 Master
Payroll
 Master
Payroll Attendance
Time
and Attendance Guidelines
Timekeepers
Responsibilities & Proc
Signature
of Responsibility
Glossary
of Terms
Basic
Attendance Reporting
Hourly
Intermittence Attendance
Shift
Differential Attendance
Irregular
Work Schedule
Special Consultants
Separations
Leave
Accounting
Sick
Leave
Vacation
Personal
Holiday
Overtime
Compensating
Time Off (CTO)
Docks
Holiday
Compensation
Jury
Duty/Subpoenaed Witness
Military Leave
Union
Leave
Funeral
Leave
Disability
Leave
Accounting Glossary |
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Absence
Request - Form used to report absences, excess hours,
etc. CSUMB used the Form 634 for this purpose.
Academic Calendar
- Lists actual work days/holidays by month, quarter, semester
and year for academic employees in CSU and Department
of Education, Special Schools. Used in lieu of 21 or 22
day pay period.
Agency Code - A three
digit numeric code, assigned to an agency, that identifies
the agency from which salaries and benefits are paid.
Authorized Signature
- Signature of person authorized by each Appointment Power
(or deputy) to sign various types of payroll documents,
certifying that the information is complete, correct and
in accordance with all laws and regulations.
AWOL - Absence without leave.
Employee's absence is not an approved absence. For more
information, see Docks
Bargaining Unit Contract
- Collective
bargaining agreement between the Board of Trustees
of the California State University and various unions
representing employees of the CSU.
Bereavement - Funeral
leave for specified relatives. Refer to MOUs.
Blanket Serial Number
- Three-digit number in the 900 series - any number of
employees may be paid from this serial.
Bridge - A classification
used to employ Student Assistants who are enrolled in
less than the required units.
Calendar Year - Refers
to the period of time from January 1 through December
31.
Call Back - Work (unplanned
performed at a time outside of and not continuous with
an employee's regular work schedule.
Casual Employment - A group
of classifications generally used for employment in the
trades and crafts to perform new construction work or
provide temporary help to the regular campus staff. Employees
in this class are paid at the prevailing rate rates. Also
referred to as "trade rates." Casual employment classes
are identified in the CSU
Salary Schedule under Section E99.
Catastrophic Leave - A benefit
offered to employees who have no leave benefits to cover
their time off work due to a catastrophic illness or injury
(determination made by University Human Resource Benefit
Officer). The receiving of donated leave time from fellow
employees. Refer to MOU.
CBID - Collective Bargaining
Identification Designation - identifies bargaining unit
representing each employee for employee/employers relations
with State.
Citizen's Necessity Leave - May
be granted to allow a leave for two hours for completing
the process of becoming a US citizen.
Class Code - A four digit code
that identifies the position classification title as show
in the the CSU Salary Schedule (i.e. a Casual Worker has
a class code of 1800).
CTO (Compensatory
Time Off) - Overtime that is converted into accrued
hours or fractions thereof, that an employee may use at
a later date in lieu of vacation,
sick leave or personal
holiday.
Cutoff Date - The final day
in each pay period by which the Payroll Office must receive
and process change documents (i.e. PTFs, docks, EARs)
effective during that pay period. Refer to the pay period
calendar for the exact date of each month.
CWP - Campus Work Program
Docks
- See AWOL and Leave Without Pay
Employee Action Request (EAR)
- Used to report W-4 information, address, and/or name
changes. Not to be confused with the SPAR form that is
used for student assistants only.
Excess
Hours - Authorized time worked in excess of the
regularly scheduled workday, associated with and Irregular
Work Schedule.
Extra Hours - Hours worked
beyond the regular scheduled work week.
Fiscal Year - Refers to
the period of time from July 1 through June 30.
Fractional Time-Base
- Six digit identifying the employee's time base if other
than full-time, intermittent, or indeterminate. The first
three digits are the numerator; the last three digits
are the denominator (i.e., one half-time = 001/002) as
listed on the Attendance Report (672). Or the decimal
listed on the PTF (0.50 for one half-time) indicates the
time base.
FWS - Federal Work Study
Header (Payroll) - Indicates
the name of the agency/campus, reporting unit, name of
fund, identification of appropriation (chapter, item number,
etc.), and fiscal year. Always printed on the warrant
registers and attendance reports.
Hourly Intermittent Appointment
- A type of appointment that is generally used when the
schedule of work may vary from day-to-day or week-to-week,
usually for a short period. Payment for work performed
is on an hourly basis. (Time-base listed as HI on PTF).
Industrial
Disability Leave (IDL) - A benefit paid for temporary,
work-related disability to members of PERS/STRS
Irregular
Work Shift - A work schedule other than 8 hours
per day, Monday through Friday.
I-9 Form (Employment Eligibility Verification)
- A form required be Federal Law to establish positive
identification and employment eligibility of a new employee.
Jury Duty/Subpoenaed
Witness - Employee may be absent with pay for
time actually served to perform jury duty or for time
as a subpoenaed witness in a State-related court case.
Leave Accounting System (LAS)
- A State Controller's Office computerized record keeping
system which records time off that is accrued, earned
& used.
Leave to Vote - An employee
who would otherwise be unable to vote outside of his/her
regular working hours. Refer to MOUs.
Leave Without Pay (LWOP) - Time
to be excluded from employee's Master Pay (i.e., parental,
personal, professional, medical leaves or docks). Refer
to MOUs.
Master Payroll - Payroll
is prepared as of the cutoff date of regular monthly
salaried employees.
Military
Leave - Leave granted to serve in the US or State
Military. See MOUs.
Memorandum of Understanding (MOU)
- A collective
bargaining agreement negotiated between the Board
of Trustees of the California State University and a Union
representing employees of the CSU.
Non-Industrial
Disability Insurance (NDI) - A Benefit paid for
state employees who are unable to work due to non-work
related illness or injury.
Negative Attendance - Payroll
is prepared in advance of payday and attendance certification
based on the premise the employee will receive a full-month
warrant unless reported otherwise.
Oath of Allegiance - An oath
that every state employee must sign before he/she enter
upon the duties of his/her employment, except legally
employed non-citizens.
Overtime
- See Extra Hours.
Pay Period - Designation
of the period of time for which payment is made. There
are 12 periods in a calendar year, containing 21 or 22
workdays in each pay period.
Pay Plan - There are five
pay plans for CSU regular monthly rate employees: Twelve-month
(12/12), eleven/twelve (11/12), ten-month (10/12) and
academic year.
Personal Holiday
- A day off give to every qualifying employee which must
be taken on one (1) day during the calendar year.
Personal Transaction Form (PTF)
- The basic CSUMB form used to process any personnel transactions
(i.e., appointment, promotion, transfer, leave, resignation,
etc.).
Position Number - A 13-digit
sequence which represents the agency, reporting unit,
class code, & serial number of an employee.
Qualifying Pay Period
- A pay period in which a full-time or fractional employee
is paid at least 11 full days.
Retired Annuitant - A retired
State employee who receives an annuity from the Public
Employees Retirement System (PERS) who has temporarily
returned to work. These employees do not earn leave time
or holiday pay.
Shift Differential - Additional
pay for employees assigned to work evenings or nights.
Refer to salary
schedule.
Sick Leave - Time off accrued
by employees to be used when an employees or a family
member is ill or is going to a medical appointment. See
MOUs.
Timebase - The fraction
of time for which a position is established. This may
be full-time or any lesser fraction.
Vacation - Time off accrued
by employees to be used for any purpose.
Work Excess - See Excess
Hours.
Year-round Operations (YRO) -
Includes the new summer semester during which students
pay regular fees instead of per unit summer session fees
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