Vacation
For employees with less than 10 years of service:

  • Vacation accrues at a rate of 10 hours per month based on 40 hours worked per week for the entire month (100% status).
  • Vacation time is pro-rated. If an employee works less than an average of 40 hours per week in a month, the employee will earn proportionately less vacation time.
  • New employees in the CX, NX, RX, SX, TX, and non-represented bargaining units may use their vacation hours as soon as the hours are accrued. All other employees must complete their probationary period (6 months from the date of hire) to be eligible to use their vacation time.
  • Vacation hours will accrue from the date of hire.
  • When an employee separates from the University, he or she will be paid for any unused vacation hours.
  • Employees can accrue a maximum balance of 2 years’ worth of vacation. (For example, an employee accruing at a rate of 10 hours per month [or 120 hours per year] cannot exceed 240 hours of vacation.)

Service Credit

  • Employees who have completed 10 years, 15 years, or 20 years of service will accrue vacation at a higher rate and will be recognized by the Chancellor for their service to the University in a ceremony held annually.

Years of Service

Vacation Hours Accrued

Maximum Allowable Hours in Vacation Balance

10

12 hours/ month

288

15

14 hours/ month

336

20

16 hours/ month

384


  • The Psychiatry Business Office will track an employee’s service credit, make appropriate adjustments to the vacation accrual, and inform the employee of the recognition ceremony.
  • If an employee believes he or she has attained 10, 15, or 20 years of service credit and has not been acknowledged, the employee should contact Maria Nerissa Clarete (mclarete@ucsd.edu). 

Sick Time

  • Sick time accrues at a rate of 8 hours per month based on 40 hours worked per week for the entire month (100% time).
  • Sick time is pro-rated. If an employee works less than an average of 40 hours per week in a month, the employee will earn proportionately less sick time.
  • Employees may begin to use sick time immediately once it has been accrued.
  • There is no maximum for sick leave accrual and an active employee will never lose his or her sick time.
  • Sick time may be used for medical appointments with advance approval, personal illness or personal disability, and for the death or serious illness of the employee’s parent, spouse, child(ren), brother, sister, grandparent, grandchildren, or any other person residing in the employee’s household for whom the employee has a personal obligation.
  • Sick time may be used for funeral attendance and/or bereavement as follows: An employee shall be permitted to use not more than five days of sick leave when that employee's absence is required due to the death of the employee's spouse, parent, child, sibling, grandparent, or grandchild. In-laws and step-relatives in the relationships listed also are covered. This provision also covers other related persons residing in the employee's household. In addition, an employee shall be permitted to use not more than five days of sick leave in any calendar year in the event an employee has a personal obligation with regard to funeral attendance or bereavement due to the death of any other person. The employee shall provide prior notice to the immediate supervisor as to the need for and likely length of any such absence.
  • Sick time may not be used in place of vacation time.

Overtime

  • ALL OVERTIME MUST BE APPROVED BY A SUPERVISOR PRIOR TO OVERTIME BEING WORKED.
  • Subject to individual union agreements, employees may earn premium overtime (paid at time-and-a-half) for hours worked over 40 in a single workweek.
  • Straight time (not time-and-a-half) is earned when an employee reports a total of 40 hours in addition to overtime, but did not physically work the entire 40 hours in the workweek (for example, if there were any paid holidays or if the employee used sick hours or vacation hours).
  • Employees in exempt titles are not eligible for overtime pay or compensatory time.

Compensatory Time

  • Eligible employees (subject to individual union agreements) may accrue and report compensatory time off (comp time) instead of overtime. Comp time is similar to vacation time, but can be redeemed at any time with prior supervisory approval.
  • Completion of the probationary period is not required for an employee to use earned comp time.
  • Premium comp time is earned at one-and-a-half times the total overtime hours worked over 40 in a single workweek.
  • Straight comp time is earned at a rate of one hour per hour of overtime worked when an employee does not physically work over 40 hours in a workweek (for example, if there were any paid holidays or if the employee used sick hours or vacation hours).

Jury Duty

  • Employees are paid for Jury Duty as if they were at work.
  • Jury Duty attendance should be indicated on an employee’s “Absence Reporting Slip” or “Staff Timesheet” with the code “J”.
  • Employees may report 8 hours of work if 6 hours or more per day were served in Jury Duty.
  • If the employee served less than 6 hours, he or she is requested to return to work for the remainder of the regular shift.
  • Employees should submit the court attendance slip showing the hours served with their monthly timesheet.

Time Without Pay (“no-pay hours”)

  • Time without pay is used when an employee has taken time off and is not eligible to use vacation time or does not have enough sick or vacation hours accrued to cover the time off.
  • To report time without pay, salaried employees should use code “N” in the “Other Time Used” section of the Absence Reporting Slip.
  • On the timesheet for employees who work variable hours, time without pay is reported as 0 hours for that day.
  • Time without pay can affect an employee’s vacation and sick accrual rate for that month.

Holiday Pay

  • In order to be eligible for holiday pay, an employee must work at least 50% for the month in which the official UC holiday occurs.
  • Holiday pay is pro-rated, based on the percentage of time the employee works during the month in which the official UC holiday occurs.

Leave Activity Summary Reports (LASR)

  • A Leave Activity Summary Report (LASR) is a monthly report the lists an employee’s vacation, sick and comp time balances.
  • Employees are responsible for reviewing their vacation and sick leave accruals before time off is planned.
  • Any sick or vacation hours reported by an employee that exceed the available balance will be processed as time without pay.
  • As stated in UC staff policy, sick and vacation hours cannot be used prior to the time they are accrued.

Voluntary Reduction in Time

  • An employee may request to reduce the percentage of his or her appointment for a temporary period of time or indefinitely.
    - In order to do this, the employee must complete a Voluntary Reduction in Time form, get supervisor’s signature, and fax the form to Cecilia Aldrete at (858) 822-0014.
  • If the employee is at career status, the employee must maintain an appointment of 50% or more to retain UC career status and benefits.
  • A career employee may request to transfer his or her career position to a casual position.
    - In order to do this, the employee must complete a Voluntary Career to Casual Agreement form, get supervisor’s signature, and fax the form to Cecilia Aldrete at (858) 822-0014.
  • It is the employee’s responsibility to keep the Timekeeper & Personnel Manager up-to-date and aware of any changes to the percentage worked so as not to affect pay.

Increase in Time

  • If an employee wishes to increase the percentage of their appointment, the employee must first consult with his or her supervisor to ensure that the supervisor agrees to the increase and that there is sufficient funding to maintain the increased percentage.
  • The employee should contact Cecilia Aldrete at (858) 822-3389 or caldrete@ucsd.edu to receive a copy of the Increase in Time form.

Paychecks

  • Employees are paid on the 1st of every month. If the 1st falls on a weekend or holiday, employees will be paid on the last business day before the 1st of the month. The exception is January, when employees are paid on the first business day of the new year.
  • Employees can be paid via direct deposit or paper check.
  • It takes at least one pay period (2-4 weeks) before the direct deposit becomes effective. Employees will receive a paper check until their direct deposit is activated.
  • Employees should always notify Cecilia Aldrete (caldrete@ucsd.edu) or Maria Nerissa Clarete (mclarete@ucsd.edu) of a mail code change so that paychecks can be delivered to the appropriate location.
  • If an employee does not receive a paycheck, Cecilia Aldrete should be notified at (858) 822-3389.
  • If employees have questions on how to interpret their paystubs, Cecilia Aldrete may be contacted at (858) 822-3389.

Union Deductions

  • When an employee transfers to a new position, or when an employee's position is reclassified, this may result in a change in the employee's bargaining unit (union).
  • If you change from one bargaining unit to a different bargaining unit, or if you move from a position that is covered by a bargaining unit to a position that isn’t covered, union deductions may not automatically stop being taken from your paycheck.

    v     If you never joined the union as a member and were only having “agency fees” deducted, you do not need to take any action. Once you are no longer represented by that union, your deductions should automatically stop.

    v     If you did join the union as a member, meaning you filled out the union’s membership form, your union dues will not automatically stop being deducted from your paycheck. If you no longer want to pay the dues you must:

         Prepare a brief note stating the following:

    1)      that you want the deduction for union dues to stop,

    2)      which union (or bargaining unit) you are no longer represented by,

    3)      the date you stopped being represented by the union, and

    4)      what action occurred that resulted in the change (reclass, new position, etc.).

         Sign the note and write your social security number or your UCSD employee number at the bottom.

         Fax the note to Coleen Griffen in the Payroll Office at (858) 534-7423.

    v     If any union dues were deducted after you were no longer in the bargaining unit and you would like a refund, you must request the refund directly from the union. You may call Coleen Griffen at (858) 534-2271 and she can provide you with contact information for the union rep you should speak to.

    ***Remember, if your position is covered by a bargaining unit, you must pay agency fees even if you don’t join the union. If you join the union, you will pay union dues instead of agency fees.***

 


University of California, San Diego, Department of Psychiatry, 9500 Gilman Drive, Mail Code 0603 La Jolla, CA 92037-0603
Telephone: (858) 534-3684, Fax: (858) 534-7653, Electronic Mail: psychiatry@ucsd.edu