Human Resources and Equal Opport

2008 Voluntary 9/80

Summer Work Schedule

The Executive Council has approved a voluntary implementation of a 9/80 work schedule for CSUSM employees. Managers may offer this alternate work schedule to their staff as long as it meets the following guideline:

Will be transparent to all internal and external customers of the University by not disrupting normal business operations or service to our customers.

Because of potential departmental coverage issues and complications driven by a variety of policies, procedures, rules, and regulations (such as payroll plus/minus hours issues, FLSA/OT issues, holiday, benefits, and union contracts), some employees may have to stagger the start of the 9/80 work schedule. There are two effective dates for managers and employees to consider when choosing a 9/80 work schedule:

May 26, 2008 through August 15, 2008
June 2, 2008 through August 22, 2008

Employees who would like to participate in the 9/80 work schedule must complete the “9/80 Work Schedule Request Form” and forward to their appropriate administrator.

A regular work week is considered to be Monday through Friday. For a 9/80 work schedule, employees work nine (9) hours per day on four (4) consecutive days during each work week and eight (8) hours on the alternating fifth (5) consecutive day during a fourteen (14) consecutive day period of time.

The 9/80 work schedule must provide for alternating Fridays off. The following grid shows how the 9/80 schedule will work for the above effective dates:

Week Beginning	1^st Fri 8 hours	1^st Fri Off	Last Fri off	# of Fri off	Plus/Minus Hours
Week Beginning	1^st Fri 8 hours	1^st Fri Off	Last Fri off	# of Fri off	May	June	July	August
5/26/08	5/30/08	6/6/08	8/15/08	6	4	1	2	(7)
6/2/08	6/6/08	6/13/08	8/22/08	6		1	2	(3)

The 9/80 schedule need not be for the entire twelve week period; however, it must be for an even number of weeks to meet FLSA, payroll, and union contract requirements related to overtime.

The appropriate administrator must consider the guideline set forth in the first paragraph of this memo when making a determination to approve and/or modify the employee’s request. The appropriate administrator should forward the completed form to HREO prior to May 26, 2008.

July 4th Holiday

Employees who are scheduled to work on Friday, July 4^th will receive regular pay while observing the holiday on July 4^th.
Employees who are not scheduled to work on July 4^th, 2008 will receive Holiday Credit. HREO will send 9/80 work schedules to Payroll Services and they will automatically post the holiday credit to employees’ leave records. Please refer to the applicable collective bargaining agreement at http://www.calstate.edu/LaborRel/Contracts_HTML/current_cba.shtml for information on the use of holiday credit.

Plus/Minus Hours

The State Controller’s pay plan issues pay to employees for either 21 days (168 hours) or 22 days (176 hours) depending on the number of days in a pay period. This is based on a standard work schedule of Monday – Friday, 8 hours per day. If an employee works an alternate work schedule (i.e., 9/80) a fluctuation in hours occurs. If the hours worked exceed the 168 or 176 hours (of the respective pay period), FLSA rules and CSU policy requires payment to employees for those excess hours. Excess hours cannot be accumulated or carried forward into subsequent pay periods. Deficit hours will be offset by any excess hours worked in following pay periods, as appropriate.

To comply with CSU Technical Letter 2003-28 and the Fair Labor Standards Act (FLSA), full-time non-exempt employees who participate in the 9/80 work schedule must complete the Excess Plus & Minus Hours worksheet.

Non-exempt employees will be required to enter the exact number of hours worked each day and submit the worksheet at the end of each pay period to Payroll Services. The hours entered are automatically calculated. If the calculator indicates excess hours, those hours will be paid to the employee (from department budget funds) at the regular pay rate.

Here is an example of the 9/80 work schedule as it relates to the excess/minus hours:

If an employee starts the 9/80 work schedule on May 26, 2008, the first Friday worked will be 8 hours (May 30, 2008). The first Friday off will be on June 6, 2008. In the May pay period there will be an excess of 4 hours. The employee will receive regular pay for those hours. In the June pay period, there will be 1 excess hour and in July there will be 2 excess hours.

In the August pay period, the employee will have a deficit of seven hours that will have to be charged to the employee’s available vacation or CTO.

If you have any questions regarding the 9/80 work schedule or other alternate work schedules, please contact Human Resources & Equal Opportunity at ext 4416.

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Human Resources and Equal Opportunity
Cal State San Marcos

333 S. Twin Oaks Valley Road
San Marcos, CA 92096-0001

Craven Hall 1st Floor, Room 1200

760-750-4418