Good afternoon campus community,
It’s that time of year again! Our campus Summer 4/40 Schedule begins on Monday, June 22, 2009 and ends on Friday, September 11, 2009.
The California State’s "standard shift", for pay purposes, is Monday through Friday, eight hours per day. Non-exempt employees who work outside of the "standard shift", are required to be paid accordingly, per the Fair Labor Standards Act (FLSA).
Time-keeping, in an accurate and timely manner, is crucial when implementing this mandated practice, referred to as the "Excess/Deficit" Hours process.
Below is a summary of how the Excess/Deficit Hours processing works:
Below are sample time sheets (Absence and Additional Time Worked Report - STD634) for the June, July, August and September 2009 pay periods, for non-exempt employees who work full-time, according to the Summer 4/40 Schedule.
Non-exempt employees working "alternate work schedules", other than the Summer 4/40 Schedule, are required to submit their schedules, exactly as worked, on their time sheets (STD 634 - line 7A).
Excess/Deficit hours, worked by employees with a ‘less than full-time’ time base, are calculated on a pro rata basis.
Enjoy your summer schedules!
Shirley Dorsey
Payroll Manager
Below is a summary of hours worked by full-time, non-exempt employees who work the 4/40 summer schedule in 2009:
| Pay Period | SCO Hrs Pd | Actual Hrs Wkd | Excess/Deficit | Balance Status |
|---|---|---|---|---|
| June 1st- June 30th | 176 | 176 | 0 Hours Excess | No action needed |
| July 1st - July 30th | 176 | 184 | 8 Hrs Excess | Must be paid to ees |
| July 31st - Aug 31st | 176 | 170 | (6) Hrs Deficit | Charge by 12/31/09 |
| Sept 1st – Sept 30th | 176 | 174 | (2) Hrs Deficit | Charge by 12/31/09 |
During the week of June 30th (July 4th Holiday week), our campus will revert back to the State Controller’s Office (SCO) ‘standard’ schedule. The ‘standard’ work schedule is Monday to Friday, 8 hours per day. Our campus will be closed on Friday, July 3rd in observance of Independence Day.
By September 30, 2009, full-time, non-exempt employees who worked the Summer 4/40 work schedule, will have accumulated a net "Deficit" balance of 8 hours (July - September). Our campus is required to clear these "Deficit" balances by no later than December 31, 2009 for all bargaining units.
After September 30, 2009 (at the end of the Summer 4/40 schedule), employees may choose to offset "Deficit" balances by using other available leave credits such as vacation, compensatory time off (CTO), previously accrued "holiday credits", and/or personal holiday. Please keep in mind that personal holidays are accrued in units, not hours, thus using them for partial days will not be beneficial to employees.
Affected employees with no leave credits available, to offset their deficits as of September 30, 2009, may choose to be "docked", otherwise Payroll will be required to set up Accounts Receivable, as appropriate. ‘Docks’ can only take place in the pay period for which they occurred (prior to payroll cut-off for that pay period, Tuesday, September 22, 2009).
The Holiday (Labor Day) observed on September 7, 2009 will be paid to full-time employees at 10 hour per day, except for employees of Bargaining Unit 4 (Academic Professionals of California), whose contract, article 25.4 states: "A full-time employee in pay status on the day a holiday is officially observed shall be entitled to an eight (8) hour holiday. A less than full-time employee in pay status on the day a holiday is officially observed shall be entitled to an eight (8) hour holiday pro rata". The additional 2 hours for the mentioned holidays must be charged to available leave credits such as vacation, CTO, previously accumulated holiday credits.
Employees working schedules other than the ‘standard shift’ (Monday to Friday, 8 hours per day), please record your schedules exactly as worked on your STD634s, Line 7A (every pay period). This is required for the PeopleSoft Absence Management (Leave Accounting) system.
