Sunday, October 25, 2009

SCO LETTER #09-020



Page 1
STATE OF CALIFORNIA
JOHN CHIANG,
California State Controller
STATE CONTROLLER‟S OFFICE
PERSONNEL/PAYROLL SERVICES DIVISION
P. O. BOX 942850
Sacramento, CA 94250-5878
DATE:
September 2, 2009
PERSONNEL LETTER #09-020
(Civil Service Only)
TO:
All Agencies in the Uniform State Payroll System
FROM:
Don Scheppmann, Chief
Personnel/Payroll Services Division
RE:
FURLOUGH PROGRAM â€" UPDATED PROCESSING INFORMATION EFFECTIVE JULY
2009
As indicated in Personnel Letter #09-014, the State Controller's Office updated the employment history
(EH) data base to reflect the 3 day furlough pay reduction rate on July 6, 2009. See Department of
Personnel Administration (DPA) Personnel Management Liaisons (PML) Memorandum 2009-029,
DPA Pay Letter 009-10, Exempt Pay Differential Furlough Hours Program, and Statutory Exempt Pay
Differential Furlough Hours Program for specific details. The exempt pay differential documents
should be available from the DPA Exempt Salary Schedule.
EH MASS UPDATE INFORMATION
The furlough pay differential earnings IDs (EID) „8FR1‟ and „8FR2‟ will continue to be used under the
3 day furlough program. The pay differential rates will be controlled by the effective date of the EH
transaction that reflects the „8FR1‟ or „8FR2‟ EID (i.e. January 30, 2009 through June 30, 2009
effective date transactions will reflect the 2 day furlough rate and July 1, 2009 and later effective date
transactions will reflect the 3 day rate). An EH 350 transaction effective July 1, 2009 was processed on
July 6, 2009 to update the EID rate.
Departments will be responsible for updating the EH records processed after July 6, 2009 to reflect the
appropriate furlough pay differential rates. For example, the appointment transaction for an employee
newly hired to state service on June 15, 2009 is not processed until after the mass update. The
department must also process a July 1, 2009 effective date 350 transaction after the appointment
transaction is processed to change the employee‟s furlough pay differential rate from 2 days to 3 days.
Failure to update an employee‟s EH record properly could result in overpayments.
FURLOUGH PROCEDURES
With the return of “designated†furlough days, the furlough leave time is no longer to be prorated for
full and part-time employees. As a result, changes are once again needed to the furlough processing
procedures. The furlough processing procedures in SCO Personnel Letter #09-013 should be followed
for transactions with effective dates between March 6, 2009 and June 30, 2009. The attached furlough
processing procedures should be followed for transactions with an effective date of January 30, 2009
through March 5, 2009 and July 1, 2009 and later. Failure to follow the appropriate processing
procedures could result in overpayments or underpayments.
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Departments with semi-monthly paid employees that received the interim EH procedures should
carefully review and use the attached procedures as there may be changes. California Leave
Accounting System (CLAS) Letter #09-011 has been issued with CLAS information/instructions on the
furlough program. Subsequent SCO letters will be released if any changes are made to the furlough
program by DPA or clarification is needed on the furlough procedures.
CONTACTS
Questions regarding the furlough program and EH/payroll processing information can be directed as
follows:
SUBJECT AREA
CONTACT
TELEPHONE NUMBER
Furlough Program
DPA
(916) 323-3343
(e.g., rules, regulations
benefits/pay impacts)
Employment History
Jenny Drennan
(916) 322-6515
Mass Update
Employment History
Personnel Operations
(916) 322-6500
PAR Procedures
Liaison Unit
General Payroll
Payroll Liaison Unit
(916) 323-3081
Disability Payroll
Disability Telephone
(916) 322-3619
Procedures
Liaison
DS:PMAB:jd
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ATTACHMENT: FURLOUGH PROGRAM PROCESSING EFFECTIVE JULY 2009
Below are the employment history (EH) and payroll documentation and processing instructions for
employees subject to the furlough program January 30, 2009 through March 6, 2009 and July 1, 2009
and later.
Note: Procedures for processing disability leave of absences will be provided in a separate Personnel
Letter.
GENERAL INFORMATION
Although the furlough program is actually a reduction to time worked, it is administered as a reduction
to the salary rate used in the calculation of the pay paid to employees. To accomplish the reduction of
the salary rate and to continue to reflect the actual appointment or base salary rate for employees
subject to the furlough program, DPA established a negative furlough pay differential. The furlough
pay differential EID reduces the employee‟s base salary rate (or actual salary rate for intermittent time
base employees) to achieve the furlough pay reduction rate.
The furlough pay differential EIDs are negative percentage based rates that reduce the base pay.
However, the resulting furlough pay differential amount will not display with a negative sign on the EH
record or turnaround PARs. Further, percentage based EIDs are rounded to the nearest cent hence, the
resulting furlough program pay reduction amount can contain cents.
The furlough pay reduction amount is system generated and computed by multiplying the furlough pay
differential EID percentage rate to the base salary rate (or actual salary rate for intermittent time base
employees) and rounding to the nearest dollar/cent. To arrive at the furlough reduced base salary,
subtract the furlough pay reduction amount from the base salary rate. The calculation routine will
result in most employees having a salary rate defined in dollars and cents when normally defined in
whole dollars.
Examples
2 day furlough effective January 30, 2009 â€" June 30, 2009
$2873 (monthly base salary rate) X 9.23% (furlough pay differential EID percentage) =
$265.18 (monthly furlough pay reduction amount)
$2873 (monthly base salary rate) - $265.18 (monthly furlough pay reduction amount) =
$2607.82 (monthly furlough reduced base salary rate)
$22.67 (hourly actual salary rate) X 9.23% (furlough pay differential EID percentage) =
$2.09 (hourly furlough pay reduction amount)
$22.67 (hourly actual salary rate) - $2.09 (hourly furlough pay reduction amount) =
$20.58 (hourly furlough reduced actual salary rate)
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3 day furlough effective July 1, 2009
$2873 (monthly base salary rate) X 13.85% (furlough pay differential EID percentage) =
$397.91 (monthly furlough pay reduction amount)
$2873 (monthly base salary rate) - $397.91 (monthly furlough pay reduction amount) =
$2475.09 (monthly furlough reduced base salary rate)
$22.67 (hourly actual salary rate) X 13.85% (furlough pay differential EID percentage) =
$3.14 (hourly furlough pay reduction amount)
$22.67 (hourly actual salary rate) - $3.14 (hourly furlough pay reduction amount) =
$19.53 (hourly furlough reduced actual salary rate)
As outlined in the DPA PML 2009-007, the furlough program does not affect state service credit. As a
result, the unpaid furlough time is not to affect an employee‟s anniversary date (PAR item 330,
Anniversary Date) and not to be considered in determining if a pay period is qualifying or not (PAR
item 715, Service Pay Period).
LEAVE ACCOUNTING
Departments participating in the California Leave Accounting System (CLAS) should reference the
CLAS Letter #09-011 for the furlough program procedures. Departments not participating in CLAS
must manually update their employees‟ leave balances for the furlough program credits and usage.
EMPLOYMENT HISTORY
Departments must ensure that the appropriate furlough pay differential EID and rate is reflected on the
employment history records. Failure to do so could result in erroneous payments. If an employee
transfers to a position that is not subject to the furlough program, the furlough pay differential EID
must be deleted. If an employee transfers to a position that is subject to the furlough program, the
furlough pay differential EID may need to be added or changed. In addition if a transfer or
appointment is effective prior to July 1, 2009 it will be necessary to update the EH record effective July
1, 2009 to either delete or update the EID to reflect the 3 day furlough.
Employees who are separating or placed on a leave of absence may need to have the furlough pay
differential EID deleted when processing the EH separation/leave of absence transaction. See below
for special appointment/separation transaction processing instructions. In addition, there are other
special processing procedures that apply to employees subject to the furlough program which are
described below.
NOTE: The furlough pay differential is intended to be in effect for an entire pay period. For semi-
monthly or bi-weekly paid employees, treat each semi-monthly half or bi-weekly period as a separate
pay period. To determine the amount of unpaid furlough time to assign an employee for mid-month
effective date personnel actions, use the designated first and third furlough Fridays that fall within the
pay period of the action for transactions with effective dates between January 30, 2009 and March 6,
2009. For the July 2009 pay period use the second, third and fourth Fridays as the designated furlough
days. For transactions effective July 31, 2009 and later use the first, second and third Fridays of the
calendar month as the designated furlough days. This applies to all employees with a time base of full-
time or part-time and whether the employee is in the self-directed furlough plan or not.
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Intermittent paid employees will have the furlough earnings ID applied to their EH record regardless of
the effective date of the EH action. The time to be paid and the amount of furlough time should be
determined using the instructions in DPA PML Letters #2009-07, #2009-10, #2009-13 and #2009-29.
The payroll section starting on page 10 of this attachment has additional information.
A. Mid-Month Appointments (full-time/part-time employees only)
For an employee who is
newly appointed to state service, or
returns to state service after a separation or leave of absence, and
the effective date is after the beginning of the pay period, the appointment transaction must NOT
have the furlough pay differential EID present.
Instead, the unpaid furlough time for the first month of employment must be administered as dock
time. Thereafter, the appropriate furlough pay differential EID must be established on the
employee‟s employment history record using the 350 transaction with an effective date reflecting
the beginning of the following pay period. The 350 transaction can be key entered at the same
time as the appointment transaction. However, use caution to ensure that the correct effective date
is entered on the 350 transaction.
The unpaid furlough time for the first month of employment can be documented on the
appointment transaction using PAR item 606, Time To Be Paid (New) or as a payroll dock
transaction. See the PPM Section K 204 for payroll dock processing instructions. If the dock
method is used, process the appointment and dock transactions simultaneously to ensure the
employee is paid correctly. NOTE: Any time shown on the appointment transaction will be
further reduced by a payroll dock transaction so choose one way or the other to pay the furlough
reduced time. Do not key both as it will result in an underpayment.
Examples
2 day furlough effective January 30, 2009 â€" March 6, 2009
Monthly paid employee newly hired effective February 4, 2009.
A01 transaction effective 02/04/2009 and item 606 completed with 16 days (reflects 2
unpaid furlough days)
350 transaction effective 03/01/2009 and item 351, Established Earnings completed to
add the appropriate furlough pay differential EID
Semi-monthly paid employee returning from a leave of absence effective February 10, 2009.
A03 transaction effective 02/10/2009 and item 606 is not completed since the employee
is not assigned to any furlough time for the first half semi-monthly pay period
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350 transaction effective 02/15/2009 and item 351, Established Earnings completed to
add the appropriate furlough pay differential EID
3 day furlough effective July 1, 2009
Monthly paid employee newly hired effective July 6, 2009.
A01 transaction effective 07/06/2009 and item 606 completed with 16 days (reflects 3
unpaid furlough days)
350 transaction effective 07/31/2009 and item 351, Established Earnings completed to
add the appropriate furlough pay differential EID
Semi-monthly paid employee returning from a leave of absence effective July 13, 2009.
A03 transaction effective 07/13/2009 and item 606 is not completed since the employee
is not assigned to any furlough time for the first half semi-monthly pay period
350 transaction effective 07/16/2009 and item 351, Established Earnings completed to
add the appropriate furlough pay differential EID
B. Mid-Month Transfers (full-time/part-time employees only)
For an employee who transfers to a position subject to the furlough from a position not subject to
the furlough and the effective date is after the beginning of the pay period, the furlough pay
differential EID must be established beginning of the next pay period. Use the 350 transaction to
add the furlough pay differential EID.
The unpaid furlough time from the new position must be documented on the appointment
transaction using PAR item 606, Time To Be Paid New for time due from the effective date of the
appointment to the end of the pay period and PAR item 607, Time To Be Paid Old should reflect
time for the prior position. Departments will need to coordinate the processing of the EH
transactions to ensure the employee‟s EH record is updated correctly.
Example
2 day furlough January 30, 2009 â€" March 6, 2009
Monthly paid employee transfers to a furlough position effective February 10, 2009 and the
furlough pay differential EID was not added via the SCO EH mass update.
A02 transaction effective 02/10/2009 and item 607 completed with 7 days and item 606
completed with 13 days (reflects 1 unpaid furlough day)
350 transaction effective 03/01/2009 to add the furlough pay differential EID
3 day furlough July 1, 2009
Monthly paid employee transfers to a furlough position effective July 15, 2009.
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A02 transaction effective 07/15/2009 and item 607 completed with 10 days and item 606
completed with 10 days (reflects 2 unpaid furlough day)
350 transaction effective 07/31/2009 to add the furlough pay differential EID
For an employee who transfers to a position not subject to the furlough and the effective date is
after the beginning of the pay period, the furlough pay differential EID must be deleted effective the
beginning of the pay period. Use the 350 transaction to delete the furlough pay differential EID.
The unpaid furlough time from the prior position must be documented on the appointment
transaction using PAR item 607, Time To Be Paid Old and PAR item 606, Time To Be Paid New
should reflect time for the current position from the effective date of the appointment to the end of
the pay period. Departments will need to coordinate the processing of the EH transactions to ensure
the employee‟s EH record is updated correctly.
Example
2 day furlough January 30, 2009 â€" March 6, 2009
Monthly paid employee transfers to a non-furlough position effective February 10, 2009 and the
furlough pay differential EID was added via the SCO EH mass update.
350V transaction effective 01/30/2009 to delete the furlough pay differential EID
A02 transaction effective 02/10/2009 and item 607 completed with 6 days (reflects 1
unpaid furlough day) and item 606 completed with 14 days.
3 day furlough July 1, 2009
Monthly paid employee transfers to a non-furlough position effective July 15, 2009 and the
furlough pay reduction rate change (2 days to 3 days) was posted via the SCO EH mass update.
350C transaction effective 07/01/2009 to delete the furlough pay differential EID
A02 transaction effective 07/15/2009 and item 607 completed with 9 days (reflects 1
unpaid furlough day) and item 606 completed with 12 days.
C. Mid-Month Separations/Leave of Absences (excluding Disability Leaves, Military Leave,
Involuntary Leave) (for full-time/part-time employees only)
Special processing is required for an employee who separates or is placed on a leave of absence
effective in the middle of a pay period. The furlough pay differential EID must be deleted effective
the beginning of the separation or leave of absence pay period. Use the 350 transaction to delete the
furlough pay differential EID. Note: Delete the EID even when no regular pay is due for the
separation pay period (i.e., PAR item 606 reflects „NON‟).
Any unpaid furlough time must be documented on the separation/leave of absence transaction using
PAR item 606. NOTE: If the pay period becomes non-qualifying due to the furlough time then
item 715 should be completed to qualify the pay period on the separation transaction.
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Examples
2 day furlough January 30, 2009 â€" March 6, 2009
Monthly paid employee placed on an unpaid leave of absence effective February 5, 2009 and
the furlough pay differential EID was added via the SCO EH mass update.
350V transaction effective 01/30/2009 to delete the furlough pay differential EID
S50 transaction effective 02/05/2009 and item 606 completed with 5 days (reflects no
unpaid furlough day as the employee has separated prior to the first unpaid furlough day
in February 2009)
Semi-monthly paid employee separating effective February 23, 2009.
350 transaction effective 02/16/2009 and item 351 completed to delete the furlough pay
differential EID
S01 transaction effective 02/23/2009 and item 606 completed with 5 days (reflects 1
unpaid furlough day)
3 day furlough July 1, 2009
Monthly paid employee placed on an unpaid leave of absence effective July 6, 2009 and the
furlough pay reduction rate change (2 days to 3 days) was posted via the SCO EH mass update.
350C transaction effective 07/01/2009 to delete the furlough pay differential EID
S50 transaction effective 07/06/2009 and item 606 completed with 4 days (reflects no
unpaid furlough day as the employee has separated prior to the first unpaid furlough day
in July 2009)
Semi-monthly paid employee separating effective July 23, 2009.
350 transaction effective 07/16/2009 and item 351 completed to delete the furlough pay
differential EID
S01 transaction effective 07/23/2009 and item 606 completed with 5 days (reflects 1
unpaid furlough day)
D. End of Pay Period Separations/Leave of Absences (excluding Disability Leaves, Military Leave,
Involuntary Leave) (for full-time/part-time employees only)
The furlough pay differential EID is to remain on the EH record of an employee who separates or
is placed on a leave of absence effective the last day of the pay period. For separating employees,
any lump sum pay needs to be paid at the salary rate not reduced by the furlough pay differential
EID. Use PAR item 962, Separation Pay At Alternate Salary Rate, on the separation transaction to
identify the salary rate for the lump sum pay.
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E. Employees in the Limited Examination and Appointment Program (LEAP) Candidate
Classification (Class Code 4687)
The furlough pay differential EID for employees appointed to the LEAP classification must be
based on the parenthetical classification in which the duties are performed. The SCO 01/30/09 350
transaction EH mass update process included LEAP employees and the furlough pay differential
EID for the R01 designated classes was used (EID: 8FR1). Departments are responsible for
correcting the furlough pay differential EID as needed (i.e., process a correction to or void the
01/30/09 effective dated 350 transaction that resulted from the EH mass update process). The
latest SCO EH mass update included employees in the LEAP classifications with the furlough EID
8FR1 or 8FR2 on their EH record.
F. Retired Annuitants
Only retired annuitants appointed pursuant to Government Code Sections 21228 or GC 21157 if
appointed prior to January 1995 are subject to the furlough program. The SCO 01/30/09 350
transaction EH mass update process did not include retired annuitants and required departments to
add the appropriate furlough pay differential EID to the EH record of affected retired annuitants
via the 350 transaction. The latest SCO EH mass update included retired annuitants with the
furlough EID 8FR1 or 8FR2 on their EH record.
G. Three Established Earnings
There are three fields available on the EH record to enter the furlough pay differential EID. The
EID can be entered in any one of the three fields. If all three fields are used, it will be necessary to
delete one of the existing EIDs to enter the furlough pay differential EID. The deleted EID will
need to be paid on a positive basis via the PIP System until the furlough pay differential EID is no
longer applicable. See PPM Sections G 100 and K for PIP System processing information. For
employees included in the SCO 01/30/09 350 transaction EH mass update process, departments
were notified of the EID that was deleted and replaced with the furlough pay differential EID. See
Personnel Letter #09-008 for additional information.
H. Military Leave of Absence
Employees on military leave and receiving supplemental pay and benefits pursuant to GC Section
19775.18 or are ordered to active duty for their 30 days annual training are not subject to the
furlough program. As a result, all pay beginning with the first 30 calendar days of active duty
must be paid without the furlough pay reduction.
The furlough pay differential EID must be deleted effective the beginning of the pay period when
the employee starts the active duty via the 350 transaction. Enter the remarks „Military Leave‟ in
PAR item 215 on the 350 transaction. If the effective date of the employee‟s active duty is after
the beginning of the pay period, any unpaid furlough time must be documented as a payroll dock
transaction. Process the dock transaction prior to the master payroll cut-off date to ensure the
employee is paid correctly.
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I. Involuntary Leave of Absence (S57 Item 957 Code 19 transaction)
Employees on involuntary leave are not subject to the furlough program. As a result, all pay
beginning with date the employee is placed on involuntary leave must be paid without the furlough
pay reduction.
The furlough pay differential EID must be deleted effective the beginning of the pay period when
the employee is placed on involuntary leave using the 350 transaction. If the effective date of the
employee‟s involuntary leave is after the beginning of the pay period and the employee has elected
not to use available leave credits and not to participate in any eligible benefit programs, any unpaid
furlough time can be documented on the involuntary leave S57 item 957, Other Eligibility
Substantiation, code 19 transaction using the PAR item 606. Otherwise, the unpaid furlough time
must be documented as a payroll dock transaction. Process the dock transaction prior to the master
payroll cut-off date to ensure the employee is paid correctly.
Note: Departments should have deleted the furlough pay differential EID that was added to the
employment history record via the SCO 01/30/09 350 transaction EH mass updates if an employee
was on involuntary leave and using leave credits prior to January 30, 2009.
J. Additional Positions
An employee is only subject to the furlough program for the equivalent of a full-time position. If
the employee is employed by more than one department, the departments will need to coordinate
with each other to ensure that the furlough program is administrated appropriately per below.
If an employee has other position(s) in addition to a full-time position, the furlough pay
differential EID shall apply to the full-time position only.
Note: The SCO 01/30/09 350 transaction EH mass update process established the furlough
pay differential EID on all positions of an employee subject to the furlough program.
Departments must void the 01/30/09 effective date 350 transaction resulting from the mass
update process for the less than full-time position(s).
If an employee has multiple part-time or intermittent time base positions that total more than
one full-time equivalent position, the furlough pay reduction shall apply to all positions that
total the equivalent of one or more full-time position. If the furlough program pay reduction
must occur for more than one full-time equivalent position, an adjustment for the excess
furlough pay reduction must be requested. See below for payroll processing information
and instructions.
Personnel actions such as time base changes, new additional position, separation from an
additional position must be monitored and the appropriate actions taken to ensure employees are
only subject to the furlough program for the equivalent of one full-time position.
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PAYROLL
For the majority of employees, once the furlough pay differential EID is established on their
employment history record, their payrolls should be correctly made by the payroll system. However,
special payroll processing will be required due to the nature of the furlough program and are described
below.
A. Regular Pay
Employees with an intermittent time base or multiple part-time/intermittent time base positions will
require special processing to issue their regular pay (original and adjustments).
Intermittent Time Base Employees
Since the employee‟s salary rate is reduced by the furlough pay differential EID, the time to be paid
that is identified on the Time and Attendance Report, Form 672 needs to be adjusted to reflect the
furlough time assigned to the employee. The furlough time (FH) is based on the Form 672 time to
be paid per the chart provided in DPA PML 2009-07 and re-printed below.
Intermittent Employees
Hours Worked
FH for 2 Furlough
FH for 3 Furlough
Days Per Pay Period
Days Per Pay Period
11 to 30.9
2
3
31 to 50.9
4
6
51 to 70.9
6
9
71 to 90.9
8
12
91 to 110.9
10
15
111 to 130.9
12
18
131 to 150.9
14
21
151 or more
16
24
When reporting the time to be paid on the payroll documents (e.g., Form 672 or Form STD. 674),
add the furlough time to the actual time to pay for a given pay period.
Additional Position Employees
Employees with more than one position that are subject to the furlough program will require an
adjustment via the submission of a Form STD. 674. See PPM Section D 010 for form completion
instructions with the following exceptions.
Remarks Area â€" enter “Adjustment of pay per furlough over chargeâ€.
Payment Should Be â€" complete one line for the time due at the furlough pay reduction rate
and the second line for the time due at the non-furlough pay reduction rate.
Example
2 day furlough January 30, 2009 â€" March 6, 2009
Employee worked one full pay period less 2 unpaid furlough days in a 3/5 time base position
(Position A) and 72 hours in an intermittent time base position (Position B)
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Position A: Monthly full-time base salary rate = $3929
Furlough pay differential EID full-time rate = $362.65
Regular pay gross @ 3/5 time base for 1 standard month = $2139.81 (equivalent to
10 hours of furlough time)
Position B: Hourly salary rate = $16.58
Furlough pay differential EID hourly rate = $1.53
Regular pay gross for 80 hours @ $15.05 = $1204.00 (equivalent to 8 hours of
furlough time)
An adjustment for Position B regular pay should be requested to have the furlough pay
reduction applicable to only 51 hours (equivalent to 6 hours of furlough time). In the Payment
Should Be area on the Form STD. 674, line 1 should be completed with 51 hours @ $15.05 and
line 2 should be completed with 29 hours @ $16.58.
3 day furlough July 1, 2009
Employee worked one full pay period less 3 unpaid furlough days in a 3/5 time base position
(Position A) and 72 hours in an intermittent time base position (Position B)
Position A: Monthly full-time base salary rate = $3929
Furlough pay differential EID full-time rate = $544.17
Regular pay gross @ 3/5 time base for 1 standard month = $2030.90 (equivalent to
14.4 hours of furlough
time)
Position B: Hourly salary rate = $16.58
Furlough pay differential EID hourly rate = $2.30
Regular pay gross for 84 hours @ $14.28 = $1199.52 (equivalent to 12 hours of
furlough time)
An adjustment for Position B regular pay should be requested to have the furlough pay
reduction applicable to only 51 hours (equivalent to 9 hours of furlough time). In the Payment
Should Be area on the Form STD. 674, line 1 should be completed with 51 hours @ $14.28 and
line 2 should be completed with 33 hours @ $16.58.
B. Overtime (Payment Type 1) and Holiday Pay (Payment Type S, Suffix G or H)
The salary rate for overtime or holiday pay is not to be affected by the furlough pay reduction. The
correct salary rate will be computed by the payroll system when the overtime or holiday pay is
requested using the non-FLSA system generated rate EIDs. For the FLSA rate EIDs, be sure to use
the salary rate not reduced by the furlough pay differential EID rate to compute the overtime pay
rate otherwise, underpayments will occur.
C. Additional Hours Worked During a Furlough Week (Payment Type S, Suffix Z)
An employee who is permitted to work additional hours during a furlough week must be
compensated for the additional time worked. The time up to 40 hours when combined with the
regular/normal hours worked (including paid leave time) is subject to retirement deductions and
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paid at the straight time unreduced rate. The time beyond the 40 hours total is then paid as regular
overtime (payment type 1 â€" see above).
Departments will need to pay the additional time up to 40 hours using the newly established
payment type „S‟, payment type suffix „Z‟ that is subject to retirement deductions. The payment is
identified as „Furlough 32
nd
-40
th
Hour Pay‟ and will be shown on the earnings statement as „FR 32-
40 HR‟.
To request the SZ payment, process a Form STD. 671 via the PIP system using earnings ID „SZ‟
and entering the gross amount due (time and salary rate cannot be entered on the pay request). The
payment cannot be requested until after the close of the pay period in which the additional time was
worked.
To determine the gross amount, divide the employee‟s base salary rate (Item 320 which has not
been reduced by the furlough pay reduction amount) and any additional pay rates (e.g, plus salary
rate, locked-in shift rate, locked-in pay differential rates other than the furlough pay differential) by
173.33 to derive the straight time hourly rate. Then multiply the additional SZ payment hours by
the hourly rate. Enter the result in the gross amount field on the PIP transaction.
The SZ payment is subject to the following mandatory deductions:
Social Security/Medicare if applicable
Retirement
Federal Taxes (aggregate method)
State Taxes (aggregate method)
Garnishments when applicable
The SZ payment is not to be included in the calculation of the following benefit pay as the
unreduced salary rate is already used to compute these benefits:
Overtime
IDL
EIDL
NDI
Lump Sum Vacation
Lump Sum Extra
See Payroll Letter #09-007 for additional information and examples in applying the use of the
payment SZ.
D. Dock
Procedures Effective 01/30/09 â€" 03/05/09
For mid-month appointments/separations/leaves of absence the employee‟s EH records must not
have the furlough pay differential EID and the furlough time taken is administered as dock. If the
employee has actual dock days in addition to furlough days the employee should be docked the total
number of days not worked. For example, if the employee has a mid-month appointment to state
- 14 -
service and has two furlough days and three dock days the employee should be docked five days.
See Personnel Letter #09-006 for further information.
Procedures Effective 03/06/09 â€" 07/30/09
Furlough time off between March 7, 2009 and July 30, 2009 should not be reported as dock.
Instead, the furlough EID should remain on the employee‟s EH record.
When an employee is absent and does not have leave credits to cover the absence, departments
should continue to report the absence as a dock transaction. Per DPA PML #2009-013, the dock
action creates a situation where the employee has worked less than her/his time base. Further, the
employee shall then have her/his furlough time applied on a prorated basis. Consequently, the
employee may be overpaid if she/he used the 2 or 3 furlough days accrued on the first of the pay
period yet is credited for less than 2 or 3 furlough days due to the dock situation. Departments need
to review the payroll records of employees on dock status and take the appropriate action to correct
the overpayment (i.e., establish an accounts receivable or return the warrant for redeposit and
request a re-issue of the pay with additional dock time applied). See Personnel Letter #09-013 for
more information.
Procedures Effective 07/31/09
Employees on dock during a pay period must have the furlough EID removed via a 350 transaction
effective the first day of pay period in which the dock occurred. The dock time and the furlough
time must be combined and reported as dock either via a:
603 transaction keyed via PIP or
EH 715 transaction with an effective date of the last day of the pay period if the total dock
time is more than 11 days in a 22 day pay period or more than 10 days in a 21 day pay
period. The 715 transaction must be processed prior to master payroll cutoff. After the
master payroll has processed then the furlough EID must be established on the EH record
by processing a 350 transaction effective the first day of the following pay period.
Note: The EH 715 transaction will generate an audit message if “Q†is entered in item 715.
Departments will need to submit the EH 715 transaction to SCO for processing prior to master
payroll cutoff. If the EH 715 transaction cannot be submitted to SCO then process the EH 715
transaction and enter “N†in item 715. Subsequently submit an EH 715C transaction to SCO to
correct item 715 to “Qâ€. The audit will be modified to allow the departments to process the EH
715 transaction with item 715 “Qâ€. Departments will be notified via a Personnel Letter when the
audit change is implemented.
The dock process is the same for employees that have either the 3 designated furlough Fridays or
have self-directed the 3 furlough days within the pay period. Likewise, the dock process must be
followed even if the dock time is reported late (i.e., after master payroll cutoff).
Example 1 (603 transaction keyed via PIP):
Full-time employee worked 15 days in a 22 day pay period with 3 furlough days.
- 15 -
Process a 350 transaction to delete the furlough pay differential EID effective the first of the
pay period. In PAR item 215, Employment History Remarks, enter “DOCKâ€.
Prior to master payroll cutoff process a 603 dock transaction reflecting 7 total dock days (4
days dock plus 3 furlough days).
Process a 350 transaction after the master payroll has processed to add the furlough pay
differential EID effective the first of the following pay period.
Example 2 (EH 715 transaction):
Full-time employee worked 4 days in a 22 day pay period with 3 furlough days.
Process a 350 transaction to delete the furlough pay differential EID effective the first of the
pay period. In PAR item 215, Employment History Remarks, enter “DOCKâ€.
Prior to master payroll cutoff process a 715 transaction with an effective date of the last day
of the pay period and enter 4 days in PAR item 606, Time to be Paid New (22 days less 15
dock days and 3 furlough days). Note: A 603 dock transaction processed via the PIP system
that reflects more than 11 days in 22 day pay period or 10 days in a 21 day period will reject
and a full month master warrant will issue.
Process a 350 transaction after the master payroll has processed to add the furlough pay
differential EID effective the first of the following pay period.
Note: The EH 715 transaction will generate an audit message if “Q†is entered in item 715.
Departments will need to submit the EH 715 transaction to SCO for processing prior to master
payroll cutoff. If the EH 715 transaction cannot be submitted to SCO in time then process the EH
715 transaction and enter “N†in item 715. Subsequently, submit an EH 715C transaction to SCO
to correct item 715 to “Qâ€. The audit will be modified to allow the departments to process the EH
715 transaction with item 715 “Qâ€. Departments will be notified via a Personnel Letter when the
audit change is implemented.
For employees with a self directed furlough, the furlough days can be used to compensate for all or
part of the total dock time the employee had during the pay period. This would be by agreement
between the supervisor and the employee. The following are examples for this situation.
Example 3:
Full-time employee on a self directed furlough worked 18 days in a 22 day pay period and
used 3 furlough days to compensate 3 dock days.
Process a 350 transaction to delete the furlough pay differential EID effective the first of the
pay period. In PAR item 215, Employment History Remarks, enter “DOCKâ€.
Prior to master payroll cutoff process a 603 dock transaction. In this example, the employee
did not have any other unpaid leave time and is using the 3 furlough days as dock days. As
such, the 603 transaction will reflect 4 total dock days (1 dock day plus 3 furlough days).
Process a 350 transaction after the master payroll has processed to add the furlough pay
differential EID effective the first of the following pay period.
- 16 -
Example 4:
Full-time employee on a self directed furlough worked 19 days in a 22 day pay period and
used 3 furlough days to compensation 3 dock days.
The self directed furlough days can be used to compensate for all or part of the total dock time
the employee had during the pay period. In this example, the employee did not have any other
unpaid leave and is using the 3 furlough days to compensate for the unpaid days not worked.
Do not process a 350 transaction to delete the furlough pay differential EID and do not
process a 603 dock transaction.
The furlough time counts towards qualifying a pay period. When completing a 715 transaction and
the pay period is qualifying, enter “Q†for qualifying the pay period in PAR item 715 Service Pay
Period, otherwise service credit and leave balances will be incorrect on the CLAS leave records.
Note: The EH 715 transaction will generate an audit message if “Q†is entered in item 715.
Departments will need to submit the EH 715 transaction to SCO for processing prior to master
payroll cutoff. If the EH 715 transaction cannot be submitted to SCO in time then process the EH
715 transaction and enter “N†in item 715. Subsequently, submit an EH 715C transaction to SCO
to correct item 715 to “Qâ€. The audit will be modified to allow the departments to process the EH
715 transaction with item 715 “Qâ€. Departments will be notified via a Personnel Letter when the
audit change is implemented.
E. Retirement
Both the employee and state share retirement contribution amounts are based on the furlough
program reduced pay rate. However, for purposes of the retirement final compensation pay rate, the
unreduced rate is to be used. The SCO will report the appropriate salary rates to CalPERS and
CalSTRS for employees subject to the furlough program.
F. Salary Advances
A salary advance for regular pay (excluding disability supplementation pay) must be based on the
furlough program reduced base salary rate. All other payment types can be based on the unreduced
base salary rate.
G. Earnings and Deduction Statement/Direct Deposit Advice
The earnings statement will not reflect the furlough reduction amount. Instead, the
statement/advice will show a regular pay gross amount that has been reduced by the furlough
reduction amount. The gross amount can be in dollars and cents when previously the employee had
an amount reflected in whole dollars. See above EH section for an explanation.
H. Miscellaneous Deductions
Miscellaneous deductions may not be withheld while an employee is under the furlough program
due to insufficient net (see PPM Section H 008). This is particularly true for employees who have
large deferred compensation and/or credit union deduction amounts. The employee should be
encouraged to review their deductions to be sure they will have enough net pay based on the
- 17 -
furlough pay reduction to cover their deductions. If there is not enough net pay for their
deductions, they should either modify the deduction amounts if possible or make direct pay
arrangements with the organization receiving their deduction monies.
I. Garnishment Deductions
If a garnishment deduction is not established as a specific amount, the payroll system will
recompute the garnishment amount to be withheld based on the employee‟s earnings that are
reduced by the furlough pay reduction. If a garnishment deduction is established for a specific
amount and it is not due to a court order, the department should reevaluate the situation to ensure
that the employee is not having excess garnishment deduction amounts withheld. Departments
should submit a Form STD. 639 to change the garnishment deduction from a specific amount type
to a maximum amount type as necessary.
J. Payroll Reconciliation
All payroll records and outputs including the Payroll Warrant Register will reflect the unpaid
furlough time as time paid. To reconcile the Form 672 and the warrant register, the unpaid furlough
time should be added to the total time worked information on the Form 672.


Paycheck Protection Issues


‘Paycheck protection’ proposition pondered for 2010 ballot

By John Howard | 10/22/09 12:00 AM PST

A ballot fight looms over limiting the use of government workers’ union dues for political purposes, a life-or-death issue for organized labor. Two similar initiatives have been rejected in the recent past, including the 1998 battle over “paycheck protection” that ultimately played a significant role in the election of Democratic Gov. Gray Davis.

A group of Orange County political players, led by Irvine attorney Mark Bucher and Costa Mesa Mayor Alan Mansoor, filed a pair of proposed ballot initiatives with the state attorney general’s office for an official title and summary, the first step to placing them on the ballot. One proposal would bar public employee unions from deducting money from a worker for political purposes. The second requires a public employee union to get advance permission in writing before deducting money for political activity.

“I don’t really see this as a partisan issue,” said Bucher, a Republican, who led a campaign in 1998 in support of Proposition 226, the “paycheck protection” initiative.  “An employee should have to give permission before a union can use its money for politics. However the money is collected, the union has to get permission from its members to do that.”

Bucher declined to discuss the funding for the latest initiatives, although he expected to see involvement “from the grass roots movements we’ve seen in the past couple of years.” Others signing the initiatives’ filing included Dawn Wildman, an anti-tax activist, and Mark Meckler, who organizes anti-tax “Tea Parties.” The proposals are all but certain to draw financial support from groups opposed to organized labor in the past, such as the business community, manufacturers and Republic political groups inside and outside California, among others.

Added to the political mix faced by public employee unions is another proposed initiative to lower pension benefits, bump up the age of retirement and establish a statewide pension rate. Details of that proposal were reported by the CalPensions blog. A group called the California Foundation for Fiscal Responsibility, which was founded by forrmer Republican Assemblyman Keith Richman of Northridge, is sponsoring the pension initiative. It hopes to get the initiative on the November 2010 ballot.

The combination of dues-limiting initiatives combined with proposed limits on workers’ pensions is all but certain to lead to a major political battle.

Labor views attempts to limit their political activities as highly partisan.

“It’s another example of the right-wing attack on public employees,” said Bruce Blanning of the 13,000-member Professional Engineers in California Government. “No public employee has to belong to its union and no public employee has to allow any money to be used for political purposes. Each year, they get a chance to object to that, and if they do object to that, the money is not spent.”

Blanning and others noted that mounting campaigns against the dues and pension proposals would be costly. “We’ll have to educate the public and that’s expensive,” he added.

Blocking the use of dues for political purposes or requiring prior consent cripples the unions’ ability to advocate for their causes and divides union members on political action, they say. The proposed initiatives would affect all public employee groups, including three of the most powerful, the 95,000-member Local 1000 of the Service Employees International Union, the 340,000-member California Teachers Associationand the 30,000-member California Correctional Peace Officers Association. The umbrella union groups, such as the California Labor Federation which is affiliated with groups representing some 4 million workers, also are closely watching the ballot proposals.

The fight over Proposition 226 resulted in galvanizing organized labor, according to political analysts on both sides of the issue.

 Proponents were outspent about 10-to-1 by the opponents, who by Election Day in June 1998 had spent more than $22 million to block the measure. The opposition came mostly from labor unions and their traditional Democratic allies.

The most visible supporter of Proposition 226 was former Republican Gov. Pete Wilson, who said it would prevent union shakedowns.

But labor denounced the Proposition as hypocritical, noting that it sought to block unions’ contributions but allowed the contributions of corporate interests and company shareholders. In the end, the proposition was defeated by about 300,000 votes, or about 53 percent to 47 percent. The fierce campaign energed labor's grass roots groups, who remained active after the Jujne election and campaigned hard for Davis, who ultimately defeated GOP rival Dan Lungren in a landslide. 

Seven years later, Gov. Schwarzenegger led a Republican- and business-backed attempt, Proposition 75, to require prior consent of public employees to use their union dues for political purposes. That measure, part of a package of changes sought by the governor’s GOP advisers and legislative supporters, also was rejected, as were the governor’s other proposals.

The track record, then, is that “paycheck protection” measures face an uphill political fight. But labor and other opponents, fearful that the proposal may merge at any time, are always on their guard.

“The reality is that if you ask people generally whether they should have more control over their money, voters would say yes. Voters like control, so to defeat it there has to be a sustained campaign to defeat it. Those people who oppose these measures, they think there is always a potential threat to pass them,” said political strategist Matt Rexroad. “When there’s no campaign for or against and it just appears on the ballot, there is a possibility it would just pass.”

 
Ryan Sherman
Director, Research & Analysis
755 Riverpoint Drive
West Sacramento, CA 95605
916-372-6060 ext. 259
916-716-1400 (cell)
 

Worth a Thousand words..........

Wednesday, October 21, 2009

STATE FURLOUGHING AT 24-HOUR FACILITIES DOESN'T SAVE

Study: Furloughing at 24-hour facilities doesn't save

Unpaid days likely will be more costly
Posted: 10/20/2009 08:45:18 PM PDT
 
Furloughing employees at 24-hour care facilities could end up costing more in the long run than it saves in the short term, according to a study released this month by the state Senate Office of Oversight and Outcomes.

The situation could create additional, significant costs for taxpayers down the road because furloughs aren't eliminating but instead are pushing labor costs to the future, the report says.

"Some state jobs cannot stop for furloughs," the report says, "most prominently the care and supervision ofprison inmates and people with serious developmental disabilities and mental illnesses."

Under an executive order from Gov. Arnold Schwarzenegger, in July most state workers began taking three unpaid days off per month, the equivalent of a 14percent pay cut for the 2009-10 fiscal year.

Most state agencies responded by taking three unpaid Fridays off each month. But 24-hour facilities, such as prisons and mental facilities, don't close, so employees can't follow a set furlough schedule.

The situation has resulted in certain state employees, such as corrections officers and psychiatric technicians, working three 40-hour weeks each month in which they're paid for 32 and then bank the 24 hours of unpaid time for later use.

That banked time must be used before June 30, 2012, state officials have said. When it is used, workers will be paid for the time off because they've already absorbed the 14percent cut, the report says.

Since they'll eventually be paid for furlough hours, the plan is only delaying labor costs, not eliminating them like it does with other state employees, the study says.

About 33,000 state employees paid from the general fund work at 24-hour facilities, so this policy is passing on a significant cost, the report says.

"Correctional workers banked 1.5million furlough hours between February and August 2009," the report says. "Most are correctional officers. At a (top) pay rate of $34.91 an hour, those hours create a future liability of at least $52million."

The report cites a February-to-August period because Schwarzenegger started furloughs in February at two days per month, then upped it to three in July.

The state is requiring workers to use the banked furlough hours before any other time off, such as vacation orsick time, as one strategy to ensure it's used by the deadline, officials have said.

This is creating another future cost because more vacation or sick time is saved and likely won't be cashed out until retirement or upon leaving state employment, the report says.

When vacation time is cashed out the state will likely have to honor it at a higher rate of pay than if it were used at current rates, said Lance Corcoran, a spokesman for the California Correctional Peace Officers Association, which represents over 30,000 state correction officers and parole agents.

"That's what this administration is doing, bankrupting future administrations," Corcoran said. "(Schwarzenegger's) going to be long gone, making `Terminator 16,' when this bill is due."

Former Gov. Pete Wilson implemented a similar program in 1991 when state workers took one furlough each month, Corcoran said.

"We have people who are retiring today with 144 hours that they're cashing out, not at 1991 (pay) rates, but what the time is worth in 2009," he said.

Aaron McLear, a Schwarzenegger spokesman, said state agencies have always paid out unused vacation time and budgets won't be changed to cover more hours.

"We won't be increasing budgets," McLear said. `They'll have to pay that out with their existing budget."

Through the first quarter of the 2009-10 fiscal year, the furloughs are on pace to save $1.3 billion from the general fund and $2.1 billion overall, when including labor costs paid from other funds, McLear said.

Several state employee unions are against furloughs, McLear said. While they're protecting the interests of members, they're also failing to realize sacrifices are needed in a depressed economy, he said.

"At a time when 12 percent of Californians are unemployed and the state is slashing billions ... it is outrageous to argue that state employees should be shielded from the same economic reality everyone is facing," he said.

 
 
Ryan Sherman
Director, Research & Analysis
755 Riverpoint Drive
West Sacramento, CA 95605
916-372-6060 ext. 259
916-716-1400 (cell)