Absence Management: PeopleSoft Application that is used for reporting absences, tracking available leave balances and viewing employee absence activity and balances.
Source Documents (Faculty & Staff): Each employee must submit a source document (email or absence form) requesting the time off. The source document must include the date, type of leave credit usage, the number of hours, the employee’s signature and the HEERA Manager’s signature. When using an email, the email address is used as a signature only for requesting the time off.
Requesting Time Off: All absences other than emergencies are to be requested in advance, and require HEERA Manager approval in advance of the time off.
Exempt Employees: Full‐time exempt employees are expected to work their normal 40 hours. Part‐time exempt employees are expected to work the number of hours based on their timebase/work schedule. On occasion they may need to be off work due to medical appointments and/or family obligations. In these cases the employee does not
charge for partial day absences.
When an exempt employee is on a medical leave under the Family Medical Leave Act (FMLA), they are required to
charge leave credits for partial day absences.
Meal and Rest Periods:
- Meal Periods ‐ Employees scheduled to work more than 6 uninterrupted hours are required to take 30 to 60 minutes of an unpaid meal break. Meal periods must be taken some time before the end of the 5th hour of work.
- Rest Periods ‐Employees working an uninterrupted 4‐hour work period may take one paid 15‐minute break. Therefore, full‐time employees may take two paid 15‐minute break periods a day for a total of not more than 30 minutes, plus 30 to 60 minutes of unpaid meal break at mid shift.
Unused breaks or meal periods are not to be accumulated in order to be taken at the beginning or the end of the work shift.
Working from Home: Employees on vacation, out ill or on a medical leave are not allowed to work from home. Cal Poly Pomona doesn’t have a telecommuting policy. By asking an employee to work from home, you could be putting both the employee and the University at risk.
Medical Related Absences (Faculty & Staff): An employee may be required to provide a physician’s statement or other appropriate verification when absent three days (faculty) or five (staff) or more consecutive days due to illness/injury.
Medical Notes (Faculty & Staff): The collective bargaining agreements state when an employee should provide a medical note when out ill.
Faculty – three days
Staff – five days
Asking for a note stating the employee is cleared to return protects both the employee and the University.
Medical notes are not to be retained in the employee’s personnel file due to HIPPA rights. It may be forwarded to the Leave Coordinator, or you may have a separate file for retaining such documents.
Leaves of Absence (Faculty & Staff): Employees off work for more than 15 working days for medical/family medical are required to request a formal leave of absence. This is regardless whether the employee has enough leave credits to cover the time off. Employees are to be referred to the Leave Coordinator. The Leave Coordinator ensures that the
employee has proper medical documentation and that the campus is in compliance with all CSU, State and Federal Laws.
- Return to Work: Employees on a medical leave are required to provide a medical release including any work restrictions PRIOR to their return. Medical releases are to be provided directly to the Leave Coordinator for review for completeness.
- Return with Restrictions: Leave Coordinator will review for completeness. If complete, the Leave Coordinator will contact the HEERA Manager to review and determine if accommodations can be made.
- Return Without Restrictions: Leave Coordinator will advise the HEERA Manager that the release has been received and that the employee is cleared to return to work.
Alternate Work Schedules: The Cal Poly standard work schedule is Monday through Friday, 8 a.m. to 5 p.m. Any staff employee working a schedule other than the standard schedule must submit a “Request for Alternate Work Schedule Form” to Payroll Services. All staff schedules are maintained in PeopleSoft to ensure accurate absence reporting and tracking non‐exempt employees for “excess/deficit” hours. This ensures that employees are accurately compensated for hours worked.
- Example: Shift Differential and Holiday Credit
Overtime: All overtime, either paid or CTO, must be approved in advance of the work being performed.
Vacation Maximums: Employees have a maximum number of vacation hours based on classification and years of service that may be carried over from one calendar year to the next. Absence Management provides a “Graduated Vacation Chart” that is available for employees, Timekeepers and Managers to view. Timekeepers should be monitoring
for employees that are near the maximum allowable and advise management.
Jury Duty (Faculty & Staff): As a state employee, there is no limit to the length of jury duty that employees may serve as a juror. An employee who receives initial notification that he/she is subject to jury duty shall notify the appropriate administrator. Verification of actual service for jury duty shall be provided by the employee.
Employees who are summoned for jury duty service are eligible for paid jury duty leave for the days that he/she actually reports to jury duty. On‐call jurors who are not required to report for jury duty service are not eligible for paid jury duty leave.
Depending on the employee's category, an hourly employee or an employee that works less than full time is eligible for
time off with pay for jury duty for only those hours he/she was scheduled to work.
Holiday Informal Time Off: In celebration of the holiday season, should the Governor authorize informal time off for the
day before the Christmas holiday. The following is how it’s applied:
Full‐time exempt and non‐exempt employees may be allowed a half day informal time off with pay on the last campus
working day before the Christmas holiday, if the employee is scheduled to work. (Please note this informal time off
cannot be used on a day the campus is closed). Less than full‐time employees should be provided informal time off on a
Employees required to work these days, or who would be scheduled to work but are on vacation, sick leave, or CTO
may be granted the equivalent informal time off prior to June 30th of the following year. This time shall not be
considered CTO and is not compensable in cash.