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State Employees Summer Work Schedule

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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 21st, 2009

President Kenny's e-mail dated April 21, 2009 on Summer Hours offered the opportunity to participate in voluntary summer work schedules. For State Employees this period would extend from May 28, 2009 August 26, 2009.

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 28, 2009 and finishing August 26, 2009, 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. State professional employees on a compressed 4-day workweek must use accrual types, V4 and S4, when reporting vacation and sick absences in the SOLAR system.

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 holidays; 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).


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.

Flexible Hours 5-day Work Week Schedule Examples

Classified and Non-Exempt 37.5 Hour Employees
Thursday - Wednesday 8:00 - 4:00 (1/2 hour lunch)
Thursday - Wednesday 7:30 - 3:30 (1/2 hour lunch)

Classified and Non-Exempt 40 Hour Employees
Thursday - Wednesday 8:00 - 4:30 (1/2 hour lunch)
Thursday - Wednesday 7:30 - 4:00 (1/2 hour lunch)

Compressed 4-day Work Week Schedule Examples

37.5 Hour Employees
Thursday 7:30 - 5:00 (1/2 hour lunch) 9hrs.
Friday Off
Monday - Wednesday 7:30 - 5:30 (1/2 hour lunch) 28.5hrs
OR
Thursday 8:00 - 5:30 (1/2 hour lunch) 9hrs
Friday Off
Monday - Wednesday 8:00 - 6:00 (1/2 hour lunch) 28.5hrs

40 Hour Employees
Thursday 7:30 - 6:00 (1/2 hour lunch) 10hrs
Friday Off
Monday - Wednesday 7:30 - 6:00 (1/2 hour lunch) 30hrs
OR
Thursday 8:00 - 6:30 (1/2 hour lunch) 10hrs
Friday Off
Monday - Wednesday 8:00 - 6:30 (1/2 hour lunch) 30hrs

PLEASE NOTE: State employees approved to work a flexible summer schedule should begin and end their summer work schedule as follows:
  • Begin Flexible hours 5-day workweek on Monday May 25 and end on Friday August 28.
  • Begin Compressed 4-day workweek on Thursday May 28 and end on Wednesday August 26.
  • Failure to begin a Compressed work week on any day other than Thursday will result in the employee earning overtime or having to charge leave accruals.

Reminder- State professional employees on a compressed 4 day workweek must report vacation and personal sick absences in the SOLAR time reporting system, using the V4 and S4 accrual types.

Charge Time Examples

40 Hour Employees
Thursday worked 8 hours 8.00 hours
Friday had day off 0.00 hours
Monday observed Memorial Day Holiday 8.00 hours
Tuesday and Wednesday worked 10 hours per day 20.00 hours
Total: 36.00 hours
4 hours need to be charged to accruals.

37.50 Hour Employees
Thursday worked 7.5 hours 7.50 hours
Friday had day off 0.00 hours
Monday observed Memorial Day Holiday 7.50 hours
Tuesday and Wednesday worked 9.5 hours per day 19.00 hours
Total: 34.00 hours
3.50 hours need to be charged to accruals.

Overtime Examples

40 Hour Employees
Thursday and Friday worked 8 hours per day 16.00 hours
Monday through Wednesday worked 10 hours per day 30.00 hours
Total: 46.00 hours
6 hours overtime to be paid.

37.5 Hour Employees (Classified)
Thursday and Friday worked 7.5 hours per day 15.00 hours
Monday through Wednesday worked 9.5 hours per day 28.50 hours
Total: 43.50 hours
2.50 hours comp earned.
3.50 hours overtime to be paid.

FLSA Non-exempt UUP employee

Compensatory time example 40 Hours Worked
Thursday and Friday worked 8 hours per day 16.00 hours
Monday through Wednesday worked 10 hours per day 30.00 hours
Total: 46.00 hours
6 hours of Compensatory time to be reported to Time and Attendance. Time and Attendance will compensate the 6 hours at a time-and-a-half rate = 9 hours Compensatory time.

Compensatory time example 37.5 Hour Worked
Same example as above 46 Hours Worked
2.5 hours of Comp time at straight time rate 2.5 hours of Comp time earned.
6.0 hours of Comp time at time-and-a-half (6.0 X 1.5) 9 hours of Comp time earned.

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.