Alternative Work Week Schedules

Timekeeping at the CPUC

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Introduction

The alternative work week schedule allows employees and supervisors to mutually agree upon a varied distribution of their normal work hours.

It does not change the number of hours worked, but simply allows each individual the flexibility to rearrange their work schedule to better meet their personal needs while considering the needs of the office.

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Alternative Work Week Agreement

This agreement will be made between the employee and their supervisor. The employee will complete the Alternative Workweek Schedule Agreement (pictured on the right) and have it approved and signed by the employee’s supervisor and branch chief. The employee will then turn the agreement to their Personnel Specialist.

Upon approval from Human Resources, the Personnel Specialist will notify the timekeeper about the employee’s new work schedule and provide any other pertinent information.

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Eligibility Requirements

Must be a permanent, full-time employee with at least 6 months tenure.

Must have a combination of 40 hours of vacation, sick, annual leave, personal leave, CTO, or personal holiday credits before beginning.

All participants must have a minimum sick leave balance of 20 hours.

These balances must be maintained throughout the duration the employee’s participation of the program to avoid any DOCK situation.

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Types of Alternative Work Week Schedules

9/8/80: An employee works eight 9-hour days and one 8-hour day in a two-week period with one day off every other week that corresponds with the 8-hour day.

4/10/40: An employee works the required 40-hour minimum work week in four 10-hour days between Monday and Friday.

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9/8/80 Schedule

Example: An employee works 9-hour shifts with one 8-hour day alternating as their day off.

SUN MON TUE WED THU FRI SAT

18hr

29hr

39hr

49hr

59hr

6

7 8OFF

99hr

109hr

119hr

129hr

13

14 158hr

169hr

179hr

189hr

199hr

20

21 22OFF

239hr

249hr

259hr

269hr

27

28 298hr

309hr

319hr

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4/10/40 Schedule

SUN MON TUE WED THU FRI SAT

1OFF

210hr

310hr

410hr

510hr

6

7 8OFF

910hr

1010hr

1110hr

1210hr

13

14 15OFF

1610hr

1710hr

1810hr

1910hr

20

21 22OFF

2310hr

2410hr

2510hr

2610hr

27

28 29OFF

3010hr

3110hr

Example: An employee works 10-hour shifts with day off per week.

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Excess/Deficit Hours

Employees must account for all required work hours during each pay period to receive a full paycheck.

Pay periods often begin and end in the middle of a workweek. When this occurs, there will be a difference between the hours actually worked and the hours required in order to receive a full paycheck.

Hours worked over the required number are called excess hours, while hours worked below the required number are called deficit hours.

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Excess Hours

Excess Hours – will be carried to the employee’s excess credit bank up to a maximum of 40 hours. These will be used to offset deficit hours. In the event an employee has over 40 hours of excess credit, they must use these hours before they use holiday credits, vacation, annual leave, personal leave, personal holiday, or CTO.

If an employee separates or transfers to another department, the excess hours will be compensated as pay at straight time. Excess time cannot be transferred with the employee if they transfer to another department.

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Deficit Hours

Deficit Hours – will not be carried from month to month. Excess hours will be used to make-up for the deficit hours. If there is an insufficient balance of excess hours, holiday credit, vacation, annual leave, personal leave, CTO, or personal holiday credits must be used. An employee may not use any other leave credit in lieu of excess hours.

Sick leave may not be used to make up deficit hours.

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Frequently Asked Questions

Q: If there is a paid holiday on an employee’s scheduled work day, do the employee get paid for 9 hours (if on a 9/8/80) or 10 hours (if on a 4/10/40)?

A: The employee will only receive 8 hours for the paid holiday. The extra 1 hour (if on a 9/8/80) or 2 hour (if on a 4/10/40) will come out of the employees excess hours accrued. If there is an insufficient balance of excess hours, the extra time will come out of an employee’s leave balance. (i.e., vacation, CTO, personal leave, etc.)

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Frequently Asked Questions

Q: What if an employee’s scheduled day off falls on a paid holiday?

A: If a holiday falls on a regularly assigned day off, the employee will be credited with eight hours of excess time.

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Frequently Asked Questions

Q: What happens if an employee needs to come in on their day off because of a work requirement such as a meeting?

A: The employee needs to have a discussion with their supervisor about an alternative day to take off that week to make up for the day he/she is coming into work. The timekeeper, however, will enter the employee’s time in HRIS as it is normally scheduled.

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Frequently Asked Questions

Q: What if the employee has deficit hours for the month and has no excess hours or other proper leave credits to use?

A: This should never happen because employees must maintain a balance of at least 40 hours of vacation, sick, annual leave, personal leave, CTO, or personal holiday credits while on an alternative work schedule. However, if this were to happen, the employee would be DOCK for the deficit hours.

End of TutorialTimekeeping at the CPUC