1. Furlough Administration Update
School of Medicine
September 11, 2009

2. Furlough Savings Program
Why
When
What
Who
How

3. Furlough Savings Program - Why
UC faces an unprecedented $813 million deficit in state support
The furlough plan is part of a systemwide strategy to address the shortfall
Savings from the furlough plan will cover about one-quarter of UC’s budget gap
Student fee increases will close another quarter of the deficit.
Debt restructuring, and cuts in spending on campuses and within the Office of the President will make up the remainder.
This approach of shared sacrifice means that every member of the University takes part in solving UC’s budget problem.

4. Furlough Savings Program – When
Monthly Employees
9/1/09 Effective Date & 10/1/09 Pay Date
Biweekly Employees
9/6/09 Effective Date & 9/30/09 Pay Date
The program is scheduled to end 8/31/10 for Monthly Employees & 9/4/10 for Biweekly Employees

5. Furlough Savings Program - What
The plan is based on a sliding scale. Those who earn more have a larger number of furlough days and a correspondingly higher salary reduction
Salary reductions range from percent
Furlough days range from 11 – 24 days for full time employees
Furlough days will be scheduled through a combination of unit closures and floating days

6. Furlough Savings Program - What
Three distinct tables for 1) Staff, 2) Academic Year Faculty, 3) Fiscal year faculty

7. Furlough Savings Program - What
11 closure days announced for Davis Campus
Dec 18, 21, 22, 23, 28, 29, & 30 (Seven days)
March 24 – 25 (Two days)
June (Two days)
Sacramento Campus will delegate authority to depts & units, require approval from Labor Relations and Dean’s Office for office closures
SOM Davis employees will follow closure days to the extent possible

8. Furlough Savings Program - What
Salary Reduction
Two new DOS codes
Salary Reduction Base – SRB
Salary Reduction Stipend – SRS
Furlough Day Recording
New Kronos code for furlough leave taken (FUT)

9. Furlough Savings Program – Who Are Affected
Faculty – Academic Senate and Non-Senate
Non-Senate Academics
Health Science Compensation Plan Faculty
Non-represented staff
Career, limited, floater, per diem, and partial year career appointments
Regular status and probationary employees
Full-time and part-time

10. Furlough Savings Program – Who Not Affected
Students, residents, clinical fellows, post-docs
Contract employees
H-type visa holders
Medical center employees – MC Alternate Plan
SOM employees approved in the MC Alt Plan
Research funded employees by % of exempt funding

11. Furlough Savings Program – Who Staff
UCDMC
(Exempt – MC
Alternate Plan)
SOM / SON
Clinical
(Exempt by Title Code /
Position Review)
Research / Education
Represented
(Pending)
Unrepresented
Grant Funded
(% Grant Funding
Exempt)
Non-Grant Funded
(Furloughed)

12. Grant Funding Exemption
Fund Eligibility
Sub Fund Group Type –
C, F, J, L, N, P, S, V, W, X, H*
H if OP fund is in the following ranges:
, , , , , ,
Pending (included as of now)
BYR & BY1-9 for NIH Cap

13. Furlough Savings Program – Who Faculty
Unfunded
Research
(Furloughed)
Gift / Endowed
Funded Activities
(Furloughed)
Teaching /
Academic
(Furloughed)
Clinical
(Furloughed)
Funded Research
(Exempt by % Funding)
Eligible for callback via Z payment
NIH and K award salary cap pending UCOP decision
Eligible for callback via Z payment

14. Furlough Savings Program - Who
Decision Tree
Furlough Y/N
Eligible salary on Jan 1 to determine tier
# Days / % reduction
Grant funding Y/N
Proportionate decrease in furlough days and salary reduction by % exempt funding
Scheduling and approval of days
Faculty – mission based approach to day allocation
Management of callback program for faculty

15. Furlough Savings Program – How
Two Phases
Launch
Initial population of SRB & SRS distributions
Maintenance
Updating SRB & SRS distributions with changes in funding

16. Furlough Savings Program – How
PPS, PeopleSoft, & the Interface related to SRB & SRS distribution
The systems curveball
Our response
New information from the sept 3rd update
Interface works – account & dos comparison – leave alone or overwrite
Key = account and dos distributions unique
Very cognizant of line limitations in PPS
UCOP programming specs evaluate each dist line, furlough Y/N – if Y, develop SRB/SRS line
For each account – multiple SRB lines for each DOS code
But not uniquely identifiable – can’t tie back to underlying DOS code
PS interface – can’t recognize if change has been made or not – which line is which?
have a solution for this, but need more time and testing – all agreed not wise to roll out urgently
Wanted in PS to collapse to single SRB/SRS line per account – but not in PPS specs this way
Same time PPS programming has incorporated logic to include partial research funding
Launch solution – program PS not to overwrite the PPS SRB lines
Recognize line issues need to be managed
Lead into terri & marlene – calendar, PS, ap actions – then longhand calculation using excel cal.

17. Furlough Savings Program – How
Using excel faculty calculator to calculate SRB / SRS lines manually
New information from the sept 3rd update
Interface works – account & dos comparison – leave alone or overwrite
Key = account and dos distributions unique
Very cognizant of line limitations in PPS
UCOP programming specs evaluate each dist line, furlough Y/N – if Y, develop SRB/SRS line
For each account – multiple SRB lines for each DOS code
But not uniquely identifiable – can’t tie back to underlying DOS code
PS interface – can’t recognize if change has been made or not – which line is which?
have a solution for this, but need more time and testing – all agreed not wise to roll out urgently
Wanted in PS to collapse to single SRB/SRS line per account – but not in PPS specs this way
Same time PPS programming has incorporated logic to include partial research funding
Launch solution – program PS not to overwrite the PPS SRB lines
Recognize line issues need to be managed
Lead into terri & marlene – calendar, PS, ap actions – then longhand calculation using excel cal.

18. Faculty Callback Request form for callback plan distributed
Send form to furloughrequest.ucdmc.ucdavis.edu
Provides preapproval for plan – not authorization for payment of Zs
After completion of furlough days and callback, send confirmation of dates with copy of approval to same box requesting approval to pay Zs
May be done at any frequency as dates are taken
Pending decisions on eligibility of medical center agreements to Departments by Tuesday Sept 15th

19. Audits Z payments to approvals – normal process to campus
Cost transfers off furlough exempt funds
SRB lines to underlying DOS lines