“Classifications & Pay Ranges”

Staff Classifications

“Abbreviations & Terms”

Code:

Identifies a specific payroll classification.

Title:

• The name of a specific payroll classification.
• This is to be differentiated from a specific position’s “Working Title”.

Rate:

• “MO” = the monthly pay rate, which is the yearly pay rate (divided by) 12.
• “HR” = the hourly pay rate, which is the yearly rate (divided by) 2088
• “YR” = the yearly pay rate.
• All student employee pay rates are hourly.

Pay Range:

The range of compensation for any classification.

Ranges begin with minimum and end with maximum pay rates. Midpoint pay rates are also shown.

Employees are paid within the established minimum and maximum pay rates for their classification.

Status:

• “EX” = Exempt.
• “NON-EX” = Non-exempt.

UEP:

“University Equivalent Position”, abbreviated.

The comparable University position code, where applicable.

• PSS = Professional & Support Staff.
• MSP = Management & Senior Professionals.

“Pay Increases & Adjustments”

General Provisions

Employees are paid within the established “Minimum” and “Maximum” pay rates for their classification.

The hiring of individuals above midpoint of any range requires the advance approval of appropriate operating division Directors and the Director of Business and Legal Affairs.

Recently graduated student employees of ASUCLA are hired to professional positions at “Minimum” of the range. Exceptions require the advance approval of appropriate operating division Directors and the Director of Business and Legal Affairs.

An employee who is employed at 100% time shall not receive additional compensation for any work or services performed that are related to the employee’s current position, regardless of the source or type of payments. (Payment for overtime earned by a non-exempt employee and wage/equity adjustments are not subject to this restriction.)

Merit Increases

Regular status professional employees are eligible for merit increases based on performance review ratings and the availability of funds.

Regular status professional employees who have reached the top of their pay ranges are not eligible for merit increases.

Merit increases are awarded annually, effective August 1.

Depending on when an employee is hired during a review cycle, merit increases may be prorated according to the following schedule:

Promotional Increases

A pay increase of 5% or “Minimum” of the new range, whichever is greater, may be awarded upon promotion or upward reclassification that includes significantly increased responsibilities.

Pay Adjustments

Compensation may be adjusted in response to a number of circumstances, including but not limited to:

• When significantly additional work is assumed without change to classification.
• When temporarily assigned the responsibilities of a higher level position.
• When compensation is not commensurate with the applicable labor market.
• In response to internal pay equity issues.

Pay adjustments are generally increases of 5%.

Pay adjustments may not exceed 25% in any given twelve (12) month period.

Demotion or Downward Reclassification

Employees who are demoted to a lesser position generally receive a pay decrease.

Employees whose positions are reclassified downward will receive a pay decrease when duties/ responsibilities are significantly decreased, or under similar circumstances.

Range Adjustments

Pay ranges are adjusted periodically to provide increased potential for pay advancement.

Exceptions

Exceptions require written justification, and advance approval of the operating Division Director, the Director of Business and Legal Affairs, and ASUCLA’s Executive Director.

“Pay Status”

Exempt

Exempt employees are defined as employees who, based on duties performed and manner of compensation, shall be exempt from the Fair Labor Standards Act minimum wage and overtime provisions.

Exempt employees are paid an established monthly pay rate, and are expected to fulfill the duties of their positions regardless of hours worked:

• They are not required to report actual hours worked, nor partial days off, on attendance reports.
• They are not eligible to receive overtime pay or Compensatory Time Off.

Exempt classifications are identified in ASUCLA’s Title & Pay Plan.

Non-Exempt

Non-exempt employees are defined as employees who, based on duties performed and manner of compensation, are subject to all Fair Labor Standards Act provisions.

Non-exempt employees are compensated for actual time worked:

• They are required to report actual hours worked and all time off (on the Kronos Timekeeping System).
• They are eligible to receive overtime pay or Compensatory Time Off.

Non-exempt classifications are identified in ASUCLA’s Title & Pay Plan.

“Time & Attendance Records”

Exempt Employees

Exempt employees complete Associated Students, UCLA “Employee Attendance Report” to record:

• Paid Sick or Vacation Days.
• Paid Holiday Hours.
• Any time off due to Unpaid Leave of Absence.
• Any time off due to Jury Duty.

Exempt employees shall not record actual hours worked, nor partial days off.

Non-exempt Employees

Non-exempt employees utilize the Kronos Timekeeping System (Workforce Central) for attendance recording of:

• Actual hours worked, including any overtime.
• Paid Holiday Hours
• Paid Vacation or Sick Hours
• Any Compensatory Time taken.
• Any time off due to Jury Duty.

Limited Appointments

Exempt Limited Appointments complete Associated Students, UCLA “Employee Attendance Report”.

Exempt Limited Appointments record:

• Paid Vacation or Sick Hours.
• Any time off due to Unpaid Leave of Absence.
• Any time off due to Jury Duty.

Exempt Limited Appointments paid hourly record:

• Actual time worked, including any hours over 40 per week.
• Paid Vacation or Sick Hours.
• Any time off due to Jury Duty.

Non-exempt Limited Appointments utilize the Kronos Timekeeping System (Workforce Central).

Non-exempt Limited Appointments record:

• Actual time worked, including any hours over 40 per week.
• Paid Vacation or Sick Hours.
• Any Compensatory Time taken.
• Any time off due to Jury Duty.

Time & Attendance Report Violations

Failure to follow guidelines on completing time and attendance reports will result in corrective action, up to and including immediate dismissal.

“Timekeeping”

All non-exempt employees are required to record time worked using the KRONOS timekeeping system. Pay checks are generated based on the hours reported worked from the KRONOS system by:

• ‘Swiping in’ promptly at the beginning of the scheduled shift.
• ‘Swiping out’ promptly at the end of the scheduled shift.
• ‘Swiping out and in’ promptly at the beginning and end of a meal period.

Employees are to immediately advise a professional supervisor or manager in the event they neglect to ‘swipe in or out’.

Violations of this policy are grounds for immediate dismissal, including but not limited to:

• Failing to ‘swipe’ at the beginning or end of a scheduled shift or meal period.
• Accepting pay for time not worked while ‘swiped in’ the KRONOS system.
• ‘Swiping in’ before the beginning of a scheduled shift without supervisory/management approval in a manner that could result in pay for time not actually worked.
• ‘Swiping out’ after the end of a scheduled shift without supervisory/management approval in a manner that could result in pay for time not actually worked.
• ‘Swiping out’ after beginning a meal period without supervisory/management approval in a manner that could result in pay for time not actually worked.
• Swiping in’ before returning from a meal period without supervisory/management approval in a manner that could result in pay for time not actually worked.
• Having someone else ‘swipe in or out’ on your behalf, or ‘swiping in or out’ on behalf of someone else.

“Pay Checks”

Pay Days

Exempt Employees are paid on a monthly basis on the first day of the month following the pay period end.

When a pay day falls on a Saturday, Sunday or holiday, pay checks are distributed the previous regular work day except for payment of December which will paid the first working day of January.

Non-exempt Employees are paid every other Wednesday.

There is a ten (10) day process period from the pay period end to the pay day, therefore, Wednesday pay day will pay time worked for the two weeks prior to the 10 day process period.

When a pay day falls on a holiday, pay checks are distributed the previous regular work day.

The “Work Week”

ASUCLA’s work week begins at 12:00 a.m. every Sunday, and ends every Saturday at 11:59 p.m..

“Surepay” (Automatic Deposit)

Employees can have their pay automatically deposited to a savings or checking account at almost any bank, savings institution or credit union in the Southern California area.

Employees who elect “Surepay” will view their pay information online at https//atyourservice.ucop.edu.

A Surepay form must be submitted to Payroll to begin this service.

Pay Check Errors

Employees are responsible for reviewing their pay carefully to verify the number of hours, rate paid and deductions taken. This should be done prior to cashing their paychecks or otherwise negotiating them.

Employees are required to report discrepancies immediately to their supervisor or manager. Failure to report pay discrepancies resulting in overpayment may result in immediate dismissal.

ASUCLA retains the right to initiate employee repayments through payroll deductions when an overpayment occurs.

“Breaks & Meal Periods”

Breaks and meal periods are scheduled by your supervisor based on the operating needs of the department, according to the following schedules:

BREAKS…
You may not combine 2 breaks to equal one, add breaks to a meal period, nor take breaks at the beginning or end of your work shift.

MEALS…
Length of meal periods when more than 6 hours are worked will be determined by your supervisor.
Meal periods must fall as close as possible to the middle of your shift.
You may not accumulate meal periods for use another day.

Meal Period Waivers

Non-exempt employees are paid at their regular rates for meal periods under these conditions only:

• When required to stay at their work station during the meal period.
• When required to remain on “standby” at ASUCLA facilities/premises during the meal period.

Employees and their supervisors must have agreed in advance, in writing, to waiving the meal period, and must have advance approval of the Human Resources Division.

“Special Pay”

Overtime Hours

In accordance with the Fair Labor Standards Act, when employees with non-exempt pay status work more than 40 hours in a single work week, they will be compensated with either:

• Overtime pay at 1.5 times the regular hourly rate of pay.
• Compensatory Time at 1.5 times “straight time”.

Premium overtime pay and Comp Time applies only to hours actually worked, and excludes any hours on paid or unpaid leave.

Wherever operationally feasible, Comp Time is to be taken in the same work week in which overtime hours will occur. In such cases, Comp Time is taken at “straight time”.

Overtime pay or Comp Time does not occur when a non-exempt employee works in excess of 8 hours in one day, unless the 40 hours per week minimum requirement has been exceeded.

No more than 240 hours of Comp Time may be accrued (160 hours of actual overtime worked at 1.5 times “straight time”). An employee shall be paid for overtime hours that exceed this maximum accrual limit, at 1.5 times the regular hourly rate.

Employees must have supervisory approval prior to working overtime hours or taking Comp Time.

Based on operating needs and employee preferences, supervisors will determine which method of compensation to apply to overtime hours worked.

“Report-In” Pay

Non-exempt employees will be paid for a minimum of 2 hours at their regular rates when they are scheduled to report to work.

“Standby” Pay

Non-exempt employees will be paid at their regular rates for any hours they are required to remain on standby at ASUCLA facilities/premises. If an excess of 40 hours are worked in that work week, overtime rates will be paid.

Employees who are performing on-call duty but who are not required to remain at ASUCLA facilities/premises (e.g., wearing pagers or checking in periodically) do not receive standby pay and are not eligible for minimum callback pay if asked to report for actual work.

“Callback” Pay

When called back to work after completing the regular work schedule and leaving the work premises, non-exempt employees will be paid at their regular rates for a minimum of 4 hours plus any additional hours actually worked. If an excess of 40 hours are worked in that work week, overtime rates will be paid.

Travel Time

Non-exempt employees will be paid at their regular rates for time spent traveling to and/or from a work location that is not the employee’s regular work site. The usual amount of time spent traveling to and/or from home to the regular work site, and any meal periods, may be deducted.

Blood Drive Participation

Non-exempt employees who donate blood or platelets during campus blood drives will receive 4 hours of Comp Time at “straight time”.

Exempt employees who donate blood or platelets during campus blood drives will receive 4 hours time off.

Shift Differential

In some cases, non-exempt employees assigned to work special shifts receive a shift differential rate in addition to their regular rate of pay. Check with your supervisor or manager to determine how shift differential is administered in your department.

The differential pay rate applies only to the hours worked that fall into your department’s “special shift”. For example:

Advance on Pay & Vacation

ASUCLA does not provide advances on pay or vacation accruals.

Gratuities (“Tips”)

Employees are prohibited from accepting any form of gratuity from ASUCLA customers or vendors.

“Garnishments of Pay”

A garnishment is any judicial or government administrative procedure through which an employee’s wages are required to be withheld for the payment of any debt.

Upon receipt of a court order for pay garnishment, and if the employee cannot obtain a release from the creditor, the moneys due will be forwarded to the proper authority.

Any other type of inquiry or request by an outside concern addressing an employee’s indebtedness will not, for purposes of this policy, be considered a garnishment.

ASUCLA will not assume responsibility for the collection of any employee debt, except those owed to ASUCLA or when directed by court order.

ASUCLA will provide information to creditors only in accordance with applicable laws and regulations.

Corrective Action

ASUCLA recognizes garnishments of an employee’s pay as a costly, administrative burden. In accordance with state and federal laws, ASUCLA may therefore take corrective action, up to and including dismissal, with an employee when a court order to garnish or withhold his/her earnings is received.

By statute, an employee may not be dismissed because of multiple garnishments to satisfy a single judgment, or to satisfy a Support Order.

Financial Counseling Services

Employees who are experiencing difficulties in the management of their personal finances are encouraged to seek financial counseling through UCLA’s Staff & Faculty Counseling Center. For more information, call them at 310/794-0245.