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DEPARTMENT OF ADMINISTRATIVE & FINANCIAL SERVICES
Bureau of Human Resources


April 18, 1997

HUMAN RESOURCES MEMORANDUM 2-97


TO: Agency/Department Heads, Personnel Managers, Directors of
Administrative Services
SUBJECT: Extension of Voluntary Cost Savings Programs

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The Voluntary Cost Savings Programs have been extended by the Legislature (Chapter 24, Part J, Public Law 1997) and will be available for participation through June 30, 1999.  Agencies must notify employees of this extension and distribute the program information provided by this Memorandum to employees as soon as possible.

PROGRAM DEFINITIONS


See Attachment 1 for detailed processing information and Attachment 2 for detailed program information.

HEALTH, DENTAL AND LIFE INSURANCE

HEALTH, DENTAL AND LIFE INSURANCE

  1. Employees must complete the required FY 1996-FY 1998 Application Form, PER 115 (3/97).  Note:  The PER 115 (3/97) Application forms for FY 96 - FY 98 will be used until these forms are depleted.  If the FY 96 - FY 98 Application form is used for programs that start on or after July 1, 1998, please edit to show the correct Fiscal Year date.  Agencies will be notified when a replacement Application form is printed and available for use.

  2. Participation in the voluntary cost savings programs is subject to the approval of the appointing authority, in accordance with the impact that participation will have on operational needs.

  3. Agencies must respond to employee requests for participation in the Voluntary Cost Savings programs as soon as possible after applications are received and, to the extent that operational needs and program requirements allow, try to meet each applicant's terms for participation.

  4. Project employees, temporary (acting) employees and intermittent employees are not eligible to participate in the Voluntary Cost Savings programs.  Each of these types of employment is the result of a pre-determined operational need that precludes the possibility for approval for a reduced workweek or an unpaid leave of absence.

  5. Formal Human Resource and position processing actions are required for all approved applications except sporadic days off.  See Attachment 1 for processing instructions.

  6. Applications that are approved for participation in the Voluntary Cost Savings programs other than Sporadic days off must be submitted to the Bureau of Human Resources with the MFASIS forms necessary to start this participation.  See Attachment 1 for processing instructions.

CHANGE TO APPROVED PARTICIPATION DATES

  1. In the event of a personal or financial hardship, applicants or participants may obtain the approval of the appointing authority to modify the dates of participation that were reported on their approved application.

  2. If a participant is notified of layoff, that employee's participation must be terminated, and the employee must be provided all layoff rights and privileges.

VOLUNTARY PROGRAMS WORKSHEET GUIDELINES

  1. Agencies must complete a savings estimation for each application received using the Voluntary Programs Worksheet, PER 108F (7/96).  Savings must be calculated for applications that are denied as well as applications that are approved.   Note:  The PER 108F forms for FY 97 will be used for the remainder of this fiscal year.  Agencies must, however, use the July 1, 1997 salary schedule amounts for Cycle A participants on and after June 9, 1997 and for Cycle B participants on and after June 16, 1997.  Agencies will be notified when replacement forms are available for use.

  2. If the terms of participation are changed after the Worksheet has been submitted, agencies must submit a revised Worksheet to reflect the revised savings.

  3. If an employee will be participating in more than one Voluntary Cost Savings program, a separate Worksheet will need to be completed for each program.

  4. Submit completed Worksheets to the Bureau of Human Resources as applications are received, regardless of the program starting date.  Retain a copy for department files.

 

_________________________
Donald A. Wills, Acting Director
BUREAU OF HUMAN RESOURCES



Attachment 1 - Processing Instructions
Attachment 2 - Program Information