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SECTION L − HOURS OF WORK, OVERTIME, PAY, AND TIME

REPORTING

Table of Contents

Last updated December 22, 2008

I Hours of Work

I.1 Workweek Definitions

I.1.1 Calendar Day I.1.2 Calendar Week I.1.3 Workweek

I.1.3.1 Standard Lawrence Livermore National Security, LLC Workweek I.1.3.2 Alternate Workweek for Limited-Time on 9/80 I.1.3.3 Extended Workweek Schedule

I.2 Work Schedule Definitions

I.2.1 Work Schedule Approvals

I. 2.1.1 Schedule Changes I.2.2 Standard Work Schedules

I.2.2.1 Standard Lawrence Livermore National Security, LLC Work

Schedule - Full-Time Employees I.2.2.2 Standard Lawrence Livermore National Security, LLC Work

Schedule - Part-Time Employees I.2.2.3 Flexible Work Schedules

I.2.2.3.1 Full-Time Employees (Flexible 5/40) I.2.2.3.2 Part-Time Employees

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I.2.2.4 Half-Day Defined I.2.2.5 Temporary Schedule Change I.2.2.6 Holidays Falling on Scheduled Days Off

I.2.3 Shift Schedules

I.2.3.1 Swing Shift I.2.3.2 Owl Shift

I.2.4 Alternate Work Schedules

I.2.4.1 Approval I.2.4.2 Assignment to Alternate Work Schedule I.2.4.3 Request for Assignment to Alternate Work Schedule I.2.4.4 Approval of Request I.2.4.5 Start Dates for Alternate Work Schedules I.2.4.6 Holidays

I.3 4/10Work Schedule

I.3.1 Defined I.3.2 Half-Day Defined - Unlimited-Time Employees I.3.3 Temporary Schedule Change I.3.4 Full Day Absences for Sick Leave or Vacation I.3.5 Holidays

I.4 9/80 Work Schedule

I.4.1 Defined I.4.2 Half-Day Defined - Unlimited-Time Employees I.4.3 Temporary Schedule Change I.4.4 Full Day Absences for Sick Leave or Vacation I.4.5 Holidays

I.5 Flextime I.6 Occasional Reschedule

I.6.1 Non-exempt (Limited-Time) Employees I.6.2 Exempt (Unlimited-Time) Employees Telecommuting

I.7 Telecommuting

I.7.1 Non-Exempt (Limited-Time) Employees I.7.2 Exempt (Unlimited-Time) Employees

I.7.2.1 Intermittent or Ad Hoc Telecommuting

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I.7.2.2 Permanent Part-Time or Full-Time Telecommuting I.8 Hours Worked for Pay Purposes - Non-Exempt (Limited-Time)

Employees I.8.1 Meal Periods I.8.2 Rest Periods I.8.3 Preliminary and Postliminary Activities I.8.4 Travel Hours I.8.5 Holiday Hours I.8.6 Sick Leave and Vacation Hours I.8.7 Leave with Pay Hours

I.9 Overtime Hours

I.9.1 Non-Exempt (Limited-Time) Employees I.9.2 Exempt (Unlimited-Time) Employees

II Pay

II.1 Pay Rates II.2 Pay for Overtime

II.2.1 Non-Exempt (Limited-Time) Employees II.2.2 Approval to Work Overtime Required II.2.3 Special Approval for Excess Overtime II.2.4 Pay for Extended Workweek

II.3 Ancillary Pay

II.3.1 Shift Differential Pay

II.3.1.1 Shift Differential for Overtime II.3.1.2 Shift Differential While on Leave with Pay II.3.1.3 Shift Differential for Termination Vacation Pay II.3.1.4 Shift Differential and Temporary Assignments

II.3.2 Isolation Allowance II.3.3 Call-Back Pay II.3.4 On-Call Compensation II.3.5 Eligibility II.3.6 Reporting Pay

II.4 Fractional Pay

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II.5 Holiday Pay II.6 Vacation Pay II.7 Sick Leave Pay II.8 Pay for Travel Time II.9 Termination Pay II.10 Severance Pay

II.10.1 Definitions II.10.2 Severance Payments II.10.3 Limitations II.10.4 Reemployment

III Pay Computations, Paydays, and Paycheck Distribution III.1 Pay Computations

III.1.1 Pay Period- Exempt, Unlimited-Time Employees III.1.2 Pay Period - Non-exempt, Limited-and Indeterminate-Time Employees

III.2 Payroll Deductions III.3 Paydays and Paychecks

III.3.1 Final Paychecks III.3.2 Paycheck Delivery III.3.3 Electronic Deposit

IV Time Reporting IV.1 Policy IV.2 Report Periods

IV.2.1 Exempt IV.2.2 Non-exempt

IV.3 Special Reporting

IV.3.1 Nevada Test Site IV.3.2 Temporary Remote Sites

I Hours of Work

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I.1 Standard Workweek Definitions

I.1.1 Calendar Day

A calendar day is the 24-hour period from one midnight to the next.

I.1.2 Calendar Week

A calendar week extends from 12:01 a.m. Sunday to midnight the following Saturday.

I.1.3 Workweek

A workweek is seven consecutive 24-hour periods.

I.1.3.1 Standard Lawrence Livermore National Security, LLC Workweek

The standard Lawrence Livermore National Security, LLC workweek begins at 12:01 A.M. Sunday and ends at midnight the following Saturday.

I.1.3.2 Alternate Workweek for Non-Exempt (Limited-Time) Employees on 9/80 Work Schedule

The workweek for a non-exempt (limited-time) employee assigned to a 9/80 Work Schedule (Section L.I.4) begins at midday on Friday and ends at midday the following Friday. "Midday" is the point in time on Friday at which four of the employee's scheduled eight hours have been worked.

I.1.3.3 Extended Workweek Schedule

Any full time employee may be assigned to an extended workweek schedule to meet extraordinary business needs. An extended workweek schedule is a non-permanent work schedule planned by management in advance, in which scheduled work hours are anticipated to meet or exceed a minimum of 56 hours in each workweek for a minimum of five (5) consecutive weeks.

An ongoing extended workweek schedule in excess of fifty-six (56) hours per week for more than five (5) consecutive workweeks may be approved in unusual circumstances, such as, but not limited to, special assignments at remote locations. An employee should not be assigned to an Extended Workweek Schedule and an Alternate Work Schedule at the same time, see Section L.I.2.4.

a. Non-exempt (Limited-Time) Employees

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The Associate Director is authorized to approve Extended Workweek Schedules for non-exempt employees consistent with this policy. Limited-time employees receive pay for hours worked during Extended Workweek Schedules in accordance with Section L.II.2.1, Pay for Overtime - Limited-Time (Non-Exempt) Employees.

b. Exempt (Unlimited-Time) Employees

Extended Workweek Schedules for exempt employees require prior approval in accordance with Employment Procedures. Approvals normally do not exceed six (6) months at a time.

I.2 Work Schedule Definitions

A work schedule is the daily or weekly hours that an employee is assigned to work.

I.2.1 Work Schedule Approvals

Work schedules are established by the cognizant Associate Director and/or the Department Head/Division Leader to meet work requirements. A cognizant Associate Director, Department Head or Division Leader is one with responsibility to ensure that directorate, department, or division work requirements are met.

I.2.1.1 Schedule Changes

An employee’s schedule of days off, workdays, and hours per day within the specified time schedule may be changed by his/her supervisor to meet job requirements.

I.2.2 Standard Work Schedules

I.2.2.1 Standard Lawrence Livermore National Security, LLC Work Schedule - Full-Time Employees

The Standard Lawrence Livermore National Security, LLC Work Schedule for full-time employees is five 8-hour work days during a calendar week. The normal daily schedule is 8:00 a.m. to 4:45 p.m., Monday through Friday, with a daily lunch period of forty-five minutes (see Section L.I.8.1 “Meal Periods”). Meal periods for non-exempt employees must be no less than thirty (30) minutes and must begin before the sixth hour of work. Regular duty days may be established on Saturday and Sunday when necessary to achieve business objectives. If a one-hour lunch period is taken, the work day begins 15 minutes earlier (7:45 a.m.) or ends 15 minutes later (5:00 p.m.). The cognizant Department

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Head/Division Leader and/or supervisor may approve a Temporary Schedule Change (Section L.I.2.2.5), Flextime (Section L.I.5) and Occasional Reschedule (Section L.I.6), in accordance with the terms of those policies, for full-time employees on a Standard Lawrence Livermore National Security, LLC Work Schedule.

I.2.2.2 Standard Lawrence Livermore National Security, LLC Work Schedule - Part-Time Employees

The Standard Lawrence Livermore National Security, LLC Work Schedule for part-time employees consists of the number of 8-hour days each workweek that corresponds to their employment percentage (for example, 60% is three 8-hour days per week) or the number of hours each workday that corresponds to their employment percentage (for example, 60% is approximately 5 hours each day). The cognizant Department Head/Division Leader and/or supervisor may approve a Temporary Schedule Change (Section L.I.2.2.5), Flextime (Section L.I.5), and Occasional Reschedule (Section L.I.6) in accordance with the terms of those policies for part-time employees on a Standard Lawrence Livermore National Security, LLC Work Schedule.

I.2.2.3 Flexible Work Schedules

I.2.2.3.1 Full-Time Employees (Flexible 5/40)

Exempt (Unlimited-Time) Employees. A Flexible 5/40 Work Schedule for full-time exempt employees is normally considered to be 40 hours; however, greater emphasis is placed on meeting the responsibilities assigned to the position than on working a specified number of hours. Unlimited-time employees assigned to a Flexible 5/40 Work Schedule report to their Lawrence Livermore National Security, LLC work site and perform work (or charge leave) on each of the five (5) calendar days beginning Monday and ending Friday. Regular duty days may be established on Saturday and Sunday when necessary to achieve business objectives (see Section L.I.9.2). The cognizant Department Head/Division Leader and/or supervisor may approve a Temporary Schedule Change (Section L.I.2.2.5) and Flextime (Section L.I.5) for exempt employees on a Flexible 5/40 Work Schedule in accordance with the terms of those policies.

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I.2.2.3.2 Part-Time Employees

a. Part-Time Non-exempt (Limited-Time) Employees. A flexible work schedule for part-time non-exempt employees is one in which the employee works the number of hours corresponding to their employment percentage over the 5-day period Monday through Friday during a Standard Lawrence Livermore National Security, LLC Workweek (Section L.I.1.3.1). Regular duty days may be established on Saturday and Sunday when necessary to achieve business objectives. The hours scheduled per day may not be more than eight (8), unless working in an approved Alternate Work Schedule (AWS) work unit, in addition to a meal period (see Section L.I.8.1). Work need not be performed (or leave charged) on each of the five days. The cognizant Department Head/Division Leader and/or supervisor may approve a Temporary Schedule Change (Section L.I.2.2.5), Flextime (Section L.I.5), and Occasional Reschedule – Non-exempt Employees (Section L.I.6) for part-time limited-time employees on a Flexible Work Schedule in accordance with the terms of those policies.

b. Part-Time Exempt (Unlimited-Time) Employees. A flexible work

schedule for part-time exempt employees is one in which the employee accounts through effort reporting for 100% of the hours corresponding to their employment percentage over the course of the work week. The hours scheduled per workday during the Standard Lawrence Livermore National Security, LLC Workweek (Section L.I.1.3.1) may be more or less than 8, in addition to a meal period. Work need not be performed (or leave charged) on each of the five calendar days, Monday through Friday. Regular duty days may be established on Saturday and Sunday when necessary to achieve business objectives. The cognizant Department Head/Division Leader and/or supervisor may approve a Temporary Schedule Change (Section L.I.2.2.5) and Flextime (Section L.I.5) for part-time exempt employees on a Flexible Work Schedule in accordance with the terms of those policies.

I.2.2.4 Half-Day Defined - Exempt (Unlimited-Time) Employees

For the purposes of charging leave by full-time exempt employees assigned to the Standard Lawrence Livermore National Security, LLC Work Schedule or to a Flexible 5/40 Work Schedule, one-half day is four (4) hours.

I.2.2.5 Temporary Schedule Change

The cognizant supervisor and/or Department Head/Division Leader may approve a temporary change in the assigned daily start and stop times, assigned daily hours, and assigned days of work for employees assigned to

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a Standard Lawrence Livermore National Security, LLC Work Schedule (Section L.I.2.2.1 and L.I.2.2.2) or to a Flexible Work Schedule (Section L.I.2.2.3). Make up time requests are required for non-exempt employees requesting a schedule change that requires them to work more than eight hours in a day.

I.2.2.6 Holidays Falling on Scheduled Days Off

a. Non-exempt (Limited-Time) Employees A full-time non-exempt employee whose regular day off falls on a holiday observed by Lawrence Livermore National Security, LLC may be granted time off in the same workweek equivalent to the number of holiday hours that fall within the employee's workweek. If time off is not granted, the hours attributable to the holiday are considered time worked for purposes of computing overtime pay, in accordance with Section L.I.8.5 and L.I.9.1.

b. Exempt (Unlimited-Time) Employees When a holiday observed by Lawrence Livermore National Security, LLC falls on a full-time unlimited-time employee's regular day off, the employee may be granted another day off in the pay period in which the holiday falls.

I.2.3 Shift Schedules

I.2.3.1 Swing Shift

A swing shift is a work schedule in which more than half of the work hours are worked after 4:00 p.m. Once this requirement is met all hours worked on shift are eligible for the approved shift differential.

I.2.3.2 Owl Shift

An owl shift is a work schedule in which more than half of the work hours are worked before 8:00 a.m. Once this requirement is met all hours worked on shift are eligible for the approved shift differential.

I.2.4 Alternate Work Schedules

Alternate work schedules (AWS) approved for use at Lawrence Livermore National Security, LLC are 4/10s (Section L.I.3) and 9/80s (Section L.I.4).

I.2.4.1 Approval

The cognizant Associate Director may approve an Alternate Work Schedule for any employee in an organizational unit or for an individual employee. NOTE: Non-exempt requirements described in I.2.4.2 must be met.

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I.2.4.2 Assignment to Alternate Work Schedule

The cognizant Associate Director may assign any exempt employee or group of exempt employees to an alternate work schedule. For non-exempt employees to be assigned to either a 4/10 or 9/80 work schedule without incurring overtime liability, a valid election in favor of the schedule must have been adopted in the employee’s work unit. Signed alternate work week agreements must be on file for non-exempt employees to be assigned to an AWS.

I.2.4.3 Request for Assignment into or Out of Alternate Work Schedule

Any exempt employee may request to be assigned to an alternate work schedule or to move out of an alternate work schedule to which they have been assigned. Non-exempt employees working an AWS may request to be reassigned to a standard work schedule (see Section L.I.2.2). Employees not working an AWS may request to be moved to an AWS work unit consistent with their assignment.

Exempt employees on a 9/80 AWS normally have every other Friday off. The 9/80 schedule may not work for the organization all the time. The Laboratory’s core operating hours remain Monday through Friday, 8:00am to 4:45pm. Due to business necessity, there is no guarantee that exempt employees on a 9/80 AWS will always get to take the alternate Fridays off. There may be business necessities such as meetings, seminars, or conferences, travel, or emergencies that require working on a scheduled off Friday. If this happens, there is no entitlement to another day off to make up for it.

I.2.4.4 Approval of Request for Assignment into or out of Alternate Work Schedule

Approval of an employee's request for assignment into or out of an alternate work schedule is within the discretion of the cognizant Associate Director. Denial of the employee's request is not subject to Section H – “Complaint Resolution”.

I.2.4.5 Start Dates for Alternate Work Schedules

Once a non-exempt employee has requested and been approved for an alternate work schedule, the AWS is considered a permanent schedule, unless the employee requests and is given permission to opt out of the schedule, or the Associate Director discontinues the AWS for that work unit, or the work unit votes in a valid election to repeal the schedule.

I.2.4.6 Holidays - Application to Alternate Work Schedules

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a. Non-exempt (Limited-Time) Employees

(i) Holidays Falling on Scheduled Workdays

If a holiday falls on a 10-hour workday for a non-exempt employee assigned to a 4/10 work schedule or on a 9-hour workday for a non-exempt employee assigned to a 9/80 work schedule, the employee must report the time in excess of the 8 holiday hours as vacation leave or leave without pay. With submission of a make up request and prior approval from the supervisor, the employee may request a Holiday Reschedule in accordance with Section L.I.6.1 to make up the hour(s) by working a like number of hours within the same workweek.

(ii) Holidays Falling on Scheduled Days Off

A full-time non-exempt employee whose regular day off falls on a holiday observed by Lawrence Livermore National Security, LLC may be granted time off in the same workweek equivalent to the number of holiday hours that fall within the employee's workweek. If time off is not granted, the hours attributable to the holiday are considered time worked for purposes of computing overtime pay, in accordance with Section L.I.8.5 and L.I.9.1.

b. Exempt (Unlimited-Time) Employees

(i) Holidays Falling on Scheduled Workdays

If a holiday falls on a 10-hour workday for an exempt employee assigned to a 4/10 work schedule or on a 9-hour workday for an exempt employee assigned to a 9/80 work schedule, the employee does not report effort in excess of the 8 holiday hours as vacation or leave without pay. However, the exempt employee is expected to account for 100% of the working hours for the work week in which the holiday occurs.

(ii) Holidays Falling on Scheduled Days Off

When a holiday observed by Lawrence Livermore National Security, LLC falls on a full-time exempt employee's regular day off, the employee may be granted another day off in the pay period in which the holiday falls.

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I.3 4/10 Work Schedule

I.3.1 Defined

A 4/10 Work Schedule is comprised of four calendar days per Standard Lawrence Livermore National Security, LLC Workweek (Section L.I.1.3.1), with ten scheduled work hours per workday and a lunch period of at least one-half hour. Meal periods for non-exempt employees must be no less than thirty (30) minutes and must begin before the sixth hour of work. The cognizant Department Head/Division Leader and/or supervisor may approve a Temporary Schedule Change (Section L.I.3.5), Flextime (Section L.I.5), and Occasional Reschedule (Section L.I.6), in accordance with the terms of those policies, for employees on a 4/10 Work Schedule.

Example Showing Lunch Period - an employee on a 4/10 Work Schedule may be scheduled to work from 8 A.M to 6:30 P.M., Monday through Thursday, with a daily lunch period of one-half hour. If a lunch period of 45 minutes or one-hour is taken, the schedule would be 8 A.M. to 6:45 P.M or 8 A.M. to 7 P.M., respectively.

I.3.2 Half-Day Defined – Exempt (Unlimited-Time) Employees

For the purposes of charging leave by full-time exempt employees assigned to a 4/10 Work Schedule, one-half day is 5 hours.

I.3.3 Temporary Schedule Change

The cognizant supervisor and/or Department Head/Division Leader may approve a temporary change in the assigned daily start and stop times and the assigned days of work for employees assigned to 4/10 Work Schedules (Section L.I.3). Unless a make up time request has been submitted and approved, overtime applies to non-exempt employees scheduled to work on their day(s) off.

I.3.4 Full Day Absences for Sick Leave or Vacation

Employees assigned to a 4/10 Work Schedule must charge 10 hours to accrued leave for full day absences due to vacation or sick leave.

I.3.5 Holidays

The effect of a 4/10 Work Schedule on compensable holidays is described in Section L.I.2.4.6.

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I.4 9/80 Work Schedule

I.4.1 Defined

Workweek for Non-exempt (Limited-Time) Employees

A 9/80 Work Schedule for non-exempt employees is based on an alternate workweek beginning and ending at midday on Friday (see Section L.I.3.3). Actual scheduling for a non-exempt employee’s 9/80 Work Schedule covers a two calendar week period.

Two-Week Schedule

A 9/80 Work Schedule is comprised of a two-calendar week period. During the first calendar week, employees work 9-hour days Monday through Thursday and 8 hours on Friday. During the second calendar week, employees work 9-hour days Monday through Thursday and have Friday off. For all employees on a 9/80 AWS the 8-hour day and the day off must be Fridays. Employees who have a regular duty day on Saturday or Sunday, cannot be assigned to a 9/80 Work Schedule. The cognizant Department Head/Division Leader and/or supervisor may approve a Temporary Schedule Change (Section L.I.4.5), Flextime (Section L.I.5), and Occasional Reschedule (Section L.I.6) in accordance with the terms of those policies for employees on a 9/80 Work Schedule.

Example Showing Lunch Period - an employee on a 9/80 Work Schedule may be scheduled to work Monday through Thursday from 8 A.M to 5:30 P.M., with a daily lunch period of one-half hour. If a lunch period of 45 minutes or one-hour is taken, the schedule for the 9-hour day would be 8 A.M. to 5:45 P.M or 8 A.M. to 6 P.M., respectively. A standard 8 A.M. – 4:45 P.M. workday may be assigned for the work Friday, inclusive of a 45-minute lunch period.

I.4.2 Half-Day Defined – Exempt (Unlimited-Time) Employees

For the purposes of charging leave by fulltime exempt employees assigned to a 9/80 Work Schedule, one-half day is 4.5 hours on the 9-hour days and 4 hours on the work Friday.

I.4.3 Temporary Schedule Change

The cognizant supervisor and/or Department Head/Division Leader may approve a temporary change in the assigned daily start and stop times for employees assigned to 9/80 Work Schedules (see Section L.I.4). The workdays of the 9/80 Work Schedule cannot be changed on a temporary basis, except that a supervisor may require an employee to forego their regular

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Friday off in order to address staffing or business needs. Overtime rules will apply to non-exempt employees on an AWS whose workdays are reassigned by their supervisor. Unless a make up time request has been submitted and approved, overtime applies to non-exempt employees scheduled to work on their day(s) off.

I.4.4 Full Day Absences for Sick Leave or Vacation

Employees assigned to a 9/80 Work Schedule must charge 9 hours to accrued leave for full day absences due to vacation or sick leave that occur on their 9-hour work days and 8 hours for full day absences that occur on their 8-hour work days.

I.4.5 Holidays

The effect of a 9/80 Work Schedule on compensable holidays is described in Section L.I.1.2.4.6.

I.5 Flextime

When operationally and programmatically feasible, the cognizant Department Head/Division Leader may approve flextime (flexibility within full-time and part-time employees' assigned daily start and stop times) consistent with the needs of the department/division and the requirements of the employee's position, and these policies.

I.6 Occasional Reschedule

I.6.1 Non-exempt (Limited-Time) Employees

a. Personal Reschedule. Occasionally, with the submission of a make up time request, and the prior approval of the cognizant supervisor, a non-exempt employee may be permitted an absence of up to one-half day per workweek without the absence being charged to accrued or unpaid leave, provided the employee makes up the time during the same workweek and works no more than 11 hours in a single work day. For non-exempt employees assigned to a 9/80 Work Schedule, the time must be made up before midday on Friday; please see Section L.I.1.3.3.2.

b. Holiday Reschedule. With the submission of a make up time request, and

the prior approval of the cognizant supervisor, a non-exempt employee assigned to a 4/10 or 9/80 work schedule may be permitted to make up time during the same workweek for the hours normally scheduled for the workday on which the holiday falls that exceed the eight (8) paid holiday hours. No more that 11 hours may be scheduled in a work day for make up time. For non-exempt employees assigned to a 9/80 Work Schedule, the

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time must be made up before midday on Friday; please see Section L.I.1.3.3.2.

I.6.2 Exempt (Unlimited-Time) Employees

See Temporary Schedule Change Section L.I.2.2.5 for Standard Lawrence Livermore National Security, LLC Work Schedules, Section L.I.2.2.5.3 for Flexible Work Schedules, Section L.I.3.3 for 4/10 Work Schedules, and Section L.I.4.3 for 9/80 Work Schedules.

I.7 Telecommuting

I.7.1 Non-exempt (Limited-Time) Employees In unusual circumstances, when approved in advance by the cognizant Department Head/Division Leader, non-exempt employees may be assigned to perform occasional work from home or other alternate work location on an ad hoc or intermittent basis, provided the employee is able to adequately perform assigned duties from the alternate location. Non-exempt employees should not be assigned to perform work from home or other alternate work location on a regular part-time or full-time basis.

I.7.2 Exempt (Unlimited-Time) Employees When operationally and programmatically feasible, and when mutually beneficial to the employee and Lawrence Livermore National Security, LLC, telecommuting may be approved for exempt employees in accordance with this policy. Strategic Human Capital Management must be notified when an employee is approved to telecommute. I.7.2.1 Intermittent or Ad Hoc Telecommuting

When requested in advance by the exempt employee, the cognizant Department Head/Division Leader may approve intermittent or ad hoc work at home or other alternate location.

I.7.2.2 Permanent Part-Time or Full-Time Telecommuting

In limited circumstances, an exempt employee may be approved by the cognizant Associate Director for regular part-time or full-time work at home or other alternate location for a defined period not to exceed one (1) year, provided the conditions described in the Flexible Work Options Procedures are met and provided those conditions are documented in the form of the Lawrence Livermore National Security, LLC Work-at-Home/Telecommuting Agreement. This approval authority may be delegated one management level. Special restrictions apply for employees

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working in the Washington, DC area (see DOE O 350.2A). Travel costs between a telecommuting employee’s home office and Lawrence Livermore National Laboratory are not reimbursable under a Telecommuting Agreement. When the Work-at-Home/Alternate Work Location Agreement expires, a new written Agreement is required to extend the telecommuting arrangement.

I.8 Hours Worked for Pay Purposes – Non-exempt (Limited-Time)

Employees

I.8.1 Meal Periods

Any work period of more than five (5) continuous hours must provide non-exempt employees with a meal period of at least one-half hour. The meal period must begin by the fifth hour of work. Meal periods should be uninterrupted and are neither time worked nor time on pay status. The meal period may be waived if the work period is not more than six (6) hours. On duty meal periods may be allowed under limited circumstances and requires pre-approval by the Associate Director, Strategic Human Capital Management.

I.8.2 Rest Periods

Rest periods of at least ten (10) minutes, and not to exceed fifteen minutes once during each work period of three hours or more, shall be permitted to non-exempt employees by the Department Head/Division Leader. This time cannot be taken at the beginning or end of a work period, or accumulated for later use. For non-exempt employees, rest periods are considered time worked for pay purposes.

I.8.3 Preliminary and Postliminary Activities

When the nature of the job requires a non-exempt employee to change into or out of uniform, to engage in special washing and cleaning procedures, or to perform other such duties before or after work activities at a Lawrence Livermore National Security, LLC site at management's request, the time spent on such activities is considered time worked for pay purposes.

I.8.4 Travel Hours

Time spent by non-exempt employees on official travel outside their scheduled work hours is considered time worked [please see CFO policies].

I.8.5 Holiday Hours

Hours worked on a holiday by non-exempt employees are paid in accordance with Section G.I. Hours allowed (typically 8 hours for full-time) to non-exempt employees for compensable holidays are considered hours worked for

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purposes of computing overtime pay in the workweek in which the holiday hours fall; please see Section L.I.1.3.1 and L.I.1.3.3.

I.8.6 Sick Leave and Vacation Hours

Sick leave and vacation leave hours charged by limited-time employees are not considered time worked for overtime pay purposes.

I.8.7 Leave with Pay Hours

a. Paid Leave that is Considered Time Worked. The following Leave with Pay hours provided for in Section G.VI are considered time worked for overtime pay purposes; please see Sections L.I.8 and L.II.2):

o Voting Time Leave o Leave for Lawrence Livermore National Security, LLC-required

health checks o Leave for Blood Donations o Court Leave for administrative or legal proceedings on behalf of the

Laboratory or Lawrence Livermore National Security, LLC.

b. Paid Leave that is not Considered Time Worked. The following Leave with Pay hours provided for in Section G.V and G.VI are not considered time worked for the purpose of computing overtime pay:

o Military Leave o Jury Duty o Court Leave for administrative or legal proceedings that are not on

behalf of Lawrence Livermore National Security, LLC

I.9 Overtime Hours

I.9.1 Non-exempt (Limited-Time) Employees

"Overtime" is time worked by a non-exempt employee which exceeds eight (8) hours in a workday (for employees not on an AWS), or 40 hours in their assigned workweek. See also Section L.II.2.1, "Pay for Overtime – Non-Exempt Employees". Overtime for non-exempt employees on a 9/80 AWS is time which exceeds nine (9) hours in a workday or anytime on a scheduled “off” day. Overtime for non-exempt employees on a 4/10 AWS is time which exceeds ten (10) hours in a workday or anytime on a scheduled “off” day.

I.9.2 Exempt (Unlimited-Time) Employees

Full-time exempt employees are expected to work, over the course of the week, the minimum amount of time corresponding to their employment percentage and to work in excess of that minimum whenever necessary to

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meet the responsibilities of their position. Exempt employees are not eligible for overtime pay or for compensatory time off for time worked in excess of their employment percentage, but are eligible for extra pay when on an approved Extended Workweek (see Section L.II.2.4).

II Pay NOTE: The Laboratory's Financial Policies & Procedures that cover Laboratory Employee Labor can be found at: https://www-cfo.llnl.gov/policies/fppm.htm (Section 23.0).

II.1 Pay Rates

Employees are assigned to job classifications and are paid within bi-weekly or hourly rate ranges established for those classifications.

Employees may not be paid at a rate above the established range, but may be paid below the range when:

• On an approved leave and receiving only part of their normal salary, or • Appointed as a postdoctoral research staff member, or • A suitable training classification does not exist, and the employee does not

meet the minimum qualifications of the classification for the position, or • In connection with a disciplinary salary reduction in accordance with Section

E.II, "Corrective Action".

Any exceptions require the approval of the Laboratory Director.

II.2 Pay for Overtime

II.2.1 Non-exempt (Limited-Time) Employees

Non-exempt employees not on an approved alternate work schedule (AWS) are paid at the premium rate of 1-1/2 times their regular rate for time actually worked in excess of eight (8) hours in a work day or 40 hours in their assigned workweek.

Non-exempt employees on an approved alternate work schedule (AWS):

• All work performed in any workday beyond the schedule established by their agreement up to twelve (12) hours a day or beyond forty (40) hours in any workweek will be paid at 1-1/2 times their regular hourly rate. All work performed in excess of twelve (12) hours in any workday will be paid at double the employee’s regular hourly rate.

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• All hours for work performed on a scheduled off day are paid at the premium rate of 1-1/2 times the regular hourly rate for the first eight (8) hours and double the regular hourly rate over eight (8) hours.

Any hours worked by a non-exempt employee over eight (8) on the 7th consecutive day of a workweek are paid at double the regular hourly rate.

II.2.2 Approval to Work Overtime Required

Time worked in excess of a non-exempt employee’s daily or weekly schedule to cover emergencies or to meet job demands must be approved in advance by the cognizant Department Head/Division Leader or designated alternate. This authority may not be further delegated.

II.2.3 Special Approval for Excess Overtime

The prior approval of the Associate Director is required for non-exempt employees to work overtime for:

(a) more than four hours in a day if on a 5/8 schedule, three hours in a day for a 9/80 schedule, two hours in a day for a 4/10 schedule, or more than sixteen hours in a workweek, and

(b) overtime in each workweek (see Section L.I.3.1 and L.I.3.3) for more than four consecutive weeks (see also Section L.I.1.3.3 – "Extended Workweek").

II.2.4 Pay for an Extended Workweek Schedule

a. Non-exempt (Limited-Time) Employees. Non-exempt employees on a 5/8 work schedule are paid for hours worked in excess of eight in a work day or 40 in each workweek in accordance with the Lawrence Livermore National Security, LLC policy on Pay for Overtime (Section L.II.2)

b. Exempt (Unlimited-Time) Employees. Exempt employees who have been approved for an extended workweek schedule and who have been qualified to receive extended workweek pay in accordance with Section L.I.1.3.4 “Extended Workweek Schedule”, receive a flat rate of 40% of weekly salary for workweeks in which 56 effort hours have been reported.

II.3 Ancillary Pay

II.3.1 Shift Differential Pay

Employees in classifications eligible for a shift and assigned to a swing or owl shift receive extra pay. The shift differential rate is 7.5% of base pay for swing shift and 15% of base pay for owl shift.

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II.3.1.1 Shift Differential for Overtime

a. Regular Overtime. Regular overtime hours worked on a swing or owl shift are paid at the applicable shift differential rate only if more than one-half of the total work hours for that day are worked on the swing or owl shift. Overtime hours are paid in accordance with Section L.II.2.

b. Call-Back Overtime. Employees eligible for Call-Back Pay under Section L.II.3.3 receive the shift differential applicable to the shift on which the call-back overtime work is performed. Daily overtime rules will apply.

II.3.1.2 Shift Differential While on Leave with Pay

Employees assigned to a swing or owl shift are paid at the shift differential rate during all leaves with pay.

II.3.1.3 Shift Differential for Termination Vacation Pay

Employees assigned to a swing or owl shift at the time of termination are paid for unused, accrued vacation credits at the shift differential rate, unless the assignment was temporary and lasted less than ninety days.

II.3.1.4 Shift Differential and Temporary Assignments

Employees who usually work swing or owl shift continue to receive the differential while on temporary assignment to a day shift (for not more than four days), if the temporary assignment is initiated by the Department Head/Division Leader. The differential is not paid if the temporary assignment is initiated by the employee.

II.3.2 Isolation Allowance

An isolation allowance of up to 25% of base pay per workweek (prorated for partial weeks) is paid to employees only when they are assigned to an isolated test site outside the contiguous 48 states. Isolation allowance is added to normal base pay when calculating overtime pay for non-exempt employees. The allowance is not added to base pay when calculating Extended Workweek Pay for exempt employees.

II.3.3 Call-Back Pay

a. Eligibility. Non-exempt employees are eligible for Call-Back Pay in the

following circumstances:

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o When called back in to a Lawrence Livermore National Security, LLC work site without prior notice.

o When prior notice of the need to return to a Lawrence Livermore National Security, LLC work site is given but the work is scheduled to begin at least three (3) but not more than 12 hours after completion of the employee's assigned work schedule on the day notice is given. In these circumstances, Call-Back Pay stops when the employee's next assigned work schedule starts.

o When in on-call status (see Section L.II.3.4) and called back in to a Lawrence Livermore National Security, LLC work site after the completion of the employee's assigned work schedule.

b. Work-at-Home Not Eligible. Non-exempt employees who are called for work they perform at home or other non-Lawrence Livermore National Security, LLC site report the time as time worked and are not eligible for Call-Back Pay.

c. "Lawrence Livermore National Security, LLC Work Site" Defined. "Lawrence Livermore National Security, LLC work site" includes LLNS, LLC sites such as Site 300 and other sites required by Lawrence Livermore National Security, LLC but does not include the employee's home.

d. Call-Back Minimum Period. The call-back minimum period starts when the employee reports for work at the required Lawrence Livermore National Security, LLC work site and ends three hours later.

e. Amount of Pay. Employees who are called-back will be paid for all hours worked at one and one-half times their straight time rate or for a minimum of three hours at one and one-half times their straight time rate, whichever is greater. If, at the commencement of the call-back period, the employee has more than 40 hours for the workweek that are considered hours worked for overtime purposes, the time actually worked on call-back is paid in accordance with Section L.II.2 – "Pay for Overtime".

f. Shift Differential. The shift differential applicable to the shift on which the call-back work is performed is included in the Call-Back Pay (see Section L.II.3.1).

g. Effect on On-Call Compensation. On-call payments cease when the employee reports for work at the required Lawrence Livermore National Security, LLC work site and do not resume until the three-hour call-back minimum period or greater number of call-back hours actually worked have elapsed (see Section L.II.3.4).

h. Repeat Call-Back. If called back again within the three-hour call-back minimum period, the employee is not eligible for another minimum.

i. Time Reporting. Employees who are called back report actual call back hours worked on site as "Call-Back Overtime." If the employee is called back again within the three-hour call-back minimum period, the employee totals the time actually worked during the two call-backs and reports it as one instance of call-back.

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II.3.4 On-Call Compensation

On-call is scheduled time during which an employee is not required to be at the work location but is required to be available by telephone or pager and able to report for work at a Lawrence Livermore National Security, LLC work site within the time specified by their organization (usually one hour) if called. Employees on a "call-out" list who are not scheduled by management to be in on-call status are not covered by this policy. On-call status is a planned management action that can be used by management in both emergency and long-term, continuing operational situations.

a. Non-Exempt (Limited-time) Employees. Non-exempt employees assigned to on-call status will be paid 14% of their hourly base rate for each on-call duty hour.

(i) Call-Back in to a Lawrence Livermore National Security, LLC Work Site. If the employee is called back in to a Lawrence Livermore National Security, LLC work site from on-call status, the employee receives Call-Back Pay as provided in Section L.II.3.3 On-call payments cease when the employee reports for work at the required Lawrence Livermore National Security, LLC work site. On-call payments do not resume until the conclusion of call-back time (that is, until after the greater of the three-hour call-back minimum or actual call-back hours worked has elapsed).

(ii) Call for Work Performed At Home or Other Non-Lawrence Livermore National Security, LLC Site. If employees in on-call status are called for work they perform at home or other site not required by Lawrence Livermore National Security, LLC, on-call payments cease during the period actual work is performed and resume once the work is completed. The employee reports the work time as time worked and is paid for all hours actually worked at home at the straight time rate, or, if daily straight time maximum has been reached or 40 hours have been worked in the workweek, at the overtime rate, in accordance with Section L.II.2 – "Pay for Overtime". Employees in this circumstance are not eligible for Call-Back Pay under Section L.II.3.3.

b. Exempt (Unlimited-time) Employees. Exempt employees shall receive a

flat rate specified by Lawrence Livermore National Security, LLC for each 24-hour period in which they are assigned to on-call duty provided they are on call for a minimum of fifteen (15) hours, or thirteen (13) hours for eligible employees on a four-day, ten-hour alternate work schedule, or fourteen (14) hours for eligible employees on the nine-hour day of a 9/80 schedule within a 24-hour period during the employees’ normal workweek. However, all exempt employees shall receive on-call

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compensation after a minimum 15 hours of on-call status within a 24-hour period on their normal unscheduled work time.

II.3.5 Eligibility

a. Non-Exempt (Limited-Time) Employees. Non-exempt employees are eligible for on-call pay consistent with the provisions of this policy.

b. Exempt (Unlimited-Time) Employees. Exempt employees are not eligible for on-call duty pay unless they are on call:

o For a period of time sufficient to train non-exempt employees in unique skills and/or knowledge essential to the operation or emergency needs;

o When unique and essential skills and/or knowledge possessed by the exempt employee cannot be readily transferred to a non-exempt employee;

o When the emergency requires management/supervisory oversight as an integral function of the operational response.

II.3.6 Reporting Pay

If a non-exempt employee reports to work on a scheduled workday, they must be paid for the greater of one-half (1/2) their scheduled day’s work (up to four hours) or two (2) hours of their regular rate of pay.

II.4 Fractional Pay

a. Non-exempt (Limited-Time) Employees. Non-exempt employees are paid for hours worked.

b. Exempt (Unlimited-Time) Employees. Exempt employees are paid for fractional months according to the following formula:

Monthly Salary x Percent Time x 12

26 Pay Periods

II.5 Holiday Pay

See Section G, Part I, "Holidays".

II.6 Vacation Pay

See Section G, Part II, "Vacation".

II.7 Sick Leave Pay

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See Section G, Part III, "Sick Leave".

II.8 Pay for Travel Time

Exempt (Unlimited-Time) Employees. Exempt employees are not compensated for travel time outside their work schedule. Non-Exempt (Limited-Time) Employees. Non-exempt employees on official travel outside their scheduled work hours are paid for the travel time in accordance with Section L.I.3.1 “Pay for Overtime”. Additional details are located at: https://www-cfo.llnl.gov/policies/fppm.htm.

II.9 Termination Pay

Upon separation, employees are paid for work done through the last day of work, plus any accrued, unused vacation credits; please see Section G.II.8, "Termination Vacation Pay".

II.10 Severance Pay

Career employees, trainees, apprentices, term appointees, and key personnel who are eligible for vacation and sick leave credits and who are laid off from employment (see Section K, Part III, “Layoff”) for an indefinite period due to lack of work or lack of funds, are eligible for severance payments in accordance with the following provisions.

II.10.1 Definitions

The following definitions shall apply for purposes of severance payments:

Continuous Service

Service is continuous if an employee is on pay status each month without a break in service. A break in service occurs when there is a separation from Lawrence Livermore National Security, LLC employment status. A separation from employment status for the purpose of transferring an employee to Contract 44 from Contract 48 is not a break in service. a. Periods on an approved leave without pay for military service, illness or

injury compensable by workers’ compensation, assignment to another research organization at the direction of Lawrence Livermore National Security, LLC, or for any period of thirty days or less are counted as periods of continuous service for the purposes of severance pay, as are periods on pay status before and after any other approved leave without

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pay. Leave granted pursuant to the Family Medical Leave Act or the California Family Rights Act is not considered as a break in service.

b. Periods of employment prior to a break in service are not counted as periods of continuous service for purposes of severance payments, nor are periods on pay status as a Graduate Student Employee or indeterminate-time employee, except that for an indeterminate-time employee who has attained career status, the period on pay status which qualified the employee for career status and subsequent periods shall be counted.

c. Continuous service is reestablished when an employee laid off prior to 10/01/08 is rehired from preferential rehire status.

Equivalent Job

An equivalent job is any career position with the Laboratory or Lawrence Livermore National Security, LLC at a beginning salary at least equal to the salary paid the employee in the job from which that employee was laid off, regardless of salary range.

One Week’s Pay

One week’s pay for non-exempt, hourly rated employees is defined as the basic hourly rate (excluding shift differential and overtime) x 40 hours. One week’s pay for exempt employees is defined as the hourly equivalent of the monthly rate x 40 hours.

II.10.2 Severance Payments

The severance payment will be made in an amount equal to one week’s pay for each calendar year of continuous fulltime equivalent service (a fractional year of fulltime equivalent service of six months or more is counted as one year of service) not to exceed a total of twenty-six (26) weeks’ pay.

An employee will have the option of selecting a lump-sum payment at time of termination or payment in biweekly installments.

II.10.3 Limitations

• Severance payments will not extend the period of employment beyond the date of termination due to layoff.

• Severance payments made to an employee will not include payment for any period of service for which the employee has previously received such payment.

• Severance payments will not be provided to an employee who transfers to another Laboratory or Lawrence Livermore National Security, LLC career position nor to an employee who refuses a transfer to an equivalent job with the Laboratory or Lawrence Livermore National Security, LLC.

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• Severance payments will not be made to any employee who terminates for any reason other than layoff except that:

a. An employee who resigns after receiving formal notification of layoff

but prior to the effective date of layoff may be provided severance payments with the approval of the Laboratory’s Associate Director for Strategic Human Capital Management.

b. An employee who resigns in lieu of another employee who would have been laid off may be provided severance payments with the approval of the Laboratory’s Associate Director for Strategic Human Capital Management.

II.10.4 Reemployment

Should an individual be rehired with LLNS before the end of the number of weeks for which severance payments have been made, they must agree in writing that the balance of their severance program benefit payments will be credited as an advance on their earnings in accordance with policy and to the extent permitted by California law.

III Pay Computations, Paydays, and Paycheck Distribution

III.1 Pay Computations

All employees are paid on a bi-weekly basis.

III.1.1 Exempt Pay

Exempt employee pay (except for indeterminate-time employees) for those employees working a fixed percentage of time (part-time or full time) is computed as follows:

Monthly Salary x Percent Time x 12

26 Pay Periods

III.1.2 Non-exempt and Indeterminate-Time Pay

Non-exempt and indeterminate-time (both exempt and non-exempt) employee pay is computed as follows:

Hours payable x applicable hourly rate of pay = pay

III.2 Payroll Deductions

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Deductions made from gross pay are shown on paycheck stubs. Generally, deductions include:

• State and Federal withholding tax. • Retirement system contributions. • Group insurance plans. • Contributions to HOME (Helping Others More Effectively). • Payments to the employee organizations. • Wage garnishments

III.3 Paydays and Paychecks

All employees are paid by check or electronic deposit every other Friday. If Friday is a holiday, employees are paid on the last workday of that workweek. Shift differential, extended workweek pay, on-call pay, etc., are paid on the next regular pay date by check or electronic deposit.

III.3.1 Final Paychecks

The final time card and a Special Time Card Transmittal (LL-3287, Payroll Time and Effort Distribution Card) are to be sent to the Payroll Office on the last day of work. Time may be reported via Laboratory Institutional Time Entry System (LITE) providing payroll receives a notification through email to mailto:payroll@llnl.gov. The employee must be given the final paycheck on the last day of work. The time card showing time worked and time expected to work, along with a Special Time Card Transmittal (LL-3287, Payroll Time and Effort Distribution Card) or authorized LITE transmission are to be sent to the Payroll Office by 12 noon on the day before the separation date. The final paycheck is available to the employee in his/her department after 4:00 p.m. on the separation date.

III.3.2 Paycheck Delivery

Employees may have their paycheck mailed to their homes, banks, or L-code.

III.3.3 Electronic Deposit

Employees may have their pay electronically deposited to their financial institution. The deposit will be made by the close of business on payday. Employees may have their advice of deposit mailed to their L-code or to an address of their choice.

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IV Time Reporting

IV.1 Policy

Time reporting serves as a basis for both payroll preparation and distribution of labor costs to Lawrence Livermore National Security, LLC cost centers.

Accurate effort reporting assures that labor costs are reported in the proper budget and reporting classification, and provides effective means for budgetary and management control.

All work, leave, and holiday time for each employee is to be reported for each time reporting period on payroll and effort distribution cards or by other time reporting procedures, such as automated systems, approved by the Accounting Officer.

IV.2 Report Periods

IV.2.1 Exempt

Exempt employees on fulltime or part-time work schedules normally report their time weekly in LITE or on paper time cards. Time worked on each project/task number is reported up to the employee’s appointment percentage, but not more than 40 hours per week. Effort hours entered into LITE are not used for tracking actual hours worked by exempt employees for pay or attendance. LITE is used to ensure proper accounting of labor charges. Leave and holiday time is reported for each specified day. Time is reported to the nearest half-day.

IV.2.2 Non-exempt

Non-exempt and indeterminate employees report their time weekly in LITE or on paper time cards, as follows:

Report all work time to the nearest quarter-hour for each specified day. Leave is reported either to the nearest hour or the nearest quarter-hour.

Indeterminate-time employee eligibility for holidays is determined by the Payroll Office and is not reported on the time card.

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IV.3 Special Reporting

IV.3.1 Nevada Test Site

Employees temporarily assigned to the Nevada Test Site have their regular time reported by their home department/division. Leave taken, overtime, and swing and owl-shift work are reported by the Nevada Test Site Field to the home department/division.

IV.3.2 Temporary Remote Sites

Time reporting procedures may vary when employees are assigned to a temporary remote work site. Special instructions for time reporting are provided by the Finance Department.

For complete policies and procedures related to time reporting, refer to the Financial Policies and Procedures Manual.

Last Update – December 22, 2008

For policy-related questions, contacts are: Employment Representatives, Patricia Rzeszutko x 2-6597

and LLNL Disclaimers Administrative Information

https://www-cfo.llnl.gov/policies/fppm.htmhttps://employment.llnl.gov/index.htmlmailto:rzeszutko2@llnl.govmailto:rzeszutko2@llnl.govhttp://www.llnl.gov/disclaimer.html

SECTION L HOURS OF WORK, OVERTIME, PAY, AND TIME REPORTINGTable of ContentsI Hours of WorkII PayIII Pay Computations, Paydays, and Paycheck DistributionI Hours of WorkI.1 Standard Workweek DefinitionsI.2 Work Schedule DefinitionsI.2.1.1 Schedule ChangesI.2.2 Standard Work SchedulesI.2.2.1 Standard Lawrence Livermore National Security, LLC Work Schedule - Full-Time EmployeesI.2.2.6   Holidays Falling on Scheduled Days Offa.   Non-exempt (Limited-Time) Employeesb.   Exempt (Unlimited-Time) Employees

I.4 9/80 Work Schedule I.5 FlextimeI.6 Occasional RescheduleI.6.2 Exempt (Unlimited-Time) Employees

I.7 TelecommutingI.9 Overtime Hours

II PayII.2 Pay for OvertimeII.3 Ancillary PayII.4 Fractional PayII.5 Holiday PayII.6 Vacation PayII.7 Sick Leave PayII.8 Pay for Travel TimeII.9 Termination PayII.10 Severance Pay

III Pay Computations, Paydays, and Paycheck DistributionIII.1 Pay ComputationsAll employees are paid on a bi-weekly basis.III.1.1 Exempt Pay III.1.2 Non-exempt and Indeterminate-Time Pay

III.2 Payroll DeductionsIII.3 Paydays and Paychecks

IV Time ReportingIV.1 PolicyIV.2 Report PeriodsIV.3 Special Reporting