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UC Furlough/Salary Reduction Plan

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Berkeley Frequently Asked Questions about the Furlough/Salary Reduction Plan

Please visit UCOP Frequently Asked Questions for systemwide answers to common questions. Please note that answers are subject to change as operational details are finalized. For union-represented employees, implementation of the plan will be subject to collective bargaining agreements and all applicable laws. These FAQs will be updated as information becomes available. Please visit the UC Berkeley Furlough Plan at a Glance (PDF) for information about salary tiers, the population subject to the furlough plan, and a printable curtailment calendar. This one-page handout provides a general overview of key information that can be printed and distributed to employees in your department.

Proposed Campus Closure

1. Why are the closure days still listed as "proposed"? Will they be changing, or can I plan accordingly for those closure days now?
The closure days are listed as "proposed" because UCOP is still bargaining with the unions. Non-represented employees should proceed to work with their supervisors to plan for the closure days listed. For union-represented employees, implementation of the plan will be subject to collective bargaining agreements. (9/17/09)

2. What is the proposed campus closure plan?
Each campus has been given the flexibility to make decisions about when closure days will be scheduled.  Our campus has decided on a plan that consists of eleven mandatory closure days for all employees who are subject to the program, plus additional floating furlough days for furlough program participants at higher pay rates. 

Highlights of our proposed closure plan include:

1) Extended winter curtailment (December 23, 2009 through January 6, 2010):  
Seven campus closure days have been scheduled in conjunction with our annual winter energy curtailment period in December 2009 and January 2010.  Those days are December 23, 28, 29, 30, and January 4, 5, 6.  December 24, 25, and 31 and January 1 are paid university holidays.

2) Spring curtailment (March 22 through March 26, 2010):
Four closure days are scheduled on March 22, 23, 24, 25, preceding Friday, March 26, which is the Cesar Chavez holiday.

WINTER CURTAILMENT CALENDAR (DECEMBER 23, 2009 - JANUARY 6, 2010)
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
20 21 22 23 (Closure) 24 (Holiday) 25 (Holiday) 26
27 28 (Closure) 29 (Closure) 30 (Closure) 31 (Holiday) 1 (Holiday) 2
3 4 (Closure) 5 (Closure) 6 (Closure) 7 8 9

SPRING CURTAILMENT CALENDAR (MARCH 22, 2010 - MARCH 25, 2010)
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
21 22 (Closure) 23 (Closure) 24 (Closure) 25 (Closure) 26 (Holiday) 27
(8/20/09)

PRINTING NOTES: For a printable version of the curtailment calendar, please visit the UC Berkeley Furlough Plan at a Glance (PDF).

3. Am I allowed to use vacation days for the campus-mandated closure days?
During the campus closure, employees subject to the furlough program are expected to use allocated furlough days, which may be used in advance of accrual for the closure period. If necessary to cover campus-mandated closure days, an employee can have a negative furlough accrual balance; however, the negative balance cannot exceed the total number of furlough days for the employee's salary band.

Employees who are not subject to the furlough program, and those subject to the furlough program who have an insufficient total number of furlough days to cover the campus closure periods, may use accrued vacation leave or leave without pay. For union-represented employees, implementation of the plan will be subject to collective bargaining agreements and all applicable laws. See the UC Berkeley Furlough Plan at a Glance (PDF) for a list of the population subject to the furlough plan. (updated: 8/25/09)

4. Will employees who are not subject to the furlough program still have to participate in the campus closure periods?
Employees who are not subject to the furlough program will still participate in the campus closure period, and are expected to use vacation time, compensatory time off, or leave without pay for the closure days. See Question 4 below for details on planning for campus closure days. (9/10/09)

5. What do I need to know regarding how to plan for campus closure?

Use of Furlough - During the campus closure, employees subject to the furlough program are expected to use allocated furlough days, which may be used in advance of accrual for the closure period.

Use of Vacation - Employees who are not subject to the furlough program may use accrued vacation leave. Sick Leave and Administrative Leave provisions are not intended for this purpose and should not be used to cover the closure period (unless on approved medical leave).

Using Vacation before it is earned - Non-represented employees who earn vacation leave and do not have enough accrued vacation leave may use up to six days of vacation leave in advance of accrual to cover the days of closure. For represented employees, departments should consult the relevant policy or labor contract for the personnel program that covers those employees.

Use of accrued CTO - Eligible non-exempt employees who are not subject to the furlough program and who have worked overtime may also use accrued compensatory time to cover the days of closure. Departments will want to have a Compensatory Time Off (CTO) agreement on file for any employee who will use accrued Compensatory Time for the closure. Information about CTO agreements for employees covered by labor agreements can be found at the following web site, under the relevant contract: http://hrweb.berkeley.edu/hrlabor.htm

Compensatory time off information for employees covered by PPSM can be found in Section 32-C-4 at the following web site:
http://atyourservice.ucop.edu/employees/policies_employee_labor_relations/personnel_policies/spp32.html

Take Leave without Pay - Employees who are not subject to the furlough program may take Leave Without Pay. Managers will want to look closely at the impact of this action on part-time employees. For example, employees in half-time positions who take leave without pay may lose benefits eligibility and/or holiday pay. Part-time employees must be on pay status half the working hours of the month in order to receive holiday pay. That means that part-time employees must be on pay status (excludes holiday hours) for 92 hours in December and for 84 hours in January in order to receive holiday pay in those months.

(updated: 10/16/09)

Furlough Plan Participation

Visit UCOP Frequently Asked Questions: Furlough Plan Participation for additional systemwide answers to common questions.

1. What population is subject to the plan?
See the UC Berkeley Furlough Plan at a Glance (PDF) for a list of the population subject to the furlough plan. (9/3/09)

2. Which fund codes are excluded from the furlough program? If employees are paid from endowments, revenues, contracts and grants, etc., or in recharge units are they subject to the furlough program?
Please visit the UC Berkeley Fund Numbers Excluded from the Furlough Plan document for a list of fund codes that are excluded from the furlough program. All other fund codes are subject to the furlough program. Employee participation depends on the population subject to the plan (see UC Berkeley Furlough Plan at a Glance). (updated: 9/17/09)

3. Why was my endowment, private grant, or restricted contract not excluded from the furlough program?
UCOP designated specific fund group numbers systemwide that would be excluded from the furlough program. The fund numbers for UC Berkeley that correspond to these fund groups can be found on the UC Berkeley Fund Numbers Excluded from the Furlough Plan document. These funds include specific contract, grants, cooperative agreements and special State appropriations of AIDS, Tobacco, and Breast Cancer research grants awarded to campuses by UCOP. Other restricted gifts, private contracts and endowments are not excluded for purposes of the Furlough/Salary Reduction Plan. Departments who have employees in restricted gifts or private contracts funding may roll the salary reductions savings for these employees back into the program so the private grant or restricted gift is still fully used to support the stipulated program or activity. For example, the savings could be used to offset office or overhead costs incurred by the program. (10/1/09)

4. What if an employee is moved on or off an excluded fund code during the year?
After the one-time payroll release is run in September, departments will be required to track and make manual adjustments when employees move between included and excluded fund codes. Guidance on manual processing will be provided on this website when available. (9/3/09)

5. Will the furlough program handle "split-funded employees" who are on a combination of central and extramural funds?
The one-time pay release that will run in September will pro-rate the calculation accordingly. Moving forward, any changes will have to be tracked and adjusted manually by departments. Guidance on manual processing will be provided on this website when available. (9/3/09)

6. How will the furlough plan apply to employees on individual employment contracts?
Individual employment contracts should be revised consistent with provisions in current contracts governing compensation and changes in salary.  The revision should reflect the application of the Furlough/Salary Reduction Plan for the period September 1, 2009 through August 31, 2010 (or the end date of the contract, whichever occurs first). The revision should be summarized in an amendment to the contract and signed by both the employee and the University. If you have questions about amending an employment contract, please contact your Employee Relations Consultant. (9/15/09)

7. How will the furlough plan affect part-time employees?
Per UCOP, "Part-time employees will be allotted furlough days and have their salary reduced in proportion to their full-time equivalent salary. For example, an employee who has a 60 percent appointment and earns $60,000 per year ($100,000 full-time equivalent) is within Salary Band 5 that allots 21 furlough days and an 8 percent salary reduction, so the employee will receive 12.6 furlough days and a $4,800 salary reduction (8 percent of $60,000). Benefits eligibility will not be negatively impacted by the furlough plan consistent with how START participants' benefits are protected." (9/3/09)

8. Why is the full-time equivalent salary being used to determine salary bands for part-time employees?
UCOP made the determination that the application of salary bands would be most fair if based on the full-time equivalent salary or hourly rate of pay. Compared with an employee at the full-time equivalent salary, the part-time employee is making the same as a full-time employee on a per hour basis. The employee making $40,000 annually for a 40-hour week is making less per hour than the employee making $40,000 annually for a 20-hour week. The part-time employee is working fewer hours for the same amount of pay.  In addition, unlike many organizations, part-time employees at UC also receive full health and welfare benefits even though they do not work full-time.

Furlough time accrual is based on hours worked. All employees in the same salary band accrue the same amount of furlough time on a per-hours-worked basis. This methodology was determined by UCOP and is being applied consistently across all 10 campuses within the UC system.  UCOP has carefully considered this issue on how to determine the salary band, and has continued to maintain that it is most fair to use the full-time equivalent salary for the reason explained above. (10/5/09)

9. Will employees with Partial-Year Career (PYC) appointments be subject to the Plan? Will PYC employees be able to use their regular furloughs to meet the Plan's furlough requirements or will they be required to take furlough days in addition to their regular PYC furlough periods?
Per UCOP, "A Partial-Year Career appointment, as defined in the staff personnel policies, is established to accommodate foreseeable seasonal fluctuations in staffing, budgetary, operational, or other needs. A PYC appointment contains regularly scheduled periods, not to exceed three months per calendar year, during which the individual remains an employee but is not at work. PYC appointees are subject to the Furlough Plan. PYC appointees will have their salary reduced and be required to use the furlough time allotted under the Furlough Plan during the period they are at work. That is, PYC employees will participate in the Furlough Plan during the time they are working and will not participate during the time they are on PYC furlough. Therefore, their regular PYC furlough cannot be used to meet the requirements of the Furlough Plan. A PYC employee whose pay is spread over 12 months will be subject to the percent pay reduction and should schedule the use of any flexible furlough time during the period he or she is working." (9/10/09)

10. How will employees be impacted by retroactive cost transfers involving extramural funds? Could an employee become subject to the Plan after-the-fact?
Per UCOP, "If a department makes a retroactive payroll adjustment, which results in the employee's salary expenses being transferred from an extramural fund to a non-extramural fund source, the employee would not become subject to the Plan with respect to any pay already received by the employee. Conversely, if an employee had been subject to the Plan and his or her salary expenses were subsequently transferred to an extramural fund source, pay already received by the employee would remain subject to the Plan." (9/17/09)

Implementing Furlough Days

Visit UCOP Frequently Asked Questions: Furlough Days for additional systemwide answers to common questions.

1. Can employees use furlough days before they are accrued, since some employees will not have accrued enough days before the first curtailment period in December?
If necessary to cover campus-mandated closure days, furlough days may be used in advance of accrual. In this case, an employee can have a negative furlough accrual balance; however, the negative balance cannot exceed the total number of furlough days for the employee's salary band. Any additional furlough days beyond those needed for the campus closure periods may be taken at the discretion of an employee with the approval of his/her supervisor.

Besides the campus closure periods, employees are typically expected to use their discretionary furlough days during the pay period when they are accrued, but supervisors have the authority to approve the use of furlough days in advance of accrual in order to manage employee schedules during the term of the program. (9/3/09)

2. Can I save furlough days I've accrued and take them when I want?
During the campus closure, employees subject to the furlough program are expected to use allocated furlough days. If an employee has additional furlough days beyond the number of campus closure days, the principle of the program is to take the time when it is accrued; supervisors may work with employees for exceptions.

All furlough days must be used during the Plan term. Furlough time that is not used during the Plan term will expire at the end of the Plan term and will not be carried forward. Using vacation days will not affect your salary reduction, which will be spread out evenly over each pay period for 12 consecutive months. Sick Leave and Administrative Leave provisions are not intended for this purpose and should not be used to cover the closure period. (8/20/09)

3. Can I add vacation leave to supplement my work schedule and avoid a salary reduction?
No. Vacation leave may only be taken as time off from regularly-scheduled work periods. For example, an employee scheduled to work from 9:00 - 2:00 p.m. cannot use vacation leave to cover the period from 2:00 - 5:00 p.m. in order to supplement pay. The salary reduction is determined by your salary band and will be spread out evenly over each pay period for 12 consecutive months. (8/20/09)

4. Must furloughs be taken as full days off or can they be taken in hourly increments?
For exempt employees, furlough time should be taken and recorded in one-day increments. If the employee has a non-standard time base (greater than or less than an 8 hour day), furlough time should still be taken and recorded in one-day increments based on the employee's time base. For example, an employee with a 10-hour scheduled day will receive 10 hours of furlough time; similarly, an employee with a 6-hour scheduled day will receive 6 hours of furlough time. For non-exempt employees, furlough time may be taken and recorded in ¼ hour increments.  Note: Department managers may require non-exempt employees to take furlough time in full-day increments based on the department’s business needs. (updated: 9/17/09)

5. Can you clarify what the "January 1, 2009" date is used for?
Per UCOP, "an employee's full-time salary rate on January 1, 2009 (or the hire date if later), will be used to determine the number of furlough days (and corresponding percentage pay reduction) for the term of the furlough plan. This follows the methodology used to determine salary bands for employee medical contributions." Visit the UC Berkeley Furlough Plan at a Glance (PDF) to view the salary tiers. The January 1 date does not determine whether or not an employee will be affected by the furlough plan. See UC Berkeley Furlough Plan at a Glance (PDF) to view the population subject to the plan and the UC Berkeley Fund Numbers Excluded from the Furlough Plan for fund codes that are excluded from the program. (updated: 10/1/09)

6. Do you have any guidance or tools on figuring out work schedules for my staff?
Please visit the Reference Table of Furlough Days (PDF) for a quick reference to identify how many discretionary furlough days employees will have beyond the mandatory campus closure days. Supervisors should work with their employees on work schedules that accommodate the eleven campus-mandated closure days and the department's operational needs. (9/3/09)

7. Can employees on approved FMLA use accrued furlough days for their time off?
Yes. Employees on approved FMLA may request to use a furlough day. Note: employees on paid FMLA will continue to accrue furlough days. (9/3/09)

8. Should furlough days be included as hours for purposes of calculating overtime during a week that an employee is taking a furlough day?
No. Although on pay status on a furlough day, the employee is not actually working. So the time on the furlough day would not be included as hours worked for purposes of calculating premium overtime. (9/3/09)

9. Will probation periods for new employees need to be extended to reflect furlough days?
No. Furlough is not considered leave, so probationary periods do not need to be extended. For example, we currently do not extend probationary periods for curtailment or holidays. (9/3/09)

10. When can furlough days be used: in the current month or the following month?
Furlough days can be used in the current month. (9/3/09)

11. Why do senior management group (SMG) members only receive a maximum of 10 furlough days? Is that fair?
Most members of the senior management group will be subject to the highest salary reduction (10%), but rather than receiving 26 furlough days for that salary tier, they will only be allowed to take 10 furlough days. The other 16 furlough days will be forfeited even though their salary reduction remains in effect at the full 10% level. (9/3/09)

12. How do I manage furlough time for variable time or per diem employees since they work "as needed?"
Per UCOP, "Many variable time employees receive vacation time and arranging furlough time for variable time or per diem employees should work similarly. When an employee is provided with their schedule for the coming pay period such as the next semi-monthly period, they will request furlough time in lieu of work for some of the offered hours. Managers and supervisors must manage employees' furlough time to ensure that it is all used by the end of the plan term. Once the furlough time has been taken it can be reported in the Payroll system and the employee will receive pay for the hours taken." (9/17/09)

Faculty Questions

1. Will faculty be allowed to take teaching days as furlough days?
No, there was a systemwide decision to not allow faculty to take furlough days on scheduled teaching days. (8/20/09)

2. Will faculty be allowed to use furlough days as consulting days (i.e., will there be a temporary increase to the maximum number of allowable consulting days)?
Yes, the maximum number of consulting days will be increased by a faculty member's number of required furlough days. All compensated outside activities must be reported as outlined in APM 025. (8/20/09)

3. Can faculty pay themselves as researchers from contracts or grants in order to make up the pay cut?
Faculty and CE Specialists who are subject to the Furlough/Salary reduction program can participate in the Furlough Exchange Program (FEP). This program allows them to devote extra effort to research projects at the percentage that equates with the furlough days for which they would be subject (see FEP Campus Procedures for details). (updated 9/22/09)

4. If faculty want to use extramural or grant funds within policy to make up staff furlough time and subsequent pay loss, would this be allowed?
No. The Furlough Exchange Program is only for faculty. (9/3/09)

5. Is there is a special arrangement for faculty earning under $85,000 (9 month salary) with regards to the furlough?
The Committee on Research will soon announce a plan for allocating to about 150 of the lowest-paid ladder rank faculty (those with base salaries below $85,000) summer salary supplements equivalent to their pay reduction this year, in response to the submission of non-competitive research proposals. These faculty are disproportionately concentrated in the arts and humanities and the humanistic social sciences, including those disciplines with selected professional schools, such as Education and Social Welfare, among others. (9/3/09)

6. Can startup funds be used to participate in this program?
Most startup funds may not be used because they are 19900 funds. Funds excluded from the furlough program (see UC Berkeley Fund Numbers Excluded from the Furlough Plan) and restricted gift and endowment funds, if allowed under the terms of the gift or endowment, may be used for FEP. (9/24/09)

7. How does the Furlough Exchange Program (FEP) work with the existing Faculty Salary Research Exchange Program (FSREP)?
Faculty will be permitted to participate in FEP in addition to the FSREP. So, for the furlough year only, a faculty member may have a 30% FSREP appointment and an additional FEP distribution on his or her professorial appointment. (9/24/09)

8. Can a faculty member interested in participating in the Furlough Exchange Program (FEP) do so if he/she cannot fund the full FEP percentage?
No, funds must be available to fund the full FEP percentage for a full year or spring semester (note: percentages are higher than the normal furlough percentages for those participating only in the spring semester because eight months of salary reduction are being taken in six months. See the FEP Campus Procedures for details). (9/24/09)

9. Can a faculty member interested in participating in the Furlough Exchange Program (FEP) fund the FEP percentage from multiple fund sources?
Yes, as long as the distributions add up to the full FEP percentage, it can be distributed among different funds. The funds can also change during the year or semester, but the FEP must be funded for the entire year or spring semester. (9/24/09)

10. Is participation for the fall semester only permitted?
No, the faculty member must elect to participate for the entire year or spring semester only. (9/24/09)

Salary Reductions, Compensation, and Payroll Questions

Visit UCOP Frequently Asked Questions: Salary Reductions and Compensation for additional systemwide answers to common questions.

1. When I leave, will all of my final pay (including vacation pay-out) be reduced by my furlough reduction? If my vacation payout is reduced, will it be based on my pre or post furlough rate? 
Terminal vacation will be paid out at the pre-furlough rate. Only regular pay is reduced. (8/20/09)

2. Will the amount of payroll taxes that are withheld be calculated using the pre or post furlough rates?
Taxes are always calculated based on taxable gross earnings. As the furlough will reduce your wages, it will reduce your taxable gross accordingly. (8/20/09)

3. If you change positions on campus and are making more money, will your furlough tier be re-calculated?
No. (8/20/09)

4. Since the furlough amount is based on the same rate as your medical contribution, will the medical contribution tiers be changed next year so that they align with the furlough tiers?  
There is no plan to change medical contribution rates as this is a temporary reduction. (8/20/09)

5. Will my pay reflect furlough days when they are taken, resulting in a smaller check after the winter break?
No. The salary reduction is split evenly over each pay period for 12 consecutive months although furlough days may be taken on an irregular schedule. (8/20/09)

6. If the campus is closed on pay days (e.g., December 23, January 4, March 23), how will I pick up my paper check?
Pay check pickup schedules will be announced prior to the campus closure days. Employees who are not on direct deposit or using the TotalPay Card are encouraged to sign up for those options to avoid these types of issues. (8/20/09)

7. What if my salary increases or decreases during the year?
Per UCOP, "the number of furlough days will not be adjusted due to salary changes throughout the year; it will remain the same until August 31, 2010." (9/3/09)

8. Do the furlough program or campus closure periods affect holiday pay?
No. An employee taking a furlough day is on pay status, but it is considered a non-working day. (9/3/09)

Budget Questions

1. After the furlough takes place, what funds will be withdrawn?
Salary savings generated by furloughed employees on central funds will be withdrawn and will not be available to meet assigned temporary budget reductions. Central sources that will be withdrawn are included in the table below. (9/17/09)

UC Furlough Program - Berkeley Central Funds
05397 Educational Funds 19942 GF Nonresident tuition
07427 Opportunity Fund 20000 Univ Registration Fees
09520 Opportunity Fund 20095 Education Fee
19900 General Funds 20158 Campus Services Support Fee
19904 GF S/A U/G Teach Excellence 65900 Campus Fund
19905 GF S/A Instruc Equip Replacement Prog 67950 Development Office Clearing Fund
19924 GF Academic Outreach Programs 69749 Campus Off-the-Top Funds
19933 UC General Fd/Federal Overhead 69750 Off-the-Top Fund/Fed Contract-Grant OH
19936 Campus Designated Genl Fd - Berkeley 69799 Chancellor's Office Income

2. How will the funds withdrawal take place?
For non-represented employees, the campus will process a budget journal to sweep central fund furlough savings from unit budgets on a regular basis. For represented employees subject to temporary layoffs, the campus will estimate central fund furlough savings and assign them as a one-time budget reduction to the control units. (updated: 10/1/09)

3. When will we hear from the Budget Office on the estimated one-time budget reductions? How should we plan if we don’t know the numbers?
The Budget Office understands that departments need to know the amount of the one-time budget reductions, and are working on obtaining necessary information to do the calculation that resides in two separate systems, PPS and BFS. The campus will be assigning the budget reductions as soon as possible. (10/1/09)

4. Instead of the one-time budget reduction for employees not in the furlough program, can a department use salary savings from currently vacant positions?
For the one-time budget cut associated with represented staff, departments may return funds from any source of central funds. If departments need to implement temporary layoffs in order to meet their budget reductions, departments are encouraged to consider equitable treatment of employees in their planning. (updated: 10/2/09)

5. What happens to the furlough savings from employees on other fund sources?
The Chancellor decided that salary savings from furloughed employees on non-central fund sources will remain in the department that pays the employee, if it is in keeping with the terms of the fund source. However, control units may decide to use these savings centrally, rather than leave the funds in the departments. It is best to consult with your division or control unit budget manager to confirm the disposition of these funds. (9/17/09)

6. If you are not sweeping non-central funds, why are employees on those funds subject to a furlough?
 Furloughs are a difficult way to close a budget deficit. Nearly all employees on the Berkeley campus are subject to the furlough or a furlough-like equivalent because it aligns with the central principle articulated by President Yudof that shared sacrifice is an important overall strategy to address our fiscal challenges. The non-central furlough savings that are being left in unit budgets are meant to help campus departments cope with the effects of the 2009-10 permanent and temporary budget reductions that were assigned earlier in June. The furlough program is just one of several strategies designed to help the University address state budget cuts. The central cost-savings from the furlough is expected to equal about one-fourth of UC's current $813 million state budget shortfall in 2009-10. However, there is no guarantee that this is the full extent of the budget impact of the financial crisis facing the State of California. Campus managers should keep in mind that any remaining furlough savings not withdrawn by the central campus after budget cuts are met may need to be available to meet budget reductions in 2010-11. (9/17/09)

7. What happens to represented employees who are not subject to the furlough?
The employee groups that are not affected by the furlough are listed on the table below. The Office of the President expects that all employee groups will help contribute salary savings to help address our budget challenge, so in most cases, department managers will be expected to assign targeted layoffs and other employee salary savings mechanisms to those groups to generate equivalent savings as if the employee group had been subject to the furlough. As with the regular furlough, the centrally-funded portion of those furlough-equivalent savings will be withdrawn and the remainder will remain in the department that pays the employee. These non-central funds savings are meant to help campus departments cope with the additional budget reductions that have been assigned. Control units will be asked to designate chartstrings identifying the furlough-equivalent savings to be withdrawn. (9/17/09)

Employee Group Affected by Furlough Withdrawal of Funds Notes
Contracts and grants-funded employees No No  
Employees on individual employment contracts Yes Yes Contracts are being amended appropriately.
Represented: General No Yes Employees groups will be subject to furlough-equivalent salary savings mechanisms.
Represented: Police No Yes UCPD will generate the savings.
Represented: Unit 18 Lecturers No No  
Student employees No No  
Employees on H visas No No  

8. If an employee is currently on 19900 funds and a department later does an expense transfer to a non-central fund, will the savings previously swept be handled retroactively?
For employees who are subject to furlough, the sweeping of funds will replicate the reduction that occurs each month and will not be adjusted retroactively. (10/1/09)

9. Should we expect any salary sweeps for lecturers? We were told to maintain the current level of instruction.
No, Unit 18 lecturers are not subject to the furlough and funds will not be swept. (10/1/09)

10. If the Budget Office will be estimating one-time budget reductions now, is there any plan to true up the numbers in June?
The Budget Office will be estimating the savings that would have occurred had represented staff been included in the furlough, then given a discount to those totals to compensate for layoffs that have occurred due to budget reductions. This amount will be assigned as a temporary budget reduction and will not be adjusted. (10/1/09)

11. Will the budget office on campus change their current monthly journal deadlines (usually we have 5 working days to prepare financial/temp budget journals)?
Monthly budget deadlines will remain the same. (10/1/09)

12. Will employees need to adhere to the budget deadlines and then take the furlough days off later in the month?
Budget deadlines will remain the same in order to meet UCOP reporting requirements. Departments will need to schedule employee furlough days accordingly. (10/1/09)

13. Will the Campus Budget Office be closed during the furlough time from January 1-6, 2010?
Yes. (10/19/09)

14. Since the budget office will be closed from January 1-6, 2010, will their journal deadline change to January 7-13? Will it be in alignment with the furlough plan?
Both the Campus Budget Office and General Accounting need to provide month-end reports to UCOP. We have negotiated deadline extensions for each office and are now able to extend the December close deadline for campus users. The permanent budget and temporary budget will close on January 14, 2010. The general ledger/actuals will close on January 15, 2010. (10/19/09)

START

Visit UCOP Frequently Asked Questions: START for additional systemwide answers to common questions.

1. Can you clarify which START savings must be returned to campus and which savings a department can keep?
The Chancellor will withdraw START savings for any centrally-funded employees on START up to the level that would have been required for their salary band under the UC furlough program. Salary savings from the Voluntary Separation Option programs, the staff hiring freeze, and any START program savings above the required furlough schedule will remain in units. Example: for an employee who is on 10% START and is required to take a 6% salary reduction in the furlough program, the department would retain 4% of the salary savings.

As a reminder, START is a voluntary program made available to departmental employees and designed to be initiated by employees, not managers. Supervisors who require or direct their employees to apply for the START program solely to avoid the withdrawal of furlough-related salary savings from departmental budgets may have violated the START policy. As noted above, the START program will not serve as a means to avoid the withdrawal of savings equal to the furlough. Employees who believe they were required to participate in START and would like to opt out should be permitted to do so. (8/20/09)

2. How should employees on START handle campus closure periods? Can a START employee keep his/her current schedule and then use vacation days for the campus closure periods? Does an exempt employee who is now on START at less than 5% (in addition to the employee’s furlough percentage) need to take START days in whole-day increments? Can an employee bank START time for use in a later month for a campus closure period??
We are recommending two scheduling options that may be used by employees who are participating in both START and the furlough program:

For details and examples on these two options, visit: http://hrweb.berkeley.edu/budget/furlough/start-options.htm.

START contract amendments should be completed and faxed to Human Resources Records Management Unit at (510) 642-1882. The START contract amendment is available at: http://hrweb.berkeley.edu/policy/start2009/start-u271-contractamendment-ucb.pdf.

For additional questions about START, contact your Employee Relations Consultant. (10/8/09)

3. Can a supervisor or department require an employee to go on START in order to achieve salary savings?
No. START is a voluntary program. START can generate savings for the department, but it is an employee option. An employee can also choose to end an existing START contract. (10/5/09)

4. Will START be extended from June 30, 2010 to August 31, 2010?
There is no plan to extend START at this time. (8/20/09)

5. Will there be changes to the administration of Berkeley's START program?
The furlough program requires us to modify the administration of Berkeley's START program. As a reminder, START and furlough benefits are similar, in that retirement and vacation accrual will be maintained at the employee's pre-furlough or pre-START salary level. See the questions below for details based on START percentage. (9/3/09)

6. How will we handle employees whose START percentage is less than or equal to the furlough percentage required under the Plan?
Employees who have a START percentage that is less than or equal to their furlough percentage were moved to the furlough program. (updated: 9/22/09)

7. How will we handle employees whose START percentage is greater than the furlough percentage required under the Plan?
Employees who have a START percentage greater than the furlough percentage have the incremental difference entered as a START percentage in the HR information system (HCM). (updated: 9/22/09)

EXAMPLE: Following is an example for an employee in the furlough program at a 7% salary reduction.

Before Furlough Program During Furlough Program
If 5% START participation Employee will be moved to the furlough program at 7% and will no longer be on START.
If 10% START participation Employee will be in the furlough program at 7%, and in the START program at 3%.

8. If my START contract expires before June 30, 2010, can I extend it? If so, does the START percentage need to be 5% above my furlough plan participation?
START employees may extend their current START contracts at their current START percentage (which may be less than 5% due to the furlough program conversion). However, any changes to START percentages or new START contracts must be at least 5% in addition to the employee’s furlough percentage. (9/16/09)

Separation from the University

Visit UCOP Frequently Asked Questions: Separation from the University for additional systemwide answers to common questions.

1. What happens to employees who leave the University before using all of their furlough days or leave the University having taken more furlough time than they accrued?
Per UCOP, "by policy, unused furlough days will expire at the end of the term of the furlough plan or upon separation of employment, if earlier. Supervisors and managers should work with their employees to schedule the furlough time prior to separation. Managers and supervisors have the authority under policy to require the use of furlough time. If an employee separates from employment with a "negative" accrual of furlough time, the University will not require that the employee repay the value of the time." (9/10/09)

Examples of furlough and salary reduction calculations

Visit HCM Manual Processing Guidelines and Procedures for HCM data entry examples.

1. Full-time staff employee:

A full-time staff employee with a $50,000 annual salary is in Salary Band 3. This employee will receive 16 total furlough days and a 6% salary reduction. After the mandatory 11 campus closure days, the employee will have 5 floating furlough days. These 5 floating furlough days can be scheduled at the discretion of the employee working with his/her supervisor. Furlough time should be taken and recorded in one-day increments for exempt employees, ¼ hour increments for non-exempt employees. Note: department managers may require non-exempt employees to take furlough time in full-day increments based on the department's business needs. (9/17/09)

2. Part-time staff employee:

A part-time staff employee at 50% appointment earns $36,000 per year. His/her full-time equivalent salary is $72,000, placing the employee in Salary Band 4 (18 furlough days, 7% salary reduction). The part-time employee will be allotted furlough days and have his/her salary reduced in proportion to the full-time equivalent salary. This employee will receive nine "8-hour" furlough days (50% of 18) and a salary reduction of $2520 (7 percent of $36,000).

Note on use of furlough time: In most cases, an exempt employee that has a regular part-time schedule will be able to use furlough days in whole days based on the employee’s time base, and rounding will not be necessary. Nine “8-hour” days (50% of 18) is equivalent to eighteen “4-hour” days. Both are equal to 72 hours (9 * 8 = 72 and 18 * 4 = 72).

Appt. (Percent) Normal work schedule
(Hours per day)		 Number of
furlough days
(Based on full-time
equivalent salary)		 Time taken for
campus closure days		 Floating furlough days
100%
(Full-time)		 8-hour day Eighteen "8-hour" days
(18 x 8 = 144 hours)		 Eleven "8-hour" days
(11 x 8 = 88 hours)		 Seven "8-hour" days
(7 x 8 = 56 hours)
50%
(Part-time)		 4-hour day Eighteen "4-hour" days
(18 x 4 = 72 hours)		 Eleven "4-hour" days
(11 x 4 = 44 hours)		 Seven "4-hour" days
(7 x 4 = 28 hours)

(updated: 9/18/09)

3. Split-funding (partially funded from designated extramural funds not subject to the furlough plan):

An exempt staff employee with a $50,000 annual salary, 60 percent funded from General Funds and 40 percent from designated extramural funds that are not subject to the furlough plan, would be in Salary Band 3 (16 furlough days, 6% salary reduction) based on his/her full-time salary rate. The employee would accrue 9.6 furlough days during the year (60 percent of 16 days), and his/her salary would be reduced by $1,800 (6 percent of $30,000). For split-funding cases, applying standard rounding conventions. In this example, 9.6 would round to 10 furlough days. The employee would use 10 furlough days for campus closure, and then need to use one-day of vacation leave or leave without pay for the additional campus closure day. Note: Rounding should only be used after all whole-day increments are used. 9.50 would round up to 10 days. 9.49 would round down to 9 days. (9/17/09)

4. Variable appointments:

For a variable employee paid by the hour on "positive time," the employee must report hours worked every pay period. As a result, the salary (SRB) reduction must also be reported every pay period.  For example, if the employee’s full-time equivalent salary is $80,000, the employee falls into Salary Band 4 (7% salary reduction). If an employee works 160 hours in a month, use 7% x 160 hours = 11.2 hours to report as an SRB reduction for the month. If the following month, the employee works 80 hours, use 7% x 80 hours = 5.6 hours to report as an SRB reduction for the month. The employee will receive the allotted number of furlough days specified for their salary band in hourly increments each month. Furlough time should be taken and recorded in one-day increments for exempt employees, ¼ hour increments for non-exempt employees. Note: department managers may require non-exempt employees to take furlough time in full-day increments based on the department’s business needs. (9/17/09)


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