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Cal Poly Pomona

Voluntary Work Reduction Programs

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The following Frequently Asked Questions (FAQs) have been developed to assist employees interested in a voluntary work reduction arrangement. The FAQs are based upon employee questions submitted to Human Resources and Payroll Services. Additional FAQs may be added to this page, so please check back periodically.

Questions regarding these programs/FAQs should be directed to:

FAQs have been organized into the three categories listed below. Please click on the link to automatically scroll down and view the specific FAQs for a category:

•  FAQs for 10/12 and 11/12 Pay Plans

•  FAQs for Partial Leaves Without Pay

•  FAQs for Full Leaves Without Pay

FAQs for 10/12 and 11/12 Pay Plans

  1. What is a 10/12 or 11/12 pay plan?

    In a 10/12 or 11/12 pay plan, you work for 10 months (10/12) or 11 months (11/12) and your pay for the 10 or 11 months you work is paid evenly, along with existing health benefits, on a 12-month basis. Your pay is calculated using a formula that takes your current monthly salary and multiplies it by 10 (for 10/12) or 11 (for 11/12) and then divides that total by 12 months.

    Example: Your pre-furlough salary of $4,000 per month, changing to a 10/12 full-time position would yield a monthly gross salary of $3,333 ($4000 x 10 /12 = $3,333). This spreads your salary for your 10 months worked over a 12 month period and you receive a paycheck for each month, including your months off.

  2. Can I spread out my time off (period in non-work status) over the year under one of these pay plans?

    The arrangement can vary, except that a schedule shall not provide for a period of time in non-work status that requires advance payment of salary. Therefore, you must work 5 months prior to taking 1 month off, or work at least 10 months prior to taking 2 months off. Following are a couple of 10/12 examples meeting this timing requirement, without you having to work the full 10 months before your two month period of non-work:

    •  "6-1:4-1" (work 6 months, 1 month off, work 4 months, 1month off)
    •  "7-1:3-1" (work 7 months, 1 month off, work 3 months, 1 month off)

    The month(s) you designate as your period in non-work status must be approved by your HEERA manager as part of your reduced work schedule agreement.

  3. Is vacation and sick time accrual affected when changing from 12-months to a 10/12 or 11/12 plan?

    No. Leave benefit accruals (vacation and sick time) are not affected for 10/12 or 11/12 pay plans when there is no a time base change. You continue to accrue during months off. Milestones for higher vacation accrual rates are not impacted by participating in a 10/12 or 11/12 arrangement.

  4. What about holiday pay for holidays landing on months off (e.g., July 4 th )?

    For 10/12 or 11/12 pay plans, holidays are not a point of consideration as the employee receives a monthly paycheck for the one or two months not worked. An employee cannot receive additional pay because a holiday occurs during a month off.

  5. How would my CalPERS retirement service credit be affected when changing from 12 months full-time to a 10/12 or 11/12 arrangement?

    Retirement service credit is earned by full-time employees at a rate of a tenth (.10) for each month, starting in July, until one year (10/10) of service credit is earned per fiscal year (July 1 through June 30th). Therefore, 10 or 11 months of service by a full-time employee in the 10/12 or 11/12 pay plan will equal 1 year of retirement service credit (the maximum amount that can be earned).

  6. Will my working a 10/12 or 11/12 pay plan arrangement affect my CalPERS retirement allowance?

    The salary rate used by CalPERS in the retirement calculation is the average of your last 12 months of pay (or if higher, another 12 consecutive month period that you designate). So, unless you receive a pay increase while on the 10/12 or 11/12 pay plan and then wish to retire before working 12 consecutive months (12/12 pay plan) at your new 12/12 base rate, your final compensation calculation will not be impacted by your participation in a 10/12 or 11/12 pay plan.

  7. How are seniority point calculations affected on a 10/12 or 11/12 pay plan?

    For employees covered under the collective bargaining agreement for Unit 4 - Academic Professionals of California, seniority points are earned at 10/12 or 11/12 of a point for each month full-time.

    For all other employee groups/collective bargaining units, full-time service by an employee in a 10/12 (10 month) or 11/12 (11 month) pay plan shall constitute one year of service for employment status matters, including seniority points.

  8. Can a 10-month or 11-month employee reduce their parking permit fee based upon their month(s) in non-work status?

    The Cashier's Office will process parking permit refunds for the month(s) off. Payroll will send the Cashier's Office a list of employees on 10/12 or 11/12 schedules. Refunds will be mailed to you.

  9. Can this schedule reduction from 12 months to a 10/12 or 11/12 pay plan be on a year-to-year basis or is it a permanent arrangement?

    The 10/12 and 11/12 pay plans are typically temporary in nature, usually requested for up to one year at a time. However, employees can request a permanent change to a 10/12 or 11/12 pay plan, which will be considered based on operational needs of the university. A word of caution for those considering a permanent change-while a temporary 10/12 or 11/12 pay plan has a set ending date, a permanent 10/12 or 11/12 pay plan is ongoing without an end date (permanent). If you permanently change to a 10/12 or 11/12 pay plan, you can request a change back to a 12/12 plan, but the management line decision will be based upon operational and budgetary considerations.

  10. Are health benefit premiums the same for me if I request a 10/12 or 11/12 pay plan?

    Health benefit premiums are taken from all 12 monthly paychecks when you participate in a 10/12 or 11/12 pay plan. A full-time 12-month employee who changes to a full-time 10/12 or 11/12 pay plan will not have a change in health premiums. If you also request a reduced time base, in addition to a 10/12 or 11/12 pay plan, your health benefits would only be impacted if the reduction were to make your time base less than ½ time.

  11. Will participating in a 10/12 or 11/12 pay plan impact my eligibility to utilize the Employee/Dependent Fee Waiver program?

    No. Participating in a 10/12 or 11/12 pay plan does not impact your eligibility for Fee Waiver participation. However, a reduction in timebase may impact Fee Waiver eligibility-please see question #9 in the next section (partial leaves) for details.

  12. If I participate in a 10/12 or 11/12 pay plan, will that exempt me from layoffs?

    No. Layoffs are based on seniority points.

  13. If I am interested in applying for a 10/12 or 11/12 pay plan what do I need to do?


FAQs for Partial Leaves without Pay

  1. What is a partial leave of absence?

    A partial leave is where you request to work a reduced time base for a specific period of time and your pay is reduced during that period. For example, if you request to change from full-time to a 3/4 time base on a partial leave, you would work ¾ (75%) of your normal work hours (75% of 40 hours = 30 hours per week) and be placed on unpaid leave for 25% (10 hours per week).

    Example of impact on pay: If full-time gross pay (pre-furlough) is $4,000 per month, your new gross for a ¾ (.75) time base would be $3,000 for each full month covered by the partial leave. Your HEERA manager must approve the leave, including the schedule of work/non-work hours.

  2. Is vacation and sick time accrual affected when reducing my time base from full-time to 3/4 or 1/2 time under a partial leave of absence?

    Yes. Your vacation and sick time are prorated according to your time base. If you take a partial leave of absence where your time base is reduced from full-time to .75 (3/4), then you will earn .75 of your normal monthly accruals for each qualifying pay period that you are at the .75 time base. Milestones for higher vacation accrual rates are not impacted by changing to a reduced time base.

  3. How would my CalPERS retirement service credit be affected if I took a partial leave of absence at .50 time base from my full-time position for two or more months during the fiscal year?

    Retirement service credit is earned by full-time employees at a rate of a tenth (.10) for each month, starting in July, until one year (10/10) of service credit is earned per fiscal year (July 1 through June 30th). Therefore, if you worked 10 months full-time during a fiscal year and took a partial leave of absence at a .50 time base for two months, you would still earn 1 year of retirement service credit (the maximum you can earn). However, if you took a partial leave of absence for the entire fiscal year, you would earn .05 in service credit for each month at half-time, for a total of .60 (12 months x .05) in retirement service credit.

  4. How are seniority point calculations affected by a partial leave of absence?

    Seniority points are earned per qualifying pay period (for employees with a set time base--full or part-time--eleven working days in a pay period are referred to as a "qualifying pay period"). A full-time employee earns one seniority point per qualifying pay period. Qualifying service for less than full-time counts in proportion to the time. For example, .50 time base equals .5 of a seniority point.

  5. What about holiday pay for holidays landing during a period of partial leave?

    For a partial leave without pay, you are entitled to the holiday at your prorated time base. For example, if your time base on the partial leave is .75, you will receive the holiday at .75 time base. If you are on an irregular work schedule and the holiday falls on your scheduled day off, the holiday hours are based on the number of hours you're normally scheduled to work. For example, if you normally work 5 hours per day, the holiday is worth 5 hours.

  6. Can this reduction be on a year-to-year basis or does it have to be permanent?

    Partial leaves without pay are temporary and are normally limited to one year. Partial leaves without pay that are not medical/Family Medical Leave (FML) related must be approved by your HEERA manager and submitted through your management line. Approved forms are to be submitted to Mary Martinez, Leaves Coordinator, Payroll Services.

    A request to permanently reduce your time base (not a leave, but rather a permanent timebase change) will also be considered, based on operational needs. A word of caution for those considering a permanent change-while a partial leave (temporary) has an ending date, a permanent reduction in time base is ongoing without an end date (permanent). You can request a change to your permanent time base, but the management line decision will be based upon operational and budgetary considerations.

  7. Are health insurance premiums the same if I request a partial leave of absence to a .75 or .50 time base?

    Health insurance premiums are the same for all employees who have a time base of .50 or greater.

  8. Can an individual revert to full-time after a duration of time on a partial leave without pay?

    Partial leave without pay requests include a beginning and ending date, as they are temporary in nature. You return to your former time base when the leave expires. Returning early from a partial leave requires HEERA manager approval.

  9. Will participating in a partial leave of absence impact my eligibility to utilize the Employee/Dependent Fee Waiver Program?

    Eligibility for Fee Waiver is based on your appointment status and timebase. Employees are eligible for Employee/Dependent Fee Waiver participation if full-time (i.e., permanent, temporary, and probationary) and part-time permanent. You would retain eligibility if you are permanent and take a partial leave. But if you are full-time temporary or full-time probationary and you reduce your time-base, it would impact your ability to participate in the Employee/Dependent Fee Waiver during the period of partial leave.

  10. If I participate in a partial leave of absence, will that exempt me from layoffs?

    No. Layoffs are based on seniority points.

  11. If I am interested in applying for a Partial Leave without Pay what do I need to do?

    To request a partial leave (temporary), submit a Leave of Absence Form to your HEERA Manager. The form needs to be submitted through your management line, with final approval by the vice president for your division. On the "Reason(s) for Leave" designation, select "Other" and indicate "Partial Leave. Approved leave forms are to be submitted to Mary Martinez, Leaves Coordinator, Payroll Services.

    To request a permanent reduction in your time base, please refer to the procedures for requesting a Time Base Change.

FAQs for Full Leaves of Absence without Pay

  1. What is a full leave of absence?

    A full leave is where you request to not work and take leave without pay for a specific period of time that exceeds 15 days in length and falls during a period you would otherwise be scheduled to work.

  2. Will my current health benefits be affected if I take a leave of absence without pay for more than thirty (30) days?

    Yes. The CSU does not continue to pay health premiums for personal leaves without pay of more than thirty (30) days. You may opt to continue your health benefits at your own expense and the university will provide you with the opportunity to make continued payment of your insurance premiums including health, dental and vision benefits due to your period of unpaid leave of absence. During this period, you must pay both the employee's and the CSU's contributions to maintain your coverage. The CSU will not pay any part of the premiums for such a period of time nor provide reimbursement. If you do not pay premiums to continue your health benefits, they will suspend until the first of the month following your return to pay status.

  3. How would my CalPERS retirement service credit be affected if I took a full leave of absence without pay?

    Retirement service credit is not earned by an employee while on a leave of absence without pay. Retirement service credit is earned by full-time employees at a rate of a tenth (.10) for each month, starting in July, until one year (10/10) of service credit is earned per fiscal year (July 1 through June 30th). Therefore, if you worked 10 months full-time during a fiscal year and took a full leave of absence without pay for two months, you would still earn 1 year of retirement service credit (the maximum you can earn). However, if you are full-time and you take a full leave of absence for 3 months, you would earn .10 in service credit for each of the 9 months you work full-time and no service credit will be earned during the 3 months without pay.

  4. How are seniority points affected by a leave of absence without pay?

    Seniority points are not earned by an employee during a leave of absence without pay.

  5. What about holiday pay for holidays landing during a period of full leave?

    Holidays that fall during a period of leave without pay are not compensated.

  6. How long can I request a full leave of absence to run?

    Full leaves without pay are temporary and are normally limited to one year. Full leaves without pay that are not medical/Family Medical Leave (FML) related must be approved by your HEERA manager.

  7. Can an individual return to work after a duration of time on a full leave without pay?

    Full leaves of absence without pay requests include a beginning and ending date, as they are temporary in nature. You return to work at your normal time base when the leave expires. Returning early from a full leave requires HEERA manager approval.

  8. Will participating in a full leave of absence impact my eligibility to utilize the Employee/Dependent Fee Waiver program?

    Yes. Taking a full leave of absence would impact your ability to participate in the Employee/Dependent Fee Waiver during the period of full leave. Employees are eligible for Employee/Dependent Fee Waiver participation if full-time (i.e., permanent, temporary, and probationary) and part-time permanent. On a full leave of absence, you would not meet the timebase eligibility criteria during your period of full leave.

  9. If I participate in a full leave of absence, will that exempt me from layoffs?

    No. Layoffs are based on seniority points.

  10. If I am interested in applying for a Full Leave without Pay what do I need to do?

    To request a full leave, submit a Leave of Absence Form to your HEERA Manager. The form needs to be submitted through your management line, with final approval by the vice president for your division. On the "Reason(s) for Leave" designation, select "Other" and indicate "Full Leave." Approved leave forms are to be submitted to Mary Martinez, Leaves Coordinator, Payroll Services.