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Frequently Asked Payroll Questions and Answers (FAQ)

To submit a question to this site, please send an email to: payroll@fullerton.edu

  1. Where can the attendance forms be obtained?

  2. When are attendance forms due in Payroll Services?

  3. What dates are included in each pay period?

  4. On what dates are holidays observed?

  5. What if an employee is not available to sign the STD 634?

  6. What does exempt/non-exempt mean?

  7. How do I know whether an employee is exempt or non-exempt? (link to salary schedule - a defined class code list maybe more effective since the salary schedule is not straight forward)

  8. What if the employee doesn’t have enough leave credits to cover an absence?

  9. When do docks need to be submitted to Payroll?

  10. Can an employee choose to be docked instead of using leave credits?

  11. When are leave credits earned and when are they available for use?

  12. At what rate do employees earn sick leave and vacation?

  13. How do I calculate the accrual rate for an employee who had a timebase change in the middle of the pay period?

  14. How do I calculate the accrual rate when an employee had a position change that has a different vacation accrual rate (i.e., based on length of service credit vs. a flat rate of 16 hours)?

  15. How are academic-year employees charged for absences?

  16. How should attendance for employees on disability be reported?

  17. Is there a limit to the number of days an employee can serve on jury duty?

  18. What is required for an employee who serves on jury duty?

  19. How do I reimburse the University for fees received for jury duty?

  20. Why do I have to reimburse the University for jury duty fees received from the court?

  21. How do I reimburse the University for fees received for jury duty?

  22. What other types of leaves/absences require additional documentation?

  23. Is there a limit to the used of accrued sick leave to care for a sick family member?

  24. What if the leave reported exceeds the available balance or maximum allowance?

  25. When is bereavement leave granted?

  26. How many days of paid bereavement leave are employees entitled to?


1.
Where can the attendance forms be obtained?
 
The attendance forms (i.e., STD 634, STD 682, Dock Notice, CD46) are available on the Payroll Forms webpage
2.
When are attendance forms due in Payroll Services?
 
Attendance is due in Payroll on the first workday following the close of each pay period. Please refer to the Attendance and Pay Schedule on the Payroll website at http://hr.fullerton.edu/Payroll/
3.
What dates are included in each pay period?
 
The Attendance and Pay Schedule showing the inclusive dates in each pay period is available on the Payroll website at http://hr.fullerton.edu/Payroll/. Please note that the dates included in each pay period do not necessarily coincide with the dates of the calendar months.
4.
On what dates are holidays observed?
 
The holidays are observed on the dates specified on the Holiday Schedule issued by the President each year which is available on the Payroll website at http://hr.fullerton.edu/Payroll/
5.
What if an employee is not available to sign the STD 634?
 
You may submit a copy of the employee’s STD 634 with a note "original to follow" on the employee signature line and forward the original copy once you have obtained the employee’s signature.
6.
What does exempt/non-exempt mean?
 

Exempt employees are salaried employees who meet one of the exemptions (administrative, executive, professional or agricultural) from the overtime provisions of the Fair Labor Standards Act (FLSA). Exempt employees do not earn overtime, either as cash or compensatory time off (CTO). Additionally, exempt employees who have absences of less than a full day should receive a full day’s salary and should NOT have their salary docked nor should they be charged leave time (either sick leave or vacation) for absences of less than one full day.

Non-exempt employees are salaried employees who do not meet any of the exemptions from the overtime provisions of the FLSA. Hours worked by a non-exempt employee in excess of 40 hours per week must be compensated in cash or as CTO at the rate of time and one-half the hourly rate.

7.
How do I know whether an employee is exempt or non-exempt? (link to salary schedule - a defined class code list maybe more effective since the salary schedule is not straight forward)
 
You may either check the classification listing on the Payroll website at (link to salary schedule or class code listing) or you may also refer to the preprinted Time and Attendance Report Form 672 (department attendance sheet). Non-exempt employees have the code OT6 printed to the right of their ids; exempt employees do not have this code printed on Form 672.
8.
What if the employee doesn’t have enough leave credits to cover an absence?
 
If the employee doesn’t have enough leave credits to cover an absence, the time in excess of available leave credits must be charge to informal leave (dock). A Dock Notice form must be submitted to Payroll Services by the 17th of the month. If a dock occurs after the 17th of the month, the Dock Notice must be hand carried to Payroll Services at CP-770 and an email sent to payroll@fullerton.edu to alert the appropriate technician of a late dock. The department should notify employees as soon as practicable when they are being docked.
9.
When do docks need to be submitted to Payroll?
 
Docks for the current pay period must be submitted to Payroll by the 17th of the month. Late docks must be submitted to Payroll as soon as possible.
10.
Can an employee choose to be docked instead of using leave credits?
 
An employee may choose to be docked instead of using leave credits with the approval of the employee’s supervisor.
11.
When are leave credits earned and when are they available for use?
 
Leave credits are earned and available for use at the beginning of the pay period following a qualifying pay period. For purposes of computing vacation and sick leave, an employee who is paid eleven (11) or more days in a pay period is considered to have completed a qualifying pay period.
12.
At what rate do employees earn sick leave and vacation?
 
The full-time accrual rate for sick leave is 8 hours per qualifying pay period. For less than full-time employees, sick leave accrual rate is prorated based on the employee’s timebase (e.g., 4 hours for half-time, etc.) The vacation accrual rate is based on either the employee’s length of service credit or a flat rate of 16 hours per qualifying pay period. Vacation is also prorated for less than full-time employees. Eligibility for vacation accrual is determined by the employee’s classification.
13.
How do I calculate the accrual rate for an employee who had a timebase change in the middle of the pay period?
 
The accrual rate the employee will earn is based on the timebase in which the employee was paid at least 11 working days (e.g., if the employee was paid 10 days at full-time and 11 days at half-time then the employee will earn leave credits at the half-time rate). If an employee was paid an equal number of days for each timebase, then the employee would earn at the higher accrual rate (e.g., if the employee was paid 11 days at full-time and 11 days at half-time, the employee would earn at the full-time rate).
14.
How do I calculate the accrual rate when an employee had a position change that has a different vacation accrual rate (i.e., based on length of service credit vs. a flat rate of 16 hours)?
 
The accrual rate the employee will earn is based on the position in which the employee was paid at least 11 working days (e.g., if the employee was paid 11 days in the position that is based on the length of service credit and 10 days in the position that is based on a flat rate of 16 hours, then the employee will earn leave credits at the rate based on length of service credit). If an employee was paid an equal number of days in both positions, then the employee would earn at the higher accrual rate (at the flat rate of 16 hours).
15.
How are academic-year employees charged for absences?
 
Academic-year employees are exempt and are charged only for full day absences based on the employee’s timebase. Sick leave shall be charged for each day, exclusive of days on which the campus is closed, from the onset of such an absence until the employee resumes attendance at the campus or until the employee notifies the appropriate administrator he/she is available to resume work.
16.
How should attendance for employees on disability be reported?
 
Continue to report leave usage until the employee has been approved for disability. Once approved, please contact Payroll Services for instructions.
17.
Is there a limit to the number of days an employee can serve on jury duty?
 
No, there is no limit to the number of days an employee can serve on jury duty.
18.
What is required for an employee who serves on jury duty?
 
An employee who serves on jury duty must submit a copy of the Certification of Jury Service (jury duty slip) with his/her attendance.
19.
How do I reimburse the University for fees received for jury duty?
 
Employees should deposit the check received from the court for jury duty fees. Accounting Services will send you a bill which you will need to pay through the Cashiers Office at UH-180.
20.
Why do I have to reimburse the University for jury duty fees received from the court?
 

Employees who serve on jury duty shall receive their regular salary provided they remit the amount received for such duty to the University per the CSU policy. Payment for travel expenses and subsistence received by the employee need not be remitted.

Note: Since employees are required to reimburse the University of the jury duty fee, court fees must not be waived.

21.
How do I reimburse the University for fees received for jury duty?
 
Employees should deposit the check received from the court for jury duty fees. Accounting Services will send you a bill which you will need to pay through the Cashiers Office at UH-180.
22.
What other types of leaves/absences require additional documentation?
 
An employee who is absent as a court-subpoenaed witness or who is on a military leave must submit a copy of the subpoena or of the military orders respectively.
23.
Is there a limit to the used of accrued sick leave to care for a sick family member?
 
The allowance for the use of accrued sick leave to care for a sick family member is based on the employee’s Collective Bargaining Agreement.
24.
What if the leave reported exceeds the available balance or maximum allowance?
 
If the usage reported exceeds the available balance, the leave accounting system will automatically charge the excess to other available leave credits or, if none, dock the employee’s pay.
25.
When is bereavement leave granted?
 
Paid bereavement leave is granted for the death of a spouse, domestic partner and the employee's or his/her spouse's mother, father, grandmother, grandfather, grandchild, son, son-in-law, daughter, daughter-in-law, brother, sister, or relative living in the immediate household of the employee.
26.
How many days of paid bereavement leave are employees entitled to?
 
The number of days of paid bereavement leave employees are entitled to varies by Collective Bargaining Agreement/employee category per the Bereavement Leave Guidelines.