Free Human Resource Sample Memo 04-023

					STATE OF CALIFORNIA DEPARTMENT OF GENERAL SERVICES OFFICE OF HUMAN RESOURCES

HUMAN RESOURCES MEMORANDUM
SUBJECT: NUMBER:

HOLIDAY INFORMAL TIME OFF

HR 04-023
DATE ISSUED:

December 14, 2004
DISTRIBUTION: EXPIRES:

Director Chief Deputy Director Deputy Directors Office Chiefs Executive Office Managers Client Agency Executives Personnel Liaisons; Attendance Clerks

June 30, 2005

In celebration of the holiday season, the Governor has authorized informal time off (ITO) for all employees based on the following: TIME BASE Full-time Part-time works less than 1/4 time works 1/4 to 1/2 time works more than 1/2 time Intermittent works 1 – 43 hours in December works 44 – 87 hours in December works 88 hours or more in December HOLIDAY TIME OFF 4 hours 1 hour 2 hours 4 hours 1 hour 2 hours 4 hours

Intermittent employees who do not work during the month of December are not entitled to the informal time off. The employee must be on pay status at the time the ITO would have been granted (either December 24 or December 31, 2004). Employees who are on an approved State Compensation Insurance Fund (SCIF) claim are considered to be on pay status. Employees on a leave of absence (which includes December 24 and December 31, 2004) are not entitled to the ITO. This includes those employees on Non-Industrial Disability Leave (NDI) not covered under the Annual Leave Program. For most employees, the informal paid time will be either Friday, December 24, 2004 or Friday, December 31, 2004. The ITO must be used in the same increments as it is earned. The time off should be granted in a manner consistent with maintaining necessary services to the public. Employees who are required to work on those days or who would otherwise be scheduled to work, but are on vacation, annual leave, sick leave or CTO, should be granted the time off prior to June 30, 2004, if administratively feasible. The ITO is not considered as formal time off and is, therefore, not compensable in cash.

HR 04-023 PAGE 2

All employees, including temporary hires such as seasonal employees and retired annuitants; if scheduled to work, are eligible for ITO. Since the time off is not officially granted until December 24, employees cannot take this time off prior to December 24, 2004. Employees exempt from FLSA should report the ITO usage on their Absence Request (STD 634) or on the Project Accounting and Leave (PAL) Time Entry application only on a day in combination with leave (either annual leave, or vacation). ITO can be accumulated but must be charged prior to separation from State service; it will not be cashed out at time of separation. Employees covered under the Fair Labor Standards Act (FLSA) are to report the ITO usage on their hard copy of the Absence Request (STD 634) or on the Project Accounting and Leave (PAL) Time Entry application. Report the time taken on the STD 634 or PAL Time Entry as follows: STD 634 (Rev 10/82) STD 634 (Rev 10/88 or later) PAL TIME ENTRY Item 7E as "ITO". For part-time or intermittent employees, also indicate the number of hours being granted. Item 7F as "ITO". For part-time or intermittent employees, also indicate the number of hours being granted. Use alias “ITO-USE” for any date on or after December 24, 2004 and before June 30, 2005.

To further explain the schedules for part-time and intermittent employees, please refer to Attachment A. Questions regarding this memorandum should be directed to your assigned Personnel Services Specialist or Supervisor.

/s/ DEBORAH VAUGHN, Office Chief Office of Human Resources DV:BJO Attachment cc: Assistant Personnel Managers Personnel Analysts Personnel Transactions Staff

HR 04-023 ATTACHMENT A (12/14/04)

The chart listed below explains the schedules for part-time and intermittent employees and the hours to be granted for the holiday informal time off:

INTERMITTENT HOURS WORKED 1 – 41 TIME OFF 1

PART TIME-TIME (Based on 168 hours) TIME BASE 1/10 1/8 1/5 HOURS WORKED 16.8 21.0 33.6 42.0 50.4 63.0 67.2 84.0 100.8 105.0 117.6 126.0 134.4 147.0 151.2 TIME OFF 1 1 1 2 2 2 2 2 4 4 4 4 4 4 4

42-84

2

1/4 3/10 3/8 2/5 1/2

85 or more

4

3/5 5/8 7/10 3/4 4/5 7/8 9/10

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