FULLFULL--TIME NONTIME NON--TEACHING INSTRUCTIONAL ... · • During the 4During the 4--day work week period, a work day is day work week period, a work day is hd45i 1ikdihd8hhours

Time and LeaveTime and LeaveFULLFULL--TIME NONTIME NON--TEACHING INSTRUCTIONAL STAFFTEACHING INSTRUCTIONAL STAFF

Office of Human ResourcesOffice of Human Resources

DISCLAIMERDISCLAIMERDISCLAIMERDISCLAIMER

• This presentation does not replace the terms of• This presentation does not replace the terms of the PSC contract. This presentation is a generalguideline on the timekeeping process conducted g p g pby the Office of Human Resources (OHR).

• Rosa A. Valentin, Chief Timekeeper, can be reached for an appointment at 1-212-817-7700 or by email at rvalentin@gc cuny eduby email at [email protected]

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ANNUAL LEAVEANNUAL LEAVE –– for New Stafffor New StaffANNUAL LEAVE ANNUAL LEAVE for New Stafffor New StaffACCRUALSACCRUALS

NN T hi I i l S ffT hi I i l S ff•• NonNon--Teaching Instructional Staff Teaching Instructional Staff ((HEO Series, CLTs HEO Series, CLTs and and Research titlesResearch titles))

1st year of service 1st year of service 15 days15 days

2nd through 112nd through 11thth 15 days plus one additional d d f fyearyear day and thereafter for each year of service to a maximum of 25 days


of 25 days

ANNUAL LEAVEANNUAL LEAVE –– for New Stafffor New StaffANNUAL LEAVE ANNUAL LEAVE for New Stafffor New Staff

•• The first year you earn:The first year you earn:1 d1 d 1 h1 h 45 i45 i 15 d15 d1 day 1 day –– 1 hour 1 hour –– 45 min45 min = 15 days= 15 days

•• Every subsequent year on your anniversary you Every subsequent year on your anniversary you will earn an extra day which is prorated into 35 will earn an extra day which is prorated into 35 y py pminutes each month you are on the payroll.minutes each month you are on the payroll.


ANNUAL LEAVEANNUAL LEAVE –– for New Stafffor New StaffANNUAL LEAVE ANNUAL LEAVE for New Stafffor New StaffEmployees Hired after January 1, 1988Employees Hired after January 1, 1988

Annual Leave ChartAnnual Leave Chart

Monthly AccrualMonthly Accrual Annual Accruals (days)Annual Accruals (days)YearYear DayDay HourHour MinMin1.1. 11 11 4545 151522 11 22 2020 16162.2. 11 22 2020 16163.3. 11 22 5555 17174.4. 11 33 3030 18185.5. 11 44 0505 19196.6. 11 44 4040 20207.7. 11 55 1515 21218.8. 11 55 5050 222299 11 66 2525 23239.9. 11 66 2525 232310.10. 22 00 0000 242411.11. 22 00 3535 2525

b d bb d b


Please note that a break in service resulting from an approved leave of absence Please note that a break in service resulting from an approved leave of absence will alter your anniversary date which will affect your accrual rate change. will alter your anniversary date which will affect your accrual rate change.


ACCRUALSACCRUALS

•• LLibrarians and Counselorsibrarians and Counselors

1st year of service 1st year of service 20 days20 days

2nd through 112nd through 11thth 20 days plus one additional d d f fyearyear day and thereafter for each year of service to a maximum of 30 days


of 30 days

ANNUAL LEAVE ANNUAL LEAVE ––for Library/Counselorsfor Library/Counselorsfor Library/Counselorsfor Library/Counselors

Employees Hired after January 1, 1988Employees Hired after January 1, 1988Annual Leave ChartAnnual Leave Chart

Monthly AccrualMonthly Accrual Annual Accruals (days)Annual Accruals (days)YearYear DayDay HourHour MinMin1.1. 11 44 4040 202022 11 55 1515 22112.2. 11 55 1515 22113.3. 11 55 5050 22224.4. 11 66 2525 23235.5. 22 00 0000 24246.6. 22 00 3535 25257.7. 22 11 1010 26268.8. 22 11 4545 272799 22 22 2020 28289.9. 22 22 2020 282810.10. 22 22 5555 292911.11. 22 33 3030 3030

b d bb d b


Please note that a break in service resulting from an approved leave of absence Please note that a break in service resulting from an approved leave of absence will alter your anniversary date which will affect your accrual rate change.will alter your anniversary date which will affect your accrual rate change.

ANNUAL LEAVEANNUAL LEAVE –– for New Stafffor New StaffANNUAL LEAVE ANNUAL LEAVE for New Stafffor New Staff•• If you worked the 1If you worked the 1stst of the month, this is your of the month, this is your

anniversary date and you will earn for that month. anniversary date and you will earn for that month. y yy y

•• If you started during the middle of a work week or later If you started during the middle of a work week or later in the month, you do not earn for that month and the in the month, you do not earn for that month and the yy11stst day of the following month is your new anniversary day of the following month is your new anniversary date. date.

•• MUST WORK THE FULL MONTH TO EARN. *MUST WORK THE FULL MONTH TO EARN. *EX: Hire Date: Monday, September 4 EX: Hire Date: Monday, September 4 –– But the first of the month was But the first of the month was F id S t b 1F id S t b 1stst th l th th d l lth l th th d l lFriday, September 1Friday, September 1stst, then you lose the month and your annual leave , then you lose the month and your annual leave anniversary is October 1anniversary is October 1stst of each year. If you terminate employment during of each year. If you terminate employment during the middle of the month, you do not accrue for that month.the middle of the month, you do not accrue for that month.


*According to Article 14.2b of the contract*According to Article 14.2b of the contract

ANNUAL LEAVEANNUAL LEAVE –– CAPSCAPSANNUAL LEAVE ANNUAL LEAVE CAPSCAPS

•• Maximum accrual:Maximum accrual:A l LA l L C d 45 dC d 45 d–– Annual Leave Annual Leave –– Capped at 45 daysCapped at 45 days

–– Sick Leave Sick Leave –– Capped at 160 daysCapped at 160 days

•• The Annual Leave period is from September 1The Annual Leave period is from September 1stst to to August 31August 31stst ..Ti h d h 1 k f h iTi h d h 1 k f h i•• Timesheets are due the 1st week of the consecutive Timesheets are due the 1st week of the consecutive month. Late submissions of timesheets risk stop on month. Late submissions of timesheets risk stop on paycheck. You may Fax or email the timesheets and paycheck. You may Fax or email the timesheets and

llmail signed originals to mail signed originals to Rosa ValentinRosa Valentin•• The fax #: 212The fax #: 212--817817--16391639


UNSCHEDULED HOLIDAYSUNSCHEDULED HOLIDAYSUNSCHEDULED HOLIDAYSUNSCHEDULED HOLIDAYS

•• Unscheduled Holidays (UN) are days that replace a Unscheduled Holidays (UN) are days that replace a h lid h f ll k d d h b f UNh lid h f ll k d d h b f UNholiday that falls on a weekend and the number of UN holiday that falls on a weekend and the number of UN changes from year to year. This annual leave year we changes from year to year. This annual leave year we have 4.have 4.

•• They must be used by Aug 31st of each year: Use them They must be used by Aug 31st of each year: Use them l h !l h !or lose them! or lose them!

•• UN Holidays are ProUN Holidays are Pro--rated. For example, anyone whorated. For example, anyone whoUN Holidays are ProUN Holidays are Pro rated. For example, anyone who rated. For example, anyone who started in July does not earn an UN holiday started in July does not earn an UN holiday –– Must Must work 3 complete months to earn 1 UN holiday!!work 3 complete months to earn 1 UN holiday!!

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UNSCHEDULED HOLIDAYSUNSCHEDULED HOLIDAYSUNSCHEDULED HOLIDAYSUNSCHEDULED HOLIDAYS

–– In September of each year we received 4 UN In September of each year we received 4 UN h lid UN d hi h hh lid UN d hi h hholidays. UN are prorated, which means the holidays. UN are prorated, which means the employee must work 3 complete months to earn employee must work 3 complete months to earn one.one.

–– You are allowed to use UN holidays immediately.You are allowed to use UN holidays immediately.

–– If you leave before you are entitled to receive it, it If you leave before you are entitled to receive it, it will be deducted from any available annual leavewill be deducted from any available annual leavewill be deducted from any available annual leave will be deducted from any available annual leave balance or your last pay check. balance or your last pay check.

Y 4 i S b b l iY 4 i S b b l i8/17/2010 Rosa Valentin 2007 11

–– EX: You use 4 in September, but leave in EX: You use 4 in September, but leave in December, then you owe back 3 UN.December, then you owe back 3 UN.


•• Annual Leave and Unscheduled holidays require 1 day Annual Leave and Unscheduled holidays require 1 day or more of supervisor’s approval. or more of supervisor’s approval. p ppp pp

If d h i ffi i iIf d h i ffi i i•• If you are out and there is no office coverage, it is If you are out and there is no office coverage, it is advisable to contact Human Resources in case there are advisable to contact Human Resources in case there are calls inquiring why department is closedcalls inquiring why department is closedcalls inquiring why department is closed.calls inquiring why department is closed.

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ANNUAL LEAVEANNUAL LEAVE -- TransfersTransfersANNUAL LEAVE ANNUAL LEAVE TransfersTransfers

•• If you are not new to CUNY, but new to The Graduate If you are not new to CUNY, but new to The Graduate y ,y ,Center, the Timekeeper requires a DP2001 form from Center, the Timekeeper requires a DP2001 form from the college you are transferring from. The form reports the college you are transferring from. The form reports th l d i k l b l t b tr f rr dth l d i k l b l t b tr f rr dthe annual and sick leave balances to be transferred.the annual and sick leave balances to be transferred.

•• Upon receipt of the form, the Chief Timekeeper will Upon receipt of the form, the Chief Timekeeper will notify employee of the balances being transferred over. notify employee of the balances being transferred over. If pl di ith th i f ti (h ) tIf pl di ith th i f ti (h ) tIf employee disagrees with the information, s(he) must If employee disagrees with the information, s(he) must contact his/her former college’s Office of Human contact his/her former college’s Office of Human Resources. Resources.

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ANNUAL LEAVEANNUAL LEAVE -- TransfersTransfersANNUAL LEAVE ANNUAL LEAVE TransfersTransfers

•• Please note that The Graduate CenterPlease note that The Graduate CenterPlease note that The Graduate Center Please note that The Graduate Center determines the accrual rate based on the year the determines the accrual rate based on the year the employee became a fullemployee became a full--time employee in thetime employee in theemployee became a fullemployee became a full time employee in the time employee in the HEO Series or a Civil Service title at CUNY HEO Series or a Civil Service title at CUNY with no break in servicewith no break in servicewith no break in service. with no break in service.

•• College Assistants or PartCollege Assistants or Part--time employees can time employees can only transfer any remaining Sick Leave hours. only transfer any remaining Sick Leave hours.

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SICK LEAVE SICK LEAVE –– Applicable to all NonApplicable to all Non--hi I i l i lhi I i l i lteaching Instructional titlesteaching Instructional titles

•• Annual Sick Leave accrual rate is 20 days:Annual Sick Leave accrual rate is 20 days:Annual Sick Leave accrual rate is 20 days:Annual Sick Leave accrual rate is 20 days:•• Monthly accrual rate:Monthly accrual rate: 1 day 1 day –– 4 hours 4 hours -- 40 min40 min

U d h F il M di l L A (FMLA)U d h F il M di l L A (FMLA)•• Under the Family Medical Leave Act (FMLA) Under the Family Medical Leave Act (FMLA) ––Five (5) consecutive Sick Leave Absences require Five (5) consecutive Sick Leave Absences require

di l d idi l d imedical documentation. medical documentation. •• The FMLA year is from September 1The FMLA year is from September 1stst to August to August

3131stst of each year for a total of 12 weeks.of each year for a total of 12 weeks.

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TIME SHEET FORMTIME SHEET FORMTIME SHEET FORMTIME SHEET FORMCurrently, this is the timesheet used by all full time Non-teaching Instructional staffInstructional staff

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TIME SHEET FORMTIME SHEET FORMTIME SHEET FORMTIME SHEET FORM

•• The right side of the form used to carry previous The right side of the form used to carry previous h’ b l f d d l l h lh’ b l f d d l l h lmonth’s balance forward and calculate the current leave month’s balance forward and calculate the current leave

balances.balances.

–– Enter your monthly accrual rate as indicated. Enter your monthly accrual rate as indicated. y yy y

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R1

Slide 18

R1 Please note this is only if you started the first of the month. Otherwise, this is what it will look like on the second month.RValentin, 11/15/2007


•• The right side of the form used to carry previous The right side of the form used to carry previous month’s balance forward and calculate the month’s balance forward and calculate the current leave balances.current leave balances.

–– Uses of Unscheduled Holidays are recorded at the Uses of Unscheduled Holidays are recorded at the bottom of form and should be carried over to all bottom of form and should be carried over to all subsequent monthly timesheets.subsequent monthly timesheets.

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•• The left side of the form is for indicating time taken The left side of the form is for indicating time taken and hours workedand hours workedand hours worked.and hours worked.

•• In the day of the Month column, please indicate M, T, In the day of the Month column, please indicate M, T, W Th F S SW Th F S SW, Th, F, S, S. W, Th, F, S, S.

•• If taking Sick or Annual Leave indicate it in the If taking Sick or Annual Leave indicate it in the appropriate sectionappropriate sectionappropriate section. appropriate section.

•• Please indicate days worked by placing a 1 in the day Please indicate days worked by placing a 1 in the day C l mnC l mnColumn.Column.

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TIME SHEET FORMTIME SHEET FORM –– Summer HoursSummer HoursTIME SHEET FORM TIME SHEET FORM Summer HoursSummer Hours

•• During the 4During the 4--day work week period, a work day is day work week period, a work day is h d 45 i 1 i k d i h d 8 hh d 45 i 1 i k d i h d 8 hhours and 45 minutes, 1 sick day is charged at 8 hours hours and 45 minutes, 1 sick day is charged at 8 hours 45 45 minsmins or 1 day 1 hour and 45 minutes.or 1 day 1 hour and 45 minutes.

V i / l l k M h h F id iV i / l l k M h h F id i•• Vacation/annual leave taken Mon through Friday is Vacation/annual leave taken Mon through Friday is charged as 5 days since the Friday must also be charged charged as 5 days since the Friday must also be charged to annual. to annual.

•• Unscheduled holidays can only be charged to 7 hours. Unscheduled holidays can only be charged to 7 hours. If you use an unscheduled holiday during the summer If you use an unscheduled holiday during the summer y y gy y ghours you must also charge an additional 1 hour and 45 hours you must also charge an additional 1 hour and 45 minutes from annual/sick leave. minutes from annual/sick leave.

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TIME SHEET FORM TIME SHEET FORM –– Summer HoursSummer HoursNOTE: USE SUMMER HOURS SAMPLE ONLY DURING THE 4-DAY WEEK

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Time and LeaveTime and LeaveInformation on: Information on:

•• Bereavement Bereavement U lik Ci il S i ff h l d b i f/d i NU lik Ci il S i ff h l d b i f/d i N–– Unlike Civil Service staff who only need to bring proof/documentation, NonUnlike Civil Service staff who only need to bring proof/documentation, Non--Teaching Instructional must complete an application for Special Leave for Teaching Instructional must complete an application for Special Leave for Personal Emergency and submit documentation.Personal Emergency and submit documentation.

•• Jury Duty Jury Duty –––– When you receive a Jury Duty notice notify Human Resources immediately. Plus When you receive a Jury Duty notice notify Human Resources immediately. Plus

you must bring certificate of completion of Jury duty Services.you must bring certificate of completion of Jury duty Services.

•• Other types of leave information:Other types of leave information:–– Can be found on The Graduate Center Human Resources website at Can be found on The Graduate Center Human Resources website at

http://www.gc.cuny.eduhttp://www.gc.cuny.edu or or http://web.gc.cuny.edu/HumanResourceshttp://web.gc.cuny.edu/HumanResources..

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THANK YOU!THANK YOU!THANK YOU!THANK YOU!

This concludes the time and leave presentationThis concludes the time and leave presentationThis concludes the time and leave presentation. This concludes the time and leave presentation. If you have any questions please contact the If you have any questions please contact the OHR 212OHR 212 8 18 1 0000OHR at 212OHR at 212--871871--7700.7700.

For further information visit the OHR Website at: For further information visit the OHR Website at:

http://web.gc.cuny.edu/HumanResources/http://web.gc.cuny.edu/HumanResources/

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Documents

FULLFULL--TIME NONTIME NON--TEACHING INSTRUCTIONAL ... · • During the 4During the 4--day work week period, a work day is day work week period, a work day is hd45i 1ikdihd8hhours