Sac State University Policy Manual

Attendance

Policy Administrator: Vice President for Administration
Authority: PM BA 99-09
Effective Date: November 10, 1999
Updated:
Index Cross-References: Collective Bargaining Agreements:    http://www.calstate.edu/LaborRel/Contracts_HTML/contracts.shtml
Policy File Number: UMA01150.HTM

 

ATTENDANCE

ABSENCES

Arrangements for excused absences must be made with the employee's immediate supervisor. Unexcused absences are considered to be Absence
Without Leave (AWOL).

1. Sick Leave
(See appropriate Collective Bargaining Agreement for Information on Specific Bargaining Units)

Sick leave is earned by full-time employees, and by part-time employees based on the percentage of time worked. Full-time employees accrue eight hours of sick leave credit following the completion of one month of continuous service. Sick leave may be used by non-exempt employees in increments of one-half or one hour increments. Employees
in classifications that are exempt from the Fair Labor Standards Act must use sick leave and vacation in full day increments (daily scheduled work hours). Sick leave is generally authorized in the following circumstances.

A. Illness or injury

B. Exposure to contagious disease

C. Dental, eye or other physical or medical examinations or
treatments by a licensed practitioner

D. Illness or injury in the immediate family requiring the attention
of the employee

E. Family Death (close relative or other person residing in the
employee's immediate household)

F. Pregnancy and childbirth

Refer to the appropriate MOU for the number of days authorized for family illness/injury and for the use of sick leave for pregnancy and childbirth

2. Vacation
(See appropriate Collective Bargaining Agreement for Information on Specific Bargaining Units)

The specific rate at which an employee accrues vacation time is based on length of state service or on a flat rate, as determined by the employee's employment classification and bargaining unit. The accrual is based on the employee's time base, i.e., full time = full rate, part time = pro-rated, intermittent = full rate after one month of qualifying service (160 hours).

For computational purposes, an employee who works eleven or more days in a monthly pay period is considered to have completed a month of qualifying service, or continuing service. When an absence without pay of more than eleven consecutive working days falls into two consecutive qualifying monthly pay periods, one of the pay periods is
disqualified. (This is not applicable to hourly intermittent or academic year employees.)

Employees are limited in the amount of vacation leave time they can keep as an unused balance. The limit pertains to the vacation leave balance on January 1 and depends upon the employee's collective bargaining unit and years of service. Exceptions to these limits must be approved by the university president before January 1 of each calendar year.

3. Compensating Time Off
(See appropriate Collective Bargaining Agreement for Information on Specific Bargaining Units)

Credited CTO should be used within one year of the date earned whenever possible. If an employee is unable to use accumulated CTO and has a balance in excess of the allowable maximum per the respective MOU, the University shall pay the employee in cash by the date mandated in the MOU.

4. Personal Holiday
(See appropriate Collective Bargaining Agreement for Information on Specific Bargaining Units)

An employee is entitled to one Personal Holiday per calendar year. If the employee fails to use the Personal Holiday before the end of the year, the holiday will be forfeited. The holiday shall be taken on one day, and scheduling of the holiday shall be by mutual agreement of the employee and the appropriate administrator.

5. Funeral Leave
(See appropriate Collective Bargaining Agreement for Information on Specific Bargaining Units)

Generally, for each death of a significantly close relative, upon request to the appropriate administrator, the employee shall be granted one day of leave with pay. If such death requires the employee to travel over 500 round-trip miles from home, upon request such a leave with pay shall be granted for two days. (Refer to the appropriate MOU for the definition of "significantly close relative.")

6. Jury Duty
(See appropriate Collective Bargaining Agreement for Information on Specific Bargaining Units)

If an employee is required to serve on jury duty, he/she may do so without loss of pay, provided fees for jury service are remitted to the state. Payment to the employee for travel and subsistence need not be remitted.

7. Maternity/Paternity/Adoption Leave
(See appropriate Collective Bargaining Agreement for Information on Specific Bargaining Units)

This type of paid leave is for the purpose of an employee preparing for the birth of one's own child or the placement of a child with the employee in connection with adoption or foster care. The number of paid leave days is determined by collective bargaining unit designation.

Once paid maternity/paternity/adoption leave is exhausted, the employee may charge sick leave in accordance with CSU policy. Paid maternity/paternity/adoption leave runs concurrently with Family and Medical Leave and/or pregnancy leave under Education Code Section 89519.

CATASTROPHIC LEAVE DONATION PROGRAM
(See appropriate Collective Bargaining Agreement for Information on Specific Bargaining Units)

Generally, any CSU employee who accrues vacation or sick leave credits may voluntarily donate those credits to any other CSU employee on the same campus who has been approved for Catastrophic Leave by Faculty and Staff Affairs. A catastrophic illness or injury is one that has totally incapacitated the employee from work.

Employees may donate a maximum of 16 hours of vacation or sick leave credits per fiscal year in increments of one hour or more. Donations are irrevocable once the leave is formally transferred to the recipient.

REPORTING ATTENDANCE

Time and Attendance Report Form 672 (original)  For payroll purposes, a complete record of attendance for each employee will be posted each pay period on Time and Attendance Report Form 672 furnished by the State Controller's Office. The department head is responsible for certifying the attendance of each employee in the department and must assure that proper and accurate documentation for absences (i.e. requests for official travel, sick leave, vacation, or docks in pay) is submitted. Form 672 must be completed and signed by timekeepers designated responsibility for maintaining attendance reporting for all individuals assigned to their reporting units, certified by the department head and submitted to the Payroll Services Office with the appropriate supporting documents, as follows:

1. Absence and Excess Hours Worked Report Form PR 54 (original)
Form PR 54 requires the signature of the employee and the approval signature of the employee's immediate supervisor.

Sick Leave, Vacation, Compensating Time Off -- For non-exempt employees, sick leave, vacation, and compensating time-off (CTO) must be used in one-half hour or hour increments. Exempt employees must use sick leave and vacation in full day increments (daily scheduled work hours), and are not eligible to earn overtime, either as cash or CTO.

Jury Duty -- Confirmation of Jury Duty must be provided.

Union Time -- A copy of documentation from FSA must be provided, if reimbursable.

Subpoenaed Witness -- Subpoena order must be provided.

2. Authorization for Extra Hours Form 682 (original)
Overtime must be authorized in advance and assigned by the appropriate administrator.

Form 682 authorizing and reporting overtime requires the signature of the employee and the approval signature of the immediate supervisor.