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Regular
payroll employees have paychecks prepared based on anticipated
attendance through the end of the pay period. A full month
of pay is issued unless Payroll Services is notified of
a change by the dock cut-off date. When employees are
absent without sufficient leave credits (paid vacation
or sick leave) to cover their
absence, they must be placed on a leave-without-pay. An
employee may elect to be docked in lieu of using leave
credits. An exception would be employees who are in classifications
that are exempt from the Fair Labor Standards Act and
who cannot be docked for less than a day.
Leaves-without-pay for 14 days
or less are "informal" leave and must be processed as
pay docks.
Leaves-without-pay for 15 days
or more are "formal" leaves. A PTF is required to request
a formal leave of absence.
General Procedures
Docks are to be reported
to Payroll Services AS THEY OCCUR, and
docks must be reported by dock cut-off (See "Dock
Cut-Off" below). Docks can be approved for leaves-without-pay
(L) and for an AWOL (A). Each can be processed without
the employee's signature but not without the supervisor's
signature.
If an employee is paid LESS than eleven days in a
pay period, the pay period is considered non-qualifying
for accrual of leave credits and state service.
Dock Cut-Off
The purpose of Dock Cut-Off
is to ensure that all leaves without pay are reported
to the State Controller's Office in time to be reflected
on the employee's pay warrant on pay day. If this
does not occur, the warrant is returned to the State
Controller's Office, which may delay the employee's
pay. Refer to the Pay
Period Calendar for Dock Cut-Off dates.
Docks Submitted After Cut-Off
If a dock occurs after dock
cut-off, notify Payroll Services immediately. Payroll
Services will determine the appropriate action to
take to prevent an overpayment if possible.
Attendance Recording
Docks for Approved Leave-Without-Pay
(LWOP): If the dock is for an approved leave-without-pay,
the absence form should show an "L" and the amount
of hours to be docked on line designated "L or A"
of the absence form (ex: L 8).
Dock for an AWOL: If the dock is for an AWOL
(Absence-without-leave) the absence form should show
an "A" and the amount of hours to be docked on the
line designated "L or A" of the absence form (ex:
A 8).
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