Transcript It’s About Time - Welcome | UCSB Human Resources

It’s About Time!
Staff Time Policy
Workshop
Steve Carlson & Coni Edick
UCSB Human Resources
March 2008
We’ll be looking at…
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Policy
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Definitions
Eligibility rules
Procedure
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Time reporting
Calculation formulas
…on the following topics
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Work Time & Paid Time
Workweek &
Work Schedule
Shift Differential
Meal & Rest Periods
Changing & Clean-up
Call-Back & On-Call
Travel Time
FLSA Status
Overtime & Regular Rate
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Monthly Working Hours
Vacation
Sick Leave
Holiday Pay
Flexwork
Leave Without Pay
Admin Leave with Pay
Other Types of Leave
Resources
A word of advice
Always check
the policy or
contract!
Work Time & Paid Time
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Work Time
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Actual time worked on the job
Paid Time (aka Pay Status)
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Actual time worked on the job
Paid Leave
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Vacation
Sick leave
Holiday
Compensatory Time Off
Administrative Leave with Pay
Workweek & Work Schedule
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Workweek
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Period of time consisting of 7 consecutive days
Standard workweek is from Monday morning (12:01
a.m.) to midnight the following Sunday
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EX, HX & NX contracts define workweek as Sunday to
Saturday
Important when determining whether any overtime
earned is straight or premium (non-exempts only)
Work Schedule
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A work schedule is the normal hours of work for an
employee within a workweek
Shift Differential
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Availability based on job title
Amount based on group affiliation
Paid for all hours of a shift when four hours or
more of a shift are worked after 5:00 p.m. and
before 8:00 a.m.
Included in payments for all types of paid leave,
provided that the employee would have been
expected to work that shift or shifts were the
employee not on paid leave
Meal and Rest Periods
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Meal Period
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Generally at least one-half hour for any work period
of 6 continuous hours or more (check contract)
Is not time on pay status
Rest (Break) Period
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Generally, two 15-minute rest periods for fulltime
shift, or one 15-minute rest period for each work
period of 3 continuous hours or more
Can’t be accumulated for later use or taken at the
beginning or end of a work period
Is time on pay status
Changing and Clean-up Time
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Check contract/policy for details
University determines whether time is
necessary for uniform changing or clean up
Is time on pay status
Call-Back and On-Call
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Call-Back
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When called back to work after completing work shift
Paid for a minimum of 3 or 4 hours (check contract)
or the time actually worked, whichever is greater
On-Call
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Restricted: Considered hours worked when an
employee is required to restrict personal activities
Unrestricted: Not considered hours worked if
employee is free to engage in personal activities but
required to inform the employer how they can be
reached or to carry a beeper or cell phone
Travel Time
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Travel time that counts as time worked
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Assigned travel during an employee's regular working
hours, whether on work days or days off
Travel that does not keep an employee away from
home overnight
Travel time that does NOT count as time worked
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Travel between home and the work place
Travel that keeps an employee away from home
overnight
Travel that occurs outside the employee's normal
working hours
FLSA Status
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Based on job duties
Exempt
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Not eligible to earn overtime
Uses paid leave (vacation, sick leave)
in full-day increments
Non-Exempt
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Eligible to earn overtime
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Paid Time
Compensatory Time
Uses paid leave (vacation, sick leave, comp time)
to the nearest quarter-hour
Exempt
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PPSM definition: “Exempt employees shall be
paid an established monthly or annual salary
and are expected to fulfill the duties of their
positions regardless of hours worked.”
Exempts do not record their time in hours…
…but they are also expected to fulfill their
obligations to the job
Scheduling details need to be worked out
between the department and exempt employee
Non-Exempt Overtime Options
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Paid time
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Is default method of compensation unless otherwise
elected by employee
Election form filled out and kept in department
Compensatory (“comp”) time
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Banking rules
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Maximum accrual balance of 240 hours
To be taken within 6-month window
Banked comp time needs to be paid out upon:
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Separation
Movement into a position not eligible for overtime
Transfer to another department
Overtime
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Straight Overtime
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Hours not exceeding 40 hours of actual time worked
in a workweek
Premium Overtime (“time-and-a-half”)
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Hours exceeding 40 hours of actual time worked in
a workweek
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K8 contract includes premium overtime for hours worked
over 8 hrs/day; and counts paid time, not just work time
Must be approved in advance, but
Must be compensated, even if not approved
Overtime – Regular Rate
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Total remuneration divided by the hours
actually worked in a given week
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(Hourly rate x hours in week) / hours in week
Need to calculate when different rates of pay are
involved
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Appointments with shift differential
Multiple appointments with different salary rates
Regular Rate – Example
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Spike worked 45 hours one week…
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10 of those hours included shift differential @ $.50/hr
His regular hourly rate is $15.00
His hourly rate with shift diff is $15.50
$15.00 x 35 hours = $525.00
$15.50 x 10 hours = $155.00
$525 + $155 = $680.00
$680 / 45 = $15.11 (regular rate), NOT $15.00
$15.11 is the hourly rate to use to pay Spike’s
5 hours of overtime
Overtime – Straight
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Xander is sick on Monday (8 hours sick pay)
He works the rest of the week, Tuesday
through Friday (32 hours worked)
He works 6 hours overtime on Saturday
(6 hours worked)
His actual time worked is 38 hours
(32 + 6 = 38). 38 is less than 40, so…
His 6 hours of overtime are Straight
(6 x 1 = 6)
Overtime – Premium
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Willow works her regular Monday through
Friday schedule (40 hours worked)
She works 6 hours overtime on Saturday
(6 hours worked)
Her actual time worked is 46 hours
(40 + 6 = 46). 46 is 6 more than 40, so…
Her 6 hours of overtime are Premium, which
Is calculated to a total of 9 hrs (6 x 1.5 = 9)
POP QUIZ!
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Buffy is off work on Labor Day, Monday
(8 hours holiday)
She works the rest of the week, Tuesday
through Friday (32 hours worked)
She works overtime 6 hours on Saturday and
4 hours on Sunday (10 hours worked)
Did she earn Straight overtime? Premium?
How much?
Mon
8H
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Tues
8
Wed
8
Thurs
8
Fri
8
Sat
6C
Sun
4C
She earned both Straight & Premium overtime
Her total actual time worked was 42 hours
(32 + 10 = 42)
42 hours is 2 hours more than 40, so…
2 of her 10 overtime hours are Premium
(2 x 1.5 = 3)
8 overtime hours are Straight (8 x 1 = 8)
Monthly Working Hours
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Based on a Monday-Friday workweek,
including holidays
Ranges from 160 to 184 hours
Used to calculate % for monthly pay (variable
appointments); vacation, sick leave & holiday
pay; project 1000 hours for Limited appts
http://hr.ucsb.edu/admin/working_hrs.php
Can also look at calendar, count the number of
workdays and multiply by 8 to get monthly hrs
Vacation: Eligibility
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Basic Eligibility
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50% or more, for a duration of 6 months or more
Once basic eligibility is established, earnings
are based on pay status of given month
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Groups eligible to earn vacation at < 50% pay status
in a given month
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99, CX, HX, NX, RX, TX, K8
Groups which must be on 50% pay status in a given
month to earn vacation
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SX, EX & PA
Vacation: Earnings
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Accrual rate is based on vacation service credit
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Accrual rate @ appt % = actual earnings
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NOTE! Service credit for vacation is calculated
differently than for retirement or seniority
Service credit month = one month @ 50% or more
Service credit includes service at UC, Cal State
Universities, California state agencies
Is always earned in FULL hours
Ex: 10 hrs/month accrual rate @ 75% = 8 hrs/month
(Not 7.5 hrs/month! Always use earnings table)
Factor Accrual System is NOT used at UCSB!
Vacation: Usage
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Available to use on 1st day of following month
Once earned, there is NO waiting period to start
using vacation, for most groups (check policy or
contract)
Exempt employees use full-day increments
Non-exempt employees use to the nearest
quarter-hour
Vacation: Balances
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Maximum balance
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2 years earnings (full-time rate for both full-time and
part-time appointments) Ex: 240 hrs for 10-hr/mo
Grace period to bring balance down if maximum is
reached and employee cannot take vacation due to
operational needs
Pay out vacation balance upon separation
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Do NOT pay out vacation if separation is actually a
transfer to another campus
Only employees who are retiring may ‘draw out’
vacation past last day of work
Vacation: Web Resources
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Vacation Accrual Chart
Vacation Earnings Tables
FAQ’s on Vacation Earning & Usage
Vacation Service Credit
http://hr.ucsb.edu/policies/vacation.php
Sick Leave
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Eligibility
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On pay status one-half of working hours in month
Used for:
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Employee or emp’s family illness, doctor’s appts, etc.
Work-related injury (Workers’ Compensation)
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Bereavement
Accrual Rate
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Sick leave used at reduced rate for workers’ comp time off
8 hours/month for 100%, pro-rated for part-time
http://hr.ucsb.edu/policies/sickholiday_earnings_tables.php
Sick Leave
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Sick leave is not paid out upon separation
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Reinstatement of sick leave upon rehire
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Applied as service credit for retirement
ALL sick leave reinstated if rehired within 15 days
Up to 80 hours reinstated if rehired more than 15
days and less than 6 months
Did you know…
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Student Assistants are eligible to earn sick leave if
they are on 50% pay status during a given month
Use Leave Code “F” in PPS
Holiday Pay
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A full-time non-exempt employee receives
holiday pay if:
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On pay status the day before and the day after the
holiday, or
On approved leave of 20 calendar days or less,
including holiday(s), or
The holiday immediately precedes the employee’s
first day of work, provided the holiday is the first
working day of the month, or
The holiday immediately follows the employee’s last
day of work, provided the holiday is the last working
day of the month
Holiday Pay
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An exempt employee receives holiday pay for:
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a holiday which falls in a week in which the
employee is on pay status
Holiday Pay
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A part-time non-exempt employee receives
holiday pay:
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If on 50% pay for the month, excluding holidays
Pro-rated according to employee’s hours on pay
status (work + vacation, comp time taken, sick, etc.)
Does not receive holiday pay for holidays that occur
before the employee’s first day of appointment or
after separation
http://hr.ucsb.edu/policies/sickholiday_earnings_tables.php
Calculating holiday pay, sick leave &
vacation earnings
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Things you need to know about the month*
How many working hours does it have?
December 2007 has 168 working hours
2.
How many holidays (and holiday hours) does it have?
3 holidays. 3 x 8 = 24 hours
3.
What is the minimum number of hours on pay status
needed to earn holiday pay?
168 (monthly hrs) – 24 (holiday hrs) = 144
50% of 144 = 72
* Use the Monthly Working Hours table or look at calendar
1.
Calculating holiday pay, sick leave &
vacation earnings
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Things you need to know about the employee
1.
How many hours was the employee on pay status,
either working or using paid leave (vacation, sick
leave or comp time taken)?
80 hours
What is the employee’s group affiliation?
CX
What is the employee’s leave accrual code?
A
2.
3.
Calculating holiday pay, sick leave &
vacation earnings
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Determine holiday eligibility and pay first
1.
Is employee eligible to earn holiday? (On pay status
for 50% of working hours, excluding holidays)
Yes, 80 hours > 72 hours
Use Holiday Pay Earnings table to determine amount
of holiday pay: 1 holiday = 4 hours
Multiply the hours of holiday pay by the number of
holidays: 3 holidays x 4 hours = 12 total holiday hours
Add total holiday hours to pay status hours:
80 + 12 = 92 hours final pay status
2.
3.
4.
Calculating holiday pay, sick leave &
vacation earnings
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Then determine eligibility and earnings for sick
leave and vacation based on pay status (92).
1.
Is employee eligible to earn sick leave? (On 50% or
more pay status) If yes, use Sick Leave Earnings table
to determine amount of sick leave earned:
4 hours sick leave
Is employee eligible to earn vacation? (Appt at 50% or
more for 6 months or more) If yes, use appropriate
Vacation Earnings Table (based on group affiliation
and leave code):
5 hours vacation
2.
Flexwork
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The term "flexwork" includes any combination
of telecommuting, compressed workweeks and
alternate work schedules (earlier or later
start/end times)
Looking at how flexwork schedules may affect
time reporting and leave calculations
2 common examples of compressed workweek
schedules (for fulltime appointments)
“9/80”
“4/10”
Flexwork – Compressed
Workweek
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9/80 – 9 workdays working 80 hours over
a two-week period
Mon
Tues
Wed
Thurs
Fri
9
9
9
9
9
9
9
9
4/4
X
4/10 – Four 10-hour workdays
Mon
10
Tues
10
Wed
10
Thurs
10
Fri
X
Flexwork – Paid Leave
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Vacation and Sick Leave
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Earned according to appointment %
Used according to work schedule
Holiday
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Paid according to appointment %
POP QUIZ!
Non-exempt full-time appointment
 100% appt (40 hrs/wk)
Mon
Tues
Wed
Thurs
Fri
10
5
10
5
10
 How many sick leave hours would this
employee use on Monday? On Tuesday?
 If Monday is a holiday, how many hours of
holiday would the employee be paid? What if
the holiday falls on Tuesday?
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Mon
10
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Tues
5
Wed
10
Thurs
5
Fri
10
Sick leave used on Monday = 10 hours
Sick leave used on Tuesday = 5 hours
Holiday pay on Monday =
8 hours
Holiday pay on Tuesday =
8 hours
Remember that holiday pay is paid according to the
appointment %, regardless of the day it falls on
Another example…
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Non-exempt part-time appointment
80% appt (32 hrs/wk) – 8hrs/day, 4 days/week
Holiday = 6 hours
Mon
X
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Tues
8
Wed
8
Thurs
8
What happens if Monday is a holiday?
What if the holiday falls on Tuesday?
Fri
8
Mon
X
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Tues
8
Wed
8
Thurs
8
Fri
8
Hint: Subtract the number of holiday hours (6)
from the employee’s regular workweek hours
(32) to determine the number of hours left to
account for (either by working or using paid
leave time)
32 – 6 = 26 hours
Mon
X
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Tues
8
Wed
8
Thurs
8
Fri
8
Monday holiday
The employee doesn’t lose the holiday just
because it’s on his regular day off! He may take
a different day off as his paid “holiday”, but
remember it is only 6 hours. 2 more hours are
needed to bring the week’s total to 32.
Mon
X
(H)
Tues
8
Wed
8
Thurs
8
Fri
6H
2V
Mon
X
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Tues
8
Wed
8
Thurs
8
Fri
8
Monday holiday
If he ended up working his entire regular 32hour schedule (rather than taking another day
off as his “holiday”), 6 of those work hours
become comp (straight) time
Mon
X
(H)
Tues
8
Wed
8
Thurs
8
Fri
28
6C
Mon
X
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Tues
8
Wed
8
Thurs
8
Fri
8
Tuesday holiday
The employee takes the holiday off, but the 6
holiday hours don’t cover his regular 8-hour
day, so he’ll need to compensate for the
remaining hours of that day off (using paid
leave time or working those hours elsewhere)
Mon
X
Tues
6H
2V
Wed
8
9
Thurs
89
Fri
8
Leave Without Pay
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Examples of leave without pay:
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Medical / Pregnancy / Disability
Personal
Furlough
Vacation and sick leave does not accrue
OK to use paid leave (vacation, sick leave, etc.)
at the beginning or end of a leave without pay
It is not OK to use paid leave intermittently
within a leave without pay period
Administrative Leave with Pay
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Jury and Witness Duty
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University Proceedings
University meetings or functions
Voting
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No need to deduct UC pay for court payments
(if any)
Up to 2 hours
Blood donations
–
Up to 2 hours
Other Types of Leaves
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Military
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Check current policy for guidelines & limitations!
Supplement to Military Pay
Vacation and sick leave does not accrue
(during leave without pay)
Retains vacation service credit during leave
May buy back retirement service credit
Workers’ Compensation
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Extended Sick Leave (ESL) – 80% of salary
Vacation and sick leave are accrued at employee’s
regular %
Resources Revisited
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Policies – PPSM, union contracts, etc.
http://hr.ucsb.edu/policies/
Vacation – policies, tables, FAQ’s
http://hr.ucsb.edu/policies/vacation.php
Sick Leave and Holiday Earnings Tables
http://hr.ucsb.edu/policies/sickholiday_earnings_tables.php
Monthly Working Hours Table (2005-2008)
http://hr.ucsb.edu/admin/working_hrs.php
Thanks for attending!