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Session 1 - September 27, 2005

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ALTERNATE WORK SCHEDULE

WHAT IS AN ALTERNATE WORK SCHEDULE?
An “alternate schedule” is a schedule different from the standard 8 am to 5 pm, Monday through Friday schedule.
 

Popular example:
 

4/40 (4 days a week, 10 hours per day, 40 hours per week) –  Monday through Thursday, Tuesday through Friday, Wednesday through Saturday, etc.
Part time schedules, shift work, etc. are NOT considered alternate schedules.

TO WHOM DOES IT APPLY?
Employees of campus departments that cover extended operational hours.
Current campus departments with employees on alternate schedules:
 

PPM
Library
Public Safety
ITR

WHY IS IT TRACKED?

Master payroll is based on a 21 or 22 day pay period, which is 168 or 176 hours, dependent on the calendar pattern as dictated by the State Controller’s Office.

Employees on an alternate schedule may end up working more or less hours in a given pay period than the standard schedule. This needs to be tracked for possible over or underpayments.

The bargaining agreements for SETC (Unit 6) includes references to alternate schedules under Article 22.8, Excess/Deficit Work Hours Accounting.

HOW IS IT TRACKED?
By counting the hours an individual works in a given month, compared to the standard schedule hours.

HOW IS THIS SHORTAGE HANDLED?
This “Excess Minus” time will be entered into SOLAR Time and Labor during the appropriate pay period as time reporting code EM, on the last day of the pay period, 6 hours. It will carry forward until:
the employee has “Excess Plus” hours and it offsets the debit, or

the end of the calendar year, at which time the debit must be reconciled (Unit 8 excluded*) by use of either vacation, personal holiday, or compensatory time.

*See Technical Letter HR/Salary 2005-25 (http://www.calstate.edu/HRAdm/pdf2005/TL-SA2005-25.pdf).
The end of year time reporting action is three-pronged:
Last day of pay period EM 6 hours AND
Last day of pay period EMPAY 6 hours AND

   
Last day of pay period VA 6 hours OR

Last day of pay period 6 hours

  Personal Holiday may be used, but usage must be equivalent to one full day of an employee’s regular work schedule.

HOW IS AN OVERAGE IN HOURS WORKED HANDLED?
 

"Excess Plus" hours indicate the employee worked more than the standard schedule hours (either 168 or 176), and is compensated at the end of that month.

Excess Plus” time is entered into SOLAR Time and Labor during the appropriate pay period with the following time reporting codes:

Last day of pay period EP # hours (to record Excess Plus Hours)
Last day of pay period EPPAY # hours (to pay Excess Plus Hours)

This will result in additional pay to the employee, which will be paid with the mid-month payroll, along with shift differential, overtime, student pay, and hourly intermittent payments.

NOTIFICATION PROCESS

Departments must notify employees via memo of an Excess Plus/Minus action every applicable month
See Technical Letter 2003-28 (http://www.calstate.edu/HrAdm/pdf2003/HR2003-28.pdf) for electronic copies of the sample notification memos

RECAP
Steps to follow for employees working alternate schedules:
1.
 Calculate number of hours worked in a given pay period.
2.
 Determine if there is an underage or an overage.
3.
 Report underage or overage in Time and Labor by use of appropriate time reporting codes:
 
EM
=
 Excess Minus hours
EP
=
 Excess Plus hours for reporting
EPPAY
=
 Excess Plus hours for payment
4.
 If underage at end of year, contact employee to confirm how it will be reconciled (paid back via accrued personal leave time).

5.
 Issue a notification memo to the employee.

FYI: Balances are reported to the Chancellor’s Office in January

MISCELLANEOUS ITEMS
Docks – If an employee takes time off that is not covered by leave time, process the dock as usual.
 

This time is NOT counted towards Excess Plus/Minus – they will have already been docked.
Shift Differential – Employees who regularly work a schedule eligible for differential pay will continue to be paid the shift differential in total for the month for the actual number of hours worked. For example, an employee who works 180 hours in a standard month of 176 hours should have the shift differential entered for 180 hours. Excess Plus time is paid at the base rate only.
Prior Pay Period Adjustments – Adjustments to prior pay periods will be processed through the Prior Pay Period Adjustment form as usual.
CTO – Employees who WORK on a University observed paid holiday will continue to be compensated in the regular manner; earning a regular day of wages, plus either Compensatory Time at the premium rate (1.5, time reporting code CTPR), OR payment as cash in the form of Overtime (also 1.5, time reporting code OTPR).

ALTERNATE DAY OFF
Employees on alternate schedules for whom a paid observed holiday does not fall on a regularly scheduled workday will be owed another day to take in the future.
The time reporting code entry for SOLAR Time and Labor is ADO on the date of the observed holiday, and the number of hours the employee normally works (i.e., 10 hours).
When the employee uses the time, the accompanying time reporting code to show usage is ADOT, the date taken, and the number of corresponding hours (in full, no partial days).

SPECIAL NOTE
  For employees of the CSUEU bargaining units, there is a 90-day expiration date for taking the earned ADO. The expiration date shows on the leave balance page upon entry into Time and Labor.

RESOURCES
Contact pshelp@csun.edu, or call x6685
Talk to your department’s assigned payroll specialist
Technical Letter 2003-28 (http://www.calstate.edu/HrAdm/pdf2003/HR2003-28.pdf)
Bargaining Unit Agreements - http://www.calstate.edu/laborrel/
Time reporting codes and rules document and Excess Plus/Minus Processing Notes - http://www - admn.csun.edu/hrs/Payroll/index.html

HIRING THE EMERGENCY HIRE
Short Term Need
No Recruitment
Clerical Pool/Rehired Annuitants
2 days prior to requested effective date
Processed 462 appointments in 2004
Form is located at http://www-admn.csun.edu/hrs/forms/temp_req_form.dot

EMERGENCY HIRE MATRIX
 
CBID
LENGTH OF APPT
BREAK IN SERVICE
# OF APPOINTMENTS
  R01

 No provision Not applicable Not applicable
  R02, R05, R07,
R09

 Up to 180 calendar days. Generally the initial appointment will be for 120 days and then the appointment may be extended for another 60 days without a break in service.
 One non-qualifying pay period (less than 11 working days).
One additional appointment
  R04

 Up to 60 calendar days. 1 day break in service One additional appointment
  R06
 Up to 90 calendar day, however, collective bargaining agreement requires posting in the the appropriate department.

 1 day break in service One additional appointment
  R08 No provision

 Not applicable Not applicable
  E99
 Generally same rules as for R02, R05, R07 and R09
 One non-qualifying pay period (less than 11 working days).

One additional appointment
  TUC/AS
 Up to 120 days

 1 day break in service One additional appointment

NEW EMERGENCY HIRE EMPLOYEE SIGN-IN
 

All new employees must sign in within three (3) days of their effective date of appointment.

BENEFITS
PST (Part Time, Seasonal, Temporary) Retirement Plan
7.5%
Vacation, Sick, Holidays in most cases
Not eligible for health benefits

TEMPORARY EXPIRATION NOTIFICATION FORM
  Renewal Form - Now includes information regarding initial appointment date and projected maximum allowable expiration date (per bargaining contract).

STUDENT ASSISTANT TO STAFF APPOINTMENT
Will be required to sign in (paperwork is different).
Need to separate from student assistant position before new staff appointment can be entered.

REHIRED ANNUITANT
Limited to 960 hours in fiscal/calendar year, whichever is elected
Will be appointed to Casual Worker classification
Must be age 55 or older to work as rehired annuitant immediately after retirement

RESOURCES
For Forms - http://www-admn.csun.edu/hrs/forms/atozformindex.html
For Employment Guidelines - http://www-admn.csun.edu/hrs/comp/StateEmpGuidelines_07-04.doc
For Directory of Your HR Manager - http://www-hrs.csun.edu/support/index.html
Or call ext. 2101
 
College or Administrative Area:
HR Manager:
  ADMINISTRATION & FINANCE (Excludes PPM)
 Mika Williamson
  COLLEGE OF EDUCATION
 Mika Williamson
  COLLEGE OF SCIENCE & MATHEMATICS
 Mika Williamson
  PRESIDENT'S OFFICE
Mika Williamson
  STUDENT AFFAIRS
Mika Williamson
  ACADEMIC AFFAIRS (Excludes ITR & Undergraduate Studies)
 Susan Krall
  ADMISSIONS & RECORDS (A&R)
Susan Krall
  COLLEGE OF ARTS, MEDIA & COMMUNICATION
Susan Krall
  COLLEGE OF BUSINESS & ECONOMICS
 Susan Krall
  COLLEGE OF ENGINEERING & COMPUTER SCIENCE
 Susan Krall
  COLLEGE OF HEALTH & HUMAN DEVELOPMENT
 Susan Krall
  COLLEGE OF SOCIAL & BEHAVIORAL SCIENCES
 Susan Krall
  UNIVERSITY ADVANCEMENT
Susan Krall
  COLLEGE OF EXTENDED LEARNING
 Valerie Myers
  COLLEGE OF HUMANITIES
 Valerie Myers
  INFORMATION TECHNOLOGY RESOURCES (ITR)
Valerie Myers
  PHYSICAL PLANT MANAGEMENT (PPM)
Valerie Myers
  UNDERGRADUATE STUDIES (Excludes A&R)
Valerie Myers

COORDINATION OF CSU LEAVE PROGRAMS

HOW ARE LEAVES OF ABSENCE TRIGGERED?
When an employee takes 3 or more days off, start thinking.
Inquire about the employee’s absence.

IF YOUR INQUIRY DISCOVERS:
Illness of employee or family member
Pregnancy, birth, adoption, foster care
Contact laurie.gold-brubaker@csun.edu

TYPES OF LEAVE PROGRAMS
Sick Leave
CSU Family Medical Leave Policy
California Pregnancy Disability Leave
Education Code 89519 Leave
Maternity/Paternity/Adoption (MPA) Leave
Non-Industrial Disability (NDI) Leave
Industrial Disability Leave (IDL)
Enhanced Industrial Disability Leave (EIDL)
Catastrophic Leave
Bereavement Leave
Organ Donor Leave (ODL)

KEY POINTS FOR COORDINATION OF LEAVE PROGRAMS
CSU Family Medical Leave
Generally, all leave programs track with FML EXCEPT for the California Pregnancy Disability Leave
CSU designates leave as FML
Eligible employee may receive up to 12 week benefit in a year
Employees required to use appropriate leave credits prior to going on any unpaid portion of FML
CSU defines family as spouse, parent, child, or domestic partner
Medical, dental, and vision benefits continue while on FML
CSU administers benefit on a “rolling forward” basis
Non-Industrial Disability Leave
Employee must meet certain eligibility criteria
Employee required to exhaust sick leave prior to going on NDI
Seven day waiting period, employee may use leave credits
Employee has option of utilizing vacation, but if selected, vacation credits required to be exhausted before going on NDI
Tracks with FML unless disabled due to pregnancy
Employee may supplement NDI program with Catastrophic Leave donations if leave credits exhausted
Eligible weekly benefit for up to 26 weeks per non-industrial illness/injury:
 
-
Units 3, 4, 6, 8, 11-TA and Excluded = $125 weekly benefit    
 
-
Unit 1 = $135 weekly benefit    
 
-
MPP, Confidential, Execs, CSUEU = $250 weekly benefit


    

RESOURCES
Leave Benefit Pamphlet
Non Industrial Disability Insurance Provisions Pamphlet (DE8502)
Benefits Administration ext 2119 or ext 3810 - http://www-hrs.csun.edu/benefits/index.html

UPCOMING HR ESSENTIAL SESSIONS
November 8, 2005
January 10, 2006
March 14, 2006
May 9, 2006

THANK YOU FOR ATTENDING HR ESSENTIALS