NEW YORK STATE DEPARTMENT OF CIVIL SERVICE
DIVISION OF STAFFING SERVICES
ATTENDANCE AND LEAVE MANUAL
GENERAL INFORMATION BULLETIN 2004-01
June 2004

TO: State Departments and Agencies
FROM: Terry Jordan, Director of Staffing Services
SUBJECT: State Offices Closed - June 11, 2004

This memo provides further detail on the Policy Statement on the Observance of Ronald Reagan's Memorial Services, issued June 8, 2004, which is posted on the GOER website.

This policy applies to all Executive branch classified service employees regardless of Attendance Rules coverage.

Questions concerning implementation of this policy should be referred to the Attendance and Leave Unit of the Department of Civil Service at (518) 457-2295.


Employees Scheduled To Work On Friday, June 11, 2004

Non-Essential Services Employees
Employees, other than those deemed essential, who are scheduled to work on Friday, June 11, 2004 will be granted the day off with pay without charge to leave credits. The amount of such time granted will be equivalent to the number of hours the employee was scheduled to work on Friday as part of his/her basic workweek. Non-essential employees who were scheduled to work additional or overtime hours beyond the 37.5 or 40 hour basic workweek on Friday, June 11, 2004 are not granted paid time off for such hours.

The number of hours of paid time off is not capped at 7.5 or 8 hours. For example, a non-essential employee on a compressed work schedule who is scheduled to work 10 hours on Friday, June 11 as part of his/her basic workweek is entitled to time off with pay for 10 hours on Friday.

Employees on VRWS who were scheduled to charge a day of VR time on Friday bank the VR time and receive paid leave for an equivalent number of hours. Employees on VRWS who were scheduled to work part of the day on Friday and charge the balance of the day to VR time, bank the VR time and receive paid leave for the number of hours that would have been worked and charged to VR time.

Part-time employees are entitled to time off with pay on Friday, June 11 for the number of hours they are scheduled to work on that day as part of their basic workweek. A half-time employee who works 5 half days per week who is scheduled to work 4 hours on Friday receives time off with pay for 4 hours and a half-time employee scheduled to work 8 hours on Friday receives 8 hours of time off with pay. For part-time annual salaried employees, this includes hours the employee was scheduled to work on Friday beyond his/her payroll percentage but not beyond 37.5 or 40 hours in the workweek.

Essential Services Employees
Employees deemed essential for State operations who are required to work on Friday, June 11, 2004 will be credited with Special Compensatory Time equivalent to the number of hours they are required to work as part of their basic workweek. Employees scheduled to work hours beyond their 37.5 or 40 hour basic workweek on Friday, June 11, 2004 are not granted Special Compensatory Time for those hours beyond the basic workweek

The number of hours of Special Compensatory Time which can be credited for time worked on June 11 is not capped at 7.5 or 8 hours. For example, an employee on a compressed work schedule who works a 10 hour day on Friday as part of his/her 40 hour basic workweek will be credited with 10 hours of Special Compensatory Time.

A part-time employee who works a 12.5 hour day on Friday as part of his/her 37.5 hour basic workweek is credited with 12.5 hours of Special Compensatory Time. Part-time annual salaried employees are granted Special Compensatory Time for hours worked beyond their payroll percentage but not for hours beyond the 37.5 or 40 hour basic workweek.


Employees For Whom Friday, June 11, 2004 is a Pass Day

Full-time employees for whom Friday, June 11, 2004 is a scheduled pass day will be credited with 7.5 or 8 hours of Special Compensatory Time, based on whether their basic workweek is 37.5 or 40 hours. This applies to all full-time employees, including those on compressed work schedules and VRWS.

Part-time employees for whom Friday, June 11, 2004 is a scheduled pass day will be credited with a prorated day of Special Compensatory Time.

For part-time annual salaried employees, a prorated day is based on the employee's payroll percentage and does not reflect any time the employee was scheduled to work beyond his/her payroll percentage.

For part-time hourly or per diem employees, a prorated day is based on the percentage of full time the employee was employed to work in the payroll period that includes June 11.


Employees Scheduled to be Absent on Pre-Approved Leave Charged to Credits

Employees scheduled to be absent on Friday, June 11, 2004 charged to leave credits will not be required to charge credits for that absence and will be granted paid leave as described above. This applies to both essential services employees and non-essential employees.

However, this policy does not apply to employees charging leave credits whose status is leave without pay such as employees on Leave Donation and employees on disciplinary suspension charging leave credits.


Employees on Unpaid Leave or Leave With Pay Not Charged to Credits

Employees on leave without pay or leave with pay not charged to credits, such as workers' compensation leave, military leave, sick leave at half-pay, STD/LTD, child care leave without pay and disciplinary suspension, are not eligible to be granted paid leave or to be credited with Special Compensatory Time in accordance with this policy. Employees on leave donation and disciplinary suspension charged to credits are also not covered by this policy since their status is leave without pay.


Special Compensatory Time

As noted above, Special Compensatory Time can be credited only for hours worked within the 37.5 or 40 hour basic workweek. Special Compensatory Time credited for hours worked is not subject to a 7.5 or 8 hour cap. However, Special Compensatory Time credited to employees for whom Friday, June 11 is a pass day is subject to a 7.5 or 8 hour cap and is prorated for part- time employees.

Special Compensatory Time may be used in quarter hour units, or in smaller units where local arrangements so permit. Special Compensatory Time has no expiration date.

Employees cannot elect to receive cash payment in lieu of Special Compensatory Time.

There is no provision for cash payment for Special Compensatory Time at separation.

Special Compensatory Time must be recorded as a separate category on the employee's time card. It is not merged with or subject to provisions applicable to Holiday Compensatory Time (Holiday Leave), Overtime Compensatory Time or compensatory time for hours worked over 40 in a workweek.