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DEPARTMENT OF ADMINISTRATIVE & FINANCIAL SERVICES
Bureau of Human Resources
July 31, 2002

HUMAN RESOURCES MEMORANDUM 10-02

TO: Agency Heads, Directors of Administrative Services, and Human Resource Representatives
SUBJECT: Temporary Layoff - October 11, 2002


Governor King has announced that state government offices will be closed on Friday, October 11, 2002. State offices will be closed for one additional day, to be announced later, prior to June 1, 2003. While it is anticipated that the procedures governing the October 11 closure will be consistent with those used for the July 5 closure, this memorandum is intended to provide agencies with additional information and instructions concerning processing and record keeping requirements necessary to implement this temporary layoff, to include instructions for institutional settings, and to incorporate the answers to recent questions. The closures will affect all employees, programs, and offices, regardless of employee position type or funding source.

Employees are to be informed not to report to work on October 11, unless they are specifically instructed to the contrary. Employees may not be allowed to work without compensation. It is incumbent on each appointing authority to ensure that all employees are informed of the closure. Each appointing authority must determine which employees, if any, will be required to work on October 11 and, if an employee is required to work, of the alternate arrangements that will be necessary to complete equivalent temporary layoff time without pay.

The temporary layoff scheduled for October 11 will not impact the October 14 Columbus Day holiday. State employees who are otherwise eligible for holiday pay will receive holiday pay for October 14, even though state offices will be closed on October 11.

A "workday" is considered to be 1/10th of an employee’s authorized biweekly position hours, whether full-time or part-time, and regardless of work schedule.

As was the case for the July 5 temporary layoff, it may be necessary for some employees to work even though state offices will be closed on October 11. This circumstance will generally be associated with the health, safety, or security of the public. In the event that an employee is specifically required to work during a closure:

Other important considerations of the October 11, 2002 temporary layoff are:

TEMPORARY LAYOFF DAYS FOR INSTITUTIONAL EMPLOYEES

Institutional employees who are otherwise scheduled to work on October 11 may be temporarily laid off on that day when operational needs permit and when additional overtime expenses will not be incurred.

Institutional employees who are required to work on October 11, or for whom October 11 is a regularly scheduled day off, must be scheduled for an alternative temporary layoff day prior to December 31, 2002.

It is important to re-emphasize that no paid leave may be substituted for temporary layoff. If an employee is already scheduled for vacation, sick leave, compensatory time, or personal leave for the scheduled temporary layoff day, the time off must be changed to Special Pay 19, Temporary Layoff.

In the event that alternate temporary layoff days cannot be scheduled due to operational needs, or if alternate temporary layoff days cannot be scheduled without incurring additional overtime costs, supervisors may adjust employee vacation schedules by substituting a temporary layoff day for a day of vacation. When making such a substitution, supervisors should advise the employee as to which day will be treated as the alternate temporary layoff day.

Employees whose normal work day is greater than eight hours may choose one of the following two options: (1.) be scheduled for their entire day off as temporary layoff, or (2.) charge vacation or compensatory time off for the scheduled time greater than eight hours. [NOTE: Reverting to a 5 day, eight-hour workweek cannot be accommodated for institutional employees due to the staffing configurations and scheduling requirements of the institutions.]

Teachers will be scheduled for 3 days off and their pay will be reduced by 1/10th of their prorated biweekly pay for each of the three days off.

There is no intention to require employees to take more than 1/10th of their authorized biweekly position hours off for each temporary layoff day. In response to the fact that institutional work schedules vary greatly, alternative arrangements for taking three, eight-hour temporary layoff days may be available to capture the necessary savings. For example, an employee who is scheduled to work 12- hour shifts may be scheduled to take two, 12-hour days off to capture the full 24 hours of temporary layoff time. Supervisors may work with employees to determine reasonable alternative temporary layoff arrangements, subject to the operational needs of the institution and the need to capture the necessary savings.

PROCESSING INSTRUCTIONS

As is stated above, October 11 will be processed using Special Pay 19, Temp Layoff. Special Pay 19 transactions will be generated automatically for all employees for the pay period. Full-time employees, including seasonal employees, and project employees, will be processed for 8 hours of Special Pay 19 for October 11. Special Pay 19 for part-time employees will be based upon 1/10th of the authorized biweekly position hours.

Automatically generated transactions may be viewed on the UTRU1 screen. Additional entries or changes must be entered using the customary time and attendance screen (HUEUS).

Tracking of temporary layoff is a critical record keeping component. Exception reports will be generated immediately following payroll processing for the pay period that includes October 11, 2002. The reports will list all employees who have not been processed for temporary layoff during the pay period. If an employee has not been processed for Special Pay 19, he or she must be scheduled for alternative time off as outlined above.

Questions regarding contract administration should be directed to the Bureau of Employee Relations. Questions regarding payroll processing should be addressed to the Bureau of Human Resources or Bureau of Accounts and Control, as appropriate. Questions regarding the impact of the closure on workers’ compensation benefits should be referred to the appropriate workers’ compensation claims manager at the Division of Employee Health and Benefits. Questions regarding the October 11, 2002 closure that have statewide application will be addressed and communicated to agencies in a Q & A format as they arise.

 

S/ Donald A. Wills
Donald A Wills, Director
Bureau of Human Resources


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