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.
Slide 3
What happens if absence reports miss the deadline? The absence
reports wont be processed until the following month resulting in
incorrect balances on the employees pay stub and the reports to the
colleges
Slide 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.
Slide 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 Jacks absence report the system will not catch
the error.
Slide 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
Slide 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 5.00. 5
Slide 8
This absence report was keyed as 8 hours instead of 12.
Slide 9
This absence report was keyed as 43.9 hours
Slide 10
The hours will be moved to the right and this person will be
charged.20 of an hour Instead of 2.00.
Slide 11
The hours will be moved to the right and this person will be
charged 2.15 hours Instead of 21.5
Slide 12
MONTHLY ACCRUAL RATE CONVERSION RATE (HOURS TO DAYS)
COORDINATORS, COUNSELORS, NURSES 6.257.50 LIBRARIANS 7.007.50 FT
INSTRUCTORS 4.00 ADJUNCT/ OVERLOAD/ SUMMER FTE X 153.00
Slide 13
For employees 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 physicians
note is REQUIRED for all absences exceeding 10 days.
Slide 14
Complete P-111 (Request for Pregnancy/Childbirth Leave of
Absence Form). Forward to the VPI.
Slide 15
Slide 16
This is the time frame of the physicians note. This is the date
the employee intends on returning to work.
Slide 17
Medical verification Dates of leave Diagnosis (pregnancy)
Slide 18
Complete absence reports for the duration of leave and forward
to Employee Benefits. Sick Leave for duration of physicians note
Employee Benefits will make any adjustments necessary depending on
employees leave balances, actual date of birth, etc.
Slide 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 members illness or
injury. Can be taken at one time or intermittently Make sure FMLA
is checked on right side of absence report.
Slide 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
Slide 21
Suzy works until her delivery date - physicians 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 123456 PDL FMLA
Slide 22
Suzy works until her delivery date - physicians 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) 123456789101112131415161718 PDLCFRA FMLA
Slide 23
Suzy has difficult pregnancy - physicians 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) 1-1213141516171819202122232425262728 PDLCFRA FMLA
Slide 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.
Slide 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
Slide 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
Slide 27
Employee with a balance of 600 hours (150 days) as of 6/30
would not be eligible for 5 Month Law.
Slide 28
The Catastrophic Illness or Injury Leave Program provides
eligible employees (permanent employees not receiving workers
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.
Slide 29
Extended Catastrophic Leave extends the leave for eligible
(permanent employees not receiving workers 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
Slide 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)
Slide 31
90 day waiting period 66.67% salary Total or partial disability
No absence reports submitted
Slide 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.
Slide 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.
Slide 34
Slide 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.
Slide 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.
Slide 37
To care for an immediate family member as defined by bargaining
agreement. Physicians 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
Slide 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
Slide 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.
Slide 40
Report as workers compensation on absence report Employee
Benefits will make any necessary adjustments. Include date of
injury on absence report. Questions on workers compensation
absences Herschel Smith, General Services
Slide 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.
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
Slide 45
Quick Reference Guide For Lecture and Lab hours Page 34
Slide 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.
Total hours for Tues & Th are calculated as follows: 3.2
lecture hour + (2.05 lab hrs x.75 = 1.54) +1.07 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)
Slide 49
% Reassigned Time Time absent each day for 5 day schedule Time
absent each day for 4 day schedule 20%.861.07 40%1.712.14
60%2.573.21 80%3.424.27 Reassigned Time (Release Time) can be
difficult to schedule and account for when reporting absences
spread time evenly over scheduled workdays. 21.35 x 20% = 4.27 1/5
th of 4.27 =.86 1/4 th of 4.27 = 1.07
Slide 50
MonTuesWedTHFRITotal Lecture3.2 012.8 Office1.07 04.28 20%
Reassigned time 1.07 04.28 TOTAL 5.34 021.36 MonTuesWedTHFRITotal
Lecture1.6 06.4 Office1.070 002.14 60% Reassigned time 3.21 012.84
TOTAL 5.884.815.884.81021.38
Slide 51
If specific hours are not identified treat like Reassigned Time
& spread hours evenly over week. MonTuesWedTHFriTOTAL
Lecture3.21.93.21.9010.2 Lab 02.60 0 3.90 (5.2x.75) Office Hr1.07
04.28 TBA -3 lecture hrs/wk.75 03.00 TOTAL
5.025.675.025.67021.38
Slide 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.
Slide 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
Slide 54
Multiple formula hour by load credit to calculate hours absent.
MonTuesWedTHFriTOTAL Lecture 2 (1.5 load)1.62 (1.5 load)1.62 11.2
5.2 + (4*1.5) Lab 03.20 0 4.8 (6.4x.75) Office Hr1.07 5.35 TOTAL
4.075.074.075.073.0721.35
Slide 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
Slide 56
MonTuesWedTHFriTOTAL Lecture 1 work exp. (3 fh) 2.5 1 work exp.
(3 fh) 2.5011.0 Lab 03.250 0 4.8 (6.4x.75) Office Hr1.07 5.35 TOTAL
4.076.824.076.82021.78
Slide 57
7.5 hr or 8 hr days 37.5 or 40 hrs/wk. Absences reported on a
1:1 ratio Example: MONTUESWEDTHFRITOTAL Hours7.5 37.5 TOTAL7.5 37.5
Example: If absent 3 hrs on Tuesday, report 3 hrs.
Slide 58
% Reassigned Time Time absent each day for 5 day schedule Time
absent each day for 4 day schedule 20%1.51.88 40%3.03.75 60%4.55.63
80%6.07.50 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
Slide 59
Reassigned Time where hours are distributed evenly across the
week. MonTuesWedTHFRITotal Schedule6.0 30 20% Reassigned time 1.5
7.5 TOTAL 7.5 37.5
Slide 60
Reassigned Time where hours are not distributed evenly across
the week. MonTuesWedTHFRITotal Schedule6.07.06.07.04.030 20%
Reassigned time 1.5 7.5 TOTAL 7.58.57.58.55.537.5 Depending on
which day of the week the absence falls on depends on the hours
reported absent.
Slide 61
Absence reporting is not required, since there is no campus
obligation.
Slide 62
Report office hour for each day. Report 2 hours for each final
scheduled for that day and missed.
Slide 63
Each college has their own guidelines and policies, so follow
the policy for your campus.
Slide 64
Classroom Faculty = 4.2 hrs per Flex day. If absent a portion
of the day then report - hours absent x 4.2/6
Slide 65
Non-Classroom Faculty =IF Non- classroom faculty participates
in FLEX activities, then report the time required to commit.
Slide 66
Slide 67
Slide 68
Hildegard needs to take next Monday off because her daughters
daycare will be closed. What type of leave would this be?
Slide 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 spouses aunt?
Slide 70
What is the difference between the physicians note, for 5 Month
Law supplied to Employee Benefits and the physicians note for the
campus?
