CU-Boulder Accounting & Business Support (ABS)
Internal Policy and Procedure
Training Conferences
Effective date: November 10, 2008
Replaces: Not Applicable – new policy
Approved by: Laura Ragin, Director of Accounting
1 Introduction
Due to the specialized and complex nature of Higher Education Accounting, training
opportunities exist outside the university. Various professional organizations host these
trainings such as the National Association of College and University Business Officers
(NACUBO) and the National Council of University Research Administrators
(NCURA). These are generally organized as training conferences that take place outside
Colorado and span several days to a week. In most cases, these conferences occur during
the standard workweek, but occasionally may include a weekend day. This policy
addresses work time and compensation for employees who attend training conferences.
2 Policy Statement
ABS recognizes the importance of staff training in order to maintain an effective and
professional workforce, and to help fulfill our university mission. To the degree that
budget and department staffing needs allow, we encourage employees to attend
approved professional training conferences to increase job knowledge and enhance
job performance.
Every effort shall be made to limit time to attend conferences so as not to exceed 40
hours in a work week for non-exempt employees. Any exceptions require prior
approval from the supervisor and appointing authority. Approved time in excess of
40 hours shall be taken as compensatory (comp) time in accordance with the ABS
Overtime/ Compensatory Time Policy.
This policy applies to all staff employees. The comp time portions of this policy do
not apply to exempt employees or to professional exempt positions. Any exceptions
to this policy require the approval of the appointing authority.
3 Definitions
Exempt – An employee who is not eligible for overtime. As defined in the Fair Labor
Standards Act (FLSA), this determination is made by Employment Services on a
position-by-position basis and depends upon the work assigned to the position, not
the job title.
Training Conferences - ABS Internal Policy and Procedure 1 of 2
Non-Exempt – An employee who is eligible for overtime, as defined in the FLSA.
This determination is made by Employment Services on a position-by-position basis
and depends upon the work assigned to the position, not the job title.
4 Procedures
4.1 Events
Supervisor approval must be obtained prior to attending professional conferences or
other trainings. Time to attend conferences that take place between Monday through
Friday is considered equivalent to the employee’s regular work time. For example, a
Monday through Wednesday conference is considered three days of work time.
If a regularly scheduled part of the conference takes place on a weekend day, and if
the supervisor and employee agree that attendance is in the best interests of the
university, then time spent in conference activities during the weekend qualifies for
comp time. For example, a Sunday through Wednesday conference is considered
three days of work time (Monday–Wednesday) and Sunday qualifies for comp time.
Comp time is pro-rated if the weekend day conference schedule is not a full day.
Attendance at conferences is considered a privilege and a benefit to the employee. As
such, employees should plan to attend a full complement of workshops and
presentations during the regularly scheduled programming in order to receive
maximum benefit of the training opportunity. Employees and their supervisor are to
reach agreement about time commitments and any proposed comp time before the
conference.
4.2 Travel and Lodging
Travel on the day prior to the conference is at the convenience of the employee and
is on his or her personal time if taken during the weekend or outside of regular work
hours. However, the department shall pay lodging up to one night before the start of
the conference in such instances.
Employees who arrive more than one day before the conference, or stay after the
conference, are responsible for the extra lodging costs. Vacation time must be used
to complete any work time that totals less than 40 hours in a workweek.
5 References and Resources
Compensation Guidelines for Classified Staff Employees from Human Resources
Fair Labor Standards Act Human Resources webpage
ABS Overtime/Compensatory Time Policy
Training Conferences - ABS Internal Policy and Procedure 2 of 2