Schedule & Dress

Work Hours

 Flexible work week hours between 7am - 5pm

Program needs and work duties often require work schedules to extend beyond these hours into evening and weekend events and classes. 

Staff work 8 hour days. Anything over 8.5 hours needs prior approval from your direct supervisor. 

Staff work 40 hour work weeks. Anything over that accrues comp time. Comp time must have prior approval by a supervisor. 

Comp time is accrued when the work week exceeds 40 hours. Comp time accrues at 1.5 hours of comp time for every hour worked over 40 hours in the week.

Comp time must have prior approval by your direct supervisor. 

If a work day exceeds 8 hours, arrange for a short day in the same week to keep your time to 40 hours in the week. 

Adjusting your time within the week and not going over 40 hours is called flex time and does not result in the 1.5 hour accrual rate. 

If there are changes in your schedule, communicate these changes through email with
your supervisor and update your google calendar.

Rest and Meal Periods

Rest and Meal Periods

Rest periods are provided for 15 minutes twice a day to be taken in the morning (or in the first 4 hours of working) and afternoon (or second 4 hours of working). It is your responsibility to take your break.

Rest periods are considered as work time. 

Meal periods are unpaid, 30min to 1 hour, depending on your schedule. Meal periods are required by law for anyone working 5:59 or more hours. 

UC Policy States you should take your meal period at 5 hours. If your meal period is taken between the 5th and 6th hour, you must add a comment to your timesheet to justify why you did not take your meal period at the 5-hour Policy. (http://ucanr.edu/sites/ANRSPU/files/214854.pdf)

Meal periods should be substantially duty-free, neither time worked nor time on pay status. 

Do not combine meal and rest periods, they are to be taken separately. 

Travel related work hours: (See UC CalFresh Monthly Time Reporting and Mileage Procedure in
travel section of manual for more detailed examples).

UC POLICY Policy PPSM-31 Travel Time. Assigned travel during an employee's regular working hours on work days is counted as time worked. Travel time between home and the work place is not time worked. 

Weekday travel within normal working hours (7am-5pm) counts as work time. 

Example: leaving from the office to a site is work time.

Example: Leaving from home to start your day at a site is not work time. 

UC POLICY Policy PPSM-31 Activities Before or After the Work Schedule. When the University requires that the employee must change into or out of uniform, engage in special washing or cleaning procedures, or perform other activities on or at a University facility before or after the work period, the time spent in such activities shall be considered as time worked.

If you are working outside of the 7am-5pm hours, your day ends when you get home. 

Example: teaching an evening class at a school site, the lesson ends at 6:30, you get home at 7pm. Your work day ends at 7pm. 

Weekend Hours

Staff will occasionally need to work a weekend. 

Travel from home to site, and back home counts as work time. 

Adjust your schedule during the week to compensate for this work time, do not exceed 40 hours in a week. 

Biweekley Payroll

Please Refer to the Biweekly Payroll Calendar and Reporting Hours in TRS

Timesheets

Timesheets are due biweekly

It is expected that all staff update their timesheet at the end of the week, every week. 

Time is entered into Time Reporting System (TRS) - https://trs.ucdavis.edu/trs/

Your direct supervisor will approve your timesheet, the Monday after it is due.

Payroll

Biweekly staff are paid every other Wednesday

Vacation and Sick Leave

Sick time accrues at - 7.38 quadri-weekly

Vacation time accrues at - 9.23 quadri-weekly

Requesting Leave

The UCOP Policy on Leave can be found here: http://policy.ucop.edu/doc/4010406/PPSM-2.210

Advance Leave Request:

Fill out and submit UCCE Staff Leave Request Form and submit to your direct supervisor.

Requests are due one week prior to request date.

Leave time cannot be borrowed against. Staff may not request more leave than they have accrued.

Please be mindful of your work activities for days you have requested leave. It is your responsibility to find coverage if you are requesting leave on a date you are scheduled for an event, or class.

Provide your direct supervisor with 3 people available to cover your class.

Per UC Policy leave usage shall not be used in excess of an employee’s normally scheduled hours of work for the day/week in which the leave is claimed.

Leave time cannot exceed your normal working hours (8 hours).

Work time is flexible, leave time is not flexible.

Unexpected Leave Notice:

When you return, fill out and submit the UCCE Staff Leave Request Form to document your absence.

Employee must call or text his or her direct supervisor on record 30 minutes prior to the start of their approved schedule time.

Include in your notification whether or not you were scheduled for any appointments or classes – your supervisor will make necessary arrangements in these instances to ensure continuity of coverage. 

Leave of Absence:

Work with your direct supervisor and UC ANR Human Resources to fill out appropriate paperwork and request a leave of absence: http://ucanr.edu/sites/ANRSPU/Staff_Resources/Staff_Leave_Management/

Prior to extended leave:

Create out of office message for voicemail and email.

Last day prior to extended leave – turn in laptop and tablet to your direct supervisor.