Limited Appointment Training Workshop

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Limited Appointment Training Workshop

• Presented by
• Melinda Crawford
• Tricia Hiemstra

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Meeting Agenda...

• Brief history of limited appointments
• Limited Appointments--Recruitment Employment
• Limited Appointments--UCRP membership and health
  welfare benefits
• Examples

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Brief History of Limited Appointments

• Proposed State of California legislation in
  1999-2000 to cover casual employees for UC
  benefits
• Recommendations by state auditors
• Arbitration decision for casual UCLA employee
• Chancellors directive to solve long-term issues
  with casual employees

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Personnel Policy Changes

• A limited appointment will convert to a career
  appointment after the incumbent has attained
  1,000 hours on pay status in 12 consecutive
  months without a break in service of at least 120
  consecutive calendar days.
• Break in service measured from separation date.
• IF NO SEPARATION DATE IS RECORDED IN PPS, NO
  BREAK IN SERVICE.
• Career status effective date will be the first of
  the month after employee accumulates 1,000 hours
  on pay status.
• Employee retains limited appointment status until
  the career status effective date.

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Personnel Policy Changes

• Changes DO NOT affect the following appointments
• Casual restricted
• Contract
• Per diem
• Academic

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What is an Eligible Hour?

• Include
• Regular Time
• Sick Leave
• Extended Sick Leave
• Vacation
• Holidays
• Jury Duty
• Compensatory Time Off
• Military Leave with pay
• Administrative Leave with pay

• Exclude
• Overtime
• On-call hours
• Shift differentials
• Hours paid in any staff appointment other than
  limited appointments

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Personnel Policy ChangesProbationary Period

• An employee who has worked in a limited
  appointment immediately preceding the career
  appointment shall have up to 1,000 hours on pay
  status credited toward the completion of the
  probationary period
• Provided that the credited time was served in the
  same job with the same supervisor that the
  employee had immediately prior to the career
  appointment.

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Employees Approaching 1,000 Hours Toward Career
Status

• If you have employees approaching 1,000 hours
  toward career status, one of the following
  actions must take place prior to the employee
  attaining 1,000 hours
• Recruitment
• Waiver of Recruitment
• Release Employee on Pre-determined Date

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Recruiting Options

• Recruit as Career
• Recruit as Limited Appointment with likelihood of
  going Career
• Recruit at a specific hour threshold
  (e.g., 700 hours)

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Recruitment Process

• Job Requisition
• Job Description
• Recruitment

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Waiver of Recruitment

• A waiver of recruitment for filling a vacant
  career position may be authorized by Human
  Resources based on
• Unavailability of qualified applicants
• Highly specialized job qualifications and
  requirements
• Special circumstances in which the recruitment
  procedure is not in the best interests of the
  campus.
• A situation in which an employee has attained or
  is very near to attaining 1,000 hours toward
  career status will not be accepted as the only
  basis for an exception to the recruitment process.

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Requesting a Waiver of Recruitment

• Prior to a limited appointment employee attaining
  1,000 hours toward career status, submit the
  following
• Original Request for Waiver of Recruitment with
  full details of the justifications for the
  request
• Original Employment Requisition with appropriate
  approvals
• Original and fully signed Job Description
• Completed and signed UCSB Job Application

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Conversion to Career Status

• Provides employee with
• Eligibility for future merit increases
• Eligibility for two-thirds reduction in UC
  enrollment
• Expanded grievance rights
• "Just Cause Standard" for termination
• Preferential rehire and recall rights if laid off

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New PPS Inquiry Screen
Hours Toward Eligibility
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Career Status Reports

• Employees Approaching 1,000 Hours Toward Career
  Status - hour threshold set at 650 hours
• Employees With 1,000 Hours Toward Career Status
• Report sent to Home Department (including
  employees with multiple appointments)

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A Few More Comments...

• If a limited appointment is longer than 650 hours
  or is at or above PSS 1 grade, the job
  description needs to be submitted to Compensation
  for review. (see http//hr.ucsb.edu/Compensation/c
  lass.casual.htm)
• BYAs designated as limited appointments must be
  set up in PPS correctly to avoid accumulating
  hours toward career status or benefits
  eligibility.
• Rehires must be set up in PPS using the SREH
  bundle to reset the hours count toward career
  status after a 120-day break in service.

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UCRP Eligibility

• Effective January 1, 2001, two ways to become
  UCRP members
• Appointed for at least 50 time for one year or
  longer
• After attaining 1,000 eligible hours on pay
  status during 12 consecutive months

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Excluded from UCRP Eligibility

• Casual Restricted
• Visiting Title/Appointment hired after August 1,
  1989
• Rehired Retirees who elect to waive future
  benefit accruals
• Employees who receive pay under a special
  compensation plan but receive no covered
  compensation
• Active PERS members
• Per diem appointments
• Regents Professor or Regents Lecturer

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What is an Eligible Hour

• Include
• Regular Time
• Sick Leave
• Extended Sick Leave
• Vacation
• Holidays
• Jury Duty
• Compensatory Time Off
• Military Leave With Pay
• Administrative Leave With Pay

• Exclude
• Overtime
• On-call Hours
• Shift Differentials
• Hours paid in any category excluded from UCRP

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More about hours for UCRP...

• Hours carry over from one department to another
• Hours carry over from one campus to another
  (requires self-identification)
• All eligible hours in the past 12 consecutive
  months count--including "career" hours

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What Happens at 1,000 Hours in PPS

• First day of the month after employee in Limited
  or Temporary Appointment reaches 1,000 hours PPS
  will automatically
• switch from DCP Safe Harbor to UCRP with Social
  Security
• set BELI to 1 (full benefits)
• start Period of Initial Eligibility (PIE)
• place employee in default medical (Core), dental
  (Delta), and vision plans if not already enrolled
• UCRP membership starts

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(No Transcript)
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Benefits Eligibility Reports

• Employees Approaching 1,000 Hours toward Benefits
  Eligibility--hours threshold set at 650 hours
• Employees With 1,000 Hours Toward Benefits
  Eligibility
• Report(s) sent to Home Department (including
  employees with multiple appointments)

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What Departments Should Do at 1,000 Hours

• Benefits Orientation
• Notify employee of the Period of Initial
  Eligibility (PIE)
• Explain OASDI/DCP changes

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Rehired Retirees

• UC retirees return to work in temporary positions
• Important supplement to workforce
• Cannot receive benefits from UCRP and work in a
  UCRP-eligible position at the same time
• Age discrimination laws prevent UC from excluding
  them as a class

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Rehired Retirees

• UC retirees can waive future UCRP accruals
• If waiver is elected
• no UCRP benefit accruals
• waiver does not include health welfare
• pension payments continue
• no OASDI
• 7.5 DCP Safe Harbor
• 1.45 Medicare tax

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Rehired Retirees

• UC Guidelines for Rehire of UC Retirees
• At the time of retirement UC and the member must
  intend the separation to be permanent
• Rehire must occur no earlier than receipt of
  first retirement payment or 90 days after
  retirement date, with a minimum break in service
  of 30 calendar days
• Retirees should work less than 1,000 hours in 12
  months (if paid hourly) or be recalled to 46
  time appointment or less

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New HW Terms

• Prior
• Career Medical
• UC-Paid Career Life
• EE-Paid Life
• UC-Paid Disability
• EE-Paid Disability

• New as of January 2001
• Full Medical
• Basic Life
• Supplemental Life
• Short-Term Disability
• Supplemental Disability

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(No Transcript)
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Health Welfare

• After initial eligibility is reached, continued
  eligibility is based on average hours paid
  requirement
• Must maintain an average regular paid time of at
  least 17-1/2 hours per week over a 12-month
  period
• Paid time excludes stipends, bonuses, and overtime

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Impact on Employee

• Before
• 7.5 to DC Plan
• No OASDI
• Eligible for Core medical and Core life
• Not eligible for UCRP, dental, vision, or other
  HW plans

• After
• 2-19/mo. to DC Plan
• 6.2 to OASDI
• Eligible for full medical, dental, vision, basic
  life, and short-term disability
• Eligible for UCRP and other HW plans

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Increased Cost to Department

• Before
• No OASDI
• Cost for Core medical and Core life

• After
• 6.2 to OASDI
• Cost for full medical, dental, vision, basic
  life, and short-term disability

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Example AWorking Full-Time

• Situation
• Limited Appointment starts February 1, 2002
• Working 100 on pay status without break in
  service
• Reaches 1,000 eligible hours in July 2002
• Continues working 100 time

• Effective August 1, 2002
• Enters UCRP
• OASDI deductions start
• DCP changes
• Eligible for full medical, dental, vision, basic
  life, and short-term disability PIE begins
• Eligible to enroll in other HW plans PIE begins
• Career appointment starts 8/01/02
• Probationary period ends 8/11/02 (assuming same
  position/same supervisor)

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Example AHours Monitoring
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Example AProbationary Period Credit
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Example BWorking Half-Time

• Situation
• Limited Appointment started February 1, 2001
• Working 50 on pay status without break in
  service
• Reaches 1,000 eligible hours in January 2002
• Continues working 50 time

• Effective February 1, 2002
• Enters UCRP
• OASDI deductions start
• DCP changes
• Eligible for full medical, dental, vision, basic
  life, and short-term disability PIE begins
• Eligible to enroll in other HW plans PIE begins
• Career appointment starts 2/01/02
• No probationary period remains to be served
  (assuming same position/same supervisor) regular
  career status effective 2/01/02

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Example B Hours Monitoring
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Example BProbationary Period Credit
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Example C120-Day Break in Service

• Situation
• Limited Appointment starts February 2002
• Reaches 800 eligible hours in June 2002
• Separates on June 22, 2002
• Starts new 100 limited appointment on November
  15 (146 days later) with 800 eligible benefits
  hours and zero eligible career status hours
• Reaches 1000 eligible hours in December 2002

• Effective January 1, 2003
• Enters UCRP
• OASDI deductions start
• DCP changes
• Eligible for full medical, dental, vision, basic
  life, and short-term disability PIE begins
• Eligible to enroll in other HW plans PIE begins
• REMAINS IN LIMITED APPOINTMENT (only has 200
  eligible hours toward career status earned from
  rehire on 11/15/02

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Example CHours Monitoring
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Example DBreak in Service Less Than 120 Days

• Situation
• Limited appointment starts February 2002
• Working 100 time
• Reaches 800 eligible hours in June 2002
• Separates on June 22, 2002
• Starts new 100 limited appointment on August 15
  (54 days later) with 800 eligible benefits hours
  and 800 eligible Career status hours
• Reaches 1000 eligible hours in September 2002

• Effective October 1, 2002
• Enters UCRP
• OASDI deductions start
• DCP changes
• Eligible for full medical, dental, vision, basic
  life, and short-term disability PIE begins
• Eligible to enroll in other HW plans PIE begins
• Career appointment starts 10/01/02
• Probationary period ends 10/7/02 (assuming same
  position/same supervisor)

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Example DHours Monitoring
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Example DProbationary Period Credit
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Example EAcademic

• Situation
• Lecturer starts March 2002
• Working 100 time on pay status without a break
  in service
• Reaches 1,000 eligible hours in September 2002
• Continues working 100 time

• Effective October 1, 2002
• Enters UCRP
• OASDI deductions start
• DCP changes
• Eligible for full medical, dental, vision, basic
  life, and short-time disability PIE begins
• Eligible to enroll in other HW plans PIE begins
• DOES NOT CONVERT TO CAREER APPOINTMENT (not in a
  limited apt., so hours do not count toward career
  status)

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QUESTIONS