Sick Time Approval Training FOR APPROVERS IN BANNER FOR CASUAL WORKERS AND SUMMER STUDENT WORKERS

Massachusetts new sick-time law  On November 4 th, 2014 Massachusetts voters approved Ballot Question 4 “Earned Sick Time for Employees”  The law takes effect July 1, 2015, when casual workers and summer students will start to accrue sick time  This means that starting on July 17 th or pay period 15 our casual workers and summer student workers will start to see sick time accrual when they look at their accounts in Banner

Who does this effect?  The new law affects all Smith College employees  The new sick time accrual affects anyone who wasn’t already accruing sick time at the college, with the exception of students who work during the academic year. For our purposes we will refer to these groups as casual workers and summer student workers.  This does not include those being paid by an outside agency that may work at Smith but do not receive a Smith paycheck.

Massachusetts new sick time law  All impacted employees in the state can now start accruing sick time, including our casual workers and summer student workers  They can earn 1 hour of sick time for every 30 hours they work  They can accrue up to 40 hours per fiscal year  July 1 – June 30th  Up to 40 hours of accrued time can be rolled over into the next fiscal year

Massachusetts new sick time law  All employees are now allowed to use up to 40 hours of sick time for the care of a child, spouse, parent or parent of a spouse  Supervisors can now request a doctor’s note after 24 hours of consecutively scheduled work is missed  For example:  A casual worker who calls in sick for three shifts that are six hours long in a row  A summer student worker who calls in sick for eight shifts in a row that are 3 hours long

So why are we here?  As time sheet approvers for casual workers/ summer student workers you will see new options being entered in that will need approval  You may need to train your employee on how they can enter sick time  This can be confusing if they have multiple jobs or if they are a student with a summer position that will accrue for that job, but will not accrue during the school year during their work study job

Functionality in Banner  Applies to all staff in employee classes:  CI – Casual Intermittent Worker  CS- Casual Seasonal Worker  CW – Casual Temporary Worker  N5 – Non-Exempt, Less than ½  U5 – Union, Less than ½ (non-budgeted union worker, may or may not be less than half time)  SU – Student working a casual position in the summer

How to approve in Banner  You will continue to approve time sheets in Banner Web the same way you have been doing  You will start to see sick time being used by casual workers/ summer students on shifts they have missed

Functionality in Banner  30 hours worked = 1 hr of sick time accrued  1 hour worked = 2 minutes of sick time accrued or 1/30 th of an hour  # of hrs worked x (1/30)  Example: if they worked 15 hours  15 X (1/30) = 0.5 hours of sick time accrued  Earn code = 180 for sick time taken  Sick time will only accrue on designated earn time including; holidays, vacation, recess, and sick time. It will not accrue on any dock pay hours.

List of Leave Types TYPE of Leave Hours or Days Available Beginning Balance Earned as of July 17, 2015 Taken as of July 17, 2015 Available Balance as of July 17, 2015 Sick TimeHours Banner Web If this casual worker worked 45 hours of the course of the pay period, this is what they would see

Functionality in Banner  When payroll is processed, sick time is taken before any new accrual is added to the balance.  Sick time accrues on a job-by-job basis  When payroll is processed, sick time is taken across all jobs in alpha numeric order of position number before any new accrued time is added in  Jobs are allowed to have negative sick time balances in a job, but the employee will never be allowed to have a negative sick leave balance overall

Example A – Student Summer Worker  Sally Smith is a second year student with jobs as an art model and a lifeguard during the academic year. Sally decided to work at Smith College this summer in the HR office.  Sally accrues time for her summer work in HR. She works 30 hours a week.  She accrues 1 hour of sick time per week or 2 hours per pay period  Sally does not accrue time for her academic year positions  If Sally accrues time this summer, can she use it next fall?  No, she can not. She can only use her sick time for the summer position she is working.

Example A – Student Summer Worker  Sally has accrued 6 hours of sick time  She calls out sick for a 5 hour shift in HR  You approve her timesheet  She now has 1 hour left in her Sick time Balance + 2 hours she accrued this pay period.  In total she will have 3 hours of sick time left Position #Sick Time available as of PP 16 Earn code 180- Sick Time Taken for PP 16 Earn Code 020- Regular Earnings for PP 16 Hours Paid for PP 16 Sick time Left before accrual in PP 16 Accrued Sick time for PP 17 SU ST ST Combined total balance

Example B – Casual Worker with Multiple Jobs  Sam is a Museum Guard with 3 jobs  He is using 4 hours of sick time to care for his sick child  Remember, all employees are allowed to use up to 40 hours of their sick time to care for a child, spouse, parent, or parent of a spouse  So what does this look like across 3 jobs?

What if the employee leaves?  If the casual worker or Smith student leaves Smith and comes back within a year, they get their accrued sick time back  Example: A casual worker is temporary and accrued time while in their temporary position. They are then hired as a U5. As long as they returned within a year they get their accrued time back.  Example: A student accrues time as a summer student worker. We then hire the student as a Casual Temporary after they graduate. They would keep all of the time they accrued as a student and transfer it over to their new position.

Main Points to Remember  Know the basics  Who accrues? and how much?  Can they carry it over? How much?  What if your employee has multiple jobs?  When can you ask for a doctor’s note?  What happens if they don’t have enough time accrued?  Any questions please reach out to HR  Avril Russell ext  Iris Alicea-Flores ext  Lynda Dallapegorara ext  Kate Harrington ext. 2268

Communication and Training  An article will be posted in eDigest next week detailing the new law and where you can find more information  A training video will be attached informing the Smith College community about how this law will effect them  All employment boards on campus will be updated with the new law  The HR Website will have all training materials for your reference including this PowerPoint  Please explain to your current employees how they will accrue time and point them to the HR website for details  You are now the resource regarding this new law  As you hire, make this a part of your training  Reach out if you have any questions or concerns

Questions? THANK YOU FOR PARTICIPATING IN THIS TRAINING. WE APPRECIATE YOUR ATTENDANCE IN LEARNING ABOUT THIS NEW STATE LAW.