FY14-FY15 Classified Employee Furlough Info/Forms
Posted: July 1, 2013
As you are aware, as required by AB511 passed by the 2013 Legislature, all classified employees are required to take 48 hours (6 days) unpaid leave in each fiscal year during the FY14-FY15 biennium beginning July 1, 2013.
What is New for FY14 and FY15
While the current classified furlough leave guidance in the Nevada Administrative Code 284.531 are effective only through June 30, 2013, it is anticipated that this section of NAC with be renew with minor to no revisions.
It is expected that the practices and rules over the past two year are anticipated to be identical for the new biennium. As such, implementation should not be troublesome. In addition to what you have read before, here are some key points to keep in mind when scheduling unpaid leave:
- Unpaid leave does need to be approved by the supervisor and the supervisor should agree to any reasonable request that will not materially impact the operations of the unit.
- Employees and supervisors will be required to establish a leave schedule six months at a time; the first schedule will cover July 1 through December 31, 2013.
- Deductions from pay for unpaid leave will occur in the pay period in which the leave occurs.
- Unpaid leave cannot be taken in excess of twelve hours in any work week. UNLV work weeks run between Sunday and Saturday, as such nothing would preclude an employee from requesting leave on Friday and the following Monday. However, if both those dates are in the same pay period, both would be deducted from a single check.
- There are no unpaid leave exemptions for classified employees. The amounts above are based on full-time employment. Part-time employees furlough requirements are prorated based on FTE equivalent.
Other Scheduling Considerations
In order to accommodate these changes to the classified furlough program, using a process similar to what has been in place for the past several years, supervisors and employees will need to schedule furlough leave for the first 6 months of the fiscal year (July 1 through December 31). As with the program in place for the past two years, the following guidelines must be followed in order to comply with AB511 and State Department of Personnel regulations (in addition to the requirements noted above):
- Employees cannot take more than 12 hours in one work week (Sunday through Saturday).
- Employees cannot earn overtime pay, compensatory time, pay for standby status, added regular time for work as a part-time employee or callback pay in the same work week (not entire pay period) in which the employee takes furlough leave, unless approved in advance by the Director and the Senior Vice President for Finance and Business.
- If an employee who leaves state service has taken more than the equivalent of 12 hours of furlough leave per quarter at the time of his separation from state service, the employee will not be reimbursed for the additional furlough leave taken.
- An employee who is initially appointed to state service after July 1, 2013 will be required to take a prorated number of hours or days of furlough leave during the remainder of the fiscal year after appointment. If an employee is appointed on a day other than the first of a month, the employee shall be required to take the proportional amount of furlough required for the remainder of the quarter to begin in the succeeding month after employment.
- To the extent practicable, an employee who is required to take furlough leave and his supervisor shall jointly determine in advance a schedule pursuant to which the employee will take furlough leave. If, because of business necessity, such a schedule cannot be mutually agreed upon, a supervisor may direct an employee to take furlough leave on a specific day or at a specific time, or both.
- Once the six month schedule has been approved and submitted to Payroll for processing, changes to the schedule may only be made within the pay period for which the original permitted unpaid leave occurred, and must be approved by the employee’s supervisor. Please note: classified furlough leave should be documented for leave-tracking purposes using the iLeave system; however, the iLeave system does not interface with the Payroll system. Classified furlough payroll reductions will be based on the data gathered at the start of the six month period (see Six Month Schedule Approval Documentation Process below).
Six Month Schedule Approval Documentation Process
In order to document unpaid leave, employees must complete and supervisors must approve the six month leave schedule using the form found on the website.
The form is to be completed, approved and submitted to the department leave keeper to be retained in the departments leave records.
Using the same process that has been used for fiscal year 2013, classified employees must complete, and supervisors must approve, the next six month unpaid leave schedule for the period July 1, 2013 through December 31, 2013 using the form linked above. The form is to be completed, approved, and submitted to the department leave keeper to be retained in the departmental leave records.
Department leave keepers will continue to use the same login and password used in prior furlough collection periods to record employees’ unpaid leave schedules on-line using the same process used for FY2013. Schedule information entered by leave keepers into the online system will then be collected by Payroll for processing in pay periods corresponding to the scheduled unpaid leave.
Questions about classified unpaid leave processing can be directed to the Payroll Manger, Mary Jimenez at 895-3825.
Get more information about the FY14-FY15 unpaid leave requirements.