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Attendance & Leave
Manual
- 21.1 Sundays & Holidays
- 21.2 Vacation
- 21.3 Sick Leave
- 21.4 Extended Sick Leave
- 21.5 Sick Leave at Half-Pay
- 21.6 Personal Leave
- 21.7 Leave for Extraordinary Weather Conditions
- 21.8 Workers' Compensation Leave
- 21.9 Leave for Subpoenaed Appearance and Jury Attendance
- 21.10 Leave for Civil Service Examinations
- 21.11 Leave for Quarantine
- 21.12 Leaves Required by Law or Negotiated Agreement
- 21.13 Leave for Civil Defense Duties
Drawing of Earned Credits Upon Separation
(Part 23)
- 23.1 Payment for Accruals Upon Separation
- 23.2 Payment for Accruals Upon Entry into Armed Forces
- 23.3 Payment for Overtime Accruals Upon Appointment, Promotion or Transfer
Crediting Other Public Service Employment as State Service (Part 24)
A. Civil Service Attendance Rules
B. Calendar of Legal Holidays & Religious Holy Days
Appendix D - Part-Time Employment
(Part 2 of 2, P-11 through P-20)
TABLE OF CONTENTS
| Chart of Accrual Rates | ||
| Introduction | 17 |
7/92 |
| Formula for Calculating Accruals for Part-Time Employees | 17 |
7/92 |
| Accrual Rates - 37.5 Hour Basic Workweek | 19 |
7/92 |
| Accrual Rates - 40 Hour Basic Workweek | 20 |
7/92 |
...one full-time day (eight hours) of personal leave upon beginning a full-time schedule.
Part-time employees who have personal leave are subject to the same requirements, both rule and contract provisions, in the same manner and to the same extent as full-time employees on the use of personal leave.
SECTION 21.7 (28-1.7) LEAVE FOR EXTRAORDINARY WEATHER CONDITIONS
Eligible part-time employees are subject to the provisions of this Section of the Rules and contracts concerning extraordinary weather conditions to the same extent and under the same limitations and restrictions as full-time employees.
For example, part-time employees sent home under the directed early departure provisions of the negotiated agreements are excused for the remainder of their work period on that day, without charge to credits, in the same manner that full-time employees are so excused.
SECTION 21.8 (28-1.8) WORKERS' COMPENSATION LEAVE
Eligible part-time employees absent from work because of an on-the-job accident or job-related illness are eligible for workers' compensation leave with pay for up to six calendar months (131 workdays for M/C employees) or award and supplemental pay benefits for up to nine calendar months (39 weeks) depending upon bargaining unit and date of accident or incident.
Part-time employees subject to the Supplemental Pay Program are entitled to 39 weeks of supplemental benefits in the same manner as full-time employees. Both the wage award and the supplemental payment will be based on the employee's part-time salary. One calendar week of absence will constitute a week of supplemental benefits, regardless of the number of workdays in the employee's schedule during that week.
Part-time employees subject to the Leave Program receive workers' compensation leave with pay on regularly scheduled workdays in the same manner as full-time employees. Part-time employees in positions in the ASU, ISU, OSU, PS&T or RRS Units and those designated M/C are subject to the provisions concerning waiting periods in the same manner as full-time employees for all injuries. The Security Services and Security Supervisors Units agreements do not have a waiting period provision. (See p. C-10 of Section 21.8.)
When calculating the amount of workers' compensation leave used (for disabilities covered by the Leave Program), the same principles apply to employees who work less than full-time as those who work full-time. An...
...employee who is absent for a block of time has used the number of calendar days in the entire period including all regularly scheduled workdays and other calendar days. When an employee is absent intermittently, a day counts as a day, without regard to the number of hours in the regular work schedule or for the percentage of full-time worked. In addition, absences for less than a whole day are counted as fractions of a day based on the number of hours the individual is normally scheduled to work on that day.
Some examples follow:
- A half-time employee who works four hours on Tuesdays and eight hours on Wednesdays has used two days of leave when he/she is absent all day Tuesday and Wednesday.
- A half-time employee whose work schedule is ten hours on Saturday who is absent five hours on Saturday has used one-half day's leave entitlement. This same employee is scheduled to work five hours on Sundays and so when absent five hours on Sunday has used one day's leave entitlement.
- A half-time employee who is scheduled to work 37 1/2 hours one week of a pay period and not at all the other week, has used 14 calendar days of workers' compensation leave if he/she is absent continuously for a full pay period and remains unable to report for work on the next scheduled workday.
- A half-time employee who is scheduled to work two 10-hour days each week who is absent for one scheduled workday has used one day of entitlement. This same employee who is absent for 7 1/2 hours on a workday has used 3/4 day of entitlement.
- An 80% employee whose work schedule is four 7 1/2-hour days each week is granted workers' compensation leave but no waiver of the waiting period. The waiting period is the number of hours normally and regularly worked by the employee in a pay period, i.e., 60 hours (8 days) for this individual, that will be charged to leave credits.
References
Section 21.8, pp. C-10, C-15, C-20.
SECTION 21.9 (28-1.9) LEAVE FOR SUBPOENAED APPEARANCE AND JURY ATTENDANCE
Eligible part-time employees should be granted jury/court leave with pay on the same basis and subject to the same limitations and restrictions that are applicable to full-time employees.
Leave under this Section is intended to protect an employee from loss of salary and is available, under qualifying circumstances, whenever there is a conflict between the employee's schedule and the required court appearance or jury duty.
SECTION 21.10 (28-1.10) LEAVE FOR CIVIL SERVICE EXAMINATIONS
Eligible part-time employees are entitled to leave under the provisions of this Section in the same manner and to the same extent as full-time employees.
Whenever there is a conflict between the employee's regular schedule and an appropriate Civil Service examination, this Section and the related agreements should be applied; i.e., there is no prorating of the amount of time off a part-time employee may request.
SECTION 21.11 (28-1.11) LEAVE FOR QUARANTINE
Eligible part-time employees are entitled to leave under this Section of the Attendance Rules in the same manner, to the same extent and subject to the same limitations and restrictions as full-time employees. A part-time employee who is quarantined for two weeks receives his/her regular biweekly salary without charge to leave credits just as a full-time employee would under the same circumstances.
SECTION 21.12 (28-1.12) LEAVES REQUIRED BY LAW OR NEGOTIATED AGREEMENT
Such leaves include military leave, time off to vote, sick leave for per diem employees and vacation for all employees. Eligible part-time employees are covered by the provisions of Section 21.12 of the Attendance Rules on "Leaves Required by Law" and applicable sections of the negotiated agreements.
In regard to military leave, eligible part-time employees who are members of the National Guard or any reserve force who are called to active duty are entitled to military leave with prorated pay up to 30 calendar days or 22 workdays in any calendar year or in any continuous period of absence, whichever is greater. Additionally, any part-time employee entering active military duty (reservist, volunteer, draftee) is also entitled to a leave of absence without pay from his/her position while engaged in, and while going to and from, military duty.
For example, a half-time employee who works five half-days each week is entitled to one day of military leave for each day of conflict with the work schedule, regardless of the number of hours in his/her workday. For a half-time employee who works two 10-hour days on Saturday and Sunday, a "drill" weekend is two workdays of military leave regardless of the number of hours...
...in the employee's workday.
Part-time employees are eligible for leave for professional meetings and leave for professional examinations based on the same eligibility criteria and the same limitations and restrictions as full-time employees. These two types of leave are available based on a conflict between the employee's work schedule and the meeting or examination. There is no proration of approved time off and no availability of the benefit when meetings or examinations do not conflict with the regular work schedule. For example, a half-time employee whose work schedule is 8 hours on Wednesday and Thursday and 4 hours on Friday requested and received approval for professional meeting leave for a Thursday and Friday. This counts as two days of professional meeting leave. See Section 21.12, pp. C-1 and C-2 for a more detailed discussion of the negotiated benefits for PS&T and RRS Unit employees.
SECTION 21.13 (28-1.13) LEAVE FOR CIVIL DEFENSE DUTIES
Part-time employees who have Attendance Rules coverage are eligible for this discretionary leave in the same manner, to the same extent and subject to the same limitations and restrictions as full-time employees. For example, part-time employees may be granted up to five of their scheduled workdays for Civil Defense drills. This benefit is not prorated. An employee with a three-hour schedule one day has used one day of entitlement to be absent for three hours and an employee with a six-hour schedule has used one day to be absent six hours.
SECTION 22.1 (29.1) LEAVE OF ABSENCE; DURATION
Part-time employees who have Attendance Rules coverage are eligible for leaves without pay pursuant to this Rule subject to the same limitations and restrictions as full-time employees. This includes discretionary leaves as well as leaves pursuant to the State policy on leave for pregnancy, childbirth, child care and adoption. The length of the leave is in calendar months and is not prorated based on the employee's part-time schedule.
SECTION 22.2 (29.2) SUCCESSIVE LEAVES OF ABSENCE
The limitations on successive leaves of absence apply uniformly to all employees eligible to be granted leaves under Section 22.1 (29.1).
SECTION 23.1 (30.1) PAYMENT FOR ACCRUALS UPON SEPARATION
Part-time employees who meet the same eligibility criteria as full-time employees are entitled to receive a lump sum payment at the time of separation for accrued and unused vacation credits up to a maximum of 30 prorated days based on the individual's percent of full-time worked.
A part-time employee who separates from service shall receive a lump sum payment for overtime compensatory time earned for hours worked between 37 1/2 and 40, up to a maximum of 30 full-time days, in the same manner and subject to the same limitations and restrictions as a full-time employee. (See the Budget Director's Rules and Regulations on overtime.) Since this overtime compensatory time is earned in lieu of salary on an hour-for-hour basis, payment for these hours will be for all hours up to 30 full-time days (225 or 240 hours.)
Part-time employees who are eligible to earn compensatory time for hours worked over 40 are entitled to receive a lump sum payment for all hours accrued in accordance with Payroll Bulletin P-491 issued by the Office of the State Comptroller on September 11, 1986.
SECTION 23.2 (30.2) PAYMENT FOR ACCRUALS UPON ENTRY INTO ARMED FORCES
Part-time employees who enter military service are eligible for lump sum payments subject to the same limitations and restrictions as full-time employees. Part-time employees can be compensated for a maximum of 30 prorated days, not 30 full-time days.
SECTION 23.3 (30.3) PAYMENT FOR OVERTIME ACCRUALS UPON APPOINTMENT, PROMOTION OR TRANSFER
A part-time employee who moves from one department or agency to another shall receive payment for overtime compensatory time, up to a maximum of 30 full-time days, in the same manner and subject to the same limitations and restrictions as a full-time employee.
SECTION 24.1 (31.1) CREDITING OTHER PUBLIC EMPLOYMENT AS STATE SERVICE
Part-time employees who have Attendance Rules coverage and who are eligible to earn and be credited with vacation, sick leave and personal leave are eligible to move service and leave credits between agencies under a reciprocal agreement in the same manner and subject to the same limitations and restrictions as full-time employees.
SECTION 25.1 (32.1) SUSPENSION OF RULES
Should the Civil Service Commission suspend the Attendance Rules due to an extraordinary emergency, both full-time and part-time employees affected by the emergency are eligible for any benefits accruing from the suspension in the same manner and subject to the same limitations and restrictions. If the Commission suspends the Rules to allow absence from work without charge to credits, for example, both full-time and part-time employees scheduled to work that day would be excused for the number of hours in their regular schedules.
SECTION 26.1 (33.1) TO WHOM RULES APPLY
Eligibility for Attendance Rules coverage and ability to accrue leave credits are discussed on pages 3-4 [in P-3 through 4 "Eligibility"] of this Appendix.
Education LeaveEligible part-time employees may receive education leave with or without pay in accordance with individual agency programs and at the discretion of the appointing authority. Additionally, agencies may grant employees leave without pay for education up to two years.
SECTION 26.2 (33.2) EXCEPTIONS
Summer employees or summer replacements may be hired on a full- or part-time basis and are subject to the provisions of this Section which restrict summer employees from being granted personal leave and from accruing vacation.
SECTION 26.3 (--) APPLICATION OF ATTENDANCE
RULES TO EMPLOYEES IN
NEGOTIATING UNITS
Part-time employees, the same as full-time employees, are entitled to attendance and leave benefits as provided by the negotiated agreements. When there is a difference between the provisions of the Rules and agreements, they are read together and provisions of the agreements are controlling.
The following chart of suggested rates of accrual is for agency information and use, if accrual methods are not currently in place. The guiding principle in establishing the rates shown on the chart is that each employee should receive his/her full entitlement to leave credits over the course of each year in an equitable and efficient manner.
The biweekly accrual rates and periodic adjustments which follow are minimal standards that must be met in order to ensure that the employee receives his/her full entitlement. There is nothing to prevent agencies from adjusting accruals more frequently than semiannually. Indeed, in some cases biweekly or quarterly adjustments would be more appropriate. The agency should exercise reasonable judgment in adjusting accruals to bring employees to their full entitlement.
Formula for Calculating Accruals for Part-time Employees
For this example, use 50% part-time employment and a 13 day accrual rate.
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| Percent of Full Time Scheduled to Work |
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| # Hours in One Prorated Day |
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| # Hours Per Year | 48.75 | 58.50 | 68.25 | 73.25 | 78.00 | 83.00 | 87.75 | 92.75 |
| # Hours Accrued Per Pay Period |
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| # Hours in Adjustment Given Either Annually/Semiannually |
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2.50 |
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| # Hours Per Year | 37.50 | 45.00 | 52.50 | 56.25 | 60.00 | 63.75 | 67.50 | 71.25 |
| # Hours Accrued Per Pay Period |
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| # Hours in Adjustment Given Either Annually /Semiannually |
2.50 |
3.00 |
.25 |
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.75 |
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1.25 |
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| # Hours Per Year at 13-Day Rate |
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| # Hours Per Year at 20-Day Rate |
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135.00 | 142.50 |
| # Hours Accrued Per Pay Period |
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| # Hours in Adjustment Given Either Annually/ Semiannually |
1.75 |
2.75 |
.50 |
1.00 |
1.50 |
2.00 |
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3.00 |
| NOTE: * If annual adjustment exceeds one prorated day; recommend at least a semiannual adjustment or a more frequent adjustment if appropriate. | ||||||||
ACCRUAL RATES - 40 HOUR BASIC WORKWEEK |
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| Percent of Full Time Scheduled to Work | 50% | 60% | 70% | 75% | 80% | 85% | 90% | 95% |
| # Hours in One Prorated Day | 4.00 | 4.80 | 5.60 | 6.00 | 6.40 | 6.80 | 7.20 | 7.60 |
| SICK LEAVE 13-DAY ANNUAL ACCRUAL RATE | ||||||||
| # Hours Per Year | 52.00 | 62.40 | 72.80 | 78.00 | 83.20 | 88.40 | 93.60 | 98.80 |
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2.00 | 2.40 | 2.80 | 3.00 | 3.20 | 3.40 | 3.60 | 3.80 |
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# Hours in Adjustment Given Either Annually/ Semiannually |
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| SICK LEAVE 10-DAY ANNUAL ACCRUAL RATE | ||||||||
| # Hours Per Year | 40.00 | 48.00 | 56.00 | 60.00 | 64.00 | 68.00 | 72.00 | 76.00 |
| # Hours Accrued Per Pay Period | 1.50 | 1.75 | 2.00 | 2.25 | 2.25 | 2.50 | 2.75 | 2.75 |
| # Hours in Adjustment Given Either Annually/ Semiannually |
/.50 |
1.25 |
2.00 |
.75 |
2.75 |
1.50 |
.25 |
2.25 |
| VACATION | ||||||||
| # Hours Per Year at 13-Day Rate | Same as above - Sick Leave at 13-Day Rate | |||||||
| # Hours Per Year at 20- Day Rate | 80.00 | 96.00 | 112.00 | 120.00 | 128.00 | 136.00 | 144.00 |
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| # Hours Accrued Per Pay Period |
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| # Hours in Adjustment Given Either Annually/ Semiannually |
1.00 |
2.50 |
.75 |
1.50 |
2.25 |
3.00 |
.50 |
1.25 |
| NOTE: If annual adjustment exceeds one prorated day; recommend at least a semiannual adjustment or a more frequent adjustment if appropriate. | ||||||||
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| P-1, 5, 7, 15 thru 18 | No Substantive Changes |
| P-2 thru 4, 6, 8 thru 14, 19, 20 | New or Revised Material |