Administrative Services Workshop M ay 8, 2008

1. Administrative Services WorkshopMay 8, 2008 Overview Classified Hiring Process Processing Classified Intents Time Sheets Q&A

2. Classified Staffing Levels (less Child Development Center)

3. Classified Staff Vacancies • FY 08/1, 30 Sep 2008: 23 positions • 17 Pending at SCC • 6 Pending at DO • FY 08/2, 31 March 2008: 22 Positions • 15 Pending at SCC • 7 Pending at DO • 2/President; 2/VPA; 8/VPS; 10/VPI • Vacancies Cost Unit Productivity

5. Classified Hiring Year to Date 3/31/08-3rd Quarter

6. Travel Authorizations Year to Date 3/31/08

7. Intents Year to Date 3/31/08

8. General Rules for Temporary Employees • All college approvals are required prior to starting new employees • Temporary employees cannot work overtime or the 4/40 summer schedule (>40hrs/weeks or >8 hrs/day) • No employee may work simultaneously as Classified Temporary and Student Help • Classified Temporary Employees =>110 days in the fiscal year may not be “re-hired” as Student Help • Employees reclassified from Student Help to Classified Temporary must transition to new position after the 24th of the month to avoid working in 2 classification during the same payroll month

9. Types of Intents to Employ • Classified Temporary • Temporary Classified • Special Rate • Student Help • Student • Tutors • Work Study • Federal Work Study • CalWORKs Work Study

10. Intents – Classified Temporary • 110 Day Limit per fiscal year • Temporary Classified • Minimum qualifications • See job descriptions for LRCEA & SEIU • Special Rate • No minimum qualifications • Must use Temp Classified job if work meets one of the job descriptions • Use Account Code 2302 and 2401

12. Intents – Student Help • Must be enrolled in 6 or more units for the semester • Exception: May work between semesters if they have an application filed for upcoming semester • Limited to 26 hours/week during semester • Exception: May work 40 hours/week between semesters • Use Account Code 2303

14. Intents – Work Study • Salaries funded by Financial Aid or CalWORKS budgets • Student awarded through applicable aid program • Enrollment qualifications and hours limits the same as for Student Help • Use Account Code 2304, 2314

15. Classified Temporary: Intent form Loyalty Oath Job Application (except Special Rate) W-4 I-9 I.D. document (CDL, etc) Social Security Card Demographic Info form New Employee Training Checklist Workers’ Comp Notice Exclusion From CalPERS Temp Employee Compliance Checklist Authorization for Payroll Deduction Livescan form Intents – Forms Packets

16. Student Help/Work Study: Intent form Loyalty Oath W-4 I-9 I.D. document (CDL, etc) Social Security Card Social Security Coverage Waiver Demographic Info form New Employee Training Checklist Workers’ Comp Notice Exclusion From CalPERS Temp Employee Compliance Checklist Child Care Center only: Authorization for Payroll Deduction Livescan form Intents – Forms Packets

17. General Rules For Timesheets • Timesheets must accurately report hours by date and time - audited by the district, its external auditors, the State, and IRS • Hours for temporary employees should be recorded daily by each employee using the appropriate Timesheet • The payroll period for temporary employees is the 25th day of the current month through the 24th day of the following month • Avoid projecting hours unless necessary to meet BSO due dates • Do not implement departmental due dates of more than two days prior to BSO due dates • Corrections for projected hours must be made prior to payroll production • Always verify the active status of employees before submitting Timesheets • Check Intents and monthly employee rosters mailed by the BSO

18. Types of Timesheets • Classified Temporary • Student Help • Federal Work Study • Classified Regular Differential & Overtime