Page Description
The following page is a three column layout with a header that contains a quicklinks jump menu and the search CSUN function. Page sections are identified with headers. The footer contains update, contact and emergency information.
STATE BUDGET CLOSURE PROGRAM
State Budget Closure Program FAQs - Revised 11/18/2009
Note: for a print version of this document, click here. Remember that this document is updated frequently; make sure you refer to the most current version.
The most recent revisions and newest FAQs are in blue and preceded by an *.
Clicking on a section title below will take you to the FAQs for that topic.
Determining/Scheduling Furlough Days
| DEFINITIONS/GENERAL QUESTIONS | ||
| 1. | What is a furlough day? | A furlough day is any normally scheduled work day that is taken as an unpaid day off and must be taken in whole day increments. |
| 2. | What is the duration of the State Budget Closure Program? | This program will be in effect from July 1, 2009 - June 30, 2010. |
| 3. | Which employees are covered by the State Budget Closure Program? | MPP employees, confidential employees, non-represented, CSUEU, UAPD and APC represented employees are covered by this program, with the following exceptions: sworn officers; public safety dispatchers; police officer cadets; employees on a leave of absence or military leave; *CSUEU and UAPD represented employees assigned to the health center administrative unit in response to the H1N1 National Emergency Declaration. This is regardless of status, and includes emergency hires. |
| 4. | How many furlough days will employees be required to take? | 12-month employees will take 24 furlough days; 11-month employees will take 22 furlough days; 10-month employees will take 20 furlough days. Part-time employees will be subject to furloughs on a pro-rated basis. Example: a half-time employee will have their paid hours reduced by 8 hours per pay period. *Based on operational need, the furlough time reduction for a half-time employee may be combined to meet the 8-hour furlough requirement if the work schedule cannot accommodate observing two 4-hour furlough days. |
| 5. | How will the State Budget Closure Program affect employees on a compressed work schedule? | Employees on compressed work schedules such as 4/10 should be converted to a 5/8 work schedule during any week that a furlough day is taken. Employees on compressed work schedules such as 4/10 should be converted to a 5/8 work schedule during any week that a furlough day is taken. At this time, we are requiring the completion of an Action Request Form to capture all work schedule changes. Due to the potential frequency of schedule changes within the State Budget Closure program, we are investigating an automated solution to assist the campus. |
| 6. | How will the State Budget Closure Program affect intermittent employees with hourly pay? | Intermittent employees are paid on an hourly basis. They will not have their pay reduced automatically through the State Controller’s Office, but their hours should be reduced on a pro-rated basis. The number of days in the pay period they are allowed to work should be reduced so they can’t work more than 19 days in a 21-day per period or 20 days in a 22-day pay period. Please utilize the hours worked in the three (3) preceding months to derive the "average hours worked." |
| 7. | Who are the non-represented employees in excluded classifications? | Excluded classifications are those positions not covered by collective bargaining agreements, the Management Personnel Plan, or policies and procedures for confidential employees. Excluded classifications used on this campus are:
|
| 8. | How will the State Budget Closure Program affect these non-represented employees? | Non-represented employees in "excluded classifications" will not have their pay reduced automatically through the State Controller’s Office, but their hours should be reduced on a pro-rated basis. The number of days in the pay period they are allowed to work shall be reduced by two days, so that they can't work more than 19 days in a 21-day pay period or 20 days in a 22-day pay period. |
| 9. | How will the State Budget Closure Program affect student employees? | Non-represented student employees are not subject to the State Budget Closure Program, but opportunities for work may be decreased on university-designated furlough days. |
| 10. | How much pay will be deducted from my pay check each month during the State Budget Closure Program? | The effect of the State Budget Closure Program over a full year is a wage/salary reduction of 9.23%. The monthly pay reductions of 10.07% shall be spread evenly over the 11-month period. Deductions will be taken automatically by the State Controller’s Office and will be reflected in the September 1 pay warrant for the August 2009 pay period. |
| 11. | How will the furlough program impact employees in multiple/concurrent positions? | An employee is only subject to the furlough program for the equivalent of a full-time CSU position. If an employee has other position(s) in addition to a full-time position, the furlough pay reduction shall apply to the full-time position only. If an employee has multiple fractional/part-time positions that total more than one full-time equivalent position, the furlough pay reduction shall apply to all positions for a maximum equivalent of one full-time position. The position with the lowest time base needs to have the furlough pay reduction amount adjusted to equal one full-time equivalency. |
| 12. | How does the furlough program impact employees whose salary is funded from sponsored programs (grants, contracts, cooperative agreements)? | The term “grants, contracts, and/or cooperative agreements” is in reference to external sources of funds and is not extended to self support or reimbursement from an auxiliary entity. An employee appointed in positions funded in whole or in part by sponsored programs is exempt from furloughs unless otherwise specified by the sponsoring agency. Only that portion of compensation not funded by a grant, contract or cooperative agreement will be subject to furlough. For a much more extensive discussion of this topic, please refer to the CSU-Northridge Sponsored Programs website at http://www.csun.edu/sponsoredprograms/furloughs.htm. |
| Determining/Scheduling Furlough Days | ||
| 13. | Will campus-wide furlough days be implemented? | The President has designated the following 14 university-designated furlough days, which includes one 4-day furlough period. The campus will not be closed on these days. Employees will observe a non-paid furlough day unless they are required to provide essential services. Managers, with the approval of their Vice President, will determine essential services. Employees who work on a university-designated furlough day will take an alternate furlough day.
** If the Governor grants 4 hours of release time on this day, staff will have until 6/30/2010 to take the Governor’s release time. *** This period includes the make up of 2 furlough days for July, 2009. The Pay Day Calendar and the Payroll Calendar have been revised to reflect State Budget Closure Program - University Designated Furlough Days. |
| 14. | What if a scheduled vacation falls on a university-designated furlough day? | The day will be designated as a furlough day in lieu of vacation. |
| 15. | How will the 10 flexible furlough days be scheduled? | Employees and departmental managers (first level MPP) will select the 10 flexible furlough days based on these factors:
|
| 16. | How do I get authorization for and report extra hours worked during a furlough week? | It is the University’s intent not to authorize overtime in a week in which a furlough day is taken. In situations where employees are required to work over their scheduled hours in a furlough week (i.e., more than 32 for a full time employee * taking one furlough day), there are special procedures to follow. During a furlough week * with one furlough day, any hours worked over 32 (or over scheduled hours for part-time employees) are compensable and must be paid; all such extra hours must be pre-approved. These hours must be reported on the Authorization for Extra Hours Worked during Furlough Weeks form, signed by the employee and approved by the Vice President or his/her designee. The completed form is to be submitted to the Office of Human Resources for processing and payment. Keying will be done in Payroll Administration. An additional warrant will be issued for these payments. If the form is submitted after the monthly time entry deadline (per the Payroll Calendar), it must be accompanied by a Prior Pay Period Adjustment Form. In non-furlough weeks, please continue to process hours as usual. |
| 17. | What furlough days will faculty take? | 12-month and AY Instructional Faculty will observe flexible furlough days to be scheduled by mutual agreement of the faculty member and the appropriate administrator, ensuring that course goals and student learning objectives are achieved. Librarians and AY Counselors will observe flexible furlough days, to be scheduled by mutual agreement of the faculty and the appropriate administrator. 12-month Counselors will observe 12 university-designated furlough days (consistent with those scheduled for MPPs, Confidential, CSUEU, APC and UAPD employees) and 12 flexible furlough days, to be scheduled by mutual agreement of the faculty member and the appropriate administrator. Faculty Coaches will observe flexible furlough days based on their specific schedule for competitions, practices and recruitment responsibilities. |
| Setting Workload Expectations | ||
| 18. | Can I choose to work on a furlough day? | No. Work is to be performed only when an individual is assigned to work. Work, no matter where it occurs (on or off campus), will need to be compensated. Working on a furlough day is in opposition to the intent and purpose of the State Budget Closure Program. |
| 19. | Can overtime or CTO be used to cover work not performed as a result of furloughs? | No. Neither overtime nor CTO may be used to provide services not rendered as a result of furloughs. |
| 20. | What happens to an exempt employee’s status when he/she takes a furlough day? | Employees “exempt” from FLSA lose their FLSA exemption and become non-exempt employees for the duration of the week in which a furlough day is taken. (Note: Does not pertain to classifications included in the CFA or UAPD agreement.)
In a week in which an exempt employee takes a furlough day and travels on behalf of the University, the employee may qualify for overtime. Please complete the Extra Hours Worked during Furlough Weeks Authorization form. |
| 21. | Will student assistants and managers work more hours to make up for employees observing furlough days? | The number of student assistant hours and the number of administrators in a department should not be increased for the purpose of performing bargaining unit work. |
| 22. | How will workload be managed with the reduced number of work days? | Vice Presidents will work with their staff and with each other to ensure that priorities, goals and expectations are re-assessed to identify the highest priority outcomes in consideration of the work hours available. |
| Payroll | ||
| 23. | How will my pay be affected during the State Budget Closure Program? | Gross pay will be reduced by 10.07% each pay period for the eleven (11) month period August 1, 2009 through June 30, 2010. Individuals with questions regarding the impact of the program can estimate their net by using the Paycheck Calculator available through http://www-admn.csun.edu/ohrs/payroll. |
| 24. | How will the State Budget Closure Program impact Social Security? | Gross wages will be reduced for calculation of taxes, including Social Security (FICA and Medicare) wages; the FICA and Medicare deductions will therefore be reduced. We anticipate that the impact from a one-year reduction in wages to your Social Security benefits, when factored with your wages over an entire career, will be minimal. Impact to future benefits based on your personal circumstances is best answered by the Social Security Administration and/or your personal tax advisor. |
| 25. | Will the furlough day deductions be taken from my pay automatically at the State Controller's Office? | To set up the deduction, the California State University, Northridge Payroll Department must complete a manual process that will stay in effect for the year, or until a qualifying status change. Additionally, because the systems are not yet in place to handle absence reporting electronically, departments and CSUN Payroll will be processing time taken manually for the month of August. |
| 26. | Will checks be distributed on December 31, 2009? | University Cash Services will be open to distribute checks to those who have not yet signed up for Direct Deposit. The hours will be posted at a later date. Should you wish to sign up for Direct Deposit, please go to the following website: http://www-admn.csun.edu/ohrs/payroll/payroll_basics.htm#deposit. |
| Pro-rating Furlough Days | ||
General Guidelines regarding furlough days when a full month is not worked:
|
||
| 27. | When a person is hired mid-year, how is the number of furlough days they are required to take calculated? | Pro-rated from the date of hire, based on the remaining months in the furlough program. If the employee is hired in the middle of the pay period, full-time employees should take one furlough day if they work at least ten (10) days in the pay period. Additional days will result in a partial furlough day, per the general guidelines above. |
| 28. | How many furlough days must an employee take if they do not work the entire month due to resignation or retirement or late hire? | The employee should be scheduled to take the required furlough days/hours, determined by days worked and/or paid in the month, as described in the general guidelines above. As pro-rations are handled on a case-by-case basis, please consult with your Payroll Technician on specific situations. |
| 29. | Will the furlough program impact employees who separate before June 30, 2010? | When HR receives a Separation/Clearance form from a department, Payroll will review options for reconciling unused furlough days. The Payroll Technician will discuss these options with the department manager. |
| Record Keeping | ||
| 30. | How do I record both university-designated furlough days and flexible furlough days? | The Absence Management module has been updated to include the new furlough absence reporting code, “Furlough Day Take”. Both Timekeepers and Self Reporters will have access to the new code in the Absence Request page by logging into the portal. Employees who are not Self Reporters should notify their department Timekeeper or Coordinator of their furlough absences. The process to approve furloughs in the system remains the same as other absences. Should there be a need to adjust furlough data for prior cycle(s), please follow the normal procedure for reporting prior period adjustments. All furlough days, except for job code 2358 employees, must be reported in the system. This includes both university designated and flexible furlough days. Each furlough day must be entered as a separate entity. For example, the 8/7/2009 and 8/10/2009 furlough days must be entered as two separate entries, as opposed to one transaction beginning on 8/7/2009 and ending on 8/10/2009. This rule applies to all furlough days, including those that will be observed during Spring break. Below is an example of a furlough entry: 
August days should be entered and approved as soon as possible; by 9/2 2009. Starting with the September, 2009, reporting cycle, furlough days should be entered and approved in the system before the beginning of each payroll month. For example, enter September flexible furlough days by Monday, August 31st. This is especially critical for employees on alternate or compressed work schedules.** Furlough days may be entered in advance of the monthly deadline for all months. ** Employees on Alternate/Compressed Work Schedules Employees who are on alternate or compressed work schedules (e.g. 4/10) must be converted to a 5/8 work schedule during any week a furlough day is taken. This means that the maximum number of hours that can be reported on any day during the week is 8 hours. Similar to Personal Holiday, furlough entries are recorded in hours, but furlough balances are reflected in days. Depending on the timing of schedule updates, the “Duration” field on the Absence Request page may not match the employee’s schedule, but will process correctly. Changes to furloughs days for employees on alternate/compressed work schedules that have been approved in the system and impact the current or prior reporting cycle must be communicated to Payroll via the Prior Pay Period Adjustment form. At this time, we are requiring the completion of an Action Request Form or a Work Schedule Form to capture all schedule changes. The latter is recommended for submitting schedule changes due to furloughs. Due to the frequency of schedule changes within the State Budget Closure program, we are investigating an automated solution that will reduce your workload. If this is possible, we anticipate that we will be able to provide a solution in approximately six weeks. Departments are responsible for maintaining documentation of employees' certification of furlough leave. Please feel free to call your Payroll Technician or email askHR@csun.edu if you have any questions. |
| 31. | Who will ensure that the appropriate furlough time is taken? | Department managers (first level MPP) are responsible for ensuring that all individuals covered by the State Budget Closure Program take their required furlough days. To assist campus departments in tracking furlough days, the Absence Report Form has been modified to include furloughs as an absence event. |
| 32. | How do I get authorization for and report extra hours worked during a furlough week? | It is the University’s intent not to authorize overtime in a week in which a furlough day is taken. In situations where employees are required to work over their scheduled hours in a furlough week (i.e., more than 32 for a full time employee * taking one furlough day), there are special procedures to follow and authorizations to obtain. During a furlough week *with one furlough day, any hours worked over 32 (or over scheduled hours for part-time employees) are compensable and must be paid; all such extra hours must be pre-approved. These hours must be reported on form PA-125F, Authorization for Extra Hours Worked during Furlough Weeks, signed by the employee and approved by the Vice President or his/her designee. The completed form is to be submitted to the Office of Human Resources for processing and payment. Keying will be done in Payroll Administration. An additional warrant will be issued for these payments. If PA-125F is submitted after the monthly time entry deadline (per the Payroll Calendar), it must be accompanied by a Prior Pay Period Adjustment Form. In non-furlough weeks, please continue to process hours as usual. |
| Effect on Benefits | ||
| 33. | Will benefits for employees or their dependents be affected in any way by the State Budget Closure Program? | Furlough programs do not adversely affect employees' anniversary date; seniority credits; vacation or sick leave accrual; payment of medical, dental or vision benefits; or FlexCash options. Eligibility for health benefits is based on time base and length of appointment. The time base does not change for employees subject to furlough; therefore, employees will remain eligible for health benefits. |
| 34. | May I change health plans in order to reduce my monthly deductions? | Employees may make changes to their health plans only during our annual Open Enrollment period. Open Enrollment begins Monday, September 14th and ends Friday, October 9th, with changes effective January 1, 2010. Additional information, including the 2010 premiums, will be available in September. |
| 35. | How is fee waiver affected by the furlough program? | The employee fee waiver program is not affected by the furlough program. |
| 36. | Can I stop, start, cancel or reduce/increase my Health Care Reimbursement Account (HCRA) Plan contribution? | No; changes will not be allowed to your HCRA contribution as a result of the furlough program. |
| 37. | Can I stop, start, cancel or reduce/increase my Dependent Care Reimbursement Account (DCRA) Plan contribution? | Employees may make changes by completing an enrollment form at http://www-admn.csun.edu/ohrs/benefits/enrollment/hcra_dcra_enrollment.pdf within 60 days of a status change (please read the brochure regarding eligible status changes). Consult the Benefits Administration website for more information: http://www-admn.csun.edu/ohrs/benefits/programs/DCRA.htm. |
| 38. | Can I change the amount deducted for my 403 (b) plan? | Employees may make changes to 403 (b) plan via the retirement manager link at https://www.aigretco.com/retireman/ You may change your contribution at any time. |
| 39. | Will the amount deducted for retirement be affected by the reduction in pay due to furlough? | Employees' retirement contributions remain at the same percentage based on the reduced gross salary. Therefore, employees who contribute to retirement programs will contribute a reduced amount. |
| 40. | How does the State Budget Closure Program affect CalPERS service credit for retirement? | If a full time employee on a 2-day/month furlough plan works continuously during the entire fiscal year (FY), they will continue to earn a year of service credit (1.0). However, in rare situations (such as employees with appointments of less than 12 months in the FY; employees who do not work continuously during the entire FY; and employees who have a period of unpaid leave during the year), a full time employee may see a reduction in service credit as a result of the State Budget Closure Program. Part-time employees accrue a proportionately reduced amount of service credit based on their time base. |
| 41. | How will I know if my CalPERS service credit is affected by the furlough? | Employees can check their service credit on the CalPERS website. Service credit as of June 30 is posted on myCalPERS when the Annual Member Statement becomes available in the fall of each year. Also, employees can call CalPERS at (888) 225-7377 for the most current calculation of their service credit. |
| 42. | Will the State Budget Closure Program affect maximum vacation allowances? | No; maximum vacation allowances are governed by system-wide policies and Collective Bargaining Agreements. |
| Effect on Leaves of Absence | ||
General Guidelines regarding Leaves of Absence during the furlough period:
|
||
| 43. | What is the impact of the furlough program on jury duty? | Employees called to jury duty receive their CSU furloughed salary upon certification. If an employee serves on jury duty on what would normally be a scheduled furlough day, the employee must designate an alternate day as a furlough day. If an employee serves on a jury in excess of one pay period, the employee should be removed from the furlough program and receive his/her full salary rate for the duration of jury duty. Once jury duty is complete, the employee should be returned to the furlough program on a prospective basis. |
| 44. | What is the impact if I am using Maternity/Paternity/Adoption (MPA) leave? | Employees using MPA leave are either on Disability Leave or on Family Medical leave and are not subject to furlough during the leave period. |
| 45. | What is the impact if I am on a Leave of Absence covered under Pregnancy Disability or Family Medical Leave? | Employees on a Leave of Absence who are covered under Pregnancy Disability or Family Medical Leave of Absence are not subject to furlough during the leave period. |
| 46. | What is the impact if I am on a Leave of Absence and receiving pay from a disability program (Industrial Disability Leave, Non Industrial Disability, or Temporary Disability? | Employees on a disability program are not subject to furlough during the leave period. |
| 47. | What is the impact of furloughs if I am on Military Leave of Absence? | Employees called to Military duty who are eligible for either the 30 calendar day pay or the Difference in Pay Salary Supplementation are not subject to furlough during the leave period. |
| 48. | What is the impact if I am receiving Catastrophic Leave donations? | Employees receiving Catastrophic Leave donations are not subject to furlough during the leave period. |
| 49. | If I am using unpaid leave (Leave without Pay), how will this process impact me? | Employees on a leave of absence without pay are exempted from taking furlough days during their absence. |
| 50. | Should I take furlough days prior to going on my leave of absence? | An employee expecting to begin a leave of absence mid-month should take a furlough day after ten days of working, if possible. For example, an employee beginning a Leave of Absence on October 19th should plan on one furlough day in October before the Leave of Absence begins. |
| 51. | What happens when someone returns from a Leave of Absence or military leave during the furlough period? | Upon return from a leave of absence, employees will take two days a month for the duration of the furlough period (until June 30, 2010). An employee returning mid-month would pro-rate their furlough time to take one furlough day for every ten working days. Each leave will be reviewed by payroll and reconciled on a case-by-case basis. |
| Support | ||
| 52. | Where can employees turn to for assistance in managing their finances? | Employees may find the Surviving Tough Economic Times – a Resource Guide found on the HR State Budget Closure Program website at http://www-admn.csun.edu/ohrs/furlough.html useful in dealing with these challenging times. |
| 53. | Will the University offer workshops for employees impacted by the State Budget Closure Program? | Educational opportunities on financial and emotional health/wellbeing will be offered through Human Resources. Consult the HR State Budget Closure Program website at http://www-admn.csun.edu/ohrs/furlough.html often for more information. |
| 54. | Will HR provide documentation to assist employees dealing with creditors over financial issues? | Yes; if you are in need of a letter to address your particular situation, please send a request to askHR@csun.edu for assistance. |
| 55. | What if I have a question that isn't answered above? | Refer to the Campus Budget FAQs or email the Office of Human Resources, askHR@csun.edu. |