- Timesheets
Pre-printed timesheets are computer-generated by the GSE&IS Business Office and distributed to the employee’s mailbox directly or to the respective unit contact. Monthly timesheets are distributed near the last day of every month; bi-weekly timesheets are distributed every other Friday. Timesheets must be returned directly to the Business Office or to the central collection point for those in administrative units and signed by both the employee and the supervisor.
Each employee will record on the timesheet actual hours worked on each account/fund(s). If you are working on a project and the account does not appear on the timesheet and/or an account number is listed with which you are unfamiliar, please notify the supervisor to update the Business Office. Please do not write-in or cross-out account/fund(s) without first checking with your supervisor.
- Vacation and Sick Accrual
Employees with appointments of 6 months or longer and at 50% time are eligible to earn vacation and sick leave. Full-time employees earn approximately 10 hours of vacation per month and 8 hours of sick leave per month. Accruals earned in the current month may not be used until the following month.
Upon termination of employment with the University, unused vacation hours are paid out and taxed at approximately 42% but sick time is not paid out. For career employees with at least five years of service credit, sick leave is converted to retirement service credit if the employee is retiring. For employees who separate from the University and return to University employment within 15 days, all sick leave is reinstated. If the return is more than 15 days but less than 6 months, a maximum of 80 hours will be reinstated.
Below is the Leave Accrual Monthly Equivalents chart:
| LEAVE ACCRUAL MONTHLY EQUIVALENTS |
| Leave Accrual Code* |
Average Vacation Accruals - Per Month: |
Maximum Vacation Accruals**: |
Hours/Days - Per Month: |
Vacation Accrual - Monthly Equivalent: |
Sick Accrual - Monthly Equivalent: |
A, G |
10 |
240 |
| 160-hour/20-day month |
| 168-hour/21-day month |
| 176-hour/22-day month |
| 184-hour/23-day month |
|
| 9.23072 |
| 9.692256 |
| 10.153792 |
| 10.615328 |
|
| 7.38 |
| 7.753872 |
| 8.123104 |
| 8.492336 |
|
B, H |
12 |
288 |
| 160-hour/20-day month |
| 168-hour/21-day month |
| 176-hour/22-day month |
| 184-hour/23-day month |
|
| 11.07696 |
| 11.630808 |
| 11.63 |
| 12.738504 |
|
| 7.38464 |
| 7.753872 |
| 8.123104 |
| 8.492336 |
|
C, J |
14 |
336 |
| 160-hour/20-day month |
| 168-hour/21-day month |
| 176-hour/22-day month |
| 184-hour/23-day month |
|
| 12.92304 |
| 13.569192 |
| 14.215344 |
| 14.861469 |
|
| 7.38464 |
| 7.753872 |
| 8.123104 |
| 8.492336 |
|
D,K |
16 |
384 |
| 160-hour/20-day month |
| 168-hour/21-day month |
| 176-hour/22-day month |
| 184-hour/23-day month |
|
| 14.76928 |
| 15.507744 |
| 16.246208 |
| 16.984672 |
|
| 7.38464 |
| 7.753872 |
| 8.123104 |
| 8.492336 |
|
E |
16 |
384 |
| 160-hour/20-day month |
| 168-hour/21-day month |
| 176-hour/22-day month |
| 184-hour/23-day month |
|
| 12.92304 |
| 13.569192 |
| 14.215344 |
| 14.861469 |
|
|
F |
0 |
0 |
| 160-hour/20-day month |
| 168-hour/21-day month |
| 176-hour/22-day month |
| 184-hour/23-day month |
|
|
| 7.38464 |
| 7.753872 |
| 8.123104 |
| 8.492336 |
|
F |
0 |
0 |
|
|
|
| * Leave codes G, H, J, K apply only to former A&PS and Executive employees hired prior to July 1, 1996.
|
| **Check applicable policies and bargaining units for conditions which permit employees to accrue vacation above the maximum. |
- Overtime / Compensatory Time:
A non-exempt (hourly as opposed to salary) employee who exceeds working forty (40) hours on pay status in a work week will receive overtime or compensatory time off. All overtime worked must have prior approval from the supervisor.
Employees under the collective bargaining unit named CUE must sign a form selecting which form of compensation is desired. The selection process is done at the beginning of each new fiscal year. You can obtain this from Michael Hall.
Exempt employees do not receive overtime compensation or compensatory time off or additional compensation beyond the established salary for the position.
- Blood Donation Time:
Donating blood at the UCLA Blood and Platelet Center will qualify an employee to receive fours of administrative leave with pay. These four hours of administrative leave with pay must be used within twelve months of the donation date; or else it is forfeited.
Non-exempt employees may use this time upon accrual. Exempt employees, per University guidelines on leave usage, may only use administrative leave with pay in full-day increments.
The Blood & Platelet Center is located at 1045 Gayley Avenue, 2nd floor in Westwood. Call x50888, and then press 2 to make an appointment to give blood. For more information, please visit the Blood and Platelet Center Web site at http://www.gotblood.ucla.edu/
- Deadlines
Monthly and Bi-weekly timesheets have a section in the upper right-hand corner, which indicates when a timesheet is due.
- Payroll Calendars
To access the following calendars, please click on the appropriate link:
2009 Bi-Weekly Calendar -- Navigate to "charts and calendars."
Monthly Working Hours Calendar
- Direct Deposit/Surepay
To receive direct deposit, a staff employee should submit a voided check or direct deposit slip to Michael Hall, 2051A Moore Hall or Jesse Cano in Room 2052 Moore Hall during the initial hiring process. However, you may submit one of these items at any time. Direct Deposit takes effect in approximately 30 days. Until direct deposit takes effect, a paper check will be generated on the payday.
Monthly paychecks are distributed the first day of every month for the previous month’s hours. If direct deposit is selected, the money will be in the employee's bank account the first day of every month. In the case where the first day falls on a weekend, the direct deposited funds are accessible on the Friday before the 1st. Bi-weekly paychecks are distributed on Wednesdays when timesheets are not due.
To view your on-line earning statement, go to: http://atyourservice.ucop.edu. Click on the button that reads “Sign into my accounts”. Direct Deposit Surepay Stubs are distributed by Support Services the day of payday to employee mailboxes or the appropriate unit’s mailbox. If you do not receive a Surepay stub please contact Support Services at extension 62459 or phone number (310) 206-2459.
- Tax information questions
A new UCLA Tax Statements page was developed by Corporate Financial Services to help employees, students, vendors and annuitants find information about the tax statements sent out each year by the University. Links to forms that can be used to request duplicate W2's. 1099's, 592B's and 1042S' are available on this page as well as links to tax-related websites.
If you have any specific questions regarding tax information, please contact the Campus Payroll Hotline at (310) 794-8752.
- Separations
Effective January 1, 2001, the University is under provisions of the California Wage & Hour law regarding payments of wages.
Here are the most important rules regarding separation of an employee:
1. Labor Code section 201 - if an employee is discharged, the wages and vacation earned and unpaid at the time of discharge are due and payable immediately.
2. Labor Code section 202 - if an employee, who does not have a written contract for a definite period, quits his or her employment, wages shall become due and payable no later than 72 hours thereafter. If the employee gives 72 hours previous notice of the intention to quit, the employee is entitled to wages on their last day of work. An employee who quits without providing a 72-hour notice is entitled to receive payment by mail if s/he requests and designates a mailing address. The date of the mailing will constitute the date of payment for purposes of the 72-hour rule.
All timesheets must be submitted to your designated payroll coordinator prior to separation date if sufficient notice is given.
If no notice is given of separation, all timesheets must be submitted the date payroll is notified of separation. If the employee is not available to sign the final timesheet, the supervisor must report all hours worked and also submit any delinquent timesheets for the employee.
Any employees that do not elect to pick up his or her check will have the final check mailed to the permanent residence listed on the EDB payroll system. This address can be verified on https://ucfy.ucop.edu.
