STATE OF COLORADO
1575 Sherman Street Bill Ritter, Jr.
Denver, Colorado 80203-1714 Governor
www.cdhs.state.co.us Karen L. Beye
Mandatory Furlough Administration at CDHS
Guidance for Managers, Supervisors and Employees
August 25, 2009
Complying with the Governor’s Executive Order D 015 09 Ordering Mandatory Furloughs will
require the attention and cooperation of every CDHS employee. In particular, supervisors will
be responsible for working with all furloughed employees to fill out or verify timesheets and
time reports accurately during each week in which a mandatory furlough day falls. This
document provides guidance on what must be done to administer the mandatory furloughs at
1. Mandatory Furloughs Bring New Rules
Regular leave and work attendance rules will change for the four weeks in which furlough
days must be taken this calendar year. The Governor’s Executive Order outlines these
changes but the details of compliance are up to each Department to administer accurately.
It is important that you familiarize yourself with the information on mandatory furloughs
provided on the Department of Personnel and Administration’s website. That information
forms the basis for the guidance provided in this document. The link to access the website
2. Leave Changes on Furlough Days
Leave that falls on a furlough day that was already requested and approved may be taken.
Annual, compensatory and paid family medical leave will be changed to unpaid status for
the furlough day. Employees who have had leave approved on a furlough day should
revise their leave requests to ensure that the leave day requested is credited back to their
leave balance. No new leave on any of the four furlough days announced in the Executive
Order will be approved. The only leave that may be granted on a furlough day is leave to
attend jury duty. This must be arranged with each supervisor in advance and the original
jury summons must be presented when the leave request is made. An alternate furlough
day will be assigned, usually in the same week as the furlough falls.
Our Mission is to Design and Deliver Quality Human Services that Improve the Safety and Independence of the People of Colorad o
August 25, 2009
3. “Exempt From Furlough” Does Not Mean Exempt From Furlough Rules
The Department has identified every position that is exempt from the mandatory furlough
and has published the list of positions on the CDHS website as required by law. This list
will be updated by CDHS Human Resources through the end of each month to reflect any
approved changes or new positions. Supervisors and managers are responsible for
informing their employees if they are exempt from the mandatory furlough. All employees
are responsible for complying with the mandatory furlough rules. For CDHS employees
exempt from the furlough, this means they are expected to work as regularly scheduled on
each furlough day. Paid leave of any kind, including compensatory time, shall not be
approved for any employee on any furlough day, with the exceptions of jury duty leave as
noted above, or sick leave.
4. “Exempt from Furlough” Employees Must Also Comply with Furlough Rules
Supervisors and managers of furlough-exempt employees should inform them that furlough
rules apply to them. Otherwise, enforcement of the furlough rules may appear unfair to
employees. No donated leave under the Department’s leave-sharing program shall be
approved for a designated furlough day. The only exception for a furlough-exempt
employee to be absent on a furlough day, aside from approved jury duty leave or sick
leave, is if an FMLA qualifying event occurs on that day. In such a case, FMLA will be
designated as appropriate and the leave will be unpaid leave. No annual leave will be
approved for any designated furlough day.
5. Furloughed CDHS Employees Cannot Work on Furlough Days
This includes working from home or on electronic devices. Nor are furloughed employees
allowed to travel on state business on furlough days. Violation of this rule can have
serious and burdensome consequences for the Department. Therefore, CDHS supervisors
and managers are required to report all violations to the appropriate Deputy Executive
Director for corrective or disciplinary action under the State Personnel Rules.
6. Standards for Granting Alternate Furlough Days
In a few cases, based on business necessity and with clear justification, the Executive
Director may approve a request by a furloughed employee to be granted an alternate
furlough day. Grounds for granting an alternate furlough day include the need to avoid a
substantial hardship on the citizens of the State, substantial impairment of the ability of the
State to meet its legal obligations or the need to respond to an emergency on a furlough
day. Except in cases of emergency, the request must be made in writing, endorsed by the
appropriate Deputy Executive Director and filed with Shannon Onken as soon as possible
but in no case less than two weeks before the furlough day in question. The Human
Resources Director will assist in identifying an appropriate alternate furlough day,
verifying hours worked and notifying the employee and payroll staff.
August 25, 2009
7. An Accurate Timesheet is the Key
The main responsibility for accurate furlough administration will be up to supervisors and
timekeepers. Each supervisor is responsible for planning the furlough week with each
employee, whether furloughed or not, and verifying hours worked. Timekeepers will
check each timesheet and all time records and apply all the relevant rules to entering the
data in KRONOS. All furloughed employees are required to fill out timesheets during the
furlough week to ensure accurate records. The KRONOS Manager will distribute specific
instructions and codes to the appropriate timekeepers.
8. Furlough-Exempt Employees Report to Work As Usual
The supervisor of a furlough-exempt employee will work with the employee to plan and
verify the hours worked. The rules set out in this document will be applied in planning and
entering the hours worked. Supervisors are responsible for the accuracy of these time
records and are required to follow all instructions and to respond promptly to any questions
from timekeeping. Start planning now for the work week beginning at 12:01 AM on
Saturday, September 5, 2009.
9. Furloughed Employees’ Timesheets Will Show Eight Hours Unpaid Furlough
Part-time furloughed employees’ timesheets will show a prorated amount of unpaid
furlough. (Half time employees get four hours of unpaid furlough, etc.) In necessary
cases, they will show the alternate furlough day, usually in the same week as the designated
furlough day. Furloughed employees who normally “swipe” will have a KRONOS
generated time record already showing the furlough day. Since every designated furlough
day falls in a holiday week, furloughed employees will only work three days that week, for
a total of 24 hours worked. The other two days will be the paid holiday and the unpaid
furlough day. Any variations will require complete justification and management approval.
The time sheet to be used by furloughed employees who do not “swipe” is attached to this
document, along with instructions for its use.
10. CDHS Employees Who Are Usually Exempt From Earning Overtime Become
Eligible To Earn Overtime In A Furlough Week With Approval
Any employee working unapproved overtime is violating Department policy. This
includes working on the weekend of a furlough week, working from home or on an
electronic device. Violations of this policy shall be reported by all supervisors and
managers to the appropriate Deputy Executive Director for corrective or disciplinary action
under the State Personnel Rules.
August 25, 2009
Supervisors are strongly encouraged to begin meeting with employees now to
explain how the furloughs will work. Those employees on flex schedules will need
special attention. Guidance for flex scheduling around the furlough weeks will be
provided through each Deputy Executive Director in cooperation with the CDHS
Payroll Office. Again, everyone is urged to review the available furlough guidance.
Updates to the guidance are available on line on the CDHS and DPA websites.
Weekly Time Sheet with Instructions
Furlough Planning Spreadsheet for Flex Schedules