Transcript PowerPoint

REPORTING
ABSENCES
CERTIFICATED STAFF
TIMELINE
 Colleges = 5 working days to turn absence reports
into Employee Benefits.
 Employee Benefits = 3 working days to process &
send to Data Image.
 Data Image = 24 hours to send electronic files back
to Employee Benefits.
 Employee Benefits = 1 day to fix errors and turn file
over to payroll.
TIMELINE -CONTWhat happens if absence reports miss
the deadline?
The absence reports won’t be processed
until the following month resulting in
incorrect balances on the employee’s pay
stub and the reports to the colleges
TIMELINE -CONTFor employees on extended leave,
resigning, retiring or in the case of
death, submit all absence reports
ASAP to avoid overpayment to the
employee or expedite vacation pay
out.
COMPLETING THE ABSENCE
REPORT
Employee ID# - System compares ID to first 4
letters in last name. If first four letters are the
same it will post absences to the wrong bank
i.e.
Hildegard Humperdink
Jack Humperdink
If Hildegards ID# is on Jack’s absence report the
system will not catch the error.
COMPLETING THE ABSENCE
REPORT –CONTHours - If hours are not completed correctly it
will result in the employee being charged the
wrong amount. Data Image will key exactly
what is written.
If Hildegard took 5 hours complete the
absence report as follows:
5
0
0
COMPLETING THE ABSENCE
REPORT –CONTWhat happens if it is completed as follows?
When the
5
absence report is keyed the “5” will move all
the way to the right only charging the
employee .05 instead of 5.00.
COMPLETING THE ABSENCE REPORT
–CONT-
This absence report was keyed as 8 hours instead
of 12.
COMPLETING THE ABSENCE REPORT –
CONT-
This absence report was keyed as 43.9 hours
COMPLETING THE ABSENCE REPORT –
CONT-
The hours will be moved to the right and this person will
be charged .20 of an hour Instead of 2.00.
COMPLETING THE ABSENCE REPORT –
CONT-
The hours will be moved to the right and this person will
be charged 2.15 hours Instead of 21.5
LEAVE RATES
COORDINATORS,
COUNSELORS,
NURSES
LIBRARIANS
FT INSTRUCTORS
ADJUNCT/
OVERLOAD/
SUMMER
MONTHLY
ACCRUAL
RATE
CONVERSION
RATE
(HOURS TO DAYS)
6.25
7.50
7.00
7.50
4.00
4.00
FTE X 15
3.00
SICK LEAVE
For employee’s own illness, injury,
doctor or dentist appointments.
Should report as sick leave even if all
sick leave is exhausted.
Per all collective bargaining
agreements a physician’s note is
REQUIRED for all absences exceeding
10 days.
MATERNITY LEAVE
Complete P-111 (Request for
Pregnancy/Childbirth Leave of
Absence Form). Forward to
the VPI.
P-111
Request for
Pregnancy
Childbirth
Leave of
Absence
MATERNITY LEAVE –CONTThis is the time frame of the physician’s note.
This is the date the employee intends on returning to work.
MATERNITY LEAVE –CONTMedical verification
Dates of leave
Diagnosis (pregnancy)
MATERNITY LEAVE –CONTComplete absence reports for the
duration of leave and forward to
Employee Benefits.
Sick Leave for duration of physician’s
note
Employee Benefits will make any
adjustments necessary depending on
employee’s leave balances, actual
date of birth, etc.
FMLA, CFRA & PDL
FMLA (Family Medical Leave Act)- Federal
Law, CFRA (California Family Rights Act)State Law that allows eligible employee up
to 12 weeks off for their own or immediate
family member’s illness or injury.
 Can be taken at one time or
intermittently
 Make sure FMLA is checked on right
side of absence report.
FMLA, CFRA & PDL
PDL (Pregnancy Disability Leave) unpaid and valid only while the
employee
is
disabled
by
pregnancy, childbirth or a related
medical condition.
Can
be
continuous
or
intermittent leave
FMLA, CFRA & PDL LEAVE INTERACTIONS
Suzy works until her delivery date - physician’s
release for 6 weeks – RTW at end of 6 weeks.
Weeks:
1
2
3
4
5
6
PDL
FMLA
The following leaves are applicable:
6 wks of 16 wk max of PDL (all Dr. authorized)
6 wks of 12 wk max of FMLA (may use
additional 6 wks anytime in next 12 months)
Did not request any bonding time under CFRA
(may use 12 wks anytime in next 12 month
FMLA, CFRA & PDL LEAVE INTERACTIONS
Suzy works until her delivery date - physician’s
release for 6 weeks – requested additional leave
for 12 weeks. Total LOA 18 weeks.
Weeks: 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18
PDL
CFRA
FMLA
The following leaves are applicable:
6 wks of 16 wk max of PDL (all Dr. authorized)
12 wks of 12 wk max of FMLA (FMLA exhausted)
12 wks of 12 wk max bonding time under CFRA
(CFRA exhausted)
FMLA, CFRA & PDL LEAVE INTERACTIONS
Suzy has difficult pregnancy - physician’s release
for 8 wks prior to delivery, has cesarean so release
is for 8 weeks after delivery, for a total of 16 wks –
requested additional leave for 12 weeks. Total LOA
28 weeks.
1-12
13
14
PDL
15
16
17
18
19 20
21 22
23 24
25
26
CFRA
FMLA
The following leaves are applicable:
16 wks of 16 wk max of PDL
12 wks of 12 wk max of FMLA (FMLA exhausted)
12 wks of 12 wk max bonding time under CFRA
(CFRA exhausted)
27 28
5 MONTH LAW
 When employee exhausts all available
and accrued sick leave they may be
eligible for 5 Month Law which provides
pay for 50% of their reportable hours.
Employee must provide physician's note
with dates of illness, diagnosis and signed
by physician. Notes may be submitted
directly to Employee Benefits for
confidentiality.
5 MONTH LAW –cont100 days of “Other” sick leave per fiscal year – includes
accrued and advanced sick leave.
Full time instructor with no sick leave remaining as of
6/30 would have 90 days available in the fiscal year.
100 days (5 Month Law)
- 10 days advance for fiscal year
90 days 5 Month Law
5 MONTH LAW –contEmployee with a balance of 24 hours (24/4=6 days) as of
6/30 would have 84 days available in the fiscal year.
6 days (balance)
+10 days (advance for fiscal year)
16 days available sick leave
100 days 5 Month Law
- 16 days available sick leave
84 days 5 Month law
5 MONTH LAW –cont-
Employee with a balance
of 600 hours (150 days) as
of 6/30 would not be
eligible for 5 Month Law.
CATASTROPHIC LEAVE
The Catastrophic Illness or Injury Leave
Program provides eligible employees
(permanent employees not receiving
worker’s compensation or long term
disability benefits), who have
exhausted all sick leave and are on
Five Month Law, full pay for up to 30
days.
EXTENDED CATASTROPHIC
LEAVE
Extended Catastrophic Leave extends
the leave for eligible (permanent
employees not receiving worker’s
compensation or long term disability
benefits) employees who are unable to
return to work fully or partially once all
sick leave and Five Month Law benefits
are exhausted
EXTENDED CATASTROPHIC
LEAVE -CONTEmployees must apply for Extended
Catastrophic Leave & be approved by
committee.
may apply for up to 50% of their salary
and full medical benefits
Maximum 1 semester (82 days)
LONG TERM DISABILITY
90 day waiting period
66.67% salary
Total or partial disability
No absence reports
submitted
PERSONAL NECESSITY
6 days (24 hrs faculty, 45 hrs nonfaculty) per fiscal year.
General nature of absence must be
indicated on the absence report.
If reason is missing absence will be
changed to loss of pay.
PERSONAL BUSINESS
2 days per fiscal year for regular permanent
certificated staff(8 hrs faculty, 15 hrs nonfaculty).
 LTT, Adjunct, Overload and Summer School not
eligible.
Absence does not need to be indicated on the
absence report, but must give general reason to
supervisor.
PRB VS PRN
JURY DUTY
Documentation supporting days served
must be attached to absence report.
If employee is paid the daily juror fee it
must be reimbursed to the district.
If released from service prior to work day
ending, then employee is expected to
return to work.
Missing documentation = absence charged
to loss of pay.
LTT not eligible.
JUDICIAL APPEARANCE
1 day provided the reason for the
appearance was not the result of
misconduct on the part of the employee.
Copy of subpoena attached to absence
report.
If released from service prior to work day
ending, then employee is expected to
return to work.
Missing documentation = absence charged
to loss of pay.
LTT not eligible.
CRITICAL ILLNESS
To care for an immediate family member as
defined by bargaining agreement.
Physician’s statement must be attached to
absence report verifying the family member is
“critically ill”.
Waived when illness is followed by death.
The relationship to the employee must be noted
on the absence report.
Missing documentation will result in the absence
being charged to loss of pay.
 LTT not eligible
BEREAVEMENT
Absence report must include the
relationship to the deceased. Missing info
= change in absence to loss of pay.
3 days in state 5 days out of state. If
absence report does not indicate out of
state only 3 days will be granted
MILITARY LEAVE
Military order supporting the days served
must be attached to the absence report.
Must also provide a copy of military
paystub – District salary will be offset by
military pay.
Failure to submit verification of payment =
loss of pay.
WORKERS’ COMPENSATION
Report as workers’ compensation on
absence report – Employee Benefits
will make any necessary adjustments.
Include date of injury on absence
report.
Questions on worker’s compensation
absences – Herschel Smith, General
Services
REVISED/ADDITIONAL ABSENCE
REPORT
For missing hours on absence report
complete 2nd report with only additional
time. Mark absence report “Additional”
To reduce the hours reported, or change
the classification of the absence complete
a new absence report. Mark absence
report “Revised”.
Failure to mark an absence report revised
can result in the employee being charged
twice.
CALCULATING
ABSENCES
CLASSROOM FACULTY
LECTURE HOURS
Each lecture formula hour (50 minutes)
missed = 1 hr absent
Absence hours = instructional
minutes/50.
ex:
90 min/50 = 1.80 lecture hours
absent
CLASSROOM FACULTY
LAB HOURS
Each lab formula hour (75minutes)
must be converted to lecture hours
Absence hours = instructional
minutes/50 x .75.
ex:
90 min/50 x .75= 1.35 lab hours
absent
Quick Reference
Guide
For Lecture and Lab
hours
Page 34
CLASSROOM FACULTY
OFFICE HOURS
1 hr absence for each office hour
missed
11 additional hours scheduled
during academic year due to
compressed calendar.
EE out entire semester or year =
1.07 hrs/day 4 days/week.
CLASSROOM FACULTY
Sample Classroom
Faculty Schedule
Mon
Tues
Wed
TH
FRI
Total
3.5
3.5
3.5
3.5
0
14.00
0
2.05
0
2.05
0
3.08
(4.1x.75)
Office
1.07
1.07
1.07
1.07
0
4.28
TOTAL
4.57
6.11
4.57
6.11
0
21.36
Lecture
Lab
 Total hours for Tues & Th are calculated as follows:
3.2 lecture hour + (2.05 lab hrs x.75 = 1.54) +1.07 office hr =
6.11 hrs
 If the faculty member is absent for lecture class Monday and
attends lab & office hr total absence = 3.50 hrs
 If faculty member is absent lab on Tues and attends lecture and
office hr total absence = 1.54 hrs (2.05 hrs x .75)
REASSIGNED TIME
Reassigned Time (Release Time) can be difficult to
schedule and account for when reporting absences –
spread time evenly over scheduled workdays.
% Reassigned Time
Time absent each day
for 5 day schedule
Time absent each day
for 4 day schedule
20%
.86
1.07
40%
1.71
2.14
60%
2.57
3.21
80%
3.42
4.27
21.35 x 20% = 4.27
1/5th of 4.27 = .86
1/4th of 4.27 = 1.07
REASSIGNED TIME - SAMPLE SCHEDULE
Mon
Tues
Wed
TH
FRI
Total
Lecture
3.2
3.2
3.2
3.2
0
12.8
Office
1.07
1.07
1.07
1.07
0
4.28
20%
Reassigned
time
1.07
1.07
1.07
1.07
0
4.28
TOTAL
5.34
5.34
5.34
5.34
0
21.36
Mon
Tues
Wed
TH
FRI
Total
Lecture
1.6
1.6
1.6
1.6
0
6.4
Office
1.07
0
1.07
0
0
2.14
60%
Reassigned
time
3.21
3.21
3.21
3.21
0
12.84
TOTAL
5.88
4.81
5.88
4.81
0
21.38
TBA HOURS
If specific hours are not identified treat like
Reassigned Time & spread hours evenly over
week.
Mon
Tues
Wed
TH
Fri
TOTAL
3.2
1.9
3.2
1.9
0
10.2
0
2.6
0
2.6
0
3.90
(5.2x.75)
Office Hr
1.07
1.07
1.07
1.07
0
4.28
TBA -3
lecture
hrs/wk
.75
.75
.75
.75
0
3.00
TOTAL
5.02
5.67
5.02
5.67
0
21.38
Lecture
Lab
TBA HOURS
No schedule – consider the load
and divide the time evenly over the
semester.
Adjunct with a sick leave balance
and preference – keep the TCS
active so Adjunct may utilize sick
leave.
Employee paid off timesheets.
OVERSIZED CLASSES
LRCFT Contract – “Formula hour credit for
oversized classes will be granted on the basis of
actual enrollment on the first census for the
class.
Min 75 students = 1.5 times normal load
credit
Min 85 students = 2.0 times normal load
credit
No more than double credit will be allowed”
OVERSIZED CLASS – SAMPLE
SCHEDULE
Multiple formula hour by load credit to calculate
hours absent.
Mon
Tues
Wed
TH
Fri
TOTAL
Lecture
2 (1.5 load)
1.6
2 (1.5 load)
1.6
2
11.2
5.2 +
(4*1.5)
0
3.2
0
3.2
0
4.8
(6.4x.75)
Office Hr
1.07
1.07
1.07
1.07
1.07
5.35
TOTAL
4.07
5.07
4.07
5.07
3.07
21.35
Lab
WORK EXPERIENCE
LRCFT Contract – “Formula hour
equivalents will be given on the basis of
the following number of students enrolled
at fourth week census:
5 – 14 students = 1 formula hour
15 – 24 students = 2 formula hours
25 – 34 students = 3 formula hours”
WORK EXPERIENCE
SAMPLE SCHEDULE
Mon
Tues
Wed
TH
Fri
TOTAL
1 work exp.
(3 fh)
2.5
1 work exp.
(3 fh)
2.5
0
11.0
0
3.25
0
3.25
0
4.8
(6.4x.75)
Office Hr
1.07
1.07
1.07
1.07
1.07
5.35
TOTAL
4.07
6.82
4.07
6.82
0
21.78
Lecture
Lab
NON-CLASSROOM
FACULTY
 7.5 hr or 8 hr days – 37.5 or 40 hrs/wk.
Absences reported on a 1:1 ratio
Example:
MON
TUES
WED
TH
FRI
TOTAL
Hours
7.5
7.5
7.5
7.5
7.5
37.5
TOTAL
7.5
7.5
7.5
7.5
7.5
37.5
Example: If absent 3 hrs on Tuesday, report
3 hrs.
REASSIGNED TIME
NON-CLASSROOM FACULTY
Reassigned Time is averaged over the
number of days scheduled to work.
% Reassigned Time
Time absent each day
for 5 day schedule
Time absent each day
for 4 day schedule
20%
1.5
1.88
40%
3.0
3.75
60%
4.5
5.63
80%
6.0
7.50
Example:
20% reassigned time x 37.5 hrs/wk = 7.5 hrs
7.5 hrs/5 days = 1.5 hrs/day
REASSIGNED TIME NON CLASSROOM
FACULTY
SAMPLE SCHEDULE
Reassigned Time where hours are distributed
evenly across the week.
Mon
Tues
Wed
TH
FRI
Total
Schedule
6.0
6.0
6.0
6.0
6.0
30
20%
Reassigned
time
1.5
1.5
1.5
1.5
1.5
7.5
TOTAL
7.5
7.5
7.5
7.5
7.5
37.5
REASSIGNED TIME NON CLASSROOM
FACULTY
SAMPLE SCHEDULE
Reassigned Time where hours are not
distributed evenly across the week.
Mon
Tues
Wed
TH
FRI
Total
Schedule
6.0
7.0
6.0
7.0
4.0
30
20%
Reassigned
time
1.5
1.5
1.5
1.5
1.5
7.5
TOTAL
7.5
8.5
7.5
8.5
5.5
37.5
Depending on which day of the week the absence
falls on depends on the hours reported absent.
SABBATICAL LEAVE (100%)
Absence reporting is not
required, since there is no
campus obligation.
FINALS WEEK
Report office hour for
each day.
Report 2 hours for each
final scheduled for that
day and missed.
GRADUATION
Each college has their own
guidelines and policies, so
follow the policy for your
campus.
FLEX TIME
Classroom Faculty = 4.2 hrs per
Flex day.
 If absent a portion of the day
then report hours absent x 4.2/6
FLEX TIME
Non-Classroom Faculty =IF Nonclassroom faculty participates in
FLEX activities, then report the
time required to commit.
What five things are
wrong with this absence
report?
Hildegard needs to take
next Monday off because
her daughter’s daycare will
be closed. What type of
leave would this be?
Hildegard needs to take time
off to attend a funeral of a
friend - what type of leave can
she use?
What if the funeral was for
her spouse’s aunt?
What is the difference
between the physician’s
note, for 5 Month Law
supplied to Employee
Benefits and the
physician’s note for the
campus?