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Staff Payroll Time and Leave Recording

 

DEFINITIONS

Time Reporting: Documentation of hours worked in a pay cycle.

Leave Reporting: Documentation of hours taken as leave time in a pay cycle (vacation, sick leave, holiday, and compensatory time off).

Leave Accrual: Hours accrued for vacation, sick leave, and compensatory time off based on applicable personnel program, years of UC service, and number of hours worked in a pay cycle.

Standard Work Week: Monday through Sunday unless an alternate/adjusted work week schedule has been approved by the supervisor.

Overtime: Hours worked in excess of a 40-hour work week.

SUMMARY OF POLICY

Payroll Cycles:

  • Fixed appointments, usually career employees, are paid on a "monthly current" basis - paid on the 1st of the following month.
  • Variable appointments, usually limited term employees, are paid on a "monthly arrears" basis - paid on the 6th working day of the following month.

Fund Sources:

  • Salary expenses will be charged to the fund sources (accounts) as designated in the personnel system (not by what is indicated on the monthly timesheet).
  • Supervisors are required to notify the Regional Office of any changes in fund sources for entry into the Payroll/Personnel System prior to submitting the monthly time record (salary expenses cannot be charged to an account which is not recorded on the employee's personnel record).

Leave Accrual and Usage:

  • Employees must follow appropriate personnel policies for requesting and scheduling vacation, sick leave, and compensatory time off through their supervisors.
  • Vacation leave, sick leave and holiday pay are accrued for each month in which an employee works 50% time or more.
  • A new employee is not eligible to use accrued vacation leave until six months of qualifying service (over 50% time worked in six consecutive months) is completed.
  • A new employee may use accrued sick leave beginning the month following the first month of accrual.
  • Vacation and sick leave accruals are available to be used the first of the following month (not in the month in which the hours are accrued).
  • Vacation, sick leave and comp time accruals and usage are reflected on SurePay Earnings Statements or paper payroll check stubs. It is the employee's responsibility to review these balances and to notify the Regional Office of any discrepancies.

Time Reporting:

  • Employees must submit monthly staff time records reflecting hours worked each day and any leave hours taken each day.
  • Supervisors are required to review and approve the information provided on the monthly employee time records.

Overtime Policy:

  • Only non-exempt employees are eligible for Overtime (OT). See appropriate Personnel Policy Manual or bargaining unit contract.
  • Overtime must be approved in advance by the supervisor.
  • Overtime is earned when an employee reports actual time worked of more than 40 hours per week.
  • Straight Overtime: If an employee reports more than 40 hours per work week, and the hours over 40 are equal to or less than the number of leave hours taken in that work week, the employee is compensated for the overtime hours on a straight-time basis (hour for hour). For example: If the employee has not physically worked 40 hours but has used vacation, sick leave or comp time hours to generate a total of 40 hours, then any hours reported in excess of 40 hours will be compensated at the straight time rate up to the amount of leave time taken in that work week.
  • Premium Overtime: If an employee physically works more than 40 hours per workweek, the hours above 40 hours will be compensated at the premium overtime rate (time and a half). For example: If an employee has physically worked 43 hours in one week, the normal 8 hours per day would be reflected on the timesheet as regular hours and the 3 hours of overtime would be reflected as compensatory time accrued (CTA). The 3 hours would be compensated at the premium rate of time and a half.

PROCEDURES

  • All county-based staff employees will report time worked and leave hours taken on a UCCE Staff Time Record.
  • Staff Time Records must be signed by the employee and reviewed, approved, and signed by the supervisor (verifying appropriate fund sources and accuracy of work hours and leave hours reported).
  • If an employee is submitting time on more than one fund source, hours worked and leave hours taken must be reported against each fund source separately.
  • If an employee is working for multiple supervisors, each supervisor must sign the corresponding Time Record.
  • Supervisors must notify the Regional Office of any funding changes prior to the submission of the monthly Time Record so that the account numbers may be added into the employee's personnel record.
  • Supervisors forward completed Staff Time Records to the Regional Office by the appropriate payroll deadline - see UCCE Regional Payroll/Holiday Calendar.

REFERENCE/WEBSITE LINKS

UCOP Human Resource Policies/UC Bargaining Unit Contracts:
Service Unit (SX): http://www.afscme.org/
Clerical Unit (CX): http://www.cueunion.org/
Technical Unit (TX): http://www.upte.org/techs.html
Research Unit (RX): http://www.upte.org/researchers.html

Personnel Policies for Staff (unrepresented):
http://atyourservice.ucop.edu/employees/policies/staff_policies/index.html