaching, labs, library services, office hours, recruiting, research, testing, and other related activities. Direct supervisors are responsible for communicating their expectations regarding working hours and ensuring that their staff are present on time to do the assigned work.
2. If an employee will be absent or late for their assigned working time, they are required to report their absence or tardiness to their direct supervisor as soon as practicable. If, for any reason, they are unable to contact their direct supervisor, they should contact Human Resources.
3. Employees unable to report to work due to illness must notify their supervisor directly, utilizing the supervisor’s preferred notification method (which may include phone, email, text, WA, etc.) each day of their absence, as far in advance as possible, but no later than one hour before the scheduled arrival time. If their supervisor is not available, Human Resources should be contacted. The supervisor or HR must be contacted each day of absence. An employee who fails to contact his/her immediate supervisor or HR for an extended period of time may be considered for job abandonment.
4. If the University has questions about the nature or length of an employee’s absence due to illness, a written certification from a physician or licensed health care professional may be required.

3.9.5 | Leave

A leave of absence is defined as an official absence from work. Leave is granted to staff employees for various reasons such as vacation, health, bereavement, care for children or family members, and others. Most types of leave are paid. However, unpaid time leave may be granted under certain conditions.

1. Annual Leave
An employee will be entitled to a certain amount of annual leave per fiscal year for such uses as vacations, personal or family needs, or emergencies. The Annual leave accrual begins the day the employee joins the company. After 3 consecutive months of service, the employees have the right to request and work together with their supervisor to schedule leave at convenient times for the employee as well as the company.

Any remaining annual leave must be used no later than 30 June of the following fiscal year and only this type of leave can be chased out for the remaining balance during the employee resignation.

2. Mass Leave
The joint holiday or collective leave day indicates country-wide holiday days typically concurrent with public holidays. These leave days are deducted from the employee’s annual leave entitlement.

3. Sick Leave
Recognize that employees will occasionally require time off from work to take care of their medical needs and recuperate from illnesses. This leave may be used for a maximum of 15 days in total per year. To confirm the need for sick leave and/or authorize the employee to resume work, the employer reserves the right to request proof from a medical professional.

4. Hal-day Leave
Employees may be allowed to convert their annual leave into half-day leave either in the morning or afternoon.

5. Compensation Leave
Non-faculty except for non-staff level and Staff level who worked for at least 5 (five) consecutive hours may take compensation leave for the time spent working on public holidays or scheduled days off. It must be approved by the employee’s supervisor prior to doing the work, and this leave must be used no later than 2 months after it appears in the Human Resource Information System.

6. Special Leave
Special Leave will not deduct employee Annual leave.

7. Unpaid Leave
An unpaid personal leave of absence may be granted upon request for important personal needs at the discretion of the supervisor. At the supervisor’s discretion, the employees may request unpaid leave if they have worked for the company for at least two consecutive years of service and other appropriate leave balances have been used up.

3.9.6 | Extra Compensation Policy for Faculty

Full-time faculty at Sampoerna University may be requested to perform service in excess of the full-time lecturer workload for instructional and related activities.  As the University and its students benefit by this instruction, the faculty will be compensated for this extra effort in addition to their regular salary.  The term “overload” applies to faculty members teaching academic courses and doing other assignments in excess of their regular full-time workload.  A Dean or Head of Study Program must assure that an overload assignment to a lecturer will not interfere or hinder their performance for their regular responsibilities.

1. All teaching and assignments that constitute an overload must be approved on a case-by-case basis by the lecturer’s Dean and the Vice Rector for Academic Affairs.
2. Overload compensation may be given to lecturers for extra teaching once they have completed the required 30 credits of service (including Tri Dharma obligations of teaching, research, and community service) per fiscal year. This includes a minimum teaching load of 24 credits per year.
3. Overload compensation for extra teaching cannot per fiscal year unless a written exception is made by the Vice Rector for Academic Affairs.

3.9.7 | Withholding from Payroll

Compensation for all University employees is subject to tax and government provided benefits withholding in accordance with government regulations.  Employees without a taxpayer identification number (NPWP) may be subject to a higher tax rate per government regulations.

3.9.8 | Insurance

a. Health Insurance
All full-time employees will receive health insurance that covers the employee and all immediate family members. Health insurance is provided under an agreement with the Sampoerna Schools System and an insurance provider.

b. Life, Accident and Retirement Insurance
All full-time employees with Indonesian citizenship are provided life insurance, accidental death insurance, workers compensation insurance, and retirement insurance provided by BPJS Ketenagakerjaan. Non-Indonesian employees are provided with appropriate comparable insurance coverages. These benefits should be confirmed with HR during the hiring and re-appointment process.