PTR MANUAL, SECTION G - PERSONNEL INFORMATION

G1.0  STAFF PERSONNEL INFORMATION

Note:  This file should be printed landscape with .05 left and right margins.

Personnel information can be found throughout the PTR manual.  This section presents an overview of Staff Personnel information that applies to on-line time reporting and may refer the user to other sections of this manual, personnel policies, bargaining agreements, and/or other web sites for more information.   Current versions of all policies and bargaining agreements may be found online on the University of California Systemwide Policies and Guidelines page.

G1.1  Terminology

For more information, refer to the policy on Definition of Terms in the Personnel Policies for Staff Members (PPSM), Administrative & Professional Staff (A&PS), and Staff Personnel Policies (SPP) manuals.

The Fair Labor Standards Act (FLSA):

• is a Federal law dating back over half a century which establishes certain minimum requirements for employees’ hours of work, wages, premium overtime and payroll records.
• identifies two types of employees: salaried (exempt) and hourly (nonexempt) based on duties performed and manner of compensation.

Exempt Employees:

• are exempt from FLSA minimum wage and overtime provisions.
• are paid an established monthly or annual salary.
• are expected to fulfill the duties of their positions regardless of hours worked.
• are not eligible to receive overtime compensation or compensatory time off.
• are not required to adhere to strict time, record keeping and attendance rules for pay purposes.
• do not have to complete timesheets indicating hours worked in order to get paid. Generally, these employees should be paid the same percentage of time or hours worked each pay period regardless of hours worked.
• record time in 1-day increments only or in increments not less than that portion of a day during which an employee on less than full-time pay status is normally scheduled to work.
• report sick leave and vacation used in 1-day increments only or in increments not less than that portion of a day during which an employee on less than full-time pay status is normally scheduled to work.

Refer to Section B2.0 for information on recording time for exempt employees.

Non-Exempt Employees:

• are subject to all FLSA provisions.
• are required to account for time worked on an hourly and fractional hourly basis.
• are compensated for qualified overtime at the premium (time-and-one-half) rate.
• must record time worked on an hourly and fractional hourly basis.
• record time to the nearest 1/4 hour.
• records of sick leave and vacation used shall be maintained to the nearest 1/4 hour.

Refer to Section B2.0 for information on recording time for non-exempt employees.

Title Code Changes:

• Reclassification - a change of the title of an employee’s current position to a title of a different class.  There are 3 types:
• Upward - higher salary range.
• Lateral - same salary range.
• Downward - lower salary range.
• Promotion - change of an employee from one position to another position with a higher salary range maximum.
• Lateral Transfer - change of an employee from one position to another position with the same salary range maximum.
• Demotion - change of an employee from one position to another position with a lower salary range maximum.

Refer to Section D5.1, Processing a Retroactive Title Code Change.

Pay Rate Changes:

• Merit Increase - Salary increase granted to career employees based on performance and availability of funds.
• Six-Month Increase - Salary increase granted to career employees in specific title codes based on performance and availability of funds.

Refer to Section D6, Retroactive Pay.

Overtime and Dual Employment:

• Overtime - Except for Police personnel, Hospital employees, and Firefighters, overtime is time worked that exceeds the hours of a full-time employee’s regular daily schedule on pay status or exceeds 40 hours on pay status in a workweek.


Refer to the appropriate personnel policy and contractual agreement on overtime by using the chart entitled "Personnel Policies and Contract Articles Related to Time Reporting" (below) as a reference to employee group.
• Dual Employment - Overtime worked by a non-academic employee who holds a full-time position and the overtime is worked in another department or in a different class in the same department.

Incentive Awards:

• are non-base building monetary payments awarded to employees in recognition of individual or team performance that enhanced organizational effectiveness or University service related to productivity and customer service.
• should be paid during the fiscal year for which it applies.

The Title & Pay Plan:

• is a listing of all job titles used at UCLA.
• includes job title, title code, represented and non-represented pay rates, steps, grade levels and salary grade ranges, on-call rates, shift differentials, and FLSA exemption status of each title code.
• is published by Campus Human Resources.
• a paper copy can be requested by faxing a Document Services Request form to Mail and Document Services at extension 60250.
• can be accessed via the HR Administration page (link listed under Quick Links) or http://www.chr.ucla.edu/chr/tpp/tab_title_pay.html.
• is updated by Campus Human Resources when range adjustments occur that affect pay rates and salary grade structures, when new job classifications are established, or job titles are abolished.

G1.2 Time and Attendance Records

Attendance records/time records are necessary to:

• Substantiate payroll payments made through the Personnel/Payroll System.
• Comply with Federal requirements of salaries and wages charged to Federal contracts and grants.
• Comply with Federal requirements for overtime and overtime-related record keeping under FLSA.

Refer to PPS Manual Section C1.4 for information on Time Record Requirements.

G1.3 Dual Employment

Dual employment is considered overtime and an exception to personnel policy which must be approved in advance.  Requests for exceptions are made by completing a "Request for Dual Employment" form (shown below) and submitting it to Campus Human Resources for review and approval.  No payment of dual employment should be processed without notification of approval. 

The Request for Dual Employment form can be downloaded from the HR Forms Page (http://map/ais/ucla.edu/go/1003490). 

Both the department in which a non-exempt employee works full-time and the department requesting the dual employment may be responsible for paying premium overtime depending on when the employee works over 40 hours in a work week.  Two examples are shown below.

Refer to Special Processes, Section E1 for an example of how to pay dual employment on the EDAP screen.  Refer to the appropriate personnel policy and contractual agreement on overtime by using the chart entitled "Personnel Policies and Contract Articles Related to Time Reporting" as a reference to employee group.

G1.4  Personnel Policies and Contract Articles Related to Time Reporting

The following chart can be used to assist the user in locating specific information related to Payroll Time Reporting in the various Personnel Policies and Bargaining Agreements.

Departments that need to determine how to pay part-time employees for University holidays may find the following chart helpful.

Section B2 describes overtime policy and how to determine whether straight or premium overtime should be paid to a non-exempt employee.  The following charts are intended to illustrate the examples given in that section.

OVERTIME EXAMPLES

G1.5  Staff Achievement Awards

Please review the chart located on Campus Human Resources website (http://www.chr.ucla.edu/chr/portaldocs/general/gendoc-saap-guidelines0708.pdf) to determine which employees may be eligible for incentive awards each year.  Refer to Section E4 for an example of how to pay a Staff Achievement award on the EDFT screen.

G1.6  Leave Accrual

Section F1 provides an overview of the Leave Accrual process.  PTR preparers should understand how the leave accrual component of the Personnel/payroll system works.  The following bullets provide some information on the leave accrual codes.

• Leave codes are alpha codes that identify eligibility to accrue or not accrue vacation and/or sick leave and the rate at which vacation will accrue.
• A leave code is assigned to the appointment(s) of an employee based on his/her appointment conditions.
• Employee’s appointed at 50% or more of full time for a period of six months or longer are assigned a leave code that will accrue both vacation and sick leave.
• Employees appointed at less than 50% or for less than 6 months are assigned a leave code that will accrue sick leave only. These employees will accrue sick leave for any month or quadriweekly cycle on pay status at 50% time or more.
• Employees in appointments that are not eligible to accrue vacation or sick leave are assigned a leave code that will not accrue vacation or sick leave such as Per Diem appointments.
• Employees who were ineligible to accrue vacation because his/her appointment was less that 50% or less than 6 months ("F" leave code) become eligible for a leave code to accrue vacation and sick leave following completion of 6 months or quadriweekly cycles on pay status at 50% or more of full time.
• New leave codes were established and became effective on July 1, 1996 and assigned to the appointments of employees who were in the Administrative & Professional Staff Program (A&PS) on June 30, 1996 and are now governed by Personnel Polices for Staff Members (PPSM). These new codes identify those employees who can continue to accrue vacation on the old A&PS accrual schedule which provided for an increase in accrual rate upon completion of 5 years of service and every 5 years thereafter until attainment of 15 years.

Personnel Policies and Bargaining Unit agreements all contain information on leave usage and accrual for various groups of employees.  The chart provided below can be used as a reference to help locate specific information relating to leave usage and accrual in the Personnel Policies and Bargaining Agreements.

Section F4 provides specific examples on how to process leave accrual adjustments as well as information related to both the Personnel and Payroll process.   The following list is provided here as a reference.

1. Employee Becomes Eligible to Accrue Vacation (Refer to F4.1)
2. Change of Leave Code Due to Length of Service or Change in Personnel Program (Refer to F4.2)
3. Employees At Vacation Maximum (Refer to F4.3)
4. Paying Off Compensatory Time Balances (Refer to F4.4)
5. Reversing Leave Usage Previously Reported (Refer to F4.5)
6. Adjusting Leave Balance to Correct an Error (Refer to F4.6)
7. Terminal Vacation for Separating Employees (Refer to F4.7)
8. Leave Code/Reinstatement of Sick Leave for Rehired Employees (Refer to F4.8)

Service Credit Verification

Departments that need to verify service for an employee may use the following form.

The most recent version of the form displayed above can be downloaded from the HR Forms Page (http://map/ais/ucla.edu/go/1003490). 

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