Work-Time Reduction Program FAQs
General FAQs
What is the Work-Time Reduction Program?
The WVU Work-Time Reduction Program provides staff and faculty who are interested in working fewer hours during the week or taking a few months off during the year with two options to remain active employees while reducing their time or effort at work. Options include:
- Reduce Work Hours or Effort* – through this option, staff and faculty can remain actively employed at the University while decreasing their weekly work schedule by a specified number of hours (staff) or their overall effort (faculty) with a corresponding reduction in pay.
- Reduce Appointment Length – through this option, staff and faculty can remain actively employed at WVU while reducing their work appointment length to fewer months out of the year with a corresponding reduction in pay.
The work-time reduction can be for a specific period or on an ongoing basis and includes a corresponding reduction in salary, which may affect benefit deductions or leave accruals. For more information, view the Benefit Impacts of Position Changes page for more information.
Employees will have the option to outline a proposed schedule in the expression of interest form.
Each expression of interest will be reviewed by the staff or faculty member’s college, division or unit and approved or denied based on the immediate and long-term needs within each area and the potential impact on the work and services provided. Final decisions will be made by the vice president of the unit or the Provost Office.
* “Effort” relates to a faculty member’s allocation of duties and establishes a definition of full-time work for traditional faculty members at all WVU campuses. Visit go.wvu.edu/faculty-effort for more information.
Why is WVU offering the Work-Time Reduction Program?
As discussed during the latest Campus Conversation, West Virginia University currently is facing a structural budget challenge. We have heard from staff across the WVU System sharing creative approaches to help identify areas where expense reductions can occur.
The new voluntary Work-Time Reduction Program was designed with input from our campus community.
The program may be ideal for staff and faculty who are seeking greater work-life balance, those who are looking for the freedom and flexibility to travel, volunteer or pursue other hobbies or interests and those who are transitioning toward retirement.
The program also will provide cost savings for each college, division or unit and support their efforts to reach budget reduction targets while lessening the potential impacts to other staff and faculty members within each area.
Who is eligible to express interest in the Work-Time Reduction Program?
The program is open to staff and faculty (both benefits-eligible and non-benefits-eligible) employed by WVU or WVU Research Corp. as of April 1, 2023. Note: The Work-Time Reduction Program is not open to WVU State employees who participate in the State Teachers Retirement System.
How will I know if I am eligible to participate in the Work-Time Reduction Program?
Staff and faculty who meet the program eligibility requirements will receive an email on Tuesday, April 18 from TalentandCulture@mail.wvu.edu. The email will contain a link to the online expression of interest form. The deadline for employees to initiate the process by completing an expression of interest form is Friday, April 28 at 5 p.m.
How is the Work-Time Reduction Program different from the Phased Retirement Program?
The Work-Time Reduction Program is a broader initiative that does not require transition to retirement as a condition of participating in the program. If you are considering retirement, please visit the Retirement page or the Phased Retirement Program page for additional details.
Am I guaranteed to receive approval if I express interest in the program?
No. Each expression of interest will be reviewed by the staff or faculty member’s college, division or unit and approved or denied based on the immediate and long-term needs within each area and the potential impact on the work and services provided. Final decisions will be made by the vice president of the unit or the Provost Office.
If I express interest in the program, am I obligated to proceed with the revised schedule if it is approved?
Work-time reduction changes can become effective as soon as Sunday, June 4. If you express interest and choose to opt out of the program before your schedule change becomes effective, contact your supervisor and HR Partner before that date.
What is the duration of the Work-Time Reduction Program?
The duration of the program is flexible and will be individualized for each participant. When submitting your expression of interest form, you will be asked to include your proposed start date in the program, and if applicable, an end date.
Would participating in the program affect my eligibility for emeritus status?
No. Any employee participating in the Work-Time Reduction Program would still be eligible for staff or faculty emeritus status as long as they meet the eligibility requirements detailed within the Classified Staff Council procedures or BOG Faculty Rule 4.2 .
If I voluntarily reduce my hours, effort or appointment length, will I be subject to a potential layoff?
A staff or faculty member’s participation in the Work-Time Reduction Program will not influence any decision-making around potential reductions in force if they are deemed necessary within a college, division or unit.
How will a reduction in work hours or appointment length impact my leave or other benefits?
Changes to your work schedule may result in the proration or ineligibility for certain University benefits, as outlined in the laws, rules, policies or other authoritative documents governing each benefit. For example, faculty positions established to work less than 1.0 full-time equivalency (FTE) or fewer than nine months per fiscal year do not earn annual increment years of service credit and do not receive the annual increment payment that typically occurs in July of each year. View the Benefit Impacts of Position Changes page for more information.
Additional resources can be found on the following pages:
Do I need to contact my supervisor before expressing interest in the program?
No. Those who are interested do not need to consult with their supervisors prior to expressing interest in the program. Supervisors will be engaged once the interest period closes as part of an operational and financial assessment with the vice presidents and the Provost Office for each college, division or unit.
Can I return to my traditional work assignment if the program doesn’t meet my needs?
We recognize that everyone’s situation is unique. If you want to change your work schedule back to your original assignment after participating in the Work-Time Reduction Program, you should talk with your supervisor and work with your HR partner to determine what options are available to you.
What is the deadline to submit interest in the program?
Staff and faculty who are interested in the program must initiate the process by completing an expression of interest form between now and Friday, April 28 at 5 p.m.
Each expression of interest will be reviewed by the staff or faculty member’s college,
division or unit and approved or denied based on the immediate and long-term needs
within each area and the potential impact on the work and services provided. Final
decisions will be made by the vice president of the unit or the Provost Office.
Staff and faculty who are approved for a work-time reduction will be notified by Friday, May 26, and the effective date for the program will be Sunday, June 4. Visit the Work-Time Reduction Program page to view the full program timeline.
Who should I contact if I have questions about the program?
Staff should contact WVU Shared Services at 304-293-6006 or SharedServices@mail.wvu.edu with any questions. Staff also may contact their HR Partner. Faculty should contact the Provost Office at provost@mail.wvu.edu with any questions.
Benefits, Leave, Paid Holidays and Longevity Pay FAQs
Will my benefits be affected if I am approved to take part in the Work-Time Reduction Program?
Typically, as long as your position remains benefits-eligible, you would continue to be eligible for employee benefits. However, you may experience changes such as lower PEIA Health premiums and prorated 401(a) contributions based on your reduced salary.
If your position becomes non-benefits-eligible, you may still be able to continue certain benefits, such as health insurance, for a period utilizing COBRA or Affordable Care Act eligibility but may no longer be eligible for other benefits.
You may also retain eligibility for benefits such as participation in supplemental retirement accounts, which are available to all WVU employees.
Keep in mind that faculty and staff may experience different impacts. Visit the Benefit Impacts of Position Changes page for a breakdown of the impacts of changes and by benefit or reach out to your HR Partner.
Will my leave and paid holidays be affected if I am approved to take part in the Work-Time Reduction Program?
Sick and annual leave, as well as paid holidays, may be prorated or otherwise impacted by a reduced schedule depending on the change to the position. Non-benefits-eligible positions are not eligible for paid leave or holidays. Staff and faculty may experience different impacts.
Visit the Benefit Impacts of Position Changes page for a breakdown of impacts by change and leave type or reach out to your HR Partner.
Can I drop or change certain benefits if I am approved to take part in the Work-Time Reduction Program?
Taking part in the program would not be considered a qualifying event, therefore you wouldn’t be eligible to change Health or Fringe Benefits (e.g., dental and vision).
If you have disability coverage with Fringe Benefits Management Company (FBMC), you should complete a Change in Status so your deductions will be based on your new salary. If enrolled in a Supplemental Retirement Plan, you may wish to revisit your deductions. For additional questions on Changes in Status and updating contributions, please contact WVU Shared Services at SharedServices@mail.wvu.edu or 304-293-6006 or visit the Knowledge Base.
If I am off-payroll during a period of time based on my reduced appointment length, but my benefits are still active, how will my benefit premiums be paid?
When an employee holds a benefits-eligible position with a reduced appointment length of fewer than 12 months, their benefits may be active the entire year, even if the employee is not receiving a monthly paycheck.
WVU will collect the premiums due to the benefit vendor(s) in advance by deducting them from your paycheck while you are still being paid. WVU will then hold that money to pay the benefit vendor(s) during the period in which you are not receiving a paycheck. This is referred to as escrow.
Example: Joe works in a nine-month position. His PEIA premiums (Health, optional/dependent life insurance), will be deducted over 18 pay periods. Escrow will collect the total he owes for June, July and August over the 18 pay deductions since he will not be paid during those months. Since his monthly premium is $115.00, his biweekly paychecks are deducted an additional $19.17 each pay cycle to cover the summer months (115.00 x 3 months = $345.00. $345.00 / 18 pays = $19.17).
If I am off-payroll in July based on my reduced appointment length, will I receive longevity payment in July?
Longevity impacts vary based on the type of position and the change made. Review the WVU Shared Services knowledge base article regarding longevity pay for additional information.
What happens if my schedule change results in my no longer being a benefits-eligible employee?
If you transition from a benefits-eligible position to a non-benefits-eligible position, your benefits (e.g., health, dental, vision, etc.) will end on the last day of the month that your benefits-eligible position ended.
COBRA and Affordable Care Act emails will be sent to you to notify you of your eligibility to continue certain benefits, like health coverage, if applicable.
Retirement match and deduction ends on the last day in the benefits eligible position. You may continue to be eligible for some benefits, such as supplemental retirement accounts. Visit the Benefit Impacts of Position Changes page for additional details.