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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