VPA Workshop 4/23/12BSO Topics

Human Resources Guidelines for Temporary and Student Employees

Hiring Intents

Fiscal Year End Closing

Human Resources Guidelines for Compensation of Temporary and Student Employees

• Workday Defined• Per California Labor Code, Section 500, a workday

means any consecutive 24-hour period starting at the same time each calendar day.

• Workweek Defined• Per California Labor Code, Section 500, a workweek

means any seven consecutive 24 hour periods starting on the same calendar day each week. Temporary and Student Employees are entitled to at least one day off in a seven-day workweek in accordance with Labor Code.

Human Resources Guidelines for Compensation of Temporary and Student Employees - continued

• Wages and Hours• Temporary and Student Employees are paid on an hourly basis. Specific

hourly rates are listed on the Los Rios Community College District, Temporary Clerical/Secretarial/Paraprofessional, Temporary Maintenance/Service, Temporary Special Rate, Temporary Interpreter, and Student Help/College Work Study salary schedules. Temporary and Student Employees are not provided health benefits, vacation or holiday pay (per LRCCD Policy 6361 and Regulation 2631).

• Overtime – Student Employees• Per Board Regulation 2631, 3.1 “A student shall be employed for no more

than twenty-six (26) hours per week during a semester and no more than forty (40) hours per week between semesters.” Note that “during a semester” includes breaks during the semester (i.e., Spring break or Thanksgiving break).

Human Resources Guidelines for Compensation of Temporary and Student Employees - continued

• Overtime – Temporary Employees• LRCCD will follow past practice and Fair Labor

Standards Act (FLSA) in regard to calculating overtime for temporary employees.

 – Time and a Half Times Regular Pay– Per Board Regulation 6323, Overtime Pay for Temporary

Employees, “1.1 Temporary employees will be compensated at time and one-half for all time worked over eight (8) hours a day and/or forty (40) hours in a workweek.” Only hours paid at straight time accumulate toward the 40 hours in a workweek.

Human Resources Guidelines for Compensation of Temporary and Student Employees - continued

• Meal and Rest Breaks• Employees must be given an opportunity to take a 10 minute paid rest

break for every four hours worked and a 30 minute unpaid meal break if their shift cannot be completed in six hours or less. You may not combine rest breaks or add them to meal breaks even at the employee’s request, and they may not be used to allow an employee to come in 10 minutes late or leave 10 minutes early. Failure to provide rest breaks and/or meal breaks is a violation of State and Federal law and subjects the District to penalties. Provide a 10-minute rest break as follows for the work hours involved:

• Hours of Work Rest Breaks• 0 – 3.5 0• 3.5 – 6.0 1• 6.0 – 10.0 2• 10.0 - 14.0 3

14.0 - 18.0 4

Human Resources Guidelines for Compensation of Temporary and Student Employees - continued

• Meal and Rest Breaks – continued• Provide a meal break of at least one half-hour for every work period of

more than five (5) hours. The meal break must begin no later than four hours and 59 minutes into the employee’s shift. If mutually agreed upon by the appropriate administrator and employee, if six hours of work complete the day’s work, the employee may voluntarily choose not to take the meal break.  

• Provide a second meal break of no fewer than 30 minutes for all workdays on which an employee works more than 10 hours. If mutually agreed upon by the appropriate administrator and employee, an employee may waive the second meal break only if:– The total hours worked on that workday do not total more than 12;– The employer and employee mutually consent; and– The first meal break of the workday was not waived.

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Intent to Employ• Classified Temporary (2 classifications)

– Temporary Classified– Special Rate

• Student Help– Student– Tutors

• Work Study (Student Help)– Federal Work Study– CalWORKs Work Study

• BSO Contacts: Student Help- Linda Coles, Class. Temp.- Coral Garcia

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Intents – Classified Temporary

• 110 Day Limit per fiscal year• Temporary Classified

– Minimum qualifications• See job descriptions for LRCEA & SEIU

• Special Rate– No minimum qualifications– Must use Temp Classified job if work meets

one of the job descriptions

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Intents – Student Help

• Must be enrolled in 6 or more units for the semester– Exception: May work between semesters if

they have applied for upcoming semester• Limited to 26 hours/week during semester

– Exception: May work 40 hours/week during semester breaks

• No overtime allowed

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Intents – Work Study

• Salaries funded by Financial Aid or CalWORKS budgets– Student qualifies through applicable aid

program• Enrollment qualifications and hours limits

the same as for Student Help

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Intents – Forms Packets

• Classified Temporary:– Intent form– Loyalty Oath– Job Application

(except Special Rate)

– W-4– I-9

• I.D. documents(CDL, etc)

– Social Security Card– Statement Concerning Your

Employment in a Job Not Covered by Social Security

– Demographic Info form

– New Employee Training Checklist

– Workers’ Comp Notice

– Exclusion From CalPERS

– Temp Employee Compliance Checklist

– Authorization for Payroll Deduction

– Livescan form– Employment Eligibility

Disclosure Form w/ P-881

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Intents – Forms Packets

• Student Help/Work Study:– Intent form– Loyalty Oath– W-4– I-9

• I.D. document (CDL, etc)

– Social Security Card– SSA-1945- Employment Not

Covered by Social Security

– Workers’ Comp Notice

– Demographic Info form

– New Employee Training Checklist

– Exclusion From CalPERS

– Temp Employee Compliance Checklist

– If Criminal Background Check is required:

• Authorization for P/R Deduction • Livescan form

– For Employees w/ Ocupational Exposure:

• Hepatitis B Vaccination Accept/Decline form

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Classified Temporary Intent

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Student Help Intent

Purchasing Cutoffs• Business Office and district Purchasing receive

a high volume of requisitions on cutoff dates. We allow one week on campus for processing.

• District cutoff dates are “firm”• To assist smooth processing:

– Please verify current pricing of items requested and obtain required quotes (see “Requisitions & Purchase Orders” information sheet for quote requirements)

– Submit Budget Entries covering requisitions at least four working days in advance of requisition

– Requisitions not passing budget check or containing errors that require department correction must be returned to department

Purchasing Cutoff DatesDistrict PO’s (GENFD, CCDFD, COPFD)

• APRIL 9, 2012 Bid Items – single purchases of $78,900 or more

• MAY 4, 2012 Capital Outlay – equipment and furniture with single item cost of $200 or more (account code 6490)

• MAY 11, 2012 Supply Items – includes all purchases using account codes ranges 4000, 5000, & 7000

• MAY 18, 2012 Orders charged to Blanket PO’s ending 5/31/10

Other Purchasing Cutoff Dates

• MAY 31, 2012 College Store Orders

• MAY 31, 2012 Graphic Impressions Work Orders

• JUNE 8, 2012 Limited Purchase Orders – purchases of $200 or less

• JUNE 8, 2012 Campus Based Account Requisitions –BANSC, SCOSC

• JUNE 8, 2012 Orders charged to Blanket PO’s ending 6/30/12

• June 22, 2012 Revolving Fund

Year End Closing• A collection of tasks to finalize transactions and

close budgets for the fiscal year:– Complete or cancel PO’s

• Complete = Paid & Closed– Receive PO’s and Release payments on BPO’s– Pay and close Travel Claims– Clean up budgets

• Budget Entries & Standard Journal Entries– Submit final Timesheets

• Spending authority for Fund 12 budgets ends 6/30/12• Please meet all deadlines to ensure that your expenditures are

charged on time

Year End Closing Dates

• MAY & JUNE• Close/ Cancel FY 2012 open district

Purchase Orders not needed• Submit Receivers• Submit Change Orders to help finalize

open district PO’s

• JUNE 4, 2012 Blanket Order Releases – for BPO’s ending 5/31/12

• JUNE 8, 2012 Standard Journal Entries – cutoff for expenditure transfers

Year End Closing Dates – cont.

• JUNE 15, 2012 Budget Entries – cutoff for appropriation transfers

• JUNE 19, 2012 Last check write for Campus Based Funds - BANSC, SCOSC

• JUNE 21, 2012 Travel Claims – last day to meet check write for prepaid travel expenses or reimbursements

• JUNE 21, 2012 Last District check write – GENFD, CCDFD, COPFD

Year End Closing Dates – cont.

• JUNE 22, 2012 Blanket Order Releases - for BPO’s ending 6/30/12

• JUNE 25, 2012 Close Blanket PO’s• JUNE 25, 2012 Timesheets Due

Classified Temp, Student Help, Work Study

• JUNE 22, 2012 Deposit Vouchers – last day to deposit income

• JUNE 29, 2012 Absence Reports – for Managers and Classified Regular employees

• JUNE 30, 2012 End of Fiscal Year