Transcript PowerPoint

CLASSIFIED STAFF
TIMELINE
 Colleges = 5 working days to submit absence reports to
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 & turn files over
to payroll.
TIMELINE –CONT.What 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 that are sent to
the colleges.
TIMELINE –CONT.For employees on extended
leave, resigning, retiring or in
the case of death, submit all
absence reports ASAP to avoid
overpayment to the employee
or to expedite vacation payout.
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:
Hildegard Humperdink
Jack Humperdink
If Hildegards ID# is on Jack’s absence report, the
system will not catch the error.
COMPLETING THE ABSENCE
REPORT –CONT.Hours - 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 –CONT.What happens if it is completed as
follows?
5
When the absence report is keyed, the “5” will
move all the way to the right. This results in the
employee being charged .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 hours.
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 hours.
COMPLETING THE ABSENCE REPORT –CONT.-

This will be keyed as a negative .50, giving the employee
a half hour instead of charging a half hour.
COMPLETING THE ABSENCE
REPORT –CONT. Make sure information is legible in order to
avoid keying errors.
 Use blue or black ink ONLY – other colors are
not visible when scanned into the computer.
 Must have authorized administrator’s
signature.
 If employee cannot sign, write “unavailable to
sign” on employee signature line.
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 college administrator.
P-111
Request for
Pregnancy/
Childbirth
Leave of
Absence
This is the time frame of the physician’s note.
This is the date the employee intends on returning to
work.
MATERNITY LEAVE – CONT.Medical verification must
include:
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
 Vacation for extended time
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 which allows eligible employees
up to 12 weeks of unpaid time off for their
own or their immediate family member’s
illness or injury.
 Applicable paid leaves can run concurrently
 Can be taken at one time or intermittently
 Make sure FMLA is checked on right side
of absence report.
FMLA, CFRA & PDL – CONT.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 months)
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
PDL
8
9
10 11 12 13 14 15 16 17 18
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.
Weeks:
1 -12
13
PDL
14
15
16
17
18 19
20
21 22 23 24 25 26 27 28
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)
5 MONTH LAW
 When employee exhausts all available
and accrued sick leave, they may be
eligible for 5 Month Law which pays at
50% of the reported hours.
 Employee must provide physician's note
with dates of illness, diagnosis and
physician’s signature. Notes may be
submitted directly to Employee Benefits
in order to ensure confidentiality.
5 MONTH LAW –CONT.100 days of “Other” sick leave per fiscal year –
includes accrued and advanced sick leave.
Employee with no sick leave remaining as of 6/30
would have 88 days available in the fiscal year.
100 days 5 Month Law
- 12 days advance for fiscal year
88 days 5 Month Law
5 MONTH LAW –CONT.Employee with a balance of 24 hours (3 days) as of
6/30 would have 85 days available in the fiscal year.
3 days balance
+12 days advance for fiscal year
15 days available sick leave
100 days 5 Month Law
- 15 days available sick leave
85 days 5 Month law
5 MONTH LAW –CONT.-
Employee with a balance
of 1,200 hours (150 days)
as of 6/30 would not be
eligible for 5 Month Law.
5 MONTH LAW –CONT.Submit the absences as sick
leave – Employee Benefits will
adjust to 5 Month Law, if
appropriate.
CATASTROPHIC LEAVE
Must have donated to program
during the cycle in which you use it.
Must exhaust all eligible paid leaves
Committee will make determination
Submit absences as sick leave –
Employee Benefits will adjust as
appropriate.
LONG TERM DISABILITY
90 day waiting period
Pays up to 66.67% salary
Total or partial disability
No absence reports
submitted
39-MONTH REEMPLOYMENT
All paid leaves exhausted
Employee unable to resume duties
If employee is able to resume
duties within 39 months –
employed in first vacancy in same
classification of previous
assignment
LEAVE SEQUENCE
• Employee Begins Paid leave
• Sick Leave Utilized
• 5 Month Law
• Vacation
• Catastrophic Leave
• Long Term Disability/39-Month
Reemployment
VACATION
Cannot be taken in increments of less
than 1 hour. Employee Benefits will
change to 1 hour.
Follow college procedures
for requesting time off.
PERSONAL NECESSITY
7 days per fiscal year
General nature of absence must be
indicated on the absence report.
If reason is missing, absence will be
changed to vacation or loss of pay.
EMERGNCY
ISSUES
PERSONAL BUSINESS
2 days per fiscal year
Reason does not need to be indicated
on the absence report, but general
reason must be provided to supervisor.
Can’t be taken in less than 1 hr.
Employee Benefits will change to 1 hr.
PRN VS. PRB
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, employee is expected to return to
work.
 Missing documentation = absence
changed to vacation or loss of pay.
JUDICIAL APPEARANCE
 1 day granted, 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, employee is expected to return to
work.
 Missing documentation = absence changed to
vacation or loss of pay.
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 changed to vacation or loss of
pay.
BEREAVEMENT
 Absence report must include name and
relationship to the deceased. Missing info =
absence will be changed to vacation or loss of
pay.
 3 days in state, 5 days out of state (SEIU only
= 4 days if in state and over 350 miles). If
absence report does not indicate out of state
or over 350 miles, 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 regarding workers’
compensation absences should be
directed to Herschel Smith, General
Services.
REVISED/ADDITIONAL ABSENCE
REPORT
 For missing hours on absence report,
complete 2nd report with only additional
time. Mark absence report as “Additional.”
 To reduce the hours reported, or to change
the classification of the absence, complete a
new absence report. Mark absence report as
“Revised.”
 Failure to mark an absence report as revised
can result in the employee being charged
twice for the absences.
Which five things are
wrong with this absence report?
Hildegard needs to take next
Monday off because her
daughter’s daycare will be
closed.
Which type of leave should this
be reported as?
Hildegard needs to take time off
to attend a funeral of a friend which type of leave is she
eligible to use?
What if the funeral was for her
spouse’s aunt?
What is the difference between the
physician’s note required for 5
Month Law that is provided to
Employee Benefits and the
physician’s note required for
absences for the campus?