It’s About Time!

It’s About Time!

Staff Time Policy Workshop

Steve Carlson & Coni Edick UCSB Human Resources

March 2008

We’ll be looking at…

Policy– Definitions– Eligibility rules

Procedure– Time reporting– Calculation formulas

…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

A word of advice

Always check the policy or

contract!

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

Workweek & Work Schedule

Workweek– Period of time consisting of 7 consecutive days– Standard workweek is from Monday morning (12:01

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

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 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

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

– 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

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

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

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

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

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

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

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

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

Regular Rate – Example

Spike worked 45 hours one week…– 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

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

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)

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?

POP QUIZ!

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)

Mon Tues Wed Thurs Fri Sat Sun8H 8 8 8 8 6C 4C

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

http://hr.ucsb.edu/admin/working_hrs.php

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 < 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

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 @ 50% or more– Service credit includes service at UC, Cal State

Universities, California state agencies Accrual rate @ appt % = actual earnings

– 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

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

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

Vacation: Web Resources

Vacation Accrual Chart Vacation Earnings Tables FAQ’s on Vacation Earning & Usage Vacation Service Credit http://hr.ucsb.edu/policies/vacation.php

http://hr.ucsb.edu/policies/vacation.php

Sick Leave

Eligibility– On pay status one-half of working hours in month

Used for:– Employee or emp’s family illness, doctor’s 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



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

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 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

An exempt employee receives holiday pay for:– a holiday which falls in a week in which the

employee is on pay status

Holiday Pay

A part-time non-exempt employee receives holiday pay:– 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




Things you need to know about the month*1. 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) = 14450% of 144 = 72

* Use the Monthly Working Hours table or look at calendar

Calculating holiday pay, sick leave & vacation earnings

Things you need to know about the employee1. How many hours was the employee on pay status,

either working or using paid leave (vacation, sick leave or comp time taken)?

80 hours2. What is the employee’s group affiliation?

CX3. What is the employee’s leave accrual code?

A


Determine holiday eligibility and pay first1. Is employee eligible to earn holiday? (On pay status

for 50% of working hours, excluding holidays) Yes, 80 hours > 72 hours

2. Use Holiday Pay Earnings table to determine amount of holiday pay: 1 holiday = 4 hours

3. Multiply the hours of holiday pay by the number of holidays: 3 holidays x 4 hours = 12 total holiday hours

4. Add total holiday hours to pay status hours:80 + 12 = 92 hours final pay status


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

2. 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


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”

Flexwork – Compressed Workweek

9/80 – 9 workdays working 80 hours over a two-week period

4/10 – Four 10-hour workdays

Mon Tues Wed Thurs Fri9 9 9 9 4 / 49 9 9 9 X

Mon Tues Wed Thurs Fri10 10 10 10 X

Flexwork – Paid Leave

Vacation and Sick Leave– Earned according to appointment %– Used according to work schedule

Holiday– Paid according to appointment %

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?

POP QUIZ!

Mon Tues Wed Thurs Fri10 5 10 5 10

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

Mon Tues Wed Thurs Fri10 5 10 5 10

10 hours5 hours8 hours8 hours

Remember that holiday pay is paid according to the appointment %, regardless of the day it falls on

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?

Another example…

Mon Tues Wed Thurs FriX 8 8 8 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


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 Tues Wed Thurs FriX

(H)8 8 8 6H

2V

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


Mon Tues Wed Thurs FriX

(H)8 8 8 82

6C

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 Tues Wed Thurs FriX 6H 8 8 899

2V

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

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

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 employee’s

regular %

Resources Revisited

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/sick-holiday_earnings_tables.php

Monthly Working Hours Table (2005-2008) http://hr.ucsb.edu/admin/working_hrs.php

Thanks for attending!

Documents

It’s About Time!