Voluntary Summer Programs

Updated July 8, 2020

Managerial & Professional (M&Ps) and Excluded Clerical & Technical (C&Ts)

Two Options Are Available (Through August 31, 2020)

  1. Summer Schedule (reduced hours of work each week at 20 hours or more, for up to 3 months, through August 31, 2020).
  2. Summer Months (0—a.k.a. zero, work hours in the form of a personal leave for up to 3 months, through August 31, 2020).

Summer Schedule Program

During the period Monday, June 15, 2020 through August 31, 2020 (August 28th for Excluded C&Ts), employees may request a reduced work schedule, subject to approval by a manager based on operational need.

The employee’s gross pay will be adjusted, but their FTE will not be reduced in Workday. Benefits will continue during the reduced schedule period but benefit deductions will be based on the cost for full-time staff and a few benefits are adjusted for the reduced hour schedule. Impacts include:

BENEFIT STATUS
PTO Accruals Remains the same because FTE remains the same (includes accrual of all forms of PTO, including Flex and Sick)
Holiday (July 4th) Will be paid
Benefits Continues through leave. Deductions occur at a full-time rate.
Child Scholarship Remains eligible
403(b) Both University Core and University Match will be adjusted to the new gross pay
Buy-up LTD Remains the same
Supp Life Remains the same

PTO cannot be used to offset time not worked on the reduced schedule option.

Example: If an employee opts for a 4-day work week, Monday through Thursday as an example, the employee may not use PTO for Friday. Friday is unpaid. However, PTO (including Flex Days, Sick Days) can be used for any days that are worked and paid.

The process for applying for Summer Schedule is as follows:

  1. Request a discussion with your manager, to evaluate your department’s operational needs before finalizing your new schedule.
  2. If your request is approved by your manager, please complete the Voluntary Summer Program request form in Workday. The form can be found by entering “Create Request” into the Workday Search bar on the top left of the screen. Select the option for “All” and then select “Voluntary Summer Programs”. Once submitted, the form is sent to your manager for approval.
  3. After your manager reviews and approves your Workday request, your manager can contact Employee Services to request a change to your Kronos timecard to reflect the new schedule. Should you need to make changes, you will have the option to change your day(s), with your manager’s approval.

Summer Months Program

Employees may request to be off work for up to 3 months, through the end of August, subject to approval by a manager based on operational need.

Benefits will continue during the Summer Months period but, if unpaid, premiums due will be collected once the employee returns to work, and resumes paid status. If employee uses PTO then premiums will pull accordingly.

Paid Personal Leave

BENEFIT STATUS
Pay Use of accruals – PTO/Vacation, Flex (not sick)
PTO Accruals PTO will not accrue while an employee is on a Personal Leave
Holiday (July 4th) Will be paid
Benefits Continues through leave
Child Scholarship Remains eligible
403(b) Both University Core and University Match will be adjusted to the new gross pay/td>
Buy-up LTD Remains the same
Supp Life Remains the same

Unpaid Personal Leave

BENEFIT STATUS
Pay Unpaid and cannot use any form of PTO/Vacation/Flex
PTO Accruals PTO will not accrue while an employee is on a Personal Leave
Holiday (July 4th) Will be unpaid
Benefits Continues through leave. When employee returns from leave, benefits deductions “double up” until they are caught up.
Child Scholarship Remains eligible
403(b) University Core and University Match does not occur, as the employee is unpaid
Buy-up LTD Remains the same
Supp Life Remains the same

PTO will not accrue during the Summer Months program, as is consistent with all Personal Leaves.

Accrued vacation and Flex Time PTO can be used to provide paid status for a portion (or all) of the Summer Months period.

The process for applying for Summer Months is as follows:

  1. Request a discussion with your manager, to evaluate your department’s operational needs before finalizing your new schedule.
  2. If your request is approved by your manager, please complete the Voluntary Summer Program request form in Workday. The form can be found by entering “Create Request” into the Workday Search bar on the top left of the screen. Select the option for “All” and then select “Voluntary Summer Programs”. Once submitted, the form is sent to your manager for approval.
  3. 3. After your manager reviews and approves your Workday request, your manager can contact Employee Services to request a change to your Kronos timecard to reflect the new schedule. Should you need to make changes, you will have the option to change your day(s), with your manager’s approval.

Clerical & Technical (C&T) and Service & Maintenance (S&M)

Reduced Hours Program (June 15-July 10)

During the period Monday, June 15, 2020 through Friday, July 10, 2020, employees may request a reduced hours schedule, subject to approval by a manager based on operational need.

BENEFIT STATUS
PTO Accruals Remains the same because FTE remains the same (includes accrual of all forms of paid time off, including: vacation, sick)
Holiday (July 4th) Will be paid
Benefits Continues through leave. Deductions occur at the regular rate because FTE remains the same.
Child Scholarship Remains eligible
403(b) Both University Core and University Match will be adjusted to the new gross pay
Supp Life Remains the same

Paid time off cannot be used to offset time not worked on the reduced schedule option.

Example: If an employee opts for a 4-day work week, Monday through Thursday as an example, the employee may not use paid time off for Friday. Friday is unpaid. However, Vacation (including Personal Days, Sick Days, Floating Holidays) can be used for any scheduled workdays during the reduced schedule period.

The process for applying for the Reduced Hours Program is as follows:

  1. Request a discussion with your manager, to evaluate your department’s operational needs before finalizing your new schedule.
  2. If your request is approved by your manager, please complete the Voluntary Summer Program request form in Workday. The form can be found by entering “Create Request” into the Workday Search bar on the top left of the screen. Select the option for “All” and then select “Voluntary Summer Programs”. Once submitted, the form is sent to your manager for approval.
  3. After your manager reviews and approves your Workday request, your manager can contact Employee Services to request a change to your Kronos timecard to reflect the new schedule. Should you need to make changes, you will have the option to change your day(s), with your manager’s approval.