“Classifications & Pay Ranges”

Student Part-Time Classifications

Student Part-Time Classifications – Computer Store

Student Part-Time Classifications – Food Service

Student Part-Time Classifications – Student Media

“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:

• “HR” = the hourly 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:

• “NON-EX” = Non-exempt (see “Pay Status”).

“Pay Increases & Adjustments”

General Provisions

• Employees are paid within the established “Minimum” and “Maximum” pay rates for their classification.
• Student employees are usually hired at “Minimum” of the pay range for their job.

Employment Changes & Current Student Employee Pay

Regular Student Employees

The following shows how pay is affected when a current regular status student employee is transferred to another service area, reclassified or elects to assume a different or “ADD” position:

Rehires

Regular Student Employees

Regular status student employees who return to regular status ASUCLA student employment at any time following separation are paid:

Stipends

Individuals who formerly received stipends will be paid by new terms of agreement if they accept a new stipend assignment.

Individuals who formerly received stipends will be paid at “Minimum” of the range for the new position on accepting regular status ASUCLA student employment.

Merit Increases

Regular status student employees are eligible for merit increases based on annual performance review ratings (see “Performance Reviews”) and availability of funds.

The first eligibility for merit increase review occurs on April 1st if hired on or before February 1st of the same year. If hired after February 1st of that year, the first eligibility of merit increase will be April 1st the following year.

Merit increases are normally awarded annually, effective April 1.

Student employees who have reached the top of their pay range are not eligible for merit increases.

Ineligible for Merit Increases

Individuals receiving stipends are not eligible for annual merit increases.

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.

Pay adjustments are generally increases of 5%.

Pay adjustments require the approval of ASUCLA’s Executive Director.

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 the advance approval of the operating Division and Human Resources Directors.

“Pay Status”

All regular status student employees are identified in ASUCLA’s Title & Pay Plan as 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. Managers will input hours worked from timesheets for special events if there is no Kronos Timeclock available.
• They are eligible to receive overtime pay or compensatory time off.

Individuals receiving stipends are not subject to the provisions of the Fair Labor Standards Act.

“Defined Contribution Plan”

DCP is a qualified retirement program governed and mandated by the Internal Revenue Service. It is administered by University of California Employee Benefits in the Office of the President, located in Oakland. Unless exempt, employees must contribute 7.5% of their gross wages to the DCP and 1.45% to Medicare (on a pre-tax basis). DCP contributions are made in lieu of Social Security.

Several investment options, from which you may choose, are available for your contributions. If you do not make an investment choice, the contributions will automatically be invested into a savings fund. To find out more about the DCP, contact the Human Resources Office.

You will receive a refund of your contributions and earnings upon terminating your employment with ASUCLA. The refund check will come to you 6 – 8 weeks later. Usual Federal and State taxes will be withheld, as well as tax penalties of 10% (federal) and 2.5% (state) if you are not of retirement age. To avoid such penalties, you have the option of arranging for a direct rollover of the money into an IRA or similar account.

Exemptions

To be exempt, you must satisfy the following requirements:

• You are subject to foreign taxes or Social Security totalization agreements; OR ….
• You are a nonresident alien with F-1/J-1 visa; OR ….
• You are enrolled in the following minimum unit requirements:

Stipends

This policy applies also to individuals in stipend assignments at ASUCLA.

“Timekeeping”

All student 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

ASUCLA’s pay days are 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.

To sign up, request a Surepay form from ASUCLA’s Payroll Department.

Pay Check Errors

Employees and individuals receiving stipends are responsible for reviewing their pay carefully to verify the number of hours, rate paid and deductions taken prior to cashing or otherwise negotiating them.

Employees and individuals receiving stipends 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 and stipend repayments through payroll deductions when an overpayment occurs.

“Student Schedules”

Minimum/Maximum Hours

Each department establishes its own requirements for a minimum work schedule, but most ask their student employees to be available to work at least 10 hours per week.

ASUCLA’s maximum work schedule for part-time employees is 20 hours per week. The 20 hour maximum work schedule may be waived when classes are not in session, such as during the summer months, holidays, and academic session breaks.

Individuals receiving stipends are not subject to these provisions.

Scheduling

The hours you work each week are scheduled according to your availability and are based on your department’s business needs.

When schedules are changing due to such things as finals weeks, academic session breaks or the beginning of an academic quarter, you will be asked to provide your supervisor with your availability for the new period, in advance. Failure to do so may result in being removed from your department’s schedule. This applies to:

• Regular status student employees.
• Project and Technical Assistants.
• Individuals receiving stipends.

“Breaks & Meal Periods”

ASUCLA adheres to the provisions of State and Federal law in scheduling employee breaks and 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.

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

Meal Period Waivers

Student 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.

Stipends

Individuals receiving stipends are not covered under the provisions of State and Federal law concerning breaks and meal periods. Supervisors are therefore not obligated to provide breaks and meal periods to individuals in stipend assignments. Supervisors may, however, allow individuals in stipend assignments to take breaks and meal periods based on the operating needs of the department and the preferences of the individuals in stipend assignments.

“Special Pay”

Overtime Hours

In accordance with the Fair Labor Standards Act, when student employees are required to 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”.

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 student 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”). Student employees 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.

“Standby” Pay

In accordance with applicable State and Federal laws/regulations, student 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.

Student 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

In accordance with applicable State and Federal laws/regulations, when called back to work after completing the regular work schedule and leaving the work premises, student employees will be paid at their regular rates for a minimum of 2 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

In accordance with applicable Federal laws/regulations, student 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

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

Shift Differential

In some cases, student 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:

Jury Duty

Student employees do not receive pay when they are called to jury service. Many courts recognize this as financial hardship, and excuse those who claim financial hardship from serving on an extended panel. If you are subpoenaed for jury duty, you may wish to obtain a letter from ASUCLA’s Human Resources Office that verifies that you would not receive any pay while on jury duty.

Pay Advances

ASUCLA does not provide pay advances.

Gratuities (“Tips”)

Employees and individuals receiving stipends are prohibited from accepting any form of gratuity from ASUCLA customers or vendors.

Stipends

Individuals in stipend assignments are not covered under the provisions of State and Federal law concerning special pay, and are therefore not eligible for the following:

• Premium pay/CTO for overtime hours worked.
• “Standby” pay.
• “Callback” pay.
• Travel time pay.
• Shift differential pay.
• Paid leave for jury duty.

“Report of Earnings to Financial Aid Office”

The UCLA Financial Aid Office requires that ASUCLA provide them with payroll information on our student employees and individuals in stipend assignments. The information is used to audit financial aid applications submitted by students. It is important that you advise the Financial Aid Office of your earnings with ASUCLA if you are, or expect to be, a financial aid recipient.

“Work Study”

If you are eligible to receive Work Study funds, you can apply these funds to your ASUCLA earnings if you are a student employee. To do so, you must contact ASUCLA’s Human Resources Office to complete necessary paperwork.

Students applying Work Study funds to ASUCLA employment will be paid at the same rate of pay as other ASUCLA student employees. Your supervisor, manager or a Human Resources Representative can provide you with additional information about the Work Study program.

The Work Study Program does not allow the application of Work Study funds towards stipends.

“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.

Stipends

This policy applies also to individuals in stipend assignments at ASUCLA.