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State Employees Summer Work Schedule

To:	Provost, Vice Presidents and West Campus/HSC Deans, Department Heads, Directors
From:	Lynn Johnson, Director of Human Resource Services
Subject:	State Employee Summer Work Schedule
Date:	April 18th, 2008

President Kenny's e-mail of April 16, 2008 on Summer Hours offered the opportunity to participate in voluntary Summer work schedules. For State employees this period would extend from Thursday, May 29, 2008 - Wednesday August 27, 2008.

State employees participating in a compressed 4-day workweek schedule should begin their summer schedule on a Thursday and end on a Wednesday. For example, beginning May 29, 2008 and finishing August 27, 2008, close of business.

In previous summers, Human Resource Services has responded to questions about issues related to summer scheduling and in particular to:

• The voluntary nature of summer hours
• Time and Attendance issues

The following guidelines will help you administer voluntary summer schedules.

1. Voluntary Participation

Employee participation in summer flexible hours is voluntary. No employee should be required to work hours different to those worked during the rest of the year unless they wish to do so. Those wishing to participate must have their supervisor's approval.

2. Time and Attendance Issues

The workweek for State employees is Thursday - Wednesday.

3. Holidays

Employees working a 40 hour week are entitled to observe 8 hour holidays;
Example: An employee participating in the compressed work week, and scheduled to work ten hours on Memorial Day elects not to work in order to observe the holiday. This employee would be entitled to 8 hours of holiday time off. The difference of 2 hours must be charged to accruals.

Employees working a 37.5 hour week are entitled to observe 7.5 hour holiday;
Example: An employee scheduled to work 9.5 hours on Memorial Day elects not to work in order to observe the holiday. This employee would be entitled to 7.5 hours of holiday time off. The difference of 2 hours must be charged to accruals.

4. Compressed 4 Day Week

State exempt employees & UUP Professionals and Management Confidential: State Professional employees who would like to participate in the 4-day compressed workweek schedule must complete their professional obligation in four days per week and have a period without obligation on the fifth day, with no charge to accruals.

State non-exempt employees: If a State employee starts a compressed workweek on a day other than Thursday, the employee may work more, or less, than their scheduled hours for the week. Non-exempt (overtime-eligible) employees who are required to work more than their scheduled hours must be compensated (overtime pay or compensatory time, whichever is appropriate) for hours worked over 40 hours in the work week beginning Thursday and ending Wednesday. (See overtime examples on attached sheet). Employees who work less than their scheduled hours must charge accruals (see charge time examples on attached sheet).

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SAMPLE FLEXIBLE SUMMER SCHEDULES

We have included a sample of some of the flexible/compressed summer schedules worked in previous years. Please note that these are only examples and need not limit the flexible/compressed schedule, which you and your staff may wish to adopt over the summer.

Further Information

We hope these guidelines and examples are of assistance. If you have questions regarding compensatory time/overtime/charge time, or other Time and Attendance issues, please call Human Resource Services State Time and Attendance at 632-6189.

If you have questions related to contractual issues, please call Employee & Labor Relations at (631) 632-6140.

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