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					                                       Sacramento County
                                Management Work Furlough Guidelines



General Initiative Guidelines
    A work furlough is defined as time off from work without pay, for a designated period of time, in
       accordance to Board of Supervisors approved policy.
    The work furloughs were approved by the Board of Supervisors authorized on April 21, 2009 and
       will apply to unrepresented management employees.
    The work furloughs begin May 10, 2009 and are scheduled to end on June 19, 2010.

Employee Impact
    This program applies to all County employees in Representation Unit 050 (Management)
      assigned to a regular full-time equivalent position. Because of parity provisions in the labor
      agreement, it also applies to employees in Representation Unit 020 (Attorney – Non-
      Supervisory) and Representation Unit 021 (Attorney – Supervisory) assigned to a regular full-
      time equivalent position.
    Employees who have been approved to have their work schedule reduced to less than full-time
      are not subject to work furloughs. If an employee subsequently returns to a full-time position
      during the period May 10, 2009 through June 19, 2010, the work furloughs shall apply to such
      employees. Any employee in a regular, full-time equivalent position who is in active status
      anytime during the month will be credited with 8 furlough hours.
    Upon submission of a declaration from the Appointing Authority to the County Executive,
      specific identified employees assigned to County institutions providing 24 hour/7 day services
      shall not be subject to work furloughs for the period of their service in the 24/7 institution,
      unless otherwise required by the Appointing Authority.

How the Initiative Operates
    Affected employees will be credited with 8 furlough hours at the beginning of each calendar
      month, to be used in that calendar month. For the initial month (May 2009), employees will be
      credited a full 8 hours for that initial month.
    Affected employees hired into or transferred into rep units 050, 020 or 021 will be credited a full
      8 hours commencing with the initial month in which they transfer into one of the affected rep
      units.
    Affected employees are required to take one, unpaid furlough day per calendar month, unless
      an exception is granted by the Appointing Authority.
    Affected employees can use the furlough hours as soon as they are credited, subject to approval
      by their Manager.
    Affected employees may take more than one furlough day off in any month, only if, in the
      determination of the Appointing Authority, the affected employee is unable to take the furlough
      day in the month which it is credited as a result of business need.

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      No affected employee may take more furlough hours than have been credited at the time of the
       leave. Taking multiple furlough days at once is prohibited under any circumstances if it would
       result in the employee being placed in an unpaid status for that pay period or if it would result in
       the employee having insufficient pay in the pay period to allow for regular payroll deductions.
      Scheduling of furlough time off must be pre-approved by the employee’s manager.
      Furlough days must be taken in 8 hour increments.
      Affected employees who already are participating in a voluntary furlough initiative will be
       subject to mandatory furlough participation.
      On the furlough days, affected employees cannot perform any work related activities, including
       answering work phone calls, checking Personal Digital Assistants (PDA), answering or sending
       email or similar activities.
       During any week in which an affected employee takes a furlough day, the employee shall not
       work any hours or other time increments in excess of his/her scheduled work week/work day.
       Any work in excess of the employee’s regularly scheduled work week shall not be deemed
       approved by the Appointing Authority, unless previously approved in writing.
      Affected employees shall record the furlough day taken on the bi-weekly timesheet.
      Affected employees who terminate employment during the mandatory furlough period are
       required to use their accrued and unused furlough balance prior to the last day of work.
      Affected employees placed on an unpaid leave of absence that possess accrued and unused
       furlough balances must use the balance before being placed on the leave of absence.
      Affected employees are required to use all furlough hours by June 30, 2010.
      Employees placed on or returning from an unpaid leave of absence will have a full 8 hours
       credited for use in the month in which they are placed on such unpaid leave and the month of
       their return if either event occurs within the designated furlough period.
      Furlough time accrued, but unused at the time of termination will be withheld from the final pay
       check. If the final paycheck is not in an amount sufficient to cover the unused furlough time,
       the County will seek repayment through other means.
      In the event that the work furlough period ends mid month, the affected employees are
       required to utilize the accrued but unused furlough time by the end of the month in which the
       work furlough period ends.



Impact on Benefits
    In most cases, employee health care benefits and employee premium costs will not be affected
       specifically due to work furlough (see Q & A for specific information).
    The furlough hours will count toward regular retirement contributions (including service credits,
       retirement credits and employee and employer retirement contributions).
    No accrued vacation, sick leave, CTO or HIL time may be used to off-set furlough time.
    Annual vacation and sick-leave accrual rates will not be affected by furloughs.
    Furloughs will not affect holiday pay if a furlough day is taken the day before and/or after a
       County paid holiday.

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             ANSWERS TO EMPLOYEE QUESTIONS ON MANAGEMENT WORK FURLOUGH

When is the furlough program scheduled to start?
May 10, 2009

How soon can I take my first furlough day?
May 10, 2009 if that is a regularly scheduled work day and your manager or Appointing Authority (or
designee) has approved that day as your furlough day.

When is the furlough program scheduled to end?
June 19, 2010

Do I have to take a furlough day in June 2010, since the initiative is scheduled to end on June 19,
2010?
Yes.

May I take my furlough days on any day of my choosing?
No. Your direct manager must approve your request. Department managers and Appointing Authorities
are expected to manage the use of furlough days so as to ensure that the department operations and
functions can be adequately performed.

What does one day per month furlough time equate to in pay reduction?
A one day per month furlough is approximately 4.6% of your salary.

Do I have to use my furlough hours in the same month they are credited?
Yes. However, under limited circumstances, employees may take more than one furlough day off in any
month, only if, in the determination of the Appointing Authority, the employee is unable to take the
furlough day in the month in which it is credited as a result of business need. In no case can an
employee take more furlough hours than have been credited at the time of the leave. Taking multiple
furlough days at once is also prohibited under any circumstances if it would result in the employee being
placed in an unpaid status for that pay period or if it would result in the employee having insufficient
pay in the pay period to allow for regular payroll deductions.

What happens if I transfer out of one of the affected representation units (050, 020 & 021) into a
representation unit that is not affected or required to participate in the work furlough?
In this case, you are required to take your accrued and available furlough time before you transfer to a
non-participating representation unit.




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If I terminate employment and have furlough hours credited that I have not taken, will I have those
hours deducted from my final paycheck?
Employees who are terminating from County service must use their remaining furlough balance before
their last day of work. Any furlough time accrued but unused at the time of your termination will be
deducted from your final wages.

What happens if I terminate my employment in the middle of the month and I have already taken my
furlough day for that month; will I be credited for a partial furlough day?
No. In this situation, the County will not be issuing prorated “credits” for furlough time taken.

How does the furlough affect alternative work schedules, such as 9/80?
All County managers should be working a regular, M-F, 8-5 schedule. For those working a 9/80
schedule due to operational need, you should take the furlough day on your scheduled 8 hour work day
or you can either use 1 hour of vacation or work 1 hour on your 9 hour work days.
For those working a 4/10 schedule due to operational need, you must take the furlough day on a 10
hour day and either use 2 hours of vacation or work 2 hours that day.

Will the furlough affect my salary?
Your hourly rate will remain the same. However, you will not be paid for the furlough days taken. 12
furlough days in a year equates to a 4.6% reduction in pay.

Will the furlough affect my Social Security Insurance (SSI)?
Furloughs may have an effect on your social security contributions because the amount of withholding is
based on your gross salary earned in the pay period. For example, an employee making $40 per hour
who works 80 hours in the pay period would contribute $198.40 to SSI in that pay period. The same
employee taking one furlough day during the pay period (working 72 hours per pay period) would
contribute $178.56 to SSI in that pay period, a difference of $19.84. You can obtain additional
information by visiting the Social Security web site at www.socialsecurity.gov

Can I use accrued leave balances (e.g. sick leave or vacation) to avoid taking furlough time?
No. You cannot substitute other types of leave for your furlough time.

How do I mark furlough hours on my timesheet?
Furlough days should be recorded on your time sheet as “Z222 – Furlough (Ret)”

How will I know how many hours I have credited and must use?
You will be able to track your furlough balances (display the hours used for the pay period and display
the unused balance) on your payroll remuneration statement, beginning with your paycheck issued
6/12/2009.




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Can I use furlough hours before they are credited?
No. You cannot use furlough hours before May 10, 2009, the date on which the work furlough period
begins. You must be credited with the furlough hours before you can use them, the same as with
vacation or any other accrued leave. The first 8 furlough hours will be credited on the pay check you
receive on May 29th. You will not see those hours earned or used until they are reflected on your
paycheck of 6/12/09. The hours can be used as early as May 10th if approved by your manager or
Appointing Authority (or designee).

How will my benefits be affected by the furlough?
In general, your employee benefits remain the same. The furlough does not affect payouts for unused
leave, retirement earnings or service credits, health benefits or other County sponsored benefits. If the
furlough is combined with other unpaid time off, there may be an impact on your group benefits.

Your medical, dental, life insurance, EAP, Dependent Care, Medical Reimbursement Account, Health
Savings Account, and RHSP contributions will continue as long as you receive a pay check. If you are
currently receiving cash back, that benefit will continue while taking furlough days.

Please contact the Employee Benefits Office at 874-2020 if you have questions.

Can I stop or change the “Flex Spending” deduction for my Medical Reimbursement account?
No. The furlough is not a “change in status” event. Please contact the Employee Benefits Office at 874-
2020 if you have questions.

Can I stop or change the “Flex Spending” deduction for my Dependent Care Reimbursement account?
Yes. If the furlough has an impact on your child care arrangements, you may make a change in your
election. Change forms are available at:
http://insidehra.saccounty.net/EBO_content/2009openenrollment/Flex%20Mid%20year%20change.pdf

Can I cancel or change my supplemental group term life Insurance?
You can cancel your supplemental group term life insurance at any time. If you do cancel, you will be
required to complete and have the insurance company approve a “proof of good health” form to have
supplement coverage again. You can reduce the supplemental life insurance benefit at any time. If you
wish you increase the benefit at a later time, you will be required to complete and have the insurance
company approve a “proof of good health” form in order to increase the benefit.

Can I increase/decrease my 457 Plan contribution?
Yes. You can increase/decrease your contribution by contacting Fidelity before the 18th of any month at
800-343-0860 to have your contribution change start the 1st pay period of the next month.

Will my requested deduction for 457 contributions be affected by the furlough?
Your 457 contributions will be deducted unless your contribution request is more than your taxable
income. Contact the Deferred Compensation Office at 874-2020 if you have any questions.

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How will the furlough affect my 401(a) match?
Affected employees are eligible to receive the 401(a) match if they contribute at least 1% of gross pay
into the 457 Plan. Your 401(a) match is based on your bi-weekly gross pay, your annual 457 Plan
contribution each pay period and the receipt of a pay check. The furlough may affect that gross pay.
Contact the Deferred Compensation Office at 874-2020 if you have questions.

Can I cancel my pre-tax parking deduction?
Yes. You can cancel your parking deduction at any time; however you would have to re-apply for county
sponsored parking when you decide to resume participation.

Does the furlough apply to the Sheriff, Assessor or District Attorney Departments?
Yes. The furlough applies to all unrepresented management employees in the 050 (Management) rep
unit and through the parity provision in the labor agreement, to the Attorney, Supervisory and Non-
Supervisory units in each of these departments. It does, however, exclude the elected official of that
Department (e.g. Sheriff, District Attorney and Assessor).

What if I generally work nights and weekends, on-call, to handle a variety of work issues? Will this
situation affect my furlough?
Unless required by the Appointing Authority in writing, on your furlough day, you are not allowed to
perform work of any kind, as you will be treated as an FLSA “non-exempt” employee for that week and
would be eligible to receive overtime pay. In the workweek in which you take a full day off, you cannot
work more than 32 hours in that work week. You cannot answer email, check email, make or respond to
phone calls, etc. This new initiative will cause you to anticipate such situations and provide an
alternative method of coverage during your planned furlough days.

I’m a part-time employee. Do I have to take a furlough day?
No. Management employees working less than a full-time schedule are not subject to work furloughs.

I’m an intermittent (retired annuitant) employee. Do I have to take a furlough day?
No. The furlough applies to all County employees in Representation Unit 050 (Management) assigned to
a regular full-time equivalent position. Because of parity provisions in the labor agreement, it also
applies to employees in Representation Unit 020 (Attorney – Non-Supervisory) and Representation Unit
021 (Attorney – Supervisory) assigned to a regular full-time equivalent position.

Can furlough hours be used in increments?
No. The intent of the initiative is for you to take one whole day (typically 8 work hours) off work each
month. Taking furlough time in increments less than 8 work hours is not an available option.

Can I request that the net reduction in pay be spread evenly across all pay periods, rather than taken
out as each furlough day is taken?
No.


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How does the furlough affect Family Medical Leave Act (FMLA) or California Family Rights Act (CFRA)
leave?
The furlough does not affect the amount of available FMLA/CFRA leave. Furlough hours will be
considered hours not worked for purpose of determining FLMA/CFRA eligibility.

Are Annual Salary Adjustments (ASA) affected by the furlough?
No.

I am currently working a 4/5ths work schedule. Will I need to take furlough days?
No as long as your 4/5ths work schedule is not voluntary time off. The program only applies to affected
employees working a full time schedule.

Can I apply for unemployment insurance benefits if I am required to take 14 furlough days in this
current program?
There is no minimum or maximum amount of days that an employee may be furloughed that would
entitle them to receive, or disqualify them to receive unemployment insurance benefits. Based on the
current maximum weekly UI benefit of $450, any furloughed employee with gross wages of $601 or
more in a work week (Sunday thru Saturday) would not be entitled to receive UI benefits.

Can I apply for unemployment insurance benefits under EDD’s Work Share Program?
The Work Sharing plan requires the participation of at least two employees, a minimum reduction of 10
percent of the regular permanent work force or work unit(s), and a minimum reduction of 10 percent of
the wages earned and hours worked of participating employees. Since the amount of reduction to
your salary equates to roughly 4.6%, you would not qualify for this program. You can obtain more
information on the program from EDD’s web site at www.edd.ca.gov

I am currently on a PAID leave of absence. Do I have to take a furlough day?
Yes. Any affected employee in a “paid” status is required to take a furlough day.

I am currently on an UNPAID leave of absence for the entire month. Do I have to take a furlough day?
No. Any affected employee in an “unpaid” status is not required to take a furlough day.

I am on Worker’s Compensation integration; do I have to take a furlough day?
While you are on a leave of absence and integrating your available vacation and sick leave time, you will
not be required to participate in the work furlough. However, you must resume participation when you
return from your leave.

I am on State Disability Insurance integration; do I have to take a furlough day?
No. While you are on a leave of absence and participating in SDI integration, you will not be required to
participate in the work furlough. However, you must resume participation when you return from your
SDI leave.



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When I return from a leave of absence, will I be required to take a furlough day?
For affected employees that are currently on an unpaid leave of absence when the furlough is
implemented, you will be given a furlough balance (8 hours for the month in which you return) to use
once you have returned from your leave of absence.

If I am on a paid leave of absence, will I accrue furlough time?
Yes. Affected employees who are in a paid status will have furlough time credited to use upon your
return.

While on a paid leave of absence, am I required to use any accrued furlough time?
Affected employees who are in a paid status are required to use their furlough time upon return from
your leave.

If I voluntarily transfer out of an affected rep unit to a non-affected rep unit, what happens to my
unused and accrued furlough hours?
You must use your accrued and unused furlough hours before you transfer to the new position/rep unit.

If I involuntarily transfer out of an affected rep unit to a non-affected rep unit, what happens to my
unused and accrued furlough hours?
You will retain your accrued and unused furlough hours which must be used in your new position/rep
unit.

Can I use my furlough day so as to not receive pay for a paid holiday?
No. The intent of the initiative is to use the furlough day on a day that would otherwise be available to
work.

I am assigned to a county institution that operates 24-hrs per day, 7 days per week. Do I have to take
a furlough day?
Specific identified employees assigned to 24 hour institutions as designated by the County Board of
Supervisors are not required to take furlough days upon declaration from the appropriate Appointing
Authority, only for the length of the employees' service in the institutions.

How will I be able to monitor if my employees are taking the furlough time as directed?
The Department of Personnel Services is preparing a COMPASS report that will be used to help
managers monitor the furlough used by their assigned employees.




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