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 Colleges = 5 working days to turn absence reports into Employee Benefits.  Employee Benefits = 3 working days to process & send to Data Image.  Data.

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Presentation on theme: " Colleges = 5 working days to turn absence reports into Employee Benefits.  Employee Benefits = 3 working days to process & send to Data Image.  Data."— Presentation transcript:

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2  Colleges = 5 working days to turn absence reports into Employee Benefits.  Employee Benefits = 3 working days to process & send to Data Image.  Data Image = 24 hours to send electronic files back to Employee Benefits.  Employee Benefits = 1 day to fix errors and turn file over to payroll.

3 What happens if absence reports miss the deadline? The absence reports won’t be processed until the following month resulting in incorrect balances on the employee’s pay stub and the reports to the colleges

4 For employees on extended leave, resigning, retiring or in the case of death, submit all absence reports ASAP to avoid overpayment to the employee or expedite vacation pay out.

5 Employee ID# - System compares ID to first 4 letters in last name. If first four letters are the same it will post absences to the wrong bank i.e. Hildegard Humperdink Jack Humperdink If Hildegards ID# is on Jack’s absence report the system will not catch the error.

6 Hours - If hours are not completed correctly it will result in the employee being charged the wrong amount. Data Image will key exactly what is written. If Hildegard took 5 hours complete the absence report as follows: 500

7 What happens if it is completed as follows? When the absence report is keyed the “5” will move all the way to the right only charging the employee.05 instead of

8 This absence report was keyed as 8 hours instead of 12.

9 This absence report was keyed as 43.9 hours

10 The hours will be moved to the right and this person will be charged.20 of an hour Instead of 2.00.

11 The hours will be moved to the right and this person will be charged 2.15 hours Instead of 21.5

12 MONTHLY ACCRUAL RATE CONVERSION RATE (HOURS TO DAYS) COORDINATORS, COUNSELORS, NURSES LIBRARIANS FT INSTRUCTORS 4.00 ADJUNCT/ OVERLOAD/ SUMMER FTE X

13  For employee’s own illness, injury, doctor or dentist appointments.  Should report as sick leave even if all sick leave is exhausted.  Per all collective bargaining agreements a physician’s note is REQUIRED for all absences exceeding 10 days.

14 Complete P-111 (Request for Pregnancy/Childbirth Leave of Absence Form). Forward to the VPI.

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16 This is the time frame of the physician’s note. This is the date the employee intends on returning to work.

17 Medical verification Dates of leave Diagnosis (pregnancy)

18  Complete absence reports for the duration of leave and forward to Employee Benefits.  Sick Leave for duration of physician’s note  Employee Benefits will make any adjustments necessary depending on employee’s leave balances, actual date of birth, etc.

19 FMLA (Family Medical Leave Act)- Federal Law, CFRA (California Family Rights Act)- State Law that allows eligible employee up to 12 weeks off for their own or immediate family member’s illness or injury.  Can be taken at one time or intermittently  Make sure FMLA is checked on right side of absence report.

20 PDL (Pregnancy Disability Leave) -  unpaid and valid only while the employee is disabled by pregnancy, childbirth or a related medical condition.  Can be continuous or intermittent leave

21 Suzy works until her delivery date - physician’s release for 6 weeks – RTW at end of 6 weeks. Weeks: The following leaves are applicable:  6 wks of 16 wk max of PDL (all Dr. authorized)  6 wks of 12 wk max of FMLA (may use additional 6 wks anytime in next 12 months)  Did not request any bonding time under CFRA (may use 12 wks anytime in next 12 month PDL FMLA

22 Suzy works until her delivery date - physician’s release for 6 weeks – requested additional leave for 12 weeks. Total LOA 18 weeks. Weeks: The following leaves are applicable:  6 wks of 16 wk max of PDL (all Dr. authorized)  12 wks of 12 wk max of FMLA (FMLA exhausted)  12 wks of 12 wk max bonding time under CFRA (CFRA exhausted) PDLCFRA FMLA

23 Suzy has difficult pregnancy - physician’s release for 8 wks prior to delivery, has cesarean so release is for 8 weeks after delivery, for a total of 16 wks – requested additional leave for 12 weeks. Total LOA 28 weeks. The following leaves are applicable:  16 wks of 16 wk max of PDL  12 wks of 12 wk max of FMLA (FMLA exhausted)  12 wks of 12 wk max bonding time under CFRA (CFRA exhausted) PDLCFRA FMLA

24  When employee exhausts all available and accrued sick leave they may be eligible for 5 Month Law which provides pay for 50% of their reportable hours.  Employee must provide physician's note with dates of illness, diagnosis and signed by physician. Notes may be submitted directly to Employee Benefits for confidentiality.

25 100 days of “Other” sick leave per fiscal year – includes accrued and advanced sick leave. Full time instructor with no sick leave remaining as of 6/30 would have 90 days available in the fiscal year. 100 days (5 Month Law) - 10 days advance for fiscal year 90 days 5 Month Law

26 Employee with a balance of 24 hours (24/4=6 days) as of 6/30 would have 84 days available in the fiscal year. 6 days (balance) +10 days (advance for fiscal year) 16 days available sick leave 100 days 5 Month Law - 16 days available sick leave 84 days 5 Month law

27 Employee with a balance of 600 hours (150 days) as of 6/30 would not be eligible for 5 Month Law.

28 The Catastrophic Illness or Injury Leave Program provides eligible employees (permanent employees not receiving worker’s compensation or long term disability benefits), who have exhausted all sick leave and are on Five Month Law, full pay for up to 30 days.

29 Extended Catastrophic Leave extends the leave for eligible (permanent employees not receiving worker’s compensation or long term disability benefits) employees who are unable to return to work fully or partially once all sick leave and Five Month Law benefits are exhausted

30  Employees must apply for Extended Catastrophic Leave & be approved by committee.  may apply for up to 50% of their salary and full medical benefits  Maximum 1 semester (82 days)

31  90 day waiting period  66.67% salary  Total or partial disability  No absence reports submitted

32  6 days (24 hrs faculty, 45 hrs non- faculty) per fiscal year.  General nature of absence must be indicated on the absence report.  If reason is missing absence will be changed to loss of pay.

33  2 days per fiscal year for regular permanent certificated staff(8 hrs faculty, 15 hrs non- faculty).  LTT, Adjunct, Overload and Summer School not eligible.  Absence does not need to be indicated on the absence report, but must give general reason to supervisor.

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35  Documentation supporting days served must be attached to absence report.  If employee is paid the daily juror fee it must be reimbursed to the district.  If released from service prior to work day ending, then employee is expected to return to work.  Missing documentation = absence charged to loss of pay.  LTT not eligible.

36  1 day provided the reason for the appearance was not the result of misconduct on the part of the employee.  Copy of subpoena attached to absence report.  If released from service prior to work day ending, then employee is expected to return to work.  Missing documentation = absence charged to loss of pay.  LTT not eligible.

37  To care for an immediate family member as defined by bargaining agreement.  Physician’s statement must be attached to absence report verifying the family member is “critically ill”. Waived when illness is followed by death.  The relationship to the employee must be noted on the absence report.  Missing documentation will result in the absence being charged to loss of pay.  LTT not eligible

38  Absence report must include the relationship to the deceased. Missing info = change in absence to loss of pay.  3 days in state 5 days out of state. If absence report does not indicate out of state only 3 days will be granted

39  Military order supporting the days served must be attached to the absence report.  Must also provide a copy of military paystub – District salary will be offset by military pay.  Failure to submit verification of payment = loss of pay.

40  Report as workers’ compensation on absence report – Employee Benefits will make any necessary adjustments.  Include date of injury on absence report.  Questions on worker’s compensation absences – Herschel Smith, General Services

41  For missing hours on absence report complete 2 nd report with only additional time. Mark absence report “Additional”  To reduce the hours reported, or change the classification of the absence complete a new absence report. Mark absence report “Revised”.  Failure to mark an absence report revised can result in the employee being charged twice.

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43  Each lecture formula hour (50 minutes) missed = 1 hr absent  Absence hours = instructional minutes/50. ex: 90 min/50 = 1.80 lecture hours absent

44  Each lab formula hour (75minutes) must be converted to lecture hours  Absence hours = instructional minutes/50 x.75. ex: 90 min/50 x.75= 1.35 lab hours absent

45 Quick Reference Guide For Lecture and Lab hours Page 34

46  1 hr absence for each office hour missed  11 additional hours scheduled during academic year due to compressed calendar.  EE out entire semester or year = 1.07 hrs/day 4 days/week.

47 MonTuesWedTHFRITotal Lecture Lab (4.1x.75) Office TOTAL

48  Total hours for Tues & Th are calculated as follows: 3.2 lecture hour + (2.05 lab hrs x.75 = 1.54) office hr = 6.11 hrs  If the faculty member is absent for lecture class Monday and attends lab & office hr total absence = 3.50 hrs  If faculty member is absent lab on Tues and attends lecture and office hr total absence = 1.54 hrs (2.05 hrs x.75)

49 % Reassigned Time Time absent each day for 5 day schedule Time absent each day for 4 day schedule 20% % % % Reassigned Time (Release Time) can be difficult to schedule and account for when reporting absences – spread time evenly over scheduled workdays x 20% = /5 th of 4.27 =.86 1/4 th of 4.27 = 1.07

50 MonTuesWedTHFRITotal Lecture Office % Reassigned time TOTAL MonTuesWedTHFRITotal Lecture Office % Reassigned time TOTAL

51 If specific hours are not identified treat like Reassigned Time & spread hours evenly over week. MonTuesWedTHFriTOTAL Lecture Lab (5.2x.75) Office Hr TBA -3 lecture hrs/wk TOTAL

52  No schedule – consider the load and divide the time evenly over the semester.  Adjunct with a sick leave balance and preference – keep the TCS active so Adjunct may utilize sick leave.  Employee paid off timesheets.

53  LRCFT Contract – “Formula hour credit for oversized classes will be granted on the basis of actual enrollment on the first census for the class.  Min 75 students = 1.5 times normal load credit  Min 85 students = 2.0 times normal load credit No more than double credit will be allowed”

54 Multiple formula hour by load credit to calculate hours absent. MonTuesWedTHFriTOTAL Lecture 2 (1.5 load)1.62 (1.5 load) (4*1.5) Lab (6.4x.75) Office Hr TOTAL

55  LRCFT Contract – “Formula hour equivalents will be given on the basis of the following number of students enrolled at fourth week census:  5 – 14 students = 1 formula hour  15 – 24 students = 2 formula hours  25 – 34 students = 3 formula hours”

56 MonTuesWedTHFriTOTAL Lecture 1 work exp. (3 fh) work exp. (3 fh) Lab (6.4x.75) Office Hr TOTAL

57  7.5 hr or 8 hr days – 37.5 or 40 hrs/wk.  Absences reported on a 1:1 ratio Example: MONTUESWEDTHFRITOTAL Hours TOTAL Example: If absent 3 hrs on Tuesday, report 3 hrs.

58 % Reassigned Time Time absent each day for 5 day schedule Time absent each day for 4 day schedule 20% % % % Reassigned Time is averaged over the number of days scheduled to work. Example: 20% reassigned time x 37.5 hrs/wk = 7.5 hrs 7.5 hrs/5 days = 1.5 hrs/day

59 Reassigned Time where hours are distributed evenly across the week. MonTuesWedTHFRITotal Schedule % Reassigned time TOTAL

60 Reassigned Time where hours are not distributed evenly across the week. MonTuesWedTHFRITotal Schedule % Reassigned time TOTAL Depending on which day of the week the absence falls on depends on the hours reported absent.

61 Absence reporting is not required, since there is no campus obligation.

62  Report office hour for each day.  Report 2 hours for each final scheduled for that day and missed.

63 Each college has their own guidelines and policies, so follow the policy for your campus.

64  Classroom Faculty = 4.2 hrs per Flex day.  If absent a portion of the day then report - hours absent x 4.2/6

65 Non-Classroom Faculty =IF Non- classroom faculty participates in FLEX activities, then report the time required to commit.

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68 Hildegard needs to take next Monday off because her daughter’s daycare will be closed. What type of leave would this be?

69 Hildegard needs to take time off to attend a funeral of a friend - what type of leave can she use? What if the funeral was for her spouse’s aunt?

70 What is the difference between the physician’s note, for 5 Month Law supplied to Employee Benefits and the physician’s note for the campus?

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