Employee-Initiated Reduction in Time (ERIT) Program: Berkeley Campus Implementing Procedures

Effective Dates: July 1, 2012 through June 30, 2014

The ERIT Program is one of several strategies available to managers to address budgetary constraints. When considering ERIT requests from employees, managers should keep in mind such issues as workload considerations, the need to reduce expenditures, and operational needs. Departments should evaluate departmental priorities and adjust workloads to ensure that functional objectives continue to be met.

Although exempt employees are normally expected to work their appointment percentage, greater emphasis is placed on meeting the responsibilities of the employee’s position than on working a specified number of hours. It is important that supervisors make appropriate workload adjustments for exempt employees who participate in ERIT.

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Procedures for Enrolling in the ERIT Program

If the program is being offered by the department, the employee initiates the process of enrolling by completing an ERIT Contract (U280)  (PDF) and submitting it to the supervisor for approval.

The manager or supervisor makes a decision regarding the employee's participation. If the contract is not approved, the supervisor should provide the employee with a reason for the decision in writing.

If the contract is approved, the department head signs the contract form and the supervisor informs the employee of the decision. The contract must be signed by both the ERIT participant and the department head. The supervisor must send a copy of the approved contract to the HR Records Management (192 University Hall, MC: 3540, Fax: (510) 642-2888) for HCM processing. Please also provide a copy to the employee. The department is the office of record and should maintain the original contract in the employee’s personnel file.

The Human Resources-Records Management unit will send copies to the Academic Personnel Office, if appropriate, and in all cases to Retirement Administration at the Office of the President. Forms are retained for 5 years after separation, except in cases of disability or retirement, in which case such forms are retained until age 70.

Changing an ERIT Contract or Early Termination of an ERIT Contract

Deciding to participate in ERIT represents a commitment. However, an unforeseen change of circumstances may warrant an increase or decrease in the percentage deduction. ERIT participants may change their percentage reduction once during the ERIT contract with 30 days advance notice.

An ERIT Contract Amendment (U280)  (PDF) must be completed and signed by both the ERIT participant and the department head when an ERIT contract is terminated early or the percentage of time reduction is changed. The form should be submitted to the HR Records Management unit to be processed into HCM. A department head may end an ERIT contract with 30 days advance notice when there is a business need to do so.

The Human Resources Records Management unit will send copies of amended ERIT contracts to the Academic Personnel Office, if appropriate, and in all cases to Retirement Administration at the Office of the President. Forms are retained for 5 years after separation, except in cases of disability or retirement, in which case such forms are retained until age 70.

Ending of an ERIT Contract

At the end of an employee's ERIT contract, the employee returns to his or her pre-ERIT percentage of time and salary (including merit increases and other adjustments to salary received while participating in ERIT). The right of return to the prior percentage of time and salary will apply unless the employee is subject to layoff or a reduction in time pursuant to the applicable personnel program or collective bargaining agreement.

Deadlines for Processing Contracts

For contracts to be effective, July 1, 2012: Contract forms for employees paid semi-monthly or monthly must be received in the Human Resources-Records Management unit by 5:00 p.m. on July 9, 2012.

For subsequent months: Contract forms for all pay schedules must be received in the Human Resources-Records Management unit by the first of the month in which the ERIT schedule is to be effective. For example, ERIT contracts to be effective on August 1 must received by 5:00 p.m. on August 1.

For employees who are paid monthly, an ERIT contract must begin on the first day of a month and end of the last day of a month. For employees who are paid semi-monthly, time reductions are to be made in two semi-monthly increments.

Submitting the Forms-Handling Confidential Information with Care

The ERIT participant's department is the office of record for ERIT forms. The forms reside in the employee's personnel file. Recommended methods of sending confidential copies of the ERIT contract to the Records Management unit in Human Resources are:

  1. By FAX: (510) 642-2888 (this is a secure machine located in the Records Management Unit); or
  2. By hand delivery or campus mail (in a sealed envelope marked "CONFIDENTIAL") to:

    Records Management, Human Resources
    University of California, Berkeley
    2199 Addison Street, Room 192 (University Hall)
    Berkeley, CA 94720-3540

Managing Vacation Leave Balances

Employees participating in ERIT earn vacation at pre-ERIT rates. Departments should monitor vacation accrual rates, particularly for employees who are close to reaching vacation accrual limits while participating in ERIT. Failure to consider this issue may result in financial liability to the department, reducing or even eliminating any gains from the employee’s participation in ERIT. For these and other concerns, departments should consult their appropriate HR representative.

For additional details about the ERIT program, please contact your appropriate HR representative or Employee Relations.