The 9/80 dates for Summer 2023 are: May 29, 2023 through August 4, 2023.
All employees must choose a beginning Friday for absence management updates:
- Option 1 : Friday, June 2, 2023 OR
- Option 2 : Friday, June 9, 2023
What is a Voluntary Summer 9/80 Work Schedule?
The voluntary summer 9/80 work schedule is a flexible work option that provides alternating summer Fridays off for eligible employees who opt-in. Managers may offer this alternate work schedule to their employees as long as it does not adversely impact the department's operational effectiveness. Managers and employees should discuss a 9/80 schedule and determine first Friday off based on department needs. Managers will complete the 9/80 request form for the employee to acknowledge.
All 12-month full time employees who start employment by May 1, 2023.
2023 Requests Due by May 5, 2023: Fully executed forms must be submitted to Payroll Services through AEM on or before May 5, 2023. For new employees who begin work between April 30, 2023 - May 29, 2023, managers may reach out to Payroll Services at firstname.lastname@example.org. No AEM forms for new employees will be processed after May 29, 2023.
Steps to Request 9/80 Summer Schedule
Employees who would like to participate in the summer 9/80 work schedule should discuss their request with their managers. The appropriate administrator should consider the operational needs of the department when considering submitting a 9/80 form for an employee.
If approved, the manager and employee must choose a beginning Friday for absence mangement updates.
Option 1: Friday, June 2, 2023; OR
Option 2: Friday, June 9, 2023
The manager will complete the Summer 9/80 Work Schedule Request Form for either exempt or non-exempt employees based on their position in the Adobe Experience Manager (AEM) portal and submit it to the employee.
The employee will acknowledge the form in AEM and submit the completed form to Payroll Services.
Cancelling Participation in the 9/80 Summer Schedule:
If an employee cancels their participation in the 9/80 schedule prior to August 5th, they must contact their manager and Payroll Services to determine appropriate next steps. Please be aware that due to payroll processing, employees may not be able to immediately go back to their normal working schedule.
Multiple participating employees. Departments with multiple employees participating in the Summer 9/80 may want to consider approving Option 1 for one employee and Option 2 for another employee. Utilizing multiple options will ensure office coverage on alternating Fridays.
Lunch/Break times. Employees may request either a 30 minute or 1 hour lunch from their managers. Managers will set start times and lunch breaks with employees.
The 9/80 Schedule. A regular work week is considered to be Monday through Friday. For a 9/80 work schedule, the work week period begins at the midpoint of the bi-weekly 8-hour day. Employees work nine (9) hours per day on four (4) consecutive days during each calendar week and an additional eight (8) hour shift on the alternating fifth (5) consecutive day every other week during a fourteen (14) consecutive day period of time. The summer 9/80 work schedule provides for alternating Fridays off.
Holidays during the 9/80 schedule. If an employee is assigned to an alternate work schedule and a holiday is observed on a non-workday, the employee remains entitled to the holiday observance if they are in pay status on the day the holiday is officially observed. The number of paid hours for the holiday observance is typically equal to the employee's normal workday.
Excess/minus Hours for Non-Exempt Employees
Non-exempt employees on alternate and/or compressed work schedules shall be paid for all hours worked in the pay period in excess of the standard state pay period. Employees will not be paid for excess hours worked in a pay period when an equal or greater deficit balance exists. Excess hours for a standard pay period will be calculated by the Absence Management system based on the employee work schedule. Hours in excess of the standard pay period are paid (all units except Unit 8) each pay period based on the employee’s work schedule (unless applied to deficit balance). Pay for the excess hours should issue from the State Controller’s Office approximately 15 days after the Absence Management calendar for the pay period has been closed.
Non-exempt employees who have deficit hours in a given pay period may carry these deficit hours forward. Deficit hours for a standard pay period will be calculated by the Absence Management system based on the employee work schedule. These deficit hours shall be offset by excess numbers of hours (credits) worked in a subsequent pay period.
Annual Reconciliation of Deficit Hours
The campus is required to reconcile employee deficit hours at least once each calendar year in January. When reconciling an employee's deficit hours through December 31st, the affected employee may use available leave credits (Vacation, CTO, Holiday Credit, and/or Personal Holiday) to offset the deficit balance, or the campus must establish an accounts receivable, as appropriate, if no leave credits are available to offset the deficit.