/Institutions/University-of-Dubai/json/2024-2025/Policy-and-Procedure-Manual-local.json

/Institutions/University-of-Dubai/json/2024-2025/Policy-and-Procedure-Manual.json

Policy and Procedure Manual 2024-25 > Faculty and Professional Staff > Professional Staff Compensation and Benefits Policy

Professional Staff Compensation and Benefits Policy

Policy:

1. Benefits to Full-time Professional Staff

Full-time professional staff  joining UD will be entitled to the following benefits and privileges: 

 

1.1 Salary Package for Professional Staff

Monthly compensation in the form of salaries and wages is explicitly stated in the employment contract. Compensation levels are approved by the President of the University and are determined by factors including (but not inclusive of) experience, education, previous salary, market conditions, internal equity and other competitive factors.

Employee’s salaries are paid on a monthly basis in accordance with their employment contract. Employees with service either beginning or ending during a given month will be paid on a prorated basis based on the number of days in the month worked.

All employees’ salaries are to be transferred to their bank account through direct deposit as per the bank details provided by the employee through the submitted bank details form held in the HRD. Employees may change bank accounts at any time and must inform the HRD through the Change of Bank Account Details form available in the HRD folder on the intranet. Employees can access and print their pays slips through the WebHR application.

All employees are paid as all-inclusive monthly pay divided in two elements; basic and other allowances. Other allowances include fractions of housing allowance, flight allowance, transportation allowance, education allowance, etc. Below is a summary to the compensation and benefits system at UD applied to UD Full-Time professional staff which fall into  2 main categories:

 

• Non Academic-Management staff (includes directors, heads, managers, and assistant managers)

• Non Academic-Non Management staff (rest of the positions)

A summary of the compensation and benefits package provided to each class at the below table:

Table1: Compensation and benefits for professional staff

 

1.3 Medical and Life Insurance

Refer to Policy  FP 5.23 Insurance Coverage for UD Employees.

 

1.4 Supplemental Responsibility Allowance

The supplemental responsibility allowance is designed to compensate employees who take on additional responsibilities or duties outside the scope of their standard job description. This allowance recognizes the extra time, effort, and expertise required for tasks that contribute to the organization’s goals but are not covered under the employee’s primary role. The amount of the supplemental responsibility allowance is determined based on the scope, duration, and complexity of the additional work. The allowance is generally structured as a fixed stipend, either paid as a one-time amount or distributed over a defined period. The specific amount will be established prior to commencement of the additional responsibilities and will not be considered part of the employee’s base salary. The maximum amount for this stipend is 1,500 AED and is set by the HRD with President approval.

 

1.4 Loyalty Bonus

Upon the completion of each 5 year increment of service with the University, employees become eligible for a bonus as follows: 

 

1.6 End of Service Gratuity

1. In order for an employee to be entitled to Gratuity the following conditions must apply:

   • Employees that have completed one year or more in continuous service.

   • Employee has not been dismissed for gross misconduct, or resigned to avoid this form of disciplinary action (Refer UAE Law).

2. Employees other than UAE nationals shall receive end of service payment for the first five years of service, of 21 days’ basic salary for each completed year of continuous service. This will be calculated at the rate applicable in the final month of service. After the completion of five years, the employee shall receive an end of service payment of 30 days’ basic salary for each year of service. This is in accordance with the labor laws of the UAE. Any fraction of the year shall be granted to the employee in proportion to the number of days worked in that year.

3. Unpaid leave days taken during the probation period will not be factored in the calculation of any end of service benefits.

4. Payment: Gratuity payments will only be released to the employee on their last working day with the University on receiving clearance from the HR Department that all other items owing to the University of Dubai have been duly returned. However, the gratuity and the employee's final settlements will be transferred to the employee's bank account where the University issued the employee a salary transfer letter for loan purposes. Unless the employee provides the HRD with a clearance certificate from the bank mentioned in the salary transfer letter.

5. The gratuity payments are based on the existing UAE labor law subject to be changed if the law modifies this term.

Note:  In the event of the employee owing the University of Dubai money at the end of service, this will be deducted from the gratuity payment.

1.7 Housing Allowance

The Housing Allowance is defined as an allowance towards housing costs. An individual may choose how this allowance is spent, but must recognize that it cannot be increased by the University of Dubai. Agent's fees, utilities etc. will be the responsibility of the individual not the University of Dubai and the tenancy/housing contract will be made in the individual's name. The individual shall be responsible for settling any outstanding monies on vacating accommodation. Housing allowance is paid to applicable employees on a monthly basis directly to the employee’s account under the other allowances.

 

1.8 Shipping Allowance

Eligible employees hired by the University from abroad will be provided with a onetime shipping allowance to assist in covering the costs of relocating to Dubai. The Shipping Allowance is made on a reimbursement basis subject to approved expense claim forms, expenses will be reimbursed by the University in amounts not to exceed AED5,000. To determine whether or not you are eligible for the Shipping Allowance, please refer to your original employment contract. The University does not offer a shipping allowance at the end of any employment.

 

1.9 Staff Discount for Pursue Higher Studies within UD

UD strives to support its human resources to develop, raise their competencies and gain additional skills. This policy presents UD policy on providing a tuition discount to enable full time employees to pursue UG and G degrees at UD.  Refer to FP 5.20 Staff Discount to Pursue Bachelor and Masters Program at UD for more information. 

 

1.10 Repatriation Ticket

As per Article 13 of the Federal Law No: 33, 2021, on your termination of your employment contract with University of Dubai, you will be provided with one-way repatriation tickets for you to your country of origin provided your employment visa with University of Dubai is canceled; however, after the termination of your contract, if you enter the service of another organization or transfer to a new employment visa without leaving the UAE, your new employer shall defray your traveling expenses on termination of your service. If the employee’s visa is not under the sponsorship of University of Dubai, the employee shall not be entitled to a repatriation travel ticket.

 

2. Visa

 

All expat employees must have a valid entry permit to enter the UAE. Depending on their nationality, dependents may also require a valid entry permit to enter the UAE. This permit will be issued and sent to the employee before they leave home. It is valid for sixty days from the date of issue; therefore, expat employees must enter the UAE within this period.

 

For the initial processing of the entry permit(s) and insurance procedures expat employees will need to send photocopies of passports and color personal photos (white background – passport sized) of him/herself and each dependent to the Manager, HRD.

 

Expat employees will have the marriage certificate and children’s birth certificates attested by the nearest UAE consulate before their departure from their home country. These are essential to have the spouse and dependents as UAE residents. They also need to ensure that their passports are valid for at least 6 months.

 

The Manager, HRD shall instruct the Public Relations Officer (PRO) to obtain an employment visa and e- mail the employee a copy of the entry permit. In some cases, dependents will not be able to enter the UAE without either a visit visa or an arrival visa depending on their nationality.

 

The PRO will be handling the residence visa procedures. The residence visa will be stamped inside the employee's passport. To start these procedures, new arriving employee shall report to the HRD, as soon as possible after arrival, employee will need to have with him/her the following documents:

1. The original entry permit

2. Original passport

3. 2 color personal photos hard copies and soft copies also required for the Emirates ID with high resolution (white background – passport sized)

Family Visa Requirements:

1. Colored passport copies of wife & children

2. One color photograph (white background)

3. Original attested Marriage certificate in English and Arabic (attestation from UAE Embassy in home country and Foreign Affairs UAE).

4. Original attested Birth Certificate of child in English and Arabic (attestation from UAE Embassy in home country and Foreign Affairs UAE).

5. Tenancy Contract (accommodation rental agreement). It has to be attested through Ejari online system of Real Estate Regulatory Authority (RERA) of Sharjah Municipality.

6. IBAN account details.

7. Salary letter in Arabic.

8. Sponsor is to present with Original passport & Emirates ID.

 

2.1  Medical Check for Residence Visa

Soon after arriving at UD, all new joiners and respective dependents will be required to do a physical examination; the employee will be accompanied to one of the authorized government medical centers by our PRO who will assist employee (or dependents) through the process. At the testing center employee (or dependents) will have a chest x-ray and HIV test. This testing is obligatory for all expatriates seeking employment / residence in the UAE, even if they have recently completed the test in their home country. Results from tests undertaken by other labs will not be accepted. The PRO will arrange dates and times of testing and inform employee accordingly. The test results are sent online to the Naturalization and Residency Department to continue residence visa procedures.

 

2.2 Renewal of UAE Residence Visas

Typically, UD expat employees, and their families, are granted a two-year residence visa. The PRO will keep records for all visa’s expiry dates. One month before the date of visa expiry the HRD will contact the concerned employee to provide the following for working on the visa renewal:

• Original passport

• 2 color personal photos (white background – passport sized) hard copies and soft copy also required for Emirates ID with high-resolution

 

3. Emirates Identity Cards

In reference to the federal law no. 6 for the year 2006, all UAE residents must have the UAE identity card issued. This has become the first official document to be used at all public and private organizations in the UAE.

 

3.1 Issuing New ID Card Procedures:

1. Registration forms are to be completed and printed by one of the typing centers recognized by the UAE ICP Authority. Please browse the link https://icp.gov.ae/en/service/apply-for-a-new-id-card-2/ The fees are to be paid through the typing centers or Amer services. (240 AED for 2 years’ residency is valid + 40 AED for typing).

2. An appointment for the registration process will be mentioned in the receipt collected from the typing center. Moreover, the UAE Authority is going to send you a notification with the appointment for registration through a text message.

3. Attend at the Registration center advised by the UAE ICP Authority with Valid and original passports showing valid UAE residence visas.

4. The residency could be valid for any period as a part of the year is treated as a year in terms of fees.

 

3.2 Renewing ID Cards Procedures:

1. Have your original passport,  old ID card and fees (AED 240 for two years + 40 AED for typing and Empost) and visit one of the authorized typing centers for printing out the application and registration process.

2. An appointment for visiting one the registration centers might be mentioned in the application form. However, the UAE Authority may send the resident a text message notification with the appointment for collecting the card through one of the post offices without visiting a registration center.

For further information browse the Emirates Identity Authority (ICP) website:

https://icp.gov.ae/en/services/priority-services/id-card-status/ or call: 6005222222 - Call Center 24/7

 3.3 Issuing/Renewing Fees:

UD will cover the issuing / renewing fees of the UAE ID cards as well as the visa costs in accordance to the University guidelines.

When possible the University will directly pay the issuing / renewal fees to the Typing Centers. Alternatively, UD Employees are advised to keep the receipts of whatever fees they pay for having their ID card issued/renewed. After that, they may claim for the paid amounts using Expense Claim Form (available with the HR) attached to copies of receipts. Note that a fraction of a year (residence visa) will be counted as 1 complete year in fees wise. E.g. 1 year and 5 months’ valid visa is calculated as 2 years.

 

3.4 Cost of the UAE Residence Visas and Emirates Identity Cards

The University of Dubai affords the cost associated with visa issuing and renewal for all categories of full- time employees. The University will cover the cost associated with dependents of Academic employee’s faculty) and Non-Academic Management employee (Management Staff) under the age of 18 years old. All expenses associated with the entry permit, medical test, and residence visa are paid directly by the PRO. Any expenses regarding marriage certificate and birth certificates’ attestation, and personal photographs are the employee responsibility and are not covered by the University.

The fees of issuing and renewing the Emirates ID cards are treated the same way of residence visa as explained above. However, these fees may need to be paid by the employee at the time of issuing/renewing the card. Employees can claim for such expenses using the Expense Claim form attaching copies of receipts before submitting the forms to the Finance department.

4. Business Travel & Per Diem

There may be a need for employees to travel for business purposes. No travel shall be arranged until approved in writing by the line Manager and HRD. The authority limits are as follows:

4.1 Per Diem Rates Travel within the UAE

• If the start and end of the journey is within the same day, 50% of the normal per diem would be payable.

• If the journey involves more than 12 hours in a day and involves an overnight stay, 100% of the normal per diem would be payable.

• Travel to Abu Dhabi – AED 500/- Per diem per day

• Travel to Ras Al Khaimah – AED 500/- Per diem per day

• Per diem per day will mean to include and defray expenses of the nature of lodging, boarding, transportation, food and laundry.

4.2 Travel outside the UAE

• Staff 600 AED per diem per day when accommodation is provided by UD.

• $500/- Per diem per day when accommodation is not provided.

• Per diem per day is meant to include and defray expenses of the nature of lodging, boarding, transportation, food and laundry.

5. Benefits to Part-time Staff

 

5.1 Salary

Part time staff are compensated for the total number of hours worked as based on their contract.