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Payroll Services

Payroll Services Furlough Reporting Requirements

CSU policy requires that campuses track furlough days taken each pay period in addition to existing attendance reporting requirements.  Payroll Services will track and report furlough day observance for all non-represented employees and employee bargaining units participating in the CSU furlough program.  The revised forms should be used to report any furlough days taken effective with the August 2009 pay period. Not all employees that are participating in the furlough program are required to submit furlough days observed on their pay and leave usage form. Please review the reporting guidelines below. If you have additional questions, please contact your Payroll Technician.

Who must report furlough day observed (FDO) to Payroll Services on the monthly pay and leave usage form?

Reporting FDO on the pay and leave usage forms on a monthly basis is a requirement for the following exempt and non-exempt status employees for the entire furlough program period (August 2009 thru June 2010):

Who does not have to report FDO to Payroll Services on the monthly pay and leave usage form?

The following employee bargaining units have not ratified a furlough program implementation.  At this time they are not required to report FDO on the monthly pay and leave usage form:

The employees in the following bargaining units are exempt from the CSU furlough program:

Will I be able to view my balance online on the Balance Inquiry page?

The Chancellor’s Office will modify PeopleSoft so that employees can view furlough days taken through the Cal Poly Portal.  Rather than a balance left to use, you will view the total number of furlough days observed and reported to Payroll. Payroll Services will notify timekeepers when this feature is available on the Portal. 

How do I report FDO on my pay and leave usage form?

Example: Full time employee with furlough on Friday the 18th:

Timesheet example of how to report FDO

How do I submit additional hours worked during a furlough week?

Non-exempt employees authorized by the appropriate manager to perform additional work during the furlough workweek will be paid at straight-time up to 40 hours. All hours exceeding 40 hours in that work week will be paid at the overtime rate. For CSUEU employees where the call-back provision applies, CSUEU employees will be paid a minimum of 3 hours overtime if the work is not continuous with or is outside of their regular workweek. (e.g. Saturday).

Example: Full time employee who works M-F with furlough on Friday the 18th. Employee worked additional hours in the work week that were continuous with the employee's regular work schedule:

Example: Full time employee with a M-F schedule with furlough on Friday the 18th. Employee also worked additional hours that were continuous with their regular work schedule. Hours worked more than forty (40) in one week need to be submitted as overtime using the existing “Overtime Premium Rate” (OTPR) time reporting code.

Example for CSUEU only: Full time employee with a M-F schedule with furlough on Friday the 18th. Employee was called back to work on Saturday the 19th and worked 10 hours.

Please note: For the remainder of 2009, we will accept handwritten "CLLBCK" time reporting codes on the "2009 Exempt Exmployee Pay and Leave Usage Form". The 2009 version of this form does not include "CLLBCK" in the drop-down list of time reporting codes to select. The 2010 forms will contain this code in the drop-down menu.

Payment for additional time worked (ATW) will be issued on or about the 15th of the month, which is the existing OT/Shift payday. Please see the Payroll Calendar for the exact paydates.

Please call the Payroll Office at 756-2605 if you have further questions.

I submit an Excess/Deficit form each month because I work an alternate/compressed schedule as a non-exempt employee.  Do I need to report anything differently on the Excess/Deficit form?

A furlough day equates to 8 hours for a full time employee and cannot be broken into hourly increments or supplemented with any type of leave credit (e.g., an  employee who works a 4/10 work schedule cannot take an 8 hour furlough day and add 2 hours of vacation to make a 10 hour work day.) During the furlough program period, employees are encouraged to change their permanent work schedule from a 4/10, 9/80 etc. to a regular 5/8 work schedule during the week that a furlough day is observed. Please see example #1 below.

Example #1: The Excess/Deficit form should reflect five days at 8 hours (for a full time employee) during the week in which a furlough day is observed. In this example the furlough day was observed on the 7th and the 21st.

example of 4/10 schedule employee changing to a 5/8 schedule during a furlough week

If an employee chooses not to return to a regular work week schedule, below are two examples of how an employee, with supervisor approval, may adjust his/her permanent work schedule during the week that a furlough day is observed. For example, a FT employee must adjust his/her work schedule to take one 8 hour furlough day and work 32 hours for the remainder of that work week. Once a permanent work schedule is approved it should stay consistent throughout the furlough program period.

Example #2: FT employee normally works a Mon/Tues/Wed/Thursday 4/10 schedule. In this example, the furlough day was observed on the 4th and the 18th.  In the weeks where a furlough day was observed, two other days were increased by one hour each.

Example #3: FT employee normally works a Tuesday through Friday 4/10 schedule. In this example, the furlough day was observed on the 7th and the 21st.  In the weeks where a furlough day was observed, one two hour day was added.

If you have any questions about completing the Excess/Deficit form during the furlough program period, please contact Lori Serna in the Payroll Office at 756-5867.

Do furloughs count as an exception to exceed the maximum vacation balance allowable at year-end?

Per Chancellor's Office guidelines, furloughs do not count as an exception to exceed vacation maximums at year-end. Certain collective bargaining agreements and the management personnel plan contain provisions where an employee may be permitted to carry over more than the allowable credits when the employee was prevented from taking enough vacation to reduce credits due to one of the following reasons:

To request a rollover of vacation that exceeded maximums at year-end please visit our Year-End Payroll Information for Cal Poly Employees page on the Payroll Website. You will need to submit an authorized "Year-End Vacation Rollover Request Form" to the Payroll Office for the vacation to be carried over. Please see the form instructions for details.

I am an exempt employee. If I am absent from work only part of the day during a week in which a furlough day is observed, do I need to submit vacation or sick time for the hours missed?

Yes. During a furlough week, exempt employees must account for part-day absences, including medical and dental appointments, etc. Partial absences must be recorded appropriately on your leave usage form. For example, if you request to take a half-day off of work during the week in which a furlough day is observed, you must use and record four hours of an appropriate leave type.

I am a less than full time exempt employee. I normally work a schedule that is different than the actual value of my day based on my time base. How do I report FDO?

For any employee appointed less than full time, the value of a furlough day equates to 8 hours x your time base. For example, the value of an FDO day for an employee appointed at .75 time base is 6 hours, .60 time base is 4.8 hours, .50 time base is 4 hours, etc. The furlough day cannot be broken into hourly increments nor supplemented with any other type of leave.

An alternate work schedule is defined as working a schedule other than five days per week at 8 hrs x your time base. During the furlough program period, employees are encouraged to change their permanent work schedule from an alternate to a regular work schedule during the week that a furlough day is observed. A regular work week schedule is defined as five days at 8 hrs. x your time base.

If an employee chooses not to return to a regular work week schedule, an employee, with supervisor approval, may adjust his/her permanent work schedule during the week that a furlough day is observed. Once a permanent work schedule is approved it should stay consistent throughout the furlough program period. Please see the example below:

Exempt employee works an alternate work schedule: .60 time base employee usually works three 8 hour days for a total of 24 hours in the work week

 

Sun

Mon

Tues

Wed

Thu

Fri

Sat

Total

 

8

8

8

 

 

 

24

 

Choice 1: Change to a regular work schedule: .60 time base employee changes back to a regular work schedule during the week in which a furlough was observed (Monday)

 

Sun

Mon

Tues

Wed

Thu

Fri

Sat

Total

 

4.8

4.8

4.8

4.8

4.8

 

24

 

OR

Choice 2: Change alternate work schedule: .60 time base employee changes their work schedule during a week in which a furlough day is observed (Monday)

 

Sun

Mon

Tues

Wed

Thu

Fri

Sat

Total

 

4.8

8

8

3.2

 

 

24

 

The week in which a furlough day is observed, exempt employees (with the exception of Faculty and Lawyers) lose their FLSA exemption and becomes non-exempt. They must work the total number of hours in that week based on their timebase or cover any absences with the appropriate leave type.

 

 

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