Employee Handbook

Chapter 7- WORK ORGANIZATION

7.1 Work Schedule

The University's normal workweek is 40 hours. Administrative and departmental offices will be open from 8:30 a.m. to 5:30 p.m. each weekday, Monday through Friday, except on designated holidays, intercessions or other closures as ordered by the President.  Exceptions to the 8:30 a.m. to 5:30 p.m., Monday through Friday work schedule may be made in offices affected by student registration, special events, special services or public relation matters.  The hours may also be shifted to provide for Saturday and Sunday needs in some departments. Supervisors may arrange work hours of their employees to meet needs of the department. Special hours may apply during Ramadan as determined by the President.

 Service personnel will normally observe the regular workweek, Monday through Saturday.  However, because of the nature of the work, service personnel may have a different work schedule and may be subject to call on a standby basis for emergencies, special events and unusual circumstances.  

7.1.2 Lunch Periods

Employees are entitled to a maximum of one hour for lunch. Lunch periods are to be scheduled by supervisors to insure that work requirements are continued effectively but should be taken between twelve noon and 2.00p.m, unless required by special circumstances to be at a different time.

7.1.3 Observance of Regulations

Each staff member must observe the regular work schedule for his/her work location. Any individual who is consistently late for work, or who does not return from lunch periods promptly, is subject to disciplinary action. The staff member is responsible for notifying the supervisor if he/she will be late or absent from work. When it is necessary to leave work early, the staff member is to make necessary arrangements with the supervisor.

7.2 Absences

A staff member is expected to report to work according to the departmental work schedule.  Absenteeism (including tardiness), unexcused absences, or failure to give proper notification of absences, shall be considered sufficient cause for disciplinary action or separation from the University.  An unauthorized absence of more than four (4) days or eight half days over a year may be considered abandonment and may result in separation for cause.     

Absence reports, signed by the proper supervisor and by the employee, documenting approval for authorized absences must be forwarded to HRM. HRM will maintain cumulative attendance records for each employee. Only school and department heads are authorized to approve absences.

7.2.1 Authorized Absences

Authorized absences include the following:

Marriage of

1. An employee: 4 days
2. A child of the employee or spouse’s child from a previous marriage: 2 days

 Death of

1.  A spouse, a child, a grand child, an ascendant or spouse’s child from a previous marriage: 3 days
2. A Brother,  sister of the employee, or brother or sister of the spouse or spouse’s ascendant : 2 Days

Circumcision:

1. of a dependent child: 2 Days

Surgery:

1. of the spouse or a dependant child: 2 Days

Marriage:

1. of employee: 4 days

7.2.2 Public & Religious Holidays

1. Public Holidays

Here follows the list of national holidays in Morocco:

1st January:  New Gregorian year 
11th January : Independence Manifesto
1st May:         Labor Day
30th  July:      Throne Day
14th August: Oued Dahab Commemoration
20th August: Revolution of the King and the people
21st August: Youth day
6th November: Green March Day
18th November: Independence Day

1. Religious Holidays

Eid Al Fitr: 2 days
Eid Al Adha: 2 days
Moharram 1st : 1 day
Eid Al Mawlid Annabaoui: 2 days

7.3 Vacation

Vacation is managed by legal texts along with rational management of Human Resources. Moroccan law allows eighteen (18)working days per twelve months of continuous work. By working days, we mean worked days apart from Sundays and official holidays. Eighteen working days correspond to three calendar weeks or fifteen (15) working days from Monday through Friday.

Annual vacation management is the responsibility of the different departments who should organize their work schedules in a way to allow their personnel to take vacation time that they are entitled to. The right to vacation is earned after the completion of six months of work. Vacation days should be taken during the year in which they are earned. A limited carryover to the subsequent year may be allowed by direct authorization from the head of the department when the need to do so is required by specific work responsibilities.

7.4 Compensation

Employees who are asked to work during weekends and holidays are entitled to compensation days, provided that worked days and corresponding compensation time are authorized by the head of the department.

Compensation time should be exceptional and is granted under conditions where the presence of the employee is demanded by the department head beyond normal workdays for an extended time period generally involving an entire day of work. When taken, these days should be reported to HRO on an approved absence form with reference to the day for which this compensation time is granted and a statement concerning the activity which required the employee's involvement. 

7.5 Travel reimbursement policy
7.5.1 Use of personal vehicle

1. Personnel asked to go on business trips may request the use of a chauffeur-driven University vehicle.
2. Use of personal car for business trips is allowed for officers and personnel when it is justified and authorized by the department head.

Reimbursement of mileage allowance for using personal vehicle is 2.50MAD per Km. This rate covers travel expenses (fuel, highway, wear and tear, insurance, and any other charges associated with the use of the car). Mileage is calculated on the basis of the shortest route between Ifrane and the place of destination (refer to the following table):

For filing purposes, the employee is requested to provide a copy of ‘la Carte Grise’ related to the vehicle used for the business trip. 
7.5.2 Public transportation
Plane: a purchase request for ticket reservation should be prepared and sent to purchasing department.
Other public transportation (train, taxi, bus): Tickets must be submitted for reimbursement.

7.5.3 Per Diem allowance in Morocco
Personnel authorized to go on a business trip have the right for a per diem allowance to cover the expenses incurred during the trip. A flat amount of 200.00 MAD per diem is allocated to cover meal expenses.

7.5.4 Overnight allowance
The overnight compensation is due when the employee is compelled to spend the night out of Ifrane. The overnight allowance is reimbursed with a ceiling of 500 MAD per night. In the case of a married couple being on the same business trip, the ceiling for a common bill is set at 700 MAD per night. Submission of the hotel receipt is mandatory.

7.5.6 Exceptions 
In case the request of reimbursement exceeds the ceiling for any reason, it will be submitted to the approval of the President.