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REPORTING ABSENCES

REPORTING ABSENCES. Certificated STAFF. timeline. 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.

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REPORTING ABSENCES

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  1. REPORTING ABSENCES Certificated STAFF

  2. timeline • 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.

  3. Timeline -cont- What happens if absence reports miss the deadline? The absence reports won’t be processed until the following month resulting in incorrect balances on the employee’s pay stub and the reports to the colleges

  4. Timeline -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.

  5. Completing the absence report 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 Jack’s absence report the system will not catch the error.

  6. 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:

  7. Completing 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.

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

  9. Completing the absence report –cont- This absence report was keyed as 43.9 hours

  10. 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.

  11. 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

  12. LEAVE RATES

  13. SICK LEAVE • For employee’s 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 physician’s note is REQUIRED for all absences exceeding 10 days.

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

  15. P-111Request for PregnancyChildbirthLeave of Absence

  16. maternity LEAVE–cont- This is the time frame of the physician’s note. This is the date the employee intends on returning to work.

  17. maternity LEAVE–cont- Medical verification Dates of leave Diagnosis (pregnancy)

  18. maternity LEAVE–cont- • Complete absence reports for the duration of leave and forward to Employee Benefits. • Sick Leave for duration of physician’s note • Employee Benefits will make any adjustments necessary depending on employee’s leave balances, actual date of birth, etc.

  19. Fmla,cfra & PDL 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 member’s illness or injury. • Can be taken at one time or intermittently • Make sure FMLA is checked on right side of absence report.

  20. 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

  21. FMLA, CFRA & PDL Leave Interactions • Suzy works until her delivery date - physician’s 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

  22. FMLA, CFRA & PDL Leave Interactions • Suzy works until her delivery date - physician’s 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)

  23. FMLA, CFRA & PDL Leave Interactions • Suzy has difficult pregnancy - physician’s 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)

  24. 5 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.

  25. 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

  26. 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. 6days (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

  27. 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.

  28. Catastrophic leave The Catastrophic Illness or Injury Leave Program provides eligible employees (permanent employees not receiving worker’s 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.

  29. Extended Catastrophic leave Extended Catastrophic Leave extends the leave for eligible (permanent employees not receiving worker’s 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

  30. Extended 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 benefits • Maximum 1 semester (82 days)

  31. Long term disability • 90 day waiting period • 66.67% salary • Total or partial disability • No absence reports submitted

  32. PERSONAL NECESSITY • 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.

  33. PERSONAL Business • 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.

  34. PRB vsprn

  35. 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.

  36. Judicial appearance • 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.

  37. Critical illness • To care for an immediate family member as defined by bargaining agreement. • Physician’s 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

  38. bereavement • 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

  39. 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.

  40. Workers’ compensation • Report as workers’ compensation on absence report – Employee Benefits will make any necessary adjustments. • Include date of injury on absence report. • Questions on worker’s compensation absences – Herschel Smith, General Services

  41. Revised/additional absence report • For missing hours on absence report complete 2nd 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.

  42. Calculating absences

  43. CLASSROOM FACULTY LECTURE HOURS • Each lecture formula hour (50 minutes) missed = 1 hr absent • Absence hours = instructional minutes/50. ex: 90 min/50 = 1.80 lecture hours absent

  44. CLASSROOM FACULTY LAB HOURS • 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

  45. Quick Reference Guide For Lecture and Lab hours Page 34

  46. CLASSROOM FACULTY OFFICE HOURS • 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.

  47. CLASSROOM FACULTY Sample ClassroomFaculty Schedule

  48. 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)

  49. REASSIGNED TIME 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 1/5th of 4.27 = .86 1/4th of 4.27 = 1.07

  50. REASSIGNED TIME - SAMPLE SCHEDULE

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