Its About Time

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Its About Time!

• Staff Time Policy Workshop

Steve Carlson Coni Edick UCSB Human
Resources March 2008
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Well be looking at

• Policy
• Definitions
• Eligibility rules
• Procedure
• Time reporting
• Calculation formulas

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on the following topics

• 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

• Monthly Working Hours
• Vacation
• Sick Leave
• Holiday Pay
• Flexwork
• Leave Without Pay
• Admin Leave with Pay
• Other Types of Leave
• Resources

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A word of advice

• Always check the policy or contract!

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Work Time Paid Time

• Work Time
• Actual time worked on the job
• Paid Time (aka Pay Status)
• Actual time worked on the job
• Paid Leave
• Vacation
• Sick leave
• Holiday
• Compensatory Time Off
• Administrative Leave with Pay

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Workweek Work Schedule

• Workweek
• Period of time consisting of 7 consecutive days
• Standard workweek is from Monday morning (1201
  a.m.) to midnight the following Sunday
• 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
• A work schedule is the normal hours of work for
  an employee within a workweek

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Shift Differential

• 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 500 p.m. and
  before 800 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

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Meal and Rest Periods

• Meal Period
• 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
• 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
• Cant be accumulated for later use or taken at
  the beginning or end of a work period
• Is time on pay status

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Changing and Clean-up Time

• Check contract/policy for details
• University determines whether time is necessary
  for uniform changing or clean up
• Is time on pay status

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Call-Back and On-Call

• Call-Back
• 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
• 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

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Travel Time

• Travel time that counts as time worked
• 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
• 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

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FLSA Status

• Based on job duties
• Exempt
• Not eligible to earn overtime
• Uses paid leave (vacation, sick leave)
  in full-day increments
• Non-Exempt
• Eligible to earn overtime
• Paid Time
• Compensatory Time
• Uses paid leave (vacation, sick leave, comp time)
  to the nearest quarter-hour

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Exempt

• 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

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Non-Exempt Overtime Options

• Paid time
• Is default method of compensation unless
  otherwise elected by employee
• Election form filled out and kept in department
• Compensatory (comp) time
• Banking rules
• Maximum accrual balance of 240 hours
• To be taken within 6-month window
• Banked comp time needs to be paid out upon
• Separation
• Movement into a position not eligible for
  overtime
• Transfer to another department

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Overtime

• Straight Overtime
• Hours not exceeding 40 hours of actual time
  worked in a workweek
• Premium Overtime (time-and-a-half)
• Hours exceeding 40 hours of actual time worked in
  a workweek
• 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

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Overtime Regular Rate

• Total remuneration divided by the hours actually
  worked in a given week
• (Hourly rate x hours in week) / hours in week
• Need to calculate when different rates of pay are
  involved
• Appointments with shift differential
• Multiple appointments with different salary rates

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Regular Rate Example

• Spike worked 45 hours one week
• 10 of those hours included shift differential _at_
  .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 Spikes
  5 hours of overtime

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Overtime Straight

• 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)

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Overtime Premium

• 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)

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POP QUIZ!

• 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?

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• 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)

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Monthly Working Hours

• 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

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Vacation Eligibility

• Basic Eligibility
• 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
• Groups eligible to earn vacation at lt 50 pay
  status in a given month
• 99, CX, HX, NX, RX, TX, K8
• Groups which must be on 50 pay status in a given
  month to earn vacation
• SX, EX PA

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Vacation Earnings

• Accrual rate is based on vacation service credit
• NOTE! Service credit for vacation is calculated
  differently than for retirement or seniority
• Service credit month one month _at_ 50 or more
• Service credit includes service at UC, Cal State
  Universities, California state agencies
• Accrual rate _at_ appt actual earnings
• Is always earned in FULL hours
• Ex 10 hrs/month accrual rate _at_ 75 8 hrs/month
• (Not 7.5 hrs/month! Always use earnings table)
• Factor Accrual System is NOT used at UCSB!

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Vacation Usage

• 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

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Vacation Balances

• Maximum balance
• 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
• 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

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Vacation Web Resources

• Vacation Accrual Chart
• Vacation Earnings Tables
• FAQs on Vacation Earning Usage
• Vacation Service Credit
• http//hr.ucsb.edu/policies/vacation.php

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Sick Leave

• Eligibility
• On pay status one-half of working hours in month
• Used for
• Employee or emps family illness, doctors appts,
  etc.
• Work-related injury (Workers Compensation)
• Sick leave used at reduced rate for workers comp
  time off
• Bereavement
• Accrual Rate
• 8 hours/month for 100, pro-rated for part-time
• http//hr.ucsb.edu/policies/sick-holiday_earnings_
  tables.php

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Sick Leave

• Sick leave is not paid out upon separation
• Applied as service credit for retirement
• Reinstatement of sick leave upon rehire
• 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
• 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

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Holiday Pay

• A full-time non-exempt employee receives holiday
  pay if
• 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 employees
  first day of work, provided the holiday is the
  first working day of the month, or
• The holiday immediately follows the employees
  last day of work, provided the holiday is the
  last working day of the month

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Holiday Pay

• An exempt employee receives holiday pay for
• a holiday which falls in a week in which the
  employee is on pay status

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Holiday Pay

• A part-time non-exempt employee receives holiday
  pay
• If on 50 pay for the month, excluding holidays
• Pro-rated according to employees hours on pay
  status (work vacation, comp time taken, sick,
  etc.)
• Does not receive holiday pay for holidays that
  occur before the employees first day of
  appointment or after separation
• http//hr.ucsb.edu/policies/sick-holiday_earnings_
  tables.php

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Calculating holiday pay, sick leave vacation
earnings

• Things you need to know about the month
• How many working hours does it have?
  
• December 2007 has 168 working hours
• How many holidays (and holiday hours) does it
  have? 3 holidays. 3
  x 8 24 hours
• 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

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Calculating holiday pay, sick leave vacation
earnings

• Things you need to know about the employee
• 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 employees group affiliation?
• CX
• What is the employees leave accrual code?
• A

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Calculating holiday pay, sick leave vacation
earnings

• Determine holiday eligibility and pay first
• Is employee eligible to earn holiday? (On pay
  status for 50 of working hours, excluding
  holidays) Yes, 80 hours gt 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

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Calculating holiday pay, sick leave vacation
earnings

• Then determine eligibility and earnings for sick
  leave and vacation based on pay status (92).
• 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

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Flexwork

• 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

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Flexwork Compressed Workweek

• 9/80 9 workdays working 80 hours over a
  two-week period
• 4/10 Four 10-hour workdays

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Flexwork Paid Leave

• Vacation and Sick Leave
• Earned according to appointment
• Used according to work schedule
• Holiday
• Paid according to appointment

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POP QUIZ!

• Non-exempt full-time appointment
• 100 appt (40 hrs/wk)
• 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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10 hours

• Sick leave used on Monday
• Sick leave used on Tuesday
• Holiday pay on Monday
• Holiday pay on Tuesday

5 hours
8 hours
8 hours
Remember that holiday pay is paid according to
the appointment , regardless of the day it falls
on
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Another example

• Non-exempt part-time appointment
• 80 appt (32 hrs/wk) 8hrs/day, 4 days/week
• Holiday 6 hours
• What happens if Monday is a holiday?
• What if the holiday falls on Tuesday?

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• Hint Subtract the number of holiday hours (6)
  from the employees 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

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• Monday holiday
• The employee doesnt lose the holiday just
  because its 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 weeks total to 32.

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• Monday holiday
• If he ended up working his entire regular 32-hour
  schedule (rather than taking another day off as
  his holiday), 6 of those work hours become comp
  (straight) time

2 6C
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• Tuesday holiday
• The employee takes the holiday off, but the 6
  holiday hours dont cover his regular 8-hour day,
  so hell need to compensate for the remaining
  hours of that day off (using paid leave time or
  working those hours elsewhere)

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9
2V
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Leave Without Pay

• Examples of leave without pay
• 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

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Administrative Leave with Pay

• Jury and Witness Duty
• No need to deduct UC pay for court payments
  (if any)
• University Proceedings
• University meetings or functions
• Voting
• Up to 2 hours
• Blood donations
• Up to 2 hours

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Other Types of Leaves

• Military
• 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
• Extended Sick Leave (ESL) 80 of salary
• Vacation and sick leave are accrued at employees
  regular

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Resources Revisited

• Policies PPSM, union contracts, etc.
  http//hr.ucsb.edu/policies/
• Vacation policies, tables, FAQs
  http//hr.ucsb.edu/policies/vacation.php
• Sick Leave and Holiday Earnings Tables
  http//hr.ucsb.edu/policies/sick-holiday_earnings_
  tables.php
• Monthly Working Hours Table (2005-2008)
  http//hr.ucsb.edu/admin/working_hrs.php

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Thanks for attending!