Payroll News and Updates

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Summer 4/40 Schedule

Hello campus community,

It is that time of year again! Our campus Summer 4/40 Schedule begins on Monday, June 20, 2016 and ends Friday, September 10, 1016.

The California State's "standard shift", for pay purposes, is Monday through Friday, eight hours per day. Non-exempt employees who work outside of the "standard shirt" are required to be paid accordingly, per the Fair Standards Act (FSLA).

Time keeping, in an accurate and timely manner, is crucial when implementing this mandated practice, referred to as the "Excess/Deficit" Hours practice.

Below is a summary of how the Excess/Deficit Hours processing works:

  • Excess Hours: Hours worked by non-exempt employees, in excess of what the State Controller's Office pays for the given pay period, are required to be paid by Payroll, at a 'straight-time' rate of pay, promptly following the appropriate pay period in which the hours were actually worked (approx. the 20th of the following month).
  • Deficit Hours: Hours paid by the State Controller's Office, to non-exempt employees, in excess of the amount of hours the employees actually worked for the given pay period. Deficit hours can be carried on the books until December 31, 2016, at which time they must be reconciled (offset against employees' payable leave banks with the Deficit Hours Reconciliation Form).
  • Excess Hours applied to Deficit Balances: Hours worked by non-exempt employees who have a deficit hours balance on the books, are required to be offset against the deficit hours balances.

At the bottom of this page are sample time sheets (Absence and Additional Time Worked Report - STD634) for the June, July, August and September 2016 pay periods, for non-exempt employees who work full-time, according to the Summer 4/40 Schedule.

Non-exempt employees working "alternate work schedules", other than the Summer 4/40 Schedule, are required to submit their schedules, in writing, prior to time worked.

Excess/Deficit hours, worked by employees with a 'less than full-time' time base, are calculated on a pro rata basis.

The State University Police Association (Unit 8 – Police Officers) employees are exempt from having to be paid excess hours when they are earned. "Due to scheduling needs, a majority of Officers work a 3/12 work week schedule and as a result, experience a significantly higher number of "minus" or "deficit" hours as part of their annual reconciliation requirement than other employees. After reviewing the matter, it was determined that the University could allow Unit 8 employees to carry forward "Excess Hour" balances to offset deficit hours instead of paying the employee for "Excess Hours" worked in the respective pay period."

Enjoy your summer schedules for 2016!
Payroll Services

CAMPUS ALTERNATE WORK SCHEDULE (4/40) FOR SUMMER 2016 SUMMARY

Below is a summary of hours worked by full-time, non-exempt employees who work the 4/40 summer schedule in 2016:

Pay Period SCO Hrs Pd Actual Hrs Wkd Excess/Deficit
Jun 1 – Jun 30 176 184 +8 Hrs Excess
Jul 1 – Aug 1 176 170 (6) Hrs Deficit
Aug 2 - Aug 31 176 180 +4 Hrs Excess
Sept 1 - Sept 30 176 170 (6) Hrs Deficit

Our campus will be closed on Monday, July 4, in observance of Independence Day and on Monday, September 5, in observance of Labor Day.

By September 30, 2016, full-time, non-exempt employees who worked the Summer 4/40 work schedule will have accumulated a net "Deficit" balance of 8 hours (July - September). Our campus is required to clear these "Deficit" balances by no later than December 31, 2016 for all bargaining units.

The State University Police Association (Unit 8 – Police Officers) employees are exempt from having to be paid excess hours when they are earned. "Due to scheduling needs, a majority of Officers work a 3/12 work week schedule and as a result, experience a significantly higher number of "minus" or "deficit" hours as part of their annual reconciliation requirement than other employees. After reviewing the matter, it was determined that the University could allow Unit 8 employees to carry forward "Excess Hour" balances to offset deficit hours instead of paying the employee for "Excess Hours" worked in the respective pay period."

After September 30, 2016, employees may choose to offset "Deficit" balances by using other available leave credits such as vacation, compensatory time off (CTO), ADO/holiday credit, and/or personal holiday. Please keep in mind that Personal Holidays and ADOs are accrued in units, not hours, thus using them for partial days will not be beneficial to employees.

Affected employees with no leave credits available to offset their deficits may choose to be "docked", otherwise Payroll will be required to set up Accounts Receivable, as appropriate.

Timesheet Examples:

  • June 16 Excess
  • July 2016 Deficit
  • August 2016 Excess
  • September 2016 Deficit
  • Deficit Hours Reconciliation Form