Payroll Guidelines for Our Five Fabulous Fridays


Tuesday, April 12, 2022

A Message from Bettie Cooper, Director, Payroll Services 

Last Friday, College President Kathleen Plinske announced a new model for our summer work schedule — FIVE FABULOUS FRIDAYS!

From Friday, June 3 through Friday, July 1, 2022, full-time employees will have the full Friday off. During this time, business hours will be 8 a.m. – 5 p.m., Monday through Thursday. Friday, July 8, 2022, will resume as a regular work day. Employees who submit timesheets will record leave time for the eight hours granted each week as Summer Hours.

As with the case of our former half-day Fridays, we will have some classes and activities happening on campus, so some employees may be expected to work some Fridays. If that’s the case for you, you’ll have the chance to connect with your supervisor to identify another time that you can take as leave within the same pay period or to bank for use at a later date.

Please use the following guidelines for the summer work schedule:

    • The College’s work week begins at 12:01 a.m. on Sunday and runs for seven consecutive days (168 hours), ending at midnight on Saturday. All 12-month employees are required to work or be on approved leave for the 32-hour work week during this period.
    • Although the College work week for 12-month employees will be 32 hours during the summer schedule, pay will not be affected as the remaining eight hours are calculated as Summer Hours. Employees will continue to receive the same bi-weekly pay rate based on the standard 40-hour work week. Vacation and sick leave accrual will also remain unchanged, and leave taken will be charged based on the 32-hour work week schedule.
    • The College will be closed on Memorial Day, Monday, May 30, 2022. All 12-month employees must work or take paid leave for the remaining 24 hours of that week.
    • The eight hours per work week that 12-month employees are not required to work during this period will be considered approved, paid leave and documented as “Summer Hours” on the Web Time Entry Timesheet. Schedules may be adjusted if coverage for Fridays is required. For example, half of a department may be off Tuesday because they must work Friday.
    • Please remember that summer hours are not included in the overtime calculation. All non-exempt employees will receive overtime compensation for each hour actually worked in excess of 40 hours during the workweek. (Please see Valencia policy 6Hx28:3C-01 – Total Rewards: Compensation and Hours of Work for Employees of the College.) If a non-exempt employee works more than 32 hours in any given week, Summer Hours must be reduced for that week so that the hours total 40 for the week. If more than 40 hours are actually worked, Summer Hours would not be recorded at all for that week.

 

    • If the Summer Hours are not used with the same pay period and are banked instead, they will be added to the leave system as soon as possible once the timesheet for that pay period is in a “Completed” status. When used, a Certificate of Absence (COA) for Banked Holiday would be submitted and the hours would be recorded on the timesheet as Banked Holiday. Banked Holiday hours do not pay out when an employee leaves the College, so please be sure to use those hours as soon as possible.
    • This new benefit replaces the “half-day Friday” summer schedule, so Summer Hours can only be taken during these five weeks unless they are banked for future use. Banked Holiday hours can’t be taken until they are reflected in your leave balance.
    • As usual, overtime should only be authorized when absolutely necessary.
    • Also, remember that shift differential is earned when 40 or more hours are worked between 5 p.m. and 8 a.m. within a two-week pay period. The summer hours will not be included in that calculation.
    • Full-time, 12-month employees should be scheduled for at least one, 30-minute lunch period each day. Part-time employees who work more than six hours in a day should also be scheduled for a lunch period of at least 30 minutes. While these breaks are not required, it’s good practice to try and ensure that your employees get a break in their work day. Please keep in mind that the allowed 15-minute breaks cannot be saved or combined to make up for hours lost due to leaving early from work.
    • Supervisors should ensure that all full-time staff members are able to take advantage of the summer schedule on an equitable basis.

If you have questions, don’t hesitate to get in touch with me at BCooper11@valenciacollege.edu.

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