Work Schedule and Timekeeping

Work Hours

Standard working hours on campus are 8:00 a.m. to 4:30 p.m., but supervisors have some discretion to alter the basic schedule as long as the standard eight (8) hour day is maintained. Managers may also make temporary adjustments in working hours within campus policies, but should discuss all changes in regular working hours with the MSO before invoking them. All CSE administrative staff are required to post their weekly work hours on the door cards provided to them.

Non-exempt Employees' Break Schedule

Employees who are non-exempt from the overtime provisions in the Fair Labor Standards Act (FLSA) are entitled to lunch and rest breaks according to the number of hours they work in one day. Non-exempt employees whose work day is a least five (5) hours are entitled to a 1/2-hour unpaid lunch break and two-fifteen minute paid rest breaks. Employees may combine these breaks for a one-hour mid-afternoon lunch break, but they may not take their breaks at the beginning or end of their shift.

A part time employee shall normally be granted one fifteen (15) minute rest period for each work period of three (3) continuous hours or more, not to exceed two (2) rest periods per day.
 

# of Hours Worked # of Paid Rest Breaks 1/2 Hour Unpaid Lunch
4 - 6 1 Can be Waived
6 - 7 1 Required*
8 2 Required*
* All non-exempt employees who work in excess of six (6) hours must take the 1/2-hour meal break as required by law.

Unit supervisors are also expected to establish the timing of the breaks for each person so that office responsibilities are met.

Leave Time

Vacation and Sick Leave

Below are charts outlining monthly vacation and sick leave hourly accrual rates for staff members and managers. Please note that some employees are grandfathered into previous accrual rate policies.

Professional and Support Staff

Years of Service Vacation Sick Leave
Less than 10 10 8
10 but less than 15 12 8
15 but less then 20 14 8
20 or more 16 8

Managers, Senior Managers, and Senior Professionals

Years of Service Vacation Sick Leave
Less than 5 12 8
5 but less than 10 14 8
10 or more 16 8

Probationary Employees

University policy prohibits new employees from using accrued vacation hours until after they have passed their six (6) month probationary period, but accrued sick leave and comp time may be used during this time.

Scheduling of Leaves

When a need for leave arises, it is important that an employee gives the request to his/her supervisor as soon as possible to minimize any adverse impacts on the unit's workflow. Personal appointments, such as doctor visits, should be made in a way that minimally impacts the workday. Requests for vacations should be made to the immediate supervisor, who will then take into account staffing needs and prior requests before making a decision on the pending request. If a leave is approved, it should be posted in the department calendar for future reference and planning.

If an employee needs to utilize a sick day, they should notify their supervisory no later than 9:00 am on the day of the absence.

For more information regarding leave benefits and requirements, see UCSD Time Off Policies. Unionized employees should also refer to their respective collective bargaining agreements.

Holidays
UCSD provides 13 paid holidays a year. A holiday that falls on Saturday is typically observed on the preceding Friday; a holiday that falls on Sunday is typically observed on the following Monday.

  • New Year's Day (January 1st or equivalent)
  • Martin Luther King Jr. Day, (third Monday in January)
  • President's Day, (third Monday in February)
  • Cesar Chavez Day (last Friday in March)
  • Memorial Day (last Monday in May)
  • Independence Day (July 4th or equivalent)
  • Labor Day (first Monday in September)
  • Veterans' Day (November 11th or equivalent)
  • Thanksgiving Day (fourth Thursday in November)
  • Friday after Thanksgiving
  • Christmas eve (December 24th or equivalent)
  • Christmas Day (December 25th or equivalent)
  • New Year's Eve (December 31st or equivalent)

Overtime / Compensatory (Comp) Time

Working in excess of forty (40) hours per week is considered overtime for employees who are not exempt from the overtime requirements in the Fair Labor Standards Act (FLSA). Working overtime is occasionally permissible and is at the discretion of the unit manager, in consultation with the MSO. However, working overtime on a regular basis strongly suggests a review by the manager of the position duties, as well as an assessment of the effectiveness of the incumbent. All overtime must be approved in advance by the employee's supervisor.

When an employee does work overtime, they have the option* of being compensated by either: (1) receiving 1.5 hours of comp time for every hour of overtime worked, or (2) receiving the premium rate of 1-1/2 times their regular rate of pay for every hour of overtime worked. Approved overtime to be used for comp time or overtime pay must be entered in the employee's time sheet during the month the overtime was worked.

* Employees covered by the CUE (Clerical union) bargaining agreement will be paid for overtime unless they elect, in writing, to receive comp time.

Timekeeping

All timekeeping entries must be posted by employees on their time sheet during the month in which they occur. It is the employee's responsibility to input proper timekeeping codes. Timesheets are to the department payroll office on the 15th of each month -- all absences and overtime occurring prior to the 15th and all planned absences occurring after the 15th should be entered on the current month's time sheet - unplanned absences and overtime occurring after the 15th should be entered on the next month's time sheet in the appropriate section for previous month's adjustment.

Supervisors must verify that their employees have accurately entered all absences, overtime and comp time accruals in a timely manner before signing off on the time sheet. If a supervisor sees a discrepancy between what the employee is reporting and their hours worked, or if the supervisor does not see a time sheet for an absence, the supervisor must contact the employee as soon as possible and instruct them to correct the entry.

Timekeepers report all recorded hours to Payroll at approximately the third week of every month. Late entries will not be recorded until the next month, and may result in retroactive "no pay" for absences if the employee does not have enough vacation and/or sick leave accrued.

Work-at-Home / Telecommuting

In general, employees' work duties are expected to be done on-site at UCSD. On occasional situations that are pre-approved by the supervisor, employees may work-at-home in place of on-site hours. For a permanent work-at-home agreement to be instituted, a written summary of the hours and duties that the employee will work-at-home must be put into the employee's file and approved by the MSO and Chair.

Hours that are worked at home should not result in overtime/comp time or be used in lieu of sick leave. If an employee is too ill too come to work, then they should typically use that time to rest. However, in some cases, it may be appropriate for an employee to do light duty at home, such as check email or complete a time sensitive project. These hours should be kept to a minimum and not constitute a significant amount of full day's work.

The opportunity to work-at-home is not an entitlement or a right and can only occur by agreement between the Department of Computer Science and Engineering and the employee. An employee cannot be required to work-at-home and the University is under no obligation to approve such a request. The terms and conditions of the employment that apply at the employee's usual place of employment also apply at the home based work site.

Considerations: Employees and supervisors should consider the following questions before requesting or approving work-at-home. A positive response to each question is desired before requesting or approving work-at-home.

  • Will the Department of Computer Science and Engineering benefit from the work-at-home arrangement in a greater degree than some other arrangement?
  • Does the employee work well independently and require only minimal supervision?
  • Is the employee's current performance documented to be at a satisfactory level?
  • Does the assigned work require minimal interaction with other staff or other work units? If interaction is required, can adjustments be made to allow working-at-home?
  • Is the cost of any additional equipment or materials necessary to allow working-at-home reasonable and within the affected unit's budget?
  • Will the employee be accessible when needed?
  • Can job performance be adequately measured and evaluated without actually seeing the "work" performed?

Generally, work-at-home employment is not suitable for jobs that:

  • Require a high degree of supervision or close scrutiny.
  • Require direct face-to-face contact with other staff, students or public relations.
  • Are difficult to monitor performance remotely.
  • Have other characteristics that make them unsuitable for home-based work.

For a work-at-home request to be approved, it must meet the following requirements:

  • The supervisor has approved the specific hours in advance.
  • The supervisor and employee establish a specific list of duties with expected completion times.
  • The employee will be available for contact by the supervisor during the specified hours of home-based work.
  • Employees send an email to the supervisor communicating what duties were accomplished and the total hours worked.