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Personnel information can be found throughout the PTR manual. This section presents an overview of Staff Personnel information that applies to on-line time reporting and may refer the user to other sections of this manual, personnel policies, bargaining agreements, and/or other web sites for more information. Current versions of all policies and bargaining agreements may be found online on the University of California Systemwide Policies and Guidelines page.
For more information, refer to the policy on Definition of Terms in the Personnel Policies for Staff Members (PPSM), Administrative & Professional Staff (A&PS), and Staff Personnel Policies (SPP) manuals.
The Fair Labor Standards Act (FLSA):
Refer to Section B2.0 for information on recording time for exempt employees.
Refer to Section B2.0 for information on recording time for non-exempt employees.
Title Code Changes:
Refer to Section D5.1, Processing a Retroactive Title Code Change.
Pay Rate Changes:
Refer to Section D6, Retroactive Pay.
Overtime and Dual Employment:
The Title & Pay Plan:
G1.2 Time and Attendance Records
Attendance records/time records are necessary to:
Refer to PPS Manual Section C1.4 for information on Time Record Requirements.
G1.3 Dual Employment
Dual employment is considered overtime and an exception to personnel policy which must be approved in advance. Requests for exceptions are made by completing a "Request for Dual Employment" form (shown below) and submitting it to Campus Human Resources for review and approval. No payment of dual employment should be processed without notification of approval.
The Request for Dual Employment form can be downloaded from the HR Forms Page.
Both the department in which a non-exempt employee works full-time and the department requesting the dual employment may be responsible for paying premium overtime depending on when the employee works over 40 hours in a work week. Two examples are shown below.
|EXAMPLE #1 - Department B is responsible for all the overtime pay at premium rate (OTP).|
|8 Regular||8 Regular||8 Regular||8 Regular||8 Regular||40 Regular|
|8 Premium||8 Premium|
|DAILY TOTAL||8 Regular||8 Regular||8 Regular||8 Regular||8 Regular||8 Premium||40
|EXAMPLE #2 - Both departments are responsible for the overtime pay at premium rate.|
|8 Regular||8 Regular||8 Regular||8 Regular||8 Premium||32
|2 Regular||2 Regular||2 Regular||2 Regular||2 Premium||8 Regular
|DAILY TOTAL||10 Regular||10 Regular||10 Regular||10 Regular||8 Premium||40
Refer to Special Processes, Section E1 for an example of how to pay dual employment on the EDAP screen. Refer to the appropriate personnel policy and contractual agreement on overtime by using the chart entitled "Personnel Policies and Contract Articles Related to Time Reporting" as a reference to employee group.
G1.4 Personnel Policies and Contract Articles Related to Time Reporting
The following chart can be used to assist the user in locating specific information related to Payroll Time Reporting in the various Personnel Policies and Bargaining Agreements.
PERSONNEL POLICIES AND CONTRACT ARTICLES RELATED TO
(as of February 1998)
(Policy & Contract)
|Hours of Work||Overtime||Shift Differential||Vacation||Sick Leave||Holiday||Work-Incurred Illness or Injury||Leave of Absence||Military Leave|
|CUE - Clerical (refer to AFSCME Clerical)|
|AFSCME Clerical (CX)||11||11||32||20||21||19||23||22||37|
|AFSCME Service (SX)||11||11||32||20||21||19||23||22||37|
|AFSCME Patient Care Technical (EX)||11||11||32||20||21||19||23||22||22|
|Patient Care Technical Non-Rep||31||32||33||41||42||40||44||43||45|
|UPTE Research Support Professional (RX)||SPP-310
|Research Support Professional Non-Rep||31||32||33||41||42||40||44||43||45|
|UPTE Technical (TX)||12||12||35||45||36||11||43||15&16||19|
|Technical Non-Rep (PPSM)||31||32||33||41||42||40||44||43||45|
|CNA Nurses (NX)||14||14||14||17||19||18||21||20||20|
|Health Care HX||31||32||33||41||42||40||44||43||45|
|501 Skilled Crafts (K4)||11||12||13||15||16||14||14||20,22,23||21|
|Skilled Crafts Non-Rep||31||32||33||41||42||40||44||43||45|
|FUPOA Police (PA)||SPP-310||SPP-315||SPP-305||SPP-405||SPP-410||SPP-400||SPP-415||SPP-425&430||SPP-420|
|All Other Non-Rep||31||32||33||41||42||40||44||43||45|
Departments that need to determine how to pay part-time employees for University holidays may find the following chart helpful.
|HOLIDAY PAY CHART FOR
Section B2 describes overtime policy and how to determine whether straight or premium overtime should be paid to a non-exempt employee. The following charts are intended to illustrate the examples given in that section.
|OVERTIME EXAMPLE #1: Employee works on a holiday during the work week. (*Holiday pay is reported as regular time; **the time worked on the holiday is reported as overtime)|
|Daily Total||8 Regular
8 OT- Straight
|8 Regular||8 Regular||8 Regular||8 Regular||40 Regular
|Actual Hours Worked||8||8||8||8||8||40|
|OVERTIME EXAMPLE #2: Employee is on sick leave for 8 hours during a workweek in which 9 hours of overtime is worked. (Hours paid for sick leave are reported as regular time)|
(8 hours sick leave)
|Daily Total||8 Regular||8 Regular||8 Regular||8 Regular||8 Regular||8 OT-Straight
|Actual Hours Worked||8||0||8||8||8||9||41|
|OVERTIME EXAMPLE #3: Employee takes 2 hours of vacation during a workweek and also works 12 hours of overtime. (Hours paid for vacation leave are reported as regular time)|
(incl. 2 hours vacation)
|Overtime Straight||2 OT-Straight|
|Overtime Premium||10 OT-Premium|
|Daily Total||8 Regular||8 Regular||8 Regular||8 Regular||8 Regular||2 OT-Straight
|Actual Hours Worked||8||8||8||6||8||12||50|
G1.5 Staff Achievement Awards
Please review the chart located on Campus Human Resources website (http://www.chr.ucla.edu/chr/portaldocs/general/gendoc-saap-guidelines0708.pdf) to determine which employees may be eligible for incentive awards each year. Refer to Section E4 for an example of how to pay a Staff Achievement award on the EDFT screen.
G1.6 Leave Accrual
Section F1 provides an overview of the Leave Accrual process. PTR preparers should understand how the leave accrual component of the Personnel/payroll system works. The following bullets provide some information on the leave accrual codes.
Personnel Policies and Bargaining Unit agreements all contain information on leave usage and accrual for various groups of employees. The chart provided below can be used as a reference to help locate specific information relating to leave usage and accrual in the Personnel Policies and Bargaining Agreements.
|PERSONNEL POLICIES AND CONTRACT ARTICLES RELATED TO
LEAVE USAGE AND ACCRUAL
(as of February 1998)
(Policy and Contract)
|Vacation||Sick Leave||Holiday||Work-Incurred Illness or Injury||Leave of Absence (including blood donation)||Military Leave|
|CUE - Clerical (Refer to AFSCME - Clerical)|
|AFSCME Clerical (CX)||20||21||19||23||22||37|
|AFSCME Service (SX)||20||21||19||23||22||37|
|Service Non-Rep- (PPSM)||41||42||40||44||43||45|
|AFSCME Patient Care Technical (EX)||20||21||19||23||22||22|
|Patient Care Technical Non-Rep- (PPSM)||41||42||40||44||43||45|
|UPTE Research Support Professional (RX) (SPP & A&PS)||SPP-405 A&PS 151||SPP-410 A&PS 153||SPP-400 A&PS-150||SPP-415 -A&PS 155||SPP-425 & 430 A&PS-154&156||SPP-420 A&PS-157|
|Research Support Professional Non-Rep- (PPSM)||41||42||40||44||43 & 46||45|
|UPTE Technical (TX)||41||36||11||43||15&16||19|
|Technical Non-Rep (PPSM)||41||42||40||44||43 & 46||45|
|CNA Nurses (NX)||17||19||18||21||20||20|
|Nurses Non-Rep (PPSM)||41||42||40||44||43 & 46||45|
|Health Care HX (PPSM)||41||42||40||44||43 & 46||45|
|501 Skilled Crafts (K4)||15||16||14||14||20,22,23||21|
|Skilled Crafts Non-Rep (PPSM)||41||42||40||44||43||45|
|FUPOA Police (PA) (SPP)||SPP-405||SPP-410||SPP-400||SPP-415||SPP-425&430||SPP-420|
|Police Non-Rep (PPSM)||41||42||40||44||43 & 46||45|
|All Other Non-Rep (PPSM)||41||42||40||44||43 & 46||45|
Section F4 provides specific examples on how to process leave accrual adjustments as well as information related to both the Personnel and Payroll process. The following list is provided here as a reference.
Service Credit Verification
Departments that need to verify service for an employee may use the following form.
The most recent version of the form displayed above can be downloaded from the HR Forms Page.