Attendance Process

Details for the Attendance Process can be found here.

Explore the tabs below to learn about the attendance process. If you don't find the information you are seeking, please email payroll@fullerton.edu with your question.


Roles and Responsibilities

Timekeeper

The Timekeeper is responsible for handling personnel information and transactions and therefore should endure strict confidentiality and care.


The Role of the Timekeeper

The Timekeeper is a staff member responsible for the following tasks in connection with reporting of employee attendance as follows:

  1. It is the responsibility of the Timekeeper to submit, to Human Resource Services - Payroll, the Attendance Certification Report (Report ID: FULLA003) and all Absence and Additional Time Worked Report Forms (CMS 634) for the agency/unit along with any attachments (doctor's notes, memos waiving leave maximums, etc.).
  2. Per the State Controller's Office, all attendance reports must be submitted to Human Resource Services - Payroll no later than the fourth workday following the close of the pay period.
  3. Timekeepers must report all leave credits taken on the Attendance Cerftification Report.
  4. Timekeepers are responsible for learning and keeping abreast of all Leave Accounting Guidelines and updates and attending scheduled meetings and training on these functions. Inquiries may be directed to the appropriate Account Representative assigned to your department/division.
  5. It is the responsibility of the department Timekeeper to have the completed and signed CMS 634 form, or information that the employee did not use time in the pay period the payments are for, or the appropriate time sheet in hand before the Salary Warrant Coordinator releases the salary warrants to employees. The Salary Warrant Coordinator must return the salary warrants to Human Resource Services - Payroll for those employees who have not submitted an approved CMS 634 form or appropriate time sheet.
  6. Timekeepers must ensure that Attendance Certification Reports are completed and signed by the appropriate administrator by the fourth working day following the close of the pay period for all negative payroll employees (staff and faculty paid on a monthly basis). This form is used to correctly reflect the actual work schedules for all negative payroll employees for the pay period being reported.
  7. Timekeepers must add the names of any employees who should have been paid from the agency/unit listed on the Attendance Certification Report that were not preprinted. Every employee receiving a payment for the pay period must be listed on the Attendance Certification Report.
  8. If a correction to previously reported attendance is required, the Timekeeper must submit a corrected CMS 634. The new CMS 634 should be completed reflecting all absences taken, not just the corrected entries. Write Revised Copy at the top of the CMS634 and highlight. Do not hold and submit with later attendance reports; immediately forward revised form to Human Resource Services - Payroll. If the employee is not available to sign, please indicate on the CMS 634 'Not Available for Signature'.
  9. Timekeepers should utilize the Attendance Verification Report (Report ID: FULLA004) to verify the reported usage
  10. Timekeepers are the liaison to the campus community for their respective areas of responsibility.
  11. Timekeepers must immediately notify Human Resource Services - Payroll of discrepancies by sending an email to the appropriate Account Representative assigned to their department or division.

Approving Official

The role listed below is responsible for handling personnel information and transactions and therefore should ensure strict confidentiality and care.


The Role of the Approving Official for Absence and Additional Time Worked Form 634 and the Attendance Certification Report:

  1. Each designated Approving Official is responsible for seeing that employees comply with the regulations governing absence from work.
  2. An employee may be required to provide a physician's statement or other appropriate verification for absences after three (3) consecutive days charged to sick leave.
  3. Approving Officials are responsible for promptly reviewing and signing the employee's absence report and forwarding it to the timekeeper.
  4. Review attendance submitted by employees on Form 634 and the summary of all employees' attendance on the Attendance Certification Report (FULLA003).
  5. Ensure accurate and complete reporting based on appropriate internal controls and procedures.
  6. Approving Official is responsible for ensuring that time used does not exceed available leave credits at the time the leave is taken.
  7. The approver of the Attendance Certification Report must be an appropriate administrator (MPP) or equivalent (e.g. Department Chair).

Warrant Coordinator

The role listed below is responsible for handling personnel information and transactions and therefore should ensure strict confidentiality and care.


Payroll Warrant Coordinator Task List

  1. Warrant Coordinators are responsible for picking up payroll checks on paydays at the designated check distribution location or in Human Resource Services - Payroll Office (CP-770) for checks that are issued in between paydays.
  2. After verifying each check against the warrant register to make sure that all checks are accounted for, the Warrant Coordinators sign and date the register and return the signed warrant register and any warrants/direct deposit advices that should not be distributed to the Payroll Representative who originally distributed the registers.
  3. Warrant Coordinators distribute the checks to individual employees within their department. Payroll warrants which are not delivered within five days of pickup must be returned to the custodian of payroll warrants located in Human Resource Services - Payroll (CP – 770).
  4. Employees who know in advance that they will not be available to pick up their salary warrant/direct deposit advice may request that their salary warrant or direct deposit advice be mailed to them by providing a self-address stamped envelope. If the employee is absent due to illness, vacation, away for training or separation, the warrant or advice may be mailed to the employee's residence by their department or Payroll Services. Any warrants or statements that have not been picked up or mailed in five days must be returned to Human Resource Services - Payroll (CP-770).
  5. Payroll warrants which are not delivered within five days of pickup must be returned to the custodian of payroll warrants located in Human Resource Services - Payroll (CP-770).

It is the intent of these procedures to safeguard warrants from being distributed to unauthorized persons and to guard against defalcation. In circumstances not covered by these procedures, the Director of Human Resources Services - Payroll shall be responsible for approving appropriate action to deal with unusual circumstances. Please contact the appropriate Payroll Account Representative to determine if the circumstance requires the Director’s approval.


SAM 8580.1 DUTIES INCOMPATIBLE WITH HANDLING OF SALARY WARRANTS

State agencies will observe the following separation of duties in designating persons who can certify or process personnel documents to SCO, Division of Personnel and Payroll Services. Persons designated by agencies to receive salary warrants from SCO, or to distribute salary warrants to employees, or to handle salary warrants for any other purpose will not be authorized to process or sign any of the documents listed above.

General Information

Current Leave Balances can be accessed via the CMS HR tab on the Portal. For additional instructions please visit the CMS Training and SupportOpens in new window webpage.


State Pay Plan

In accordance with Board of Control Rule 633.2, salaries of State officers and employees will be paid on the basis of 12, nearly equal, pay periods each year. The pay period will contain either 21 or 22 normal workdays, called a calendar month. Normal workdays are Monday through Friday including holidays during the week. The exception is when there are more than 22 or fewer than 21 workdays in a month, then the pay period may end one day before or after the end of the calendar month. On rare occasions the pay period may end two days before the end of the calendar month. The end of the third monthly pay period, in each quarter, will always coincide with the end of the calendar quarter. Monthly salary rates are the pay for full pay periods of employment. Special procedures apply to academic-year employees and ten-month academic employees in State universities, prescribed by Title 5 of the California Code of Regulations and the SCO's Payroll Procedures Manual.

Information presented is for educational purposes only. The most current labor contracts, State Administrative Manual or other sources contain the updated official rules, regulations and policies.

Payroll Pay Calendars Archive

Usage Only Leave Types

Absence Without Leave

If an absence, other than sick leave, is not requested and approved in advance, it is recorded as an Absence Without Leave (AWOL). Absence without leave, whether voluntary or involuntary, for five (5) consecutive work days constitutes an automatic resignation.


Required Form:


Attendance Recording:

Enter the number of hours and tenths of hours taken for time reporter code "A" on Absence and Additional Time Worked Form 634.

Administrative Leave

In the event of a natural catastrophe or an emergency situation that places the health or safety of the employee in jeopardy, the President of the University may grant a paid emergency leave.
This applies to all employees and is referred to as Emergency Leave in the Bargaining Unit 3 agreement.Opens in new window


Usage:

To be entitled to use administrative leave, the employee must be in active employment status. Typically, administrative leave will be of short duration.


Required Form:


Attendance Recording:

When granted by the President, enter "Administrative Leave" in section 5 after "OTHER". In section 8 enter "Administrative Leave on _____< date(s) leave was taken >_____ ".

Information presented is for educational purposes only. The most current labor contracts, State Administrative Manual or other sources contain the updated official rules, regulations and policies.

Approved Leave of Absence Without Pay - Dock

An employee who is absent and has no available sick leave, vacation, compensating time off, personal holiday, or holiday credit must be recorded as absent without pay (Dock).
If an employee is to be docked, a Dock Notice form must be submitted to Payroll Services on a daily basis until the employee either returns to work or earns sufficient leave credits.
Docks must be reported to Payroll Services by the 17th of the month. If docks occur after the 17th of the month, the Dock Notice is to be HAND CARRIED to Payroll Services (CP-770) and an email sent to payroll@fullerton.edu to alert the appropriate technician of a late dock. The email notification of docks is especially critical on pay days because inaccurate paychecks will not be released.


Required Forms:


Attendance Recording:

On the "L" line of form CMS 634 enter the number of hours on the date the absence occurs. If less than a full day record the absence in hours and tenths of hours.
Information presented is for educational purposes only. The most current labor contracts, State Administrative Manual or other sources contain the updated official rules, regulations and policies.

Bereavement Leave

Authorized leave with pay due to death of a significantly close relative.Refer to Collective Bargaining AgreementOpens in new window for definition of "significantly close relative". (Note: Some Collective Bargaining AgreementOpens in new window use the term "Funeral leave" for this type of leave.)


For more detailed information see the CSU Bereavement Leave PolicyOpens in new window


Eligibility:

All employees are eligible for Funeral Leave (FL) except for the following:

  • Volunteers
  • Graduate Assistants
  • Resident Assistants
  • Note Takers
  • Readers
  • Student employees
  • Retired Annuitants (except those participating in the Faculty Early Retirement Program)
  • Special pay classifications, e.g., summer session, extension, special session, special consultants, substitute faculty.

Usage:

To be entitled to use Bereavement Leave, an employee must be eligible and in active employment status.


Attendance Recording:

On the "FL" line of CMS form 634, enter the hours for bereavement leave on the day(s) of absence. Enter the qualifying relative in the "RELATIONSHIP TO THE DECEASED" section.
Information presented is for educational purposes only. The most current labor contracts, State Administrative Manual or other sources contain the updated official rules, regulations and policies.

Catastrophic Leave

Eligible, disabled employees may receive sick leave or vacation credits donated by other employees on the same campus. The purpose of donated leave is to ease the financial burden of employees who have exhausted all of their own leave time for personal or family illnesses. To apply for Catastrophic Leave, employees should contact the Office of Human Resources Development. While the employee is receiving donated credit, the position may not be converted.


Eligibility:

Catastrophic Leave is a benefit available to all faculty and staff who accrue vacation and/or sick leave. Employees may initially request donated time for up to three calendar months; an additional three-month period may be approved in exceptional cases. Depending upon the amount of time received, an employee will continue to receive a pay warrant (not to exceed their normal full pay), which will keep all health, dental, and vision benefits in active status. While receiving donated time, employees will continue to earn vacation, sick leave, seniority, and service credits.


Usage:

To be entitled to use Catastrophic Leave, an employee must be in an active position.


Required Form:


Attendance Recording:

Payroll Services will record the donated leave credits to the employee soliciting the leave credits and reduce the balance of the employee donating the leave credits. The appropriate timekeeper will be notified of leave usage as it is processed.
Information presented is for educational purposes only. The most current labor contracts, State Administrative Manual or other sources contain the updated official rules, regulations and policies.

Family Medical Leave

After one year of employment, an employee is entitled to Family and Medical Leave (FMLA) in accordance with State and Federal Laws and the respective collective bargaining agreementOpens in new window . The Family Care and Medical Leave Act grants up to 12 weeks of unpaid leave during a 12-month period for the employee's illness, to care for a child, spouse or parent. For the period of unpaid FMLA, the CSU will continue to pay its portion of the employee's medical, dental, and vision premiums. Leave of absence procedures apply to this type of leave.
Information presented is for educational purposes only. The most current labor contracts, State Administrative Manual or other sources contain the updated official rules, regulations and policies.

Industrial Disability Leave

Coming Soon!

Informal Leave

Coming Soon!

Jury Duty Leave

Jury Duty and Subpoenaed Witness Leave

Eligibility:

All employees are eligible for Jury Duty. Time Off with pay for Jury Duty will be only for those hours the employee was scheduled to work.


Usage:

To be entitled to use Jury Duty, an employee must be eligible and in active employment status.


Forms Used:

Attendance Recording:

When an employee appears for jury duty selection or appears in court as a jury panel member or at a coroner's inquest, enter the hours absent for jury duty on line "JD" of the CMS 634 form.
To receive their full pay while in Jury Duty or Witness status, employees must obtain a Proof of Service (vs. Jury Fee remittances) to verify their jury service. Employees may be eligible to receive travel compensation (one way only). Employees may keep the monies received for reimbursement of jury duty travel expenses.
Information presented is for educational purposes only. The most current labor contracts, State Administrative Manual or other sources contain the updated official rules, regulations and policies.

Maternity/Paternity/Adoption Leave

The Maternity/Paternity/Adoption/Parental leave is a paid leave of up to 30 days, associated with the birth of an employee's own child or the placement of a child with the employee in connection with adoption or foster care. This type of absence is not charged against the employee's leave credits, and the amount of paid days received is based on employee category.
Paid Maternity/Paternity/Adoption/Parental leave may run concurrently with any other related leaves for which the employee is eligible. The chart below is a reference that can be used to determine the amount of paid maternity/paternity/adoption leave an employee is entitled to under this program. Please review MOU or policy for actual language.
To participate in this program, please contact Human Resources at extension 2425.


Additional Information:

Military Leave

Emergency, temporary or indefinite leave is required to fulfill ordered military duty by members of the reserve or armed forces of the United States, National Guard or Naval Militia.


For more detailed information see the CSU Military Leave Policy Opens in new window


Eligibility:

  1. Temporary and Emergency Military Leaves: All employees are eligible regardless of their appointment status.
  2. Indefinite Military Leave: Employees who have permanent or probationary status are eligible.


Required Forms:

  1. STD 634 Absence and Additional Time Worked Report
  2. Copy of Military Orders
  3. Appointment Offer


Attendance Recording:

  1. For non-emergency military leaves up to thirty days per calendar year, enter the hours on line "ML" of the CMS 634 form. (Note: The employee's CMS 634 form must include a copy of their military orders.)
  2. For emergency military leaves, enter the hours on line "ML" per occurrence. (Note: The employee's CMS 634 form must include a copy of their military orders.)
  3. While on paid military leave, every calendar day must be recorded as "ML" including Saturday, Sunday and any holidays that fall within the time off.

Information presented is for educational purposes only. The most current labor contracts, State Administrative Manual or other sources contain the updated official rules, regulations and policies.

Non-Industrial Disability Leave

Subpoenaed Witness Leave

Eligibility:

All employees are eligible for Jury Duty. Time Off with pay for Jury Duty will be only for those hours the employee was scheduled to work.


Usage:

To be entitled to use Jury Duty, an employee must be eligible and in active employment status.


Forms Used:


Attendance Recording:

When an employee appears for jury duty selection or appears in court as a jury panel member or at a coroner's inquest, enter the hours absent for jury duty on line "JD" of the CMS 634 form.

To receive their full pay while in Jury Duty or Witness status, employees must obtain a Proof of Service (vs. Jury Fee remittances) to verify their jury service. Employees may be eligible to receive travel compensation (one way only). Employees may keep the monies received for reimbursement of jury duty travel expenses.

Information presented is for educational purposes only. The most current labor contracts, State Administrative Manual or other sources contain the updated official rules, regulations and policies.

Workers' Compensation

Earned Benefit Leave Types

Compensatory Time Off (CTO)

Overtime

Overtime is defined as authorized time worked in excess of forty (40) hours in a seven (7) consecutive twenty-four (24) hour period beginning at 12:01 a.m. on Sunday and ending at 12:00 midnight the following Saturday. For employees assigned to a 9/80 work schedule, overtime is defined as authorized time worked in excess of forty (40) hours in seven (7) consecutive twenty-four (24) hour periods beginning at 12:01 p.m. on Friday and ending at 12:00 p.m. (noon) on the following Friday. For the purposes of administering a 3/12 work schedule, overtime shall be defined as time worked in excess of eighty (80) hours within a fourteen (14) day schedule. Overtime shall be compensated in cash or in compensatory time off (CTO) as determined by the President and shall be paid only as provided in the Fair Labor Standards Act (FLSA). Employees eligible to receive overtime shall be compensated at the rate of one and one-half times their hourly straight time rate.

All employees shall be classified as either exemptOpens in new window or non-exemptOpens in new window for purposes of compliance with FLSA requirements for payment of overtime or compensatory time off (CTO).

Overtime must be authorized before the time is actually worked. The total hours authorized must be recorded on the form STD 682 and signed by the person authorized to approve overtime work. After the overtime is worked, the actual hours worked are recorded in the last column (do not record the hours at time and one-half). The form is certified by the employee's signature and the supervisor's signature and is then sent to Payroll Services on the posted due date. Record the overtime hours on form STD 634 on line 7H for straight time worked in excess of the employees scheduled work week but less than 40 hours in a work week, on line 7I for premium time worked in excess of 40 hours in a work week and line 7F when CTO hours are being used.


Pay Day:

Overtime is paid on the mid-month pay day following the pay period in which the overtime work was performed, provided the Overtime & Shift Differential Request form was turned in by the posted deadline.


Compensatory Time Off (CTO)

Requests for scheduling CTO shall be submitted to the appropriate administrator at least seven (7) days in advance (with the exception of Units 1,3,4, and 8 - see appropriate Collective Bargaining AgreementOpens in new window ). CTO shall be scheduled and taken only as authorized by the appropriate administrator. CTO should be taken within the year it is earned whenever possible. If an employee has been unable to take his/her CTO and has a CTO balance in excess of the number of hours allowable in their Collective Bargaining AgreementOpens in new window , he/she shall be paid in cash for all hours in excess of the allowable number of hours in their Collective Bargaining AgreementOpens in new window . Straight time overtime provisions apply to certain classifications (see salary schedule for list of eligible classes at http://www.calstate.edu/HRAdm/SalarySchedule/Salary.aspxOpens in new window


Computing Hours Worked:

In computing and reporting the number of hours worked in a work week, the following rules apply:

  1. Paid holidays, paid sick leave, vacation and paid compensating time off are considered as time worked.
  2. The following symbols should be used to identify overtime hours on STD 682:

    Symbol Definition
    P Extra hours worked for cash payment at straight time
    PP Overtime hours which are paid at premium pay rates (e.g. time and one-half)
    W Extra hours worked at straight time for CTO
    PW Extra hours which are to be credited at premium CTO rates (e.g. time and one-half)

Call Back Time:

The majority of the Collective Bargaining Agreements (CBA)Opens in new window follow this rule; Call-Back work is work performed at a time outside of and not continuous with an employee's regular work schedule. An employee called back to work shall receive no less than three (3) hours pay at the overtime rate unless such call-back is within three (3) hours of the beginning of the employee's next shift, in which case the employee shall only be paid for the hours remaining before the beginning of the employee's next shift. (See the appropriate CBA for the actual number of hours the employee will be compensated.)


Earnings Eligibility:

Refer to the appropriate Collective Bargaining Agreement (CBA)Opens in new window .


Usage:

To be entitled to use CTO, an employee must be eligible and in active employment status.


CTO Cash Out:

  1. The Fair Labor Standards Act (FLSA) and some union contracts require payment of CTO hours, which exceed a certain level.

Separations, Transfers, Reassignments:

Upon separation from State Service employees are entitled to a lump-sum payment for any accumulated CTO hours.


Per FLSA, if the provisions of FLSA are in conflict with the union contracts, the FLSA shall be controlling unless the contract provides a greater benefit.

Unit Compensation Ref
R01 Not eligible for overtime compensation FLSA
R02
R05
R07
R09
C99
For non-exempt employee, "overtime shall be compensated in cash for CTO as determined by the President (or his or her designee). CTO in excess of one hundred twenty (120) hours as of December 31, must be paid in cash for all hours in excess of 120."(Contract) CTO in excess of 240 hours at any time, must be paid in cash, (FLSA) Article 19 and FLSA
R03 Not eligible for overtime compensation FLSA
R04 For non-exempt employees, "all overtime hours worked shall be compensated in cash or CTO as determined by the appropriate administrator. Overtime worked beyond the accrual of two hundred and forty (240) hours shall be paid in cash. "When there is no Contract negotiated, ALL OVERTIME MUST BE PAID IN CASH" Article 28
R06 "All overtime hours worked shall be compensated by cash or compensatory time as determined by the appropriate administrator. All overtime worked beyond the accrual of two hundred and forty (240) hours of compensatory time shall be paid in cash. Shift differentials and the asbestos pay differential, where applicable shall be included in the regular hourly rate of pay. All other payments and allowances are not included in the regular hourly rate of pay." CTO in excess of 240 hours at any time must be paid in cash. (FLSA) Article 23 and FLSA
R08 All overtime hours worked shall be compensable by cash or compensatory time off, as determined by the Chief of Police." (Contract) CTO in excess of 480 hours at any time must be paid in cash. (FLSA)  

Required Forms:


Attendance Recording:

State and Federal laws require that all CTO be recorded. Failure to report CTO could result in substantial fines to the campus.

  1. When an eligible employee earns CTO report the hours on form STD 682 and submit it with the employee's CMS 634 form.

Information presented is for educational purposes only. The most current labor contracts, State Administrative Manual or other sources contain the updated official rules, regulations and policies.

Holiday Credit

With the exception of retired annuitants and employees in “academic-year” pay classifications, employees in bargaining units R01 through R09 who work on holidays receive CTO or cash. Certain excluded employees who work on holidays receive Holiday Credit (HC) or cash. The amount of compensation (straight time or time and one-half) for working on holidays depends on collective bargaining agreementOpens in new window  language and whether the employees are exemptOpens in new window or non-exemptOpens in new window from the Fair Labor Standards Act. (Note: prior to collective bargaining, all employees who worked on a holiday earned Holiday Credit thus, some employees in bargaining units R01 through R09 may still have some old holiday credits on the books.)


Separations, Transfers, and Reassignments:

Upon separation from State service, employees are entitled to a lump-sum payment for any accumulated holiday credit hours.


Forms Used:


Holiday Credit for Intermittent Employees:

Holiday pay for intermittent employees is based on the number of hours worked in the pay period (and hours covered by leave credits) in which the holiday is scheduled. Do not include Personal Holiday.

Number on Pay Status During Pay Period* Number of Hours of Holiday Pay Due
0 - 10.9 0
11 - 30.9 1
31 — 50.9 2
51 — 70.9 3
71 — 90.9 4
91 — 110.9 5
111 — 130.9 6
131 — 150.9 7
151 or over 8

*Note: Informal time off granted by the Governor usually has a different schedule.

Information presented is for educational purposes only. The most current labor contracts, State Administrative Manual or other sources contain the updated official rules, regulations and policies.

Overtime

Overtime is defined as authorized time worked in excess of forty (40) hours in a seven (7) consecutive twenty-four (24) hour period beginning at 12:01 a.m. on Sunday and ending at 12:00 midnight the following Saturday. For employees assigned to a 9/80 work schedule, overtime is defined as authorized time worked in excess of forty (40) hours in seven (7) consecutive twenty-four (24) hour periods beginning at 12:01 p.m. on Friday and ending at 12:00 p.m. (noon) on the following Friday. For the purposes of administering a 3/12 work schedule, overtime shall be defined as time worked in excess of eighty (80) hours within a fourteen (14) day schedule. Overtime shall be compensated in cash or in compensatory time off (CTO) as determined by the President and shall be paid only as provided in the Fair Labor Standards Act (FLSA). Employees eligible to receive overtime shall be compensated at the rate of one and one-half times their hourly straight time rate.

All employees shall be classified as either exemptOpens in new window or non-exemptOpens in new window for purposes of compliance with FLSA requirements for payment of overtime or compensatory time off (CTO).

Overtime must be authorized before the time is actually worked. The total hours authorized must be recorded on the form STD 682 and signed by the person authorized to approve overtime work. After the overtime is worked, the actual hours worked are recorded in the last column (do not record the hours at time and one-half). The form is certified by the employee's signature and the supervisor's signature and is then sent to Payroll Services on the posted due date. Record the overtime hours on form STD 634 on line 7H for straight time worked in excess of the employees scheduled work week but less than 40 hours in a work week, on line 7I for premium time worked in excess of 40 hours in a work week and line 7F when CTO hours are being used.


Pay Day:

Overtime is paid on the mid-month pay day following the pay period in which the overtime work was performed, provided the Overtime & Shift Differential Request form was turned in by the posted deadline.


Compensatory Time Off (CTO)

Requests for scheduling CTO shall be submitted to the appropriate administrator at least seven (7) days in advance (with the exception of Units 1,3,4, and 8 - see appropriate Collective Bargaining AgreementOpens in new window ). CTO shall be scheduled and taken only as authorized by the appropriate administrator. CTO should be taken within the year it is earned whenever possible. If an employee has been unable to take his/her CTO and has a CTO balance in excess of the number of hours allowable in their Collective Bargaining AgreementOpens in new window , he/she shall be paid in cash for all hours in excess of the allowable number of hours in their Collective Bargaining AgreementOpens in new window . Straight time overtime provisions apply to certain classifications (see salary schedule for list of eligible classes at http://www.calstate.edu/HRAdm/SalarySchedule/Salary.aspxOpens in new window


Computing Hours Worked:

In computing and reporting the number of hours worked in a work week, the following rules apply:

  1. Paid holidays, paid sick leave, vacation and paid compensating time off are considered as time worked.
  2. The following symbols should be used to identify overtime hours on STD 682:

    Symbol Definition
    P Extra hours worked for cash payment at straight time
    PP Overtime hours which are paid at premium pay rates (e.g. time and one-half)
    W Extra hours worked at straight time for CTO
    PW Extra hours which are to be credited at premium CTO rates (e.g. time and one-half)

Call Back Time:

The majority of the Collective Bargaining Agreements (CBA)Opens in new window follow this rule; Call-Back work is work performed at a time outside of and not continuous with an employee's regular work schedule. An employee called back to work shall receive no less than three (3) hours pay at the overtime rate unless such call-back is within three (3) hours of the beginning of the employee's next shift, in which case the employee shall only be paid for the hours remaining before the beginning of the employee's next shift. (See the appropriate CBA for the actual number of hours the employee will be compensated.)


Earnings Eligibility:

Refer to the appropriate Collective Bargaining Agreement (CBA)Opens in new window .


Usage:

To be entitled to use CTO, an employee must be eligible and in active employment status.


CTO Cash Out:

  1. The Fair Labor Standards Act (FLSA) and some union contracts require payment of CTO hours, which exceed a certain level.

Separations, Transfers, Reassignments:

Upon separation from State Service employees are entitled to a lump-sum payment for any accumulated CTO hours.

Per FLSA, if the provisions of FLSA are in conflict with the union contracts, the FLSA shall be controlling unless the contract provides a greater benefit.

Unit Compensation Ref
R01 Not eligible for overtime compensation FLSA
R02
R05
R07
R09
C99
For non-exempt employee, "overtime shall be compensated in cash for CTO as determined by the President (or his or her designee). CTO in excess of one hundred twenty (120) hours as of December 31, must be paid in cash for all hours in excess of 120."(Contract) CTO in excess of 240 hours at any time, must be paid in cash, (FLSA) Article 19 and FLSA
R03 Not eligible for overtime compensation FLSA
R04 For non-exempt employees, "all overtime hours worked shall be compensated in cash or CTO as determined by the appropriate administrator. Overtime worked beyond the accrual of two hundred and forty (240) hours shall be paid in cash. "When there is no Contract negotiated, ALL OVERTIME MUST BE PAID IN CASH" Article 28
R06 "All overtime hours worked shall be compensated by cash or compensatory time as determined by the appropriate administrator. All overtime worked beyond the accrual of two hundred and forty (240) hours of compensatory time shall be paid in cash. Shift differentials and the asbestos pay differential, where applicable shall be included in the regular hourly rate of pay. All other payments and allowances are not included in the regular hourly rate of pay." CTO in excess of 240 hours at any time must be paid in cash. (FLSA) Article 23 and FLSA
R08 All overtime hours worked shall be compensable by cash or compensatory time off, as determined by the Chief of Police." (Contract) CTO in excess of 480 hours at any time must be paid in cash. (FLSA)  

Required Forms:


Attendance Recording:

State and Federal laws require that all CTO be recorded. Failure to report CTO could result in substantial fines to the campus.

  1. When an eligible employee earns CTO report the hours on form STD 682 and submit it with the employee's CMS 634 form.

Information presented is for educational purposes only. The most current labor contracts, State Administrative Manual or other sources contain the updated official rules, regulations and policies.

Personal Holiday

A Personal Holiday (PH) is a paid day off credited to employees at a specified time for use during the calendar year.


Eligibility:

All employees are entitled to one Person Holiday per calendar year, January 1 through December 31.


Earning Eligibility:

Eligible employees are entitled to one Personal Holiday per calendar year, January 1 through December 31.


Usage:

  1. To be entitled to use a PH an employee must be eligible and in active employment status.
  2. The amount of the PH usage is based on an employee's time base at the time it is reported as used.
  3. PH cannot be used in increments.
  4. If a PH is not taken by December 31, it is forfeited.

Separations, transfer, and reassignments:

Non-academic employees - An employee who separated prior to using his or her PH is entitled to a lump-sum payment for the amount of which the employee is entitled on the effective date of separation. A separating employee is entitled to receive PH credit to the new calendar year if the projection of other lump sum credits, i.e., vacation, holidays, extends into the following calendar year. (If separated with fault, (AWOL, Disciplinary), PH cannot be projected.)


Forms Used:


Attendance Recording:

  1. For full time and part time employees, enter a "1" on the "PH" line on the CMS 634 form.
  2. For Intermittent employees, enter "PH" and the number of hours they are entitled to on the Intermittent Timesheet. (See the holiday schedule below.)

    Holiday pay for intermittent employees is based on the number of hours worked in the pay period (and hours covered by leave credits) in which the holiday is scheduled. Do not include other holiday hours.

    Hours on Pay Status During Pay Period* Number of Hours of Holiday Pay Due
    0 - 10.9 0
    11 - 30.9 1
    31 - 50.9 2
    51 - 70.9 3
    71 — 90.9 4
    91 — 110.9 5
    111— 130.9 6
    131 — 150.9 7
    151 — over 8

    *Note: Informal time off granted by the Governor usually has a different schedule.


Information presented is for educational purposes only. The most current labor contracts, State Administrative Manual or other sources contain the updated official rules, regulations and policies.

Sick Leave

An accrued benefit which provides time off with pay due to personal illness or injury, due to dental, eye, or other physical or medical examinations or treatments by a licensed practitioner; to care for ill or injured family members; or due to death of a family member.


Eligibility:

All employees are eligible except for the following:

  • Volunteers
  • Graduate Assistants
  • Resident Assistants
  • Note Takers
  • Readers
  • Student Employees
  • Retired Annuitants (except those participating in the Faculty Early Retirement Program)
  • Special pay classifications, e.g., summer session, extension, special session, special consultants, substitute faculty.

Accrual Eligibility:

Sick Leave is accrued following completion of each qualifying month pay period. A qualifying pay period consists of 11 days or more of pay in a pay period for full-time and part-time employees. For intermittent employees, a qualifying pay period consists of 160 hours in a pay period.


Accrual Rate/Amount:

The full-time Sick Leave rate of accrual for all employees is 8 hours per qualifying monthly pay period. The amount of accrual is based on the employee's time base, e.g., full-time = flat rate; part-time = pro-rated rate; intermittent = full-time rate after a month of qualifying service.

  1. At the time of Service Retirement and appointment into the Faculty Early retirement Program (FERP), the participant may elect to carry over up to 48 hours of Sick Leave from their previous position to their FERP position.
  2. There is no limit to the amount of sick leave that can be accumulated except for FERP employees who may accumulate up to 160 hours during their total FERP employment period. If they use any part of the 160 hours, they do not accrue any additional sick leave.

Usage:

  1. To be entitled to use Sick Leave, an employee must be eligible and in active employment status.
  2. Sick Leave may be used in increments of hours and tenths of hours.
  3. Employees in classifications that are exempt from the Fair Labor Standards act cannot be docked or have their leave credits charged for a partial days' absence. Use of sick leave or use of a dock may be utilized for absences of a full day. A full day is whatever an employee's normal schedule is, e.g., if they are only scheduled to work 4 hours on Friday and they call in sick for the day, they must charge 4 hours of sick leave. However if, for example, a full-time faculty member (or any academic-year classified employee) calls in sick for a day that they have classes, they must charge sick leave until they are available for work. This applies even though the employee may not have any other scheduled duties for the rest of their absence. The reason for this is that faculty are being paid for all days shown on the Academic Certification and Pay Period Calendar regardless of their actual work schedule.
  4. Exempt employees cannot be charged for partial day absences.
  5. Sick Leave may be used to care for ill or injured "immediate" family members within the following maximums for the calendar year:

    Sick Leave for Family Care Maximums
    Unit Contract Provision Article
    R01 Illness or injury in the immediate family; and sick leave for family care is primarily for emergency situations. Up to five (5) days of accrued sick leave credit may be used for family care during any one (1) calendar year. 14.7
    R02
    R05
    R07
    R09
    Sick leave for family care is primarily for emergency situations. Up to ten(10) days of accrued sick leave credit may be used for family care during any one (1) calendar year. The appropriate administrator may authorize an additional five (5) days of accrued sick leave credit for family care during one (1) calendar year. 15.9
    R03 Sick leave for family care is primarily for emergency situations. Up to forty (40) hours of accrued sick leave credit may be used for family care during any one (1) calendar year. 24.13
    R04 Sick leave for family care is primarily for emergency situations. Up to five (5) days of accrued sick leave credit may be used for family care during any one (1) calendar year. The appropriate administrator may authorize the use of additional sick leave for family care. 19.12
    R06 Sick leave for family care, as defined in 18.10, is primarily for emergency situations. Up to seven (7) days of accrued sick leave credit may be used for family care during any one (1) calendar year. The appropriate administrator may authorize the use of additional sick leave for family care upon request by an employee. Upon mutual agreement between the employee and appropriate administrator, an employee may use more than seven (7) days of sick leave for Family Care and Medical Leave as provided in Article 19. 18.9
    R08 Up to five (5) days of accrued sick leave credit may be used for family care during any one calendar year. 22.2

    Note: Some contracts allow employees additional family care sick leave beyond the maximums. For employees who have exceeded their maximums, a memorandum is required from the appropriate administrator if they are granted additional time.

  6. Employees may use their personal sick leave for the death/bereavement of a qualifying close relativeOpens in new window (SD). Sick Death may only be used after Funeral Leave (FL) is exhausted.

Forms Used:


Attendance Recording:

Sick leave is recorded on three (3) seperate lines:

  1. If sick leave is used for the employee, enter the number of hours used on the "SL" line.
  2. If sick leave is used for the employee's family, enter the number of hours used on the "SLF" line.
  3. If sick leave is used for bereavement, enter the number of hours used on the "SLD" line. (Note: The employee's CMS 634 form must indicate relationship of deceased under "Relationship To the Deceased".) See Bereavement LeaveOpens in new window for additional information.

Information presented is for educational purposes only. The most current labor contracts, State Administrative Manual or other sources contain the updated official rules, regulations and policies.

Vacation

Vacation Leave

An accrued benefit which provides time off with pay with management approval.


Eligibility:

All employees are eligible for vacation except those whose vacation accrual = 3 on the CSU Salary Schedule. (Note: Per the 1874 Impact Agreement with bargaining unit R04, a select group of Student Service Professional employees are allowed to accrue vacation at 16 hours per month, as long as they are in the appropriate classification. Part-time employees will receive a pro-rated amount.)


Accrual Eligibility:

Vacation is accrued following completion of a qualifying month-of-service. A qualifying month-of-service consists of 11 days or more of pay in a pay period for full-time and part-time employees. For intermittent employees, a qualifying month-of-service consists of 160 hours.


Accrual Rate/Amount:

Some employee groups accrue vacation at a rate based on total State Service. Others accrue vacation at a flat rate regardless of State Service. The amount of accrual is based on the employee's time base, i.e., full-time = full rate; part-time = pro-rated rate; intermittent = full-time rate after a month of qualifying service.

Group Vacation Rate Based On: Article #
R01 Length of State Service 22
R02 Length of State Service 14
R03 Flat Rate 34
R04 Length of State Service 26
R05 Length of State Service 14
R06 Length of State Service 16
R07 Length of State Service 14
R08 Length of State Service 18
R09 Length of State Service 14
Confidentials, Management, President Flat Rate Chancellor's Office Coded Memorandum
Other Non-Rep Contact Payroll Office  

Schedule of Vacation Rate Increases (Based on full-time)
Length of Service Monthly Allowance Annual Allowance
1 - 36 months (3 years) 6 2/3 hours 10 days
37 - 72 months (6 years) 10 hours 15 days
73 - 120 months (10 years) 11 1/3 hours 17 days
121 - 180 months (15 years) 12 2/3 hours 19 days
181 - 240 months (20 years) 14 hours 21 days
241 - 300 months (25 years) 15 1/3 hours 23 days
301 months and over 16 hours 24 days
Flat Rate 16 hours 24 days

Usage:

  1. To be eligible to use vacation, an employee must be in active status (not on leave or 10/12 or 11/12 month off).
  2. Accruals earned after 11 days of pay cannot be used until the first day of the following pay period.
  3. Vacation may be used in increments of hours and tenths of hours.

Vacation Maximums:

  1. All employees eligible to earn vacation (represented and un-represented) may accumulate unused vacation hours provided that, on December 31 the limit is not exceeded. The vacation accumulation limits are:

    Vacation Maximums
    Group Length of Service Vacation Maximum
    R01, R02 & R05 thru R09 10 years or less
    More than 10 years
    272 hours
    384 hours
    R03, R04 10 years or less
    More than 10 years
    320 hours
    440 hours
    Confidential Regardless of service 384 hours
    Management 10 years or less
    More than 10 years
    384 hours
    440 hours
    President Regardless of service 480 hours
    Other Non-Represented Contact Payroll Office  
  2. After one full year of employment R03 employees who accrue vacation must use 40 hours of vacation during the calendar year or lose that part of 40 that is unused. For part-time employees, the amount to be used is based on a pro rata basis.
  3. Under certain conditions, as specified in the collective bargaining agreementOpens in new window , employees may be allowed to carry over more vacation than their maximums, if authorized by the supervisor and the appropriate Vice President.

Separations, Transfers and Temporary Reassignments:

  1. Upon separation from State Service some represented employees are entitled to a lump-sum payout. Employees who move to an academic-year position or to a position in which vacation credits are neither accrued nor used are entitled to receive a lump-sum payment for the balance at the time of the appointment to the other position. Employees leaving CSU to another State agency in which vacation credits are accrued and used differently are entitled to receive lump-sum payment for the balance at the time of separation.
    1. If the separation is with fault (AWOL or Disciplinary), or the employee has moved to a class not eligible for vacation, the amount of lump-sum vacation cannot exceed the available balance.
    2. If the separation is without fault, the lump-sum vacation amount is computed by projecting the accumulated time on a calendar basis so that the lump-sum amount will equal the amount which the employee would have been paid had the employee taken the time off but not separated.
  2. Employees who are separated to move to another campus or non-CSU position within State Service may be allowed to carry over a mutually agreed upon vacation balance. (Note: "Mutually agreed" implies agreement between the employee and the new employer).

Forms Used:


Attendance Recording:

Enter the number of hours and tenths of hours taken for time reporter code "VA" on Absence and Additional Time Worked Report - CMS 634.


Information presented is for educational purposes only. The most current labor contracts, State Administrative Manual or other sources contain the updated official rules, regulations and policies.

Instructions on How to Complete Forms

CMS 634 Absence and Additional Time Worked Report

GENERAL INSTRUCTIONS: INFORMATION REQUIRED ON THIS DOCUMENT IS IN ACCORDANCE WITH CURRENT BARGAINING UNIT CONTRACTS AND/OR CSU POLICIES. ABSENCE REPORTS ARE DUE IN PAYROLL SERVICES, CP-770, ON OR BEFORE THE SIXTH BUSINESS DAY OF THE FOLLOWING PAY PERIOD. CONTACT YOUR DEPARTMENTAL TIMEKEEPER IF YOU HAVE ANY QUESTIONS REGARDING YOUR LEAVE BALANCES. INCOMPLETE/INCORRECT FORMS WILL BE RETURNED.


Absence and Additional Time Worked Report Form 634

The Absence and Additional Time Worked Report Form 634 is used to report absences and to report actual hours worked for employees on irregular schedules.


How to Complete the Absence and Additional Time Worked Report

All header fields must be completed to assure the accuracy of the data reported on the Attendance Certification Report. It is recommended that each departmental timekeeper prepare the forms with accurate employee information, then print or email these forms each month for their salaried employees.


FIELD DESCRIPTIONS:
Pay Period:
The affected pay period (month/year).
Dept ID: The five-digit CMS department number.
Name: First Name, Middle Initial, and Last Name.
SSN: Social Security Number.
EMPLID/CWID (Employee ID/Campus-Wide ID): The nine-digit campus-assigned employee’s identification number.
EMPL RCD# (Employee Record Number): The employee’s record number as used in CMS. The original hire action is employee record number zero (0). For multiple positions, the employee record number increments by one (1). This is important. Do not leave blank.
SCO Position Number: The 13-digit number listed on the department roster.
FTE (Full-time Equivalent): The full time equivalence of the employee’s appointment - up to two decimal places as shown on the department roster (e.g., .50 for half-time, etc.)
FLSA: The Fair Labor Standards Act status to which the employee is assigned. Employees are classified as either exempt or non-exempt.


Jury Duty/Subpoenaed Witness

An employee serving as court-subpoenaed witness or expert witness that is not in the interest of the CSU must charge absence to leave credits or be docked. Mark all applicable boxes/fields. Proof of service must be submitted with the Absence and Additional Time Worked Report Form 634.


Irregular Schedule (IR)

Irregular schedule is a schedule that is other than working the same number of hours each day Monday through Friday (e.g., 8 hours per day for full-time, 4 hours per day for half-time, etc.) Examples of irregular schedules are 4/40, 9/80, working Saturday and/or Sunday as part of the normal work week, or any other combination with different daily hours.

Fill in the employee’s irregular schedule whether or not there is leave usage. Leave usage and/or docks must be reported in the appropriate section of the Form 634. ALL non-exempt employees (excluding Academic Year) working Irregular Schedules (Flex) must indicate actual hours scheduled to work during the pay period on this line and submit a report for each pay period. The difference between the total hours in the schedule and the number of hours in the pay period will give a positive or negative net result for the pay period. See the examples below showing how to calculate Excess Hours. Determine if the pay period is a 22-day (176 hours) or 21-day (168 hours) pay period (see Payroll Calendar) and use the appropriate line. Enter employee's time base & multiply the number of hours by the time base to determine the number of hours for which the employee is paid for the pay period. The difference between that calculation and the number of hours entered on the "Irregular Work Schedule" line determines if the employee has worked more or less hours (Excess Hours) than paid for the pay period. Enter the calculation result on the appropriate line (i.e., in EP for excess hours and EM for deficit hours).


Calculation example: Timebase = full-time


Calculation example: Timebase = full-time


Calculation example: Timebase = 6/10 or .60


Calculation example: Timebase = 6/10 or .60

Work Schedule Example


Time Reporting Code

A Absence without leave (AWOL) - unapproved absence, key as dock.
AL Administrative Leave
ADO Additional Day Off Earned - Applicable to CSUEU and Unit 6 employees Only. If an employee is on a compressed work schedule and the holiday is observed on a non-workday, the employee shall be entitled to the number of holiday hours equal to his/her normal workday. ADO for CSUEU must be taken within ninety (90) days after the holiday was observed; Unit 6 must take the time off no later than 12/31 of the same year.
ADOT Additional Day Off Taken (see above)
CTO Compensatory Time Off - When an employee takes time off and 'charges' the hours to accrued CTO balances (for non-exempt employees only.)
EM Excess Minus (applicable to employees on irregular schedules whose total hours worked is less than the total hours required for the pay period resulting in deficit hours).
EP Excess Plus (applicable to employees on irregular schedules whose total hours worked is more than the total hours required for the pay period resulting in excess hours).
FL Funeral Leave - paid leave for funeral of qualifying family member or significantly close relative as defined by bargaining agreements (time awarded varies by bargaining unit and circumstances.)
HT Holiday Credit Taken
JD Jury Duty - consult bargaining agreements for additional details (proof of service must be submitted with Form 634).
L Dock - Used to record an informal leave without pay (15 days or less). A Dock Notice must be submitted to Payroll by the 17th of the month or hand carried to Payroll for docks that occurred after the 17th.
ML Military Leave (a copy of the Military Duty order must be submitted with Form 634).
MPA Maternity/Paternity/Adoption Leave (time awarded varies by bargaining unit and circumstances.)
PH Personal Holiday
SL Sick Leave
SLD Sick Leave - Death in Family
SLF Sick Leave - Family
UTN Union Time - Non-Reimbursed
UTR Union Time – Reimbursed (attach a copy of documentation from HR).
VA Vacation

Additional hours worked in excess of the employee’s normal weekly schedule, whether for pay or for Compensatory Time Off (CTO), must be reported on the Authorization for Extra Hours Form STD 682PDF File Opens in new window . Additional hours worked for CTO credit must be submitted with the departmental attendance. Additional hours worked for pay must be submitted with the mid-month payroll per the Attendance and Pay Schedule for 2007PDF File Opens in new window .
Note: Additional hours worked by part-time employee, up to 40 hours per week, must be paid.


Middle Section/ Dates of Absences and Extra Time Worked

In the box provided for the appropriate date, indicate the number of hours of leave time taken for each applicable Time Reporting Code. The field is formatted to allow up to 1 decimal place to the nearest tenths (e.g. 3 hours and 10 minutes = 3.167 in decimals or 3.2).


Employee's signature and date signed:

Employees are responsible for promptly reviewing and signing their absence report(s) at the end of the pay period and submitting it to their supervisor. If the employee is unavailable, enter "Employee not available" on this line and submit by due date, followed with an original signature when obtained (by a copy of the absence report). The signature date must be on or after the last day worked in a given pay period.


Supervisor's approval signature and date required:

Supervisors are responsible for ensuring that employees comply with the regulations governing absence from work prior to approving and signing the employee's absence report. The Form 634 must be signed by the department approving official per the Delegation of Authority on file in Payroll Services.

Attendance Certification and Verification Reports - Regular Payroll

STD 682 Authorization for Extra Hours

Overtime must be authorized before the time is actually worked. The total hours authorized must be recorded on the form and signed by the person authorized to approve overtime work. After the overtime is worked, the actual hours worked are recorded in the last column (do not record the hours at time and one-half). The form is certified by the employee's signature and the supervisor's signature and then sent to the Approving Official for STD 634 forms for final approval and signature. The Approving Official for the STD 634 form then sends the form to Payroll Services for submittal to the State Controller for payment.
The STD 682 form is available in Informed Filler. Click herePDF File Opens in new window to download the form.

Information presented is for educational purposes only. The most current labor contracts, State Administrative Manual or other sources contain the updated official rules, regulations and policies.

Resources

Frequently Asked Questions

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. What other types of leaves/absences require additional documentation?
  22. Is there a limit to the used of accrued sick leave to care for a sick family member?
  23. What if the leave reported exceeds the available balance or maximum allowance?
  24. When is bereavement leave granted?
  25. 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 General Information tab above on this page for Payroll Calendars and Forms.


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 General Information tab above on this page for Payroll Calendars. 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 under the General Information/Payroll Calendars tab above on this page.


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. For more information, go to the Earned Benefit Leave Types tab above on this page.


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. 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.


22. 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. Go to the Earned Benefit Leave Types/Sick Leave tab above on this page for more information.


23. 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.


24. 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.


25. 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 found under the Usage Only Leave Types/Bereavement Leave tab above on this page.