ACA Employee Hours Tracking and MCCCD Load Hour Policy Overview

Reminders:

  • As of July 1st 2014, all employees (including Part Time) are eligible for a mandatory 1% increase in pay.
  • On 6/4/14 Julie Smith made changes to the Pay Table in SIS to reflect the new Adjunct Rate of $863 per load effective 7/1/14.
  • A hard stop is being put in place in HRMS to match with MCCCD rules regarding load limits for Residential Faculty during the summer. The hard stop will cause any Residential Faculty that is loaded for more than 15 load hours to error on the 2089 report.
  • All HR employees should have access to both pages reviewed in the session (ACA hours tracking page Employee Hours Tracking Page). The Employee Hours Tracking Page is also accessible through Self Service for every employee. If you do not have access and believe you should, please email and to ensure that you have the proper security.
  • If an employee violates the limit on weekly hours, offenses will be emailed to supervisors, then College HR and after 5 offenses- VP’s and District will also be notified. Please have all distribution lists requested emailed to Marlene and Megan by Thursday, June 19th close of business. Please only have 1 representative from each college submit the DL-List.
  • Any questions regarding Job Codes, hours affiliated with Assignments or pay rates should be directed to Susan Krall in the Compensation Department.

Questions RE: Policy

How does the Break in Service “rule” apply?

- If a “Full Time” employee terminates, there is a 26 week break that must occur before re-hiring the person back into a “Part Time” position (RPS, Assignment). There will be no break required in order to rehire the person back into a “Full Time” position. A more detailed communication has been sent out by the VC-HR.

If you have any further questions about the 26 week break or exception, please contact College HR, Jim Bowers, Josh Mackey or LisaKussard.

Will a communication be sent out to all employees to reinforce their responsibility regarding tracking hour many hours are worked each week?

-Yes- Communication is being worked on and will be sent out shortly from the VC-HR.

Are individuals who are paid through Professional Service Contracts (Vendors) held to the same policies and weekly hour’s limits as individuals who are paid through Special Service Contracts (Employees)?

-No. Individuals who are paid as vendors, through AP and receive a 1099 form are not considered employees and these roles do not apply. Please remember to verify that you are paying an individual properly.

Are Faculty who are being paid on a special service contract to evaluate an intern (Stipend) required to report hours worked?

-Most assignments should have hours worked associated with them. Review is being done now on what the hours should be for certain types of stipends. Review of job codes will be done to ensure correct hours for jobs that are considered “standard”.

How are Federal Workstudy Students affected?

-They are exempt from ACA guidelines. However, if work study students are employed within MCCD as part time employees in addition to their workstudy assignment, they must follow all temp/part time rules for their non-workstudy job. Please be sure to also follow all Federal Workstudy requirements.

Will a layoff be held to the same 26 week return rule as a termination?

-Yes for now, but further deliberation can be done.

How were the “peak” weeks determined?

-CEC Leadership and VP level Administrators made the decision after meeting with their respective groups and the peak weeks were allowed to try to provide maximum support during the organization’s times of biggest need.

Can an OYO/OSO short term employee work as an adjunct during the summer if we know that after ending the OYO assignment in May, it will be renewed as OYO/OSO?

-No. If a term row exists, even if it’s only for a month or two the 26 week rule applies.

Questions RE: Tools

Will an assignment show up on the Employee Hours Profile Page if it starts BEFORE 7/1/14 but ends AFTER 07/01/14?

-Yes as long as the end date is equal or greater than 07/01/14

Are there plans to modify Training Services documents regarding Job Hire Documents?

-There are no plans currently, but this can be discussed in the future.

Why don’t Managers have access to the page that shows total hours?

-Managers should not be concerned or be tracking “total” hours. Their job is to limit the employee to the weekly limit of 25 hours, except for the peak weeks defined by MCCCD Administration.

What happens if an adjunct employee misses a day? Can they “recoup” the hours?

-As long as the hours are on the dock form submitted to Payroll and it’s entered on the Payline for the correct pay period the weekly hours will be adjusted on the Hours Tracking pages for the week affected.

What happens if incorrect hours are paid, 30 for example, and then a correction is submitted to reduce the weekly hours to 25? Will the email sent out for a violation be corrected?

-An email will not be sent out immediately after the correction is made, however the next violation will be accurate. For example- If this was a first offense, gets corrected and another offense occurs, the violation level will still be 1…not 2. The correction of hours will be made to the appropriate week and the program will recalculate the total violations each pay period.

Why do some hours on the Profile pages show increments of .25 and some don’t?

-Time and Labor pays RPS hours in increments of .25, but assignments don’t have the same restrictions: EX .20 or .40. Hours totals will have various increments in the totals.

What if the total hours on the ACA page, accessible to only HR, don’t match the hours if I add them up for every pay period?

-In some circumstances the hours displayed might not match perfectly because the total hours are for exactly 7/1-6/30. If a Job Hire Doc starts or stops in the middle of the crossover of the fiscal, the numbers won’t be exact, but should be within a few hours.

Will the emails that will be system generatedfor part time employees who exceed the weekly hours limit know which weeks are the peak weeks and send the emails accordingly?

Yes, the system will generate the emails based on the hour’s limit that was set for that week.