Reporting and Reconciling Excess/Deficit Hours Payroll Services Office Susan Vaquilar May 15, 22, 24, 2007

Reporting and Reconciling Excess/Deficit Hours Who is affected by Excess or Deficit Hours? Any non-exempt employee who works an alternative work schedule which is NOT Monday-Friday, 8 hr. days. Any non-exempt employee who works an alternative work schedule which is NOT Monday-Friday, 8 hr. days. A part-time non-exempt employee with a work schedule who is not scheduled to work equal hours per day, M-F should be reviewed against a prorated amount of hours. A part-time non-exempt employee with a work schedule who is not scheduled to work equal hours per day, M-F should be reviewed against a prorated amount of hours.

Examples Examples 4/ days at 10 hours per day is the most typical alternative schedule.(This schedule equals 40 hours each week) 4/ days at 10 hours per day is the most typical alternative schedule.(This schedule equals 40 hours each week) 9/ a schedule where the employee works one week, 4 days at 9 hours per day, one day at 8 hours per day, the next week, 4 days at 9 hours per day and then gets a day off. This schedule equals 80 hours in a two week period) 9/ a schedule where the employee works one week, 4 days at 9 hours per day, one day at 8 hours per day, the next week, 4 days at 9 hours per day and then gets a day off. This schedule equals 80 hours in a two week period) Reporting and Reconciling Excess/Deficit Hours

What is a non-exempt employee? An employee who is eligible to be paid overtime. There are other criteria for determining a non-exempt employee, but the easiest way to identify an eligible employee is if they are eligible for overtime. An employee who is eligible to be paid overtime. There are other criteria for determining a non-exempt employee, but the easiest way to identify an eligible employee is if they are eligible for overtime. Reporting and Reconciling Excess/Deficit Hours

Why are we concerned about these hours? Don’t the hrs. balance out at the end of the year? Accounting for excess/deficit (EH)hrs. for ALL CSU employees has been a requirement since December, Prior to this date, hrs. were allowed to be accumulated until December 31 of each year but no payoff existed. The reporting of EH hours has existed for many years in the 24 hr. supported areas. Accounting for excess/deficit (EH)hrs. for ALL CSU employees has been a requirement since December, Prior to this date, hrs. were allowed to be accumulated until December 31 of each year but no payoff existed. The reporting of EH hours has existed for many years in the 24 hr. supported areas. Reporting and Reconciling Excess/Deficit Hours

At what rate of pay are excess hours paid? Any plus EH hours will be paid at the employee’s straight time rate of pay. Any plus EH hours will be paid at the employee’s straight time rate of pay. Reporting and Reconciling Excess/Deficit Hours

State of California calendars Months identified either as 21(168 hrs) or 22 (176 hrs) working days/mo. Compensation issued by the State reflects equal hours/day working a M-F schedule. Months identified either as 21(168 hrs) or 22 (176 hrs) working days/mo. Compensation issued by the State reflects equal hours/day working a M-F schedule. To Compensate an employee who does NOT fit this requirement, calculation of EH hrs. is required. To Compensate an employee who does NOT fit this requirement, calculation of EH hrs. is required. Scheduled hrs. for an employee over the hrs. identified for the month is referred to as “plus” hrs. and should be paid. Scheduled hrs. for an employee over the hrs. identified for the month is referred to as “plus” hrs. and should be paid. Scheduled hrs. that are short of the identified hours for the month is considered “minus” hrs. and are allowed to be carried forward to Dec 31 st of each year before requiring use of vacation or CTO hrs. in order to balance out to 0. Scheduled hrs. that are short of the identified hours for the month is considered “minus” hrs. and are allowed to be carried forward to Dec 31 st of each year before requiring use of vacation or CTO hrs. in order to balance out to 0. Reporting and Reconciling Excess/Deficit Hours

Rules SCHEDULED hrs. are used when identifying Excess/Deficit hrs.—DO NOT USE OVERTIME SCHEDULED hrs. are used when identifying Excess/Deficit hrs.—DO NOT USE OVERTIME Schedules such as 9/80 require ‘locking’ 2 wks together & not allowing schedule changes between the begin/end date of the schedule. Schedules such as 9/80 require ‘locking’ 2 wks together & not allowing schedule changes between the begin/end date of the schedule. Use of CURRENT Plus/Minus Calculator is required—review regularly calendars which have been completed, taking note of revision dates. Note: errors found should be reported to the Payroll Office immediately! Use of CURRENT Plus/Minus Calculator is required—review regularly calendars which have been completed, taking note of revision dates. Note: errors found should be reported to the Payroll Office immediately!

Reporting and Reconciling Excess/Deficit Hours CAUTIONS Creation of new and different schedules should consist of a review to insure 40 hrs/week compliance. Work week starts midnight-Sunday thru the following Saturday at midnight. Creation of new and different schedules should consist of a review to insure 40 hrs/week compliance. Work week starts midnight-Sunday thru the following Saturday at midnight. When using 9/80 schedules, changes can only be after the 2-wk. pattern is completed and should never occur prior to the last day. When using 9/80 schedules, changes can only be after the 2-wk. pattern is completed and should never occur prior to the last day. Changing of different schedules should always include a look back (review) of the 40 hrs/week requirement. There shall be no week in which less than 40 hrs. has been scheduled. Changing of different schedules should always include a look back (review) of the 40 hrs/week requirement. There shall be no week in which less than 40 hrs. has been scheduled.