Furlough Administration Update

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Presentation transcript:

Furlough Administration Update School of Medicine September 11, 2009

Furlough Savings Program Why When What Who How

Furlough Savings Program - Why UC faces an unprecedented $813 million deficit in state support The furlough plan is part of a systemwide strategy to address the shortfall Savings from the furlough plan will cover about one-quarter of UC’s budget gap Student fee increases will close another quarter of the deficit. Debt restructuring, and cuts in spending on campuses and within the Office of the President will make up the remainder. This approach of shared sacrifice means that every member of the University takes part in solving UC’s budget problem.

Furlough Savings Program – When Monthly Employees 9/1/09 Effective Date & 10/1/09 Pay Date Biweekly Employees 9/6/09 Effective Date & 9/30/09 Pay Date The program is scheduled to end 8/31/10 for Monthly Employees & 9/4/10 for Biweekly Employees

Furlough Savings Program - What The plan is based on a sliding scale. Those who earn more have a larger number of furlough days and a correspondingly higher salary reduction Salary reductions range from 4 -10 percent Furlough days range from 11 – 24 days for full time employees Furlough days will be scheduled through a combination of unit closures and floating days

Furlough Savings Program - What Three distinct tables for 1) Staff, 2) Academic Year Faculty, 3) Fiscal year faculty http://intranet.ucdmc.ucdavis.edu/ucdhs/special_announcements/pdf/2009-07_furlough_proposal.pdf

Furlough Savings Program - What 11 closure days announced for Davis Campus Dec 18, 21, 22, 23, 28, 29, & 30 (Seven days) March 24 – 25 (Two days) June 14-15 (Two days) Sacramento Campus will delegate authority to depts & units, require approval from Labor Relations and Dean’s Office for office closures SOM Davis employees will follow closure days to the extent possible

Furlough Savings Program - What Salary Reduction Two new DOS codes Salary Reduction Base – SRB Salary Reduction Stipend – SRS Furlough Day Recording New Kronos code for furlough leave taken (FUT)

Furlough Savings Program – Who Are Affected Faculty – Academic Senate and Non-Senate Non-Senate Academics Health Science Compensation Plan Faculty Non-represented staff Career, limited, floater, per diem, and partial year career appointments Regular status and probationary employees Full-time and part-time

Furlough Savings Program – Who Not Affected Students, residents, clinical fellows, post-docs Contract employees H-type visa holders Medical center employees – MC Alternate Plan SOM employees approved in the MC Alt Plan Research funded employees by % of exempt funding

Furlough Savings Program – Who Staff UCDMC (Exempt – MC Alternate Plan) SOM / SON Clinical (Exempt by Title Code / Position Review) Research / Education Represented (Pending) Unrepresented Grant Funded (% Grant Funding Exempt) Non-Grant Funded (Furloughed)

Grant Funding Exemption Fund Eligibility Sub Fund Group Type – C, F, J, L, N, P, S, V, W, X, H* H if OP fund is in the following ranges: 18010- 18013, 18076-18079, 18109-18111, 18070-18072, 18089-18090, 18101-18103, 18104-18108 Pending (included as of now) BYR & BY1-9 for NIH Cap

Furlough Savings Program – Who Faculty Unfunded Research (Furloughed) Gift / Endowed Funded Activities (Furloughed) Teaching / Academic (Furloughed) Clinical (Furloughed) Funded Research (Exempt by % Funding) Eligible for callback via Z payment NIH and K award salary cap pending UCOP decision Eligible for callback via Z payment

Furlough Savings Program - Who Decision Tree Furlough Y/N Eligible salary on Jan 1 to determine tier # Days / % reduction Grant funding Y/N Proportionate decrease in furlough days and salary reduction by % exempt funding Scheduling and approval of days Faculty – mission based approach to day allocation Management of callback program for faculty

Furlough Savings Program – How Two Phases Launch Initial population of SRB & SRS distributions Maintenance Updating SRB & SRS distributions with changes in funding

Furlough Savings Program – How PPS, PeopleSoft, & the Interface related to SRB & SRS distribution The systems curveball Our response New information from the sept 3rd update Interface works – account & dos comparison – leave alone or overwrite Key = account and dos distributions unique Very cognizant of line limitations in PPS UCOP programming specs - - - evaluate each dist line, furlough Y/N – if Y, develop SRB/SRS line For each account – multiple SRB lines for each DOS code But not uniquely identifiable – can’t tie back to underlying DOS code PS interface – can’t recognize if change has been made or not – which line is which? have a solution for this, but need more time and testing – all agreed not wise to roll out urgently Wanted in PS to collapse to single SRB/SRS line per account – but not in PPS specs this way Same time PPS programming has incorporated logic to include partial research funding Launch solution – program PS not to overwrite the PPS SRB lines Recognize line issues need to be managed Lead into terri & marlene – calendar, PS, ap actions – then longhand calculation using excel cal.

Furlough Savings Program – How Using excel faculty calculator to calculate SRB / SRS lines manually New information from the sept 3rd update Interface works – account & dos comparison – leave alone or overwrite Key = account and dos distributions unique Very cognizant of line limitations in PPS UCOP programming specs - - - evaluate each dist line, furlough Y/N – if Y, develop SRB/SRS line For each account – multiple SRB lines for each DOS code But not uniquely identifiable – can’t tie back to underlying DOS code PS interface – can’t recognize if change has been made or not – which line is which? have a solution for this, but need more time and testing – all agreed not wise to roll out urgently Wanted in PS to collapse to single SRB/SRS line per account – but not in PPS specs this way Same time PPS programming has incorporated logic to include partial research funding Launch solution – program PS not to overwrite the PPS SRB lines Recognize line issues need to be managed Lead into terri & marlene – calendar, PS, ap actions – then longhand calculation using excel cal.

Faculty Callback Request form for callback plan distributed Send form to furloughrequest.ucdmc.ucdavis.edu Provides preapproval for plan – not authorization for payment of Zs After completion of furlough days and callback, send confirmation of dates with copy of approval to same email box requesting approval to pay Zs May be done at any frequency as dates are taken Pending decisions on eligibility of medical center agreements to Departments by Tuesday Sept 15th

Audits Z payments to approvals – normal process to campus Cost transfers off furlough exempt funds SRB lines to underlying DOS lines