REPORTING ABSENCES

REPORTING ABSENCES

Certificated STAFFtimelineColleges = 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.Timeline -cont-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 collegesTimeline -cont-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.

Completing the absence reportEmployee 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 HumperdinkJack HumperdinkIf Hildegards ID# is on Jacks absence report the system will not catch the error.Completing the absence report cont-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:

500Completing the absence report cont-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

Completing the absence report cont-

This absence report was keyed as 8 hours instead of 12.Completing the absence report cont-This absence report was keyed as 43.9 hours

Completing the absence report cont-The hours will be moved to the right and this person will be charged .20 of an hour Instead of 2.00.

Completing the absence report cont-The hours will be moved to the right and this person will be charged 2.15 hours Instead of 21.5

LEAVE RATESMONTHLY ACCRUALRATECONVERSION RATE(HOURS TO DAYS)COORDINATORS, COUNSELORS, NURSES6.257.50LIBRARIANS7.007.50FT INSTRUCTORS4.004.00ADJUNCT/OVERLOAD/SUMMERFTE X 153.00SICK LEAVEFor 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.

maternity LEAVEComplete P-111 (Request for Pregnancy/Childbirth Leave of Absence Form). Forward to the VPI.

P-111

Request for PregnancyChildbirthLeave of Absence

maternity LEAVE cont-

This is the time frame of the physicians note.

This is the date the employee intends on returning to work.

maternity LEAVE cont-Medical verificationDates of leaveDiagnosis (pregnancy)

maternity LEAVE cont-Complete absence reports for the duration of leave and forward to Employee Benefits.Sick Leave for duration of physicians noteEmployee Benefits will make any adjustments necessary depending on employees leave balances, actual date of birth, etc.

Fmla, cfra & PDLFMLA (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 intermittentlyMake sure FMLA is checked on right side of absence report.

Fmla, cfra & PDL 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

FMLA, CFRA & PDL Leave Interactions

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 month123456PDLFMLAFMLA, CFRA & PDL Leave Interactions

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)123456789101112131415161718PDLCFRAFMLAFMLA, CFRA & PDL Leave Interactions

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)1-1213141516171819202122232425262728PDLCFRAFMLA5 MONTH LAW 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.

5 MONTH LAW cont-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

5 MONTH LAW cont-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

5 MONTH LAW cont-Employee with a balance of 600 hours (150 days) as of 6/30 would not be eligible for 5 Month Law.

Catastrophic leaveThe 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. Extended Catastrophic leaveExtended 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 exhaustedExtended Catastrophic leave -cont-Employees must apply for Extended Catastrophic Leave & be approved by committee.may apply for up to 50% of their salary and full medical benefitsMaximum 1 semester (82 days)Long term disability90 day waiting period66.67% salaryTotal or partial disabilityNo absence reports submittedPERSONAL NECESSITY6 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.

PERSONAL Business2 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.

PRB vs prn

Jury duty

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.

Judicial appearance1 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.

Critical illnessTo 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

bereavementAbsence 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

Military leave 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.

Workers compensationReport 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

Revised/additional absence reportFor missing hours on absence report complete 2nd report with only additional time. Mark absence report AdditionalTo 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.

Calculating absences

CLASSROOM FACULTY LECTURE HOURSEach lecture formula hour (50 minutes) missed = 1 hr absentAbsence hours = instructional minutes/50.ex: 90 min/50 = 1.80 lecture hours absent

CLASSROOM FACULTY LAB HOURSEach lab formula hour (75minutes) must be converted to lecture hoursAbsence hours = instructional minutes/50 x .75.ex: 90 min/50 x .75= 1.35 lab hours absent

Quick Reference Guide For Lecture and Lab hoursPage 34CLASSROOM FACULTY OFFICE HOURS1 hr absence for each office hour missed11 additional hours scheduled during academic year due to compressed calendar.EE out entire semester or year = 1.07 hrs/day 4 days/week.CLASSROOM FACULTY Sample ClassroomFaculty ScheduleMonTuesWedTHFRITotalLecture3.53.53.53.5014.00Lab02.05 02.0503.08 (4.1x.75)Office1.071.071.071.0704.28TOTAL4.576.114.576.11021.36

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)

REASSIGNED TIME% Reassigned TimeTime absent each day for 5 day scheduleTime absent each day for 4 day schedule20%.861.0740%1.712.1460%2.573.2180%3.424.27Reassigned Time (Release Time) can be difficult to schedule and account for when reporting absences spread time evenly over scheduled workdays.21.35 x 20% = 4.271/5th of 4.27 = .861/4th of 4.27 = 1.07REASSIGNED TIME - SAMPLE SCHEDULEMonTuesWedTHFRITotalLecture3.23.23.23.2012.8Office1.071.071.071.0704.2820% Reassigned time1.071.071.071.0704.28TOTAL5.345.345.345.34021.36MonTuesWedTHFRITotalLecture1.61.61.61.606.4Office1.0701.07002.1460% Reassigned time3.213.213.213.21012.84TOTAL5.884.815.884.81021.38TBA HOURSIf specific hours are not identified treat like Reassigned Time & spread hours evenly over week.MonTuesWedTHFriTOTALLecture3.21.93.21.9010.2Lab02.602.603.90(5.2x.75)Office Hr1.071.071.071.0704.28TBA -3 lecture hrs/wk.75.75.75.7503.00TOTAL5.025.675.025.67021.38TBA HOURSNo 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.OVERSIZED CLASSESLRCFT 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 creditMin 85 students = 2.0 times normal load creditNo more than double credit will be allowedOVERSIZED CLASS SAMPLE SCHEDULEMultiple formula hour by load credit to calculate hours absent.MonTuesWedTHFriTOTALLecture2 (1.5 load)1.62 (1.5 load)1.6211.25.2 + (4*1.5)Lab03.203.204.8(6.4x.75)Office Hr1.071.071.071.071.075.35TOTAL4.075.074.075.073.0721.35WORK EXPERIENCELRCFT 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 hour15 24 students = 2 formula hours25 34 students = 3 formula hours

WORK EXPERIENCE SAMPLE SCHEDULEMonTuesWedTHFriTOTALLecture1 work exp. (3 fh)2.51 work exp. (3 fh)2.5011.0Lab03.2503.2504.8(6.4x.75)Office Hr1.071.071.071.071.075.35TOTAL4.076.824.076.82021.78Non-classroom faculty 7.5 hr or 8 hr days 37.5 or 40 hrs/wk.Absences reported on a 1:1 ratioExample:MONTUESWEDTHFRITOTALHours7.57.57.57.57.537.5TOTAL7.57.57.57.57.537.5Example: If absent 3 hrs on Tuesday, report 3 hrs.REASSIGNED TIMENON-CLASSROOM FACULTY% Reassigned TimeTime absent each day for 5 day scheduleTime absent each day for 4 day schedule20%1.51.8840%3.03.7560%4.55.6380%6.07.50Reassigned Time is averaged over the number of days scheduled to work.

Example: 20% reassigned time x 37.5 hrs/wk = 7.5 hrs7.5 hrs/5 days = 1.5 hrs/dayREASSIGNED TIME NON CLASSROOM FACULTY SAMPLE SCHEDULE

Reassigned Time where hours are distributed evenly across the week.MonTuesWedTHFRITotalSchedule6.06.06.06.06.03020% Reassigned time1.51.51.51.51.57.5TOTAL7.57.57.57.57.537.5REASSIGNED TIME NON CLASSROOM FACULTY SAMPLE SCHEDULE

Reassigned Time where hours are not distributed evenly across the week.MonTuesWedTHFRITotalSchedule6.07.06.07.04.03020% Reassigned time1.51.51.51.51.57.5TOTAL7.58.57.58.55.537.5Depending on which day of the week the absence falls on depends on the hours reported absent.SABBATICAL LEAVE (100%)

Absence reporting is not required, since there is no campus obligation.FINALS WEEK

Report office hour for each day.Report 2 hours for each final scheduled for that day and missed.GRADUATION

Each college has their own guidelines and policies, so follow the policy for your campus.FLEX TIME

Classroom Faculty = 4.2 hrs per Flex day. If absent a portion of the day then report - hours absent x 4.2/6FLEX TIME

Non-Classroom Faculty =IF Non-classroom faculty participates in FLEX activities, then report the time required to commit.

What five things are wrong with this absence report?

Hildegard needs to take next Monday off because her daughters daycare will be closed. What type of leave would this be?

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?

What is the difference between the physicians note, for 5 Month Law supplied to Employee Benefits and the physicians note for the campus?