Cyclic-Year Positions for Classified Employees

Transcription

1 OVERVIEW A department may establish a cyclic-year position if the department has known recurring periods in the annual cycle when the position is not needed or if there is limited funding for the position. (WAC ) Both civil service and collective bargaining unit positions may be established as cyclic-year positions. For purposes of this section, civil service and collective bargaining unit positions are referred to as classified positions. Definition Annual Cycles A cyclic-year employee works less than 12 months each year and is on leave without pay (LWOP) at specified times, e.g., low activity periods. Departments establish an annual cycle for cyclic-year positions. Cycles may coincide with the academic year, fiscal year, calendar year or any other appropriate cycle. All cyclic-year positions within a department must use the same annual cycle. Send a memorandum to (HRS) to establish or change the department s cycle. Leave Accruals, PIDs Civil service employees refer to BPPM and WAC regarding leave and BPPM and WAC for information regarding periodic increment dates. Collective bargaining unit employees refer to the applicable agreements for information regarding leave and periodic increment dates. STARTING A CYCLIC- Use a Position Action/PRR to establish a cyclic-year position YEAR POSITION (see BPPM 5.02). Reduction in Force ANNUAL NOTIFICATION Contact HRS at least 30 days before reducing a filled position to a cyclic-year position. Layoff procedures may apply to the reduction (see BPPM 60.37). Upon appointment and before the start of each annual cycle, the employing department sends each cyclic-year employee a letter which specifies the scheduled periods of LWOP for the coming year. The letter must be sent at least 15 calendar days before the annual cycle begins. Refer to Figure 1 or use the Cyclic-Year Memorandum template.

2 BUSINESS POLICIES AND PROCEDURES MANUAL ANNUAL NOTIFICATION (cont.) Routing Cyclic Year Letters REPORTING LWOP For a cyclic-year employee hired within the cycle, the department sends the employee a letter documenting the scheduled periods of LWOP remaining in the cycle. The department sends the cyclic-year letter to the employee with copies to HRS, Payroll Services, and Position Control. If the cyclic appointment has a leave without pay (LWOP) period of ten days or less, an overtime-eligible classified employee reports the LWOP on a Time Report. Overtime-exempt (excepted) classified employees report LWOP periods of ten days or less on a Leave Report for Classified Employees. Starting/Ending LWOP Recording Leave Accruals The cyclic year letter notifies HRS to begin and end LWOP on the specified dates. If there are 11 or more full days of LWOP, a civil service employee receives no leave accruals for the month. (WAC ) A collective bargaining unit employee refers to the applicable bargaining unit agreement regarding LWOP and leave accruals. CHANGES TO LWOP SCHEDULE Changing LWOP Period Extended Cyclic Appointment When increasing or decreasing a LWOP cyclic period for a position, e.g., changing the basis of service from ten months to nine months, layoff procedures may apply. Contact HRS and see BPPM When an employee returns to work during the scheduled period of cyclic LWOP at the request of the department, the cyclic appointment is extended. To offer additional employment during a LWOP cyclic period the employing department completes and sends an offer letter similar to Figure 2. The department allows the incumbent at least three days to respond.

3 Offer Declined The department may hire another classified employee or a temporary employee if the incumbent declines the offer or does not respond within three days. Contact HRS for assistance. Offer Accepted/ Report the hours worked on a separate Time Report Reporting Hours (see BPPM and 60.62). Report actual hours worked on the Time Report. Enter Extended cyclic appointment in Comments. Route two copies of the Time Report showing hours worked to HRS. HRS routes one of the copies to Payroll Services. Offer Accepted/ Reporting Hours (cont.) Holidays NOTE: For overtime-exempt (excepted) classified employees, use the Time Report to report such time. Note in Comments that the employee is overtime-exempt (excepted). A cyclic employee qualifies for holiday compensation if he or she works or is in pay status on his or her last regularly scheduled working day before the holiday(s) in that month. (WAC (3)) The employee's department must send a Time/Leave Report to HRS showing that the employee was in paid status the full scheduled work shift prior to the holiday. EAMPLE: If the last scheduled work day is May 15, the department must route a Time/Leave Report to pay the employee for Memorial Day. Employees on extended cyclic appointments (see BPPM 60.30) must be in paid status the full scheduled work shift before a holiday in order to be paid for the holiday. The holiday pay is at the same rate as the rate for the employee's normal appointment. ANNUAL LEAVE DURING A LWOP PERIOD Employee Request Departmental Discretion Use at Beginning or End The use of annual leave must be requested by the employee. The department may or may not approve a request to use annual leave. (ECEPTION: See HRS for more information.) An employee may use annual leave at the beginning or end of a cyclic LWOP period. The Time/Leave Report submitted for the month is to show the cyclic LWOP period beginning and ending on the original cyclic LWOP dates as shown in the annual cyclicyear memorandum. Under Comments, indicate that the cyclic

4 BUSINESS POLICIES AND PROCEDURES MANUAL Beginning or End (cont.) appointment was extended for the purpose of using approved annual leave. Annual leave used during the period does not alter established for cyclic LWOP as recorded in the employee s Annual Cycle Memorandum. EAMPLE: If the cyclic LWOP period begins May 16 and ends August 16, the employee may use annual leave right after May 16 and/or immediately before August 16. See Time Report examples (Figures 3, 4, and 5). Offer of Additional Work When an employee accepts an offer of additional work during a cyclic LWOP period, annual leave may be used during those days the employee is scheduled to work. The employee must request the use of annual leave. NOTE: A department may not make an offer of additional work solely to provide an opportunity for an employee to use annual leave. Annual Leave Accrual If an employee has an hourly position during the scheduled cyclic leave without pay period, the employee accrues annual and sick leave unless he or she is on LWOP for 11 or more days in the calendar month. (The hourly position could be with the home department or with another department.) The employing department forwards a copy of the employee's Daily Activity Report to the home department. The home department attaches the copy of the Daily Activity Report to the employee's Time or Leave Report and adds any earned leave accruals to the annual and sick leave balances. MODEL LETTERS Cyclic-Year Letter Model A department may reproduce the Cyclic-Year Memorandum or develop a letter using Figure 1.

5 CYCLIC-YEAR MEMORANDUM (Date the cyclic-year letter at least 15 calendar days prior to beginning of the cyclic year.) TO: FROM: SUBJECT: (Employee Name; include WSU ID Number and Position Number) (Supervisor s Name, Department) Periods of Leave Without Pay for Your (number of months in the cycle) Month Cyclic-Year Appointment The annual cycle for your position begins (Indicate the dates of the cyclic year, e.g., begins August 1 and ends July 31.) of each year. Your scheduled days of leave without pay this year are: (Specify the dates of the leave without pay periods, for example August 1, 2005 through August 31, 2005 and June 1, 2005 through July 31, 2005.) During any scheduled periods of leave without pay, you may be offered additional work on an extended cyclic year appointment. If you work for another department on an hourly basis during your scheduled leave without pay period, you will accrue annual leave and sick leave after including the additional work, unless you have 11 or more full days of LWOP for the month. Direct questions about unemployment compensation to the Washington State Department of Employment Security. If you have questions about this schedule of leave without pay, please contact me. cc: Payroll Services Position Control Figure 1

6 BUSINESS POLICIES AND PROCEDURES MANUAL Offer of Additional Work (Date) MEMORANDUM TO: FROM: SUBJECT: (Employee) (Supervisor s Name and Department) (Offer of Additional Employment During Cyclic-Year LWOP Period) This is an offer of additional employment during the period of scheduled leave without pay in your cyclic-year appointment. This employment begins (Specify the dates, e.g., June 1, through June 4, 2005). Please circle your response, sign, and return this offer to me within three days. I (do/do not) accept this offer of additional employment. Signature Date cc: Figure 2

7 Example: Reporting hours for an extended cyclic appointment. TIME REPORT OVERTIME-ELIGIBLE EMPLOYEES WSU ID NO. NAME LAST, FIRST, AND MIDDLE MAIL CODE EMPLOYING DEPARTMENT xxxxxxxx Employee, Allison Microbiology MONTH YEAR TITLE TITLE CODE % FTE TERM (Basis of Service) July 2006 Program Assistant 100 Months 9 HOURS WORKED Time Base Account Code Code Program-Budget-Project RP The maximum annual leave balance is 240 hours for civil service and 352 hours for faculty and A/P. See WAC for exceptions. Bargaining unit employees refer to appropriate contracts for compensatory time and leave accrual limits. The maximum compensatory time balance for civil service is 240 hours. Enter dates of Family Medical Leave in Comments; see back for routing. EMPLOYEE TYPE Faculty and AP: Civil Service: Annual Academic Summer Collective Bargaining: Alternate Scheduled Nonscheduled WSU1010-GENE Hours Total LEAVE HOURS TAKEN (Enter other leave types in blank lines as necessary. See BPPM Chapter 60.) Annual Leave Sick Leave Comp Time Off Leave Without Pay Personal Holiday Holiday Bereavement (Civil Svc./Col. Bar. Unit) Emergency Leave (Fac and AP) Shared Leave TOTAL HOURS COMP TIME EARNED BALANCES Previous Balances Subtract Hours Used Subtract Donated Hours Annual Leave Sick Leave Shared Leave Comp Time Comments Extended cyclic appointment Add Hours Earned or Received Current Balance Administrative Correction I certify that this is an accurate report of my work and leave. Supervisor's Signature Employee's Signature Administrative Approval Figure 3

8 BUSINESS POLICIES AND PROCEDURES MANUAL Example: Annual leave used at beginning of scheduled cyclic leave period. TIME REPORT OVERTIME-ELIGIBLE EMPLOYEES WSU ID NO. NAME LAST, FIRST, AND MIDDLE MAIL CODE EMPLOYING DEPARTMENT xxxxxxxx Doe, Bernard English MONTH May YEAR 2006 TITLE Program Coordinator TITLE CODE 100 % FTE TERM (Basis of Service) Months 9 HOURS WORKED Time Base Account Code Code Program-Budget-Project RP The maximum annual leave balance is 240 hours for civil service and 352 hours for faculty and A/P. See WAC for exceptions. Bargaining unit employees refer to appropriate contracts for compensatory time and leave accrual limits. The maximum compensatory time balance for civil service is 240 hours. Enter dates of Family Medical Leave in Comments; see back for routing. EMPLOYEE TYPE Faculty and AP: Civil Service: Annual Academic Summer Collective Bargaining: Alternate Scheduled Nonscheduled WSU1010-GENE Hours Total LEAVE HOURS TAKEN (Enter other leave types in blank lines as necessary. See BPPM Chapter 60.) \ Annual Leave Sick Leave Comp Time Off Leave Without Pay Personal Holiday Holiday Bereavement (Civil Svc./Col. Bar. Unit) Emergency Leave (Fac and AP) Shared Leave TOTAL HOURS COMP TIME EARNED BALANCES Previous Balances Subtract Hours Used Subtract Donated Hours Add Hours Earned or Received Current Balance Administrative Correction Annual Leave Sick Leave Shared Leave Comp Time Comments I certify that this is an accurate report of my work and leave. Supervisor's Signature Employee beginning cyclic leave without pay effective 05/16/06. Extended cyclic appointment 05/16/06-05/31/06 for the purpose of using approved annual leave Employee's Signature Administrative Approval Figure 4

9 Example: Annual leave used at the end of a scheduled cyclic leave period. TIME REPORT OVERTIME-ELIGIBLE EMPLOYEES WSU ID NO. NAME LAST, FIRST, AND MIDDLE MAIL CODE EMPLOYING DEPARTMENT xxxxxxxx Worker, Carl English MONTH YEAR TITLE TITLE CODE % FTE TERM (Basis of Service) August 2006 Office Assistant III 100 Months 9 HOURS WORKED Time Base Code RP Account Code Program-Budget-Project The maximum annual leave balance is 240 hours for civil service and 352 hours for faculty and A/P. See WAC for exceptions. Bargaining unit employees refer to appropriate contracts for compensatory time and leave accrual limits. The maximum compensatory time balance for civil service is 240 hours. Enter dates of Family Medical Leave in Comments; see back for routing. EMPLOYEE TYPE Faculty and AP: Civil Service: Annual Academic Summer Collective Bargaining: Alternate Scheduled Nonscheduled WSU1010-GENE Hours Total LEAVE HOURS TAKEN (Enter other leave types in blank lines as necessary. See BPPM Chapter 60.) Annual Leave Sick Leave Comp Time Off Leave Without Pay Personal Holiday Holiday Bereavement (Civil Svc./Col. Bar. Unit) Emergency Leave (Fac and AP) Shared Leave TOTAL HOURS COMP TIME EARNED BALANCES Previous Balances Subtract Hours Used Subtract Donated Hours Add Hours Earned or Received Current Balance Administrative Correction Annual Leave Sick Leave Shared Leave Comp Time Comments I certify that this is an accurate report of my work and leave. Supervisor's Signature Extended cyclic appointment 0/01/06-0/15/06 for the purpose of using approved annual leave. Return from cyclic leave without pay 0/16/05. Employee's Signature Administrative Approval Figure 5