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FURLOUGH FAQ's for Valdosta STATE UNiversity
Date: 8/17/09 updated 12:00
Updated 10/1/09
Q: What days are we supposed to furlough?
A: October 19, November 25, December 21, January 4, March 19 and May 4.
Q: According to the furlough information from the Board a furlough day is supposed to be 8 hours; I work 8.5 on some of those days. What do I do?
AS OF 10/1 THIS SECTION HAS BEING UPDATED--
A: As per the Board; the total number of furlough hours is 48 hours for 6 days. Because VSU has a different work schedule than other universities this is how the furlough days will work to stay within the guidelines of the total number of furlough hours to be used.
- October 19 - 8.5 hour
- November 25- 8.5 hours
- December 21 – 8.5 hours
- January 4 – 8.5 hours
- March 19-6 hours
- May 4 – 8 hours (uncompensated- furlough pay code) and 0.5 hours – annual leave
Q How do I record this on ADP? UPDATED ANSWER as of 10/1/09
A. Monthly paid employees (this includes staff and faculty) are not required to enter the furlough pay code and the time on the furlough day. Furlough pay codes and time will be entered by the Payroll department, taking into account approved exceptions, if not done by the employee. The hours reflected will be the standard VSU work hours. No action is needed if you have already entered the code and time on your time card.
- If you have not sent in your exception form for an alternate furlough day, please do so by October 9.
If you wish to enter your time use the drop down menu on the on-line timecard, chose furlough day and enter in the appropriate work hours.
Biweekly paid employees will enter their furlough time using the furlough pay code and then enter the normal hours worked for their department on their time card.
Q: Why can't we take six days and deduct the salary evenly over the year?
A: Because it would be treated as a salary deduction and would reduce retirement benefits. The loss of a day, paid in the pay period, does not reduce salary or retirement benefits.
Q: How come the other public schools can deduct it evenly over the year?
A: Their retirement plan is set up under different guidelines.
Q: Why can’t we take off Labor Day?
A: Labor Day is considered a Holiday and must be a paid day. Employees are expected to observe all paid holiday days.
Q: Are faculty and staff allowed to use sick days or annual days for furlough days?
A: Furlough days are unpaid days and using sick or annual leave would make it a paid day.
Q: Can I still use my annual leave? my sick leave on any other day?
A: Yes, you can still use your paid leave as approved on any other day.
Q: Why can’t you just deduct the hours from our sick or annual leave that we have already accrued?
A: Accrued leave has already been earned by you and is due to you at a future date.
Q: How much is this going to affect my gross pay?
A: For staff and 12 month faculty take your annual rate and divide by 260 and you will get a daily rate.
- For 10 month faculty divide your annual rate by 195 and you will get a daily rate.
- Net pay amounts depend on your individual deduction and benefit elections.
- This worksheet provides more information; Furlough Calculation
Q: On non-teaching days I normally do other activities; research, on-line discussions grading etc…does this mean I can’t do those activities on a furlough day even though it’s a non-teaching day?
A: No work for the university of any kind can be done on furlough days from any location. All staff including faculty will be obligated not to work that day.
Q: Will these furlough days affect my taxes?
A. Yes, your taxable income will be less. Your W2 form will reflect this difference.
Q: Are all staff and departments affected?
A: All employees of the university are affected, including temporary ( casual labor ) and all departments are affected. However there will be some exceptions for select employees who are already involved with specialized issues on the selected days. They will take their furlough days on another day.
- Some departments like the University Police department will have to stagger their furlough days in order to maintain security on campus.
- Employees who are assisting in sporting events and activities on furlough days may have reschedule their furlough days for another day during that same month.
- Employees who make less than $23,660 annually (net) will not have to take furlough days ( an unpaid day). These employees will be allowed to take annual leave to cover their furlough days.
- For furlough purposes the net amount is the gross earnings minus the 6 days furlough amount
Q: How will I know if I make $23,660 (net)?
A: HR will run a report of those employees who meet that criteria and will contact the supervisors and the employee to let them know. This exemption amount is applicable to anyone who makes $24,218.90 ( gross) or less in annual salary.
Q: What if I make less than that amount and I don't have any annual leave to cover that day?
A: Have your supervisor contact HR and we will review those cases on an individual basis. If you have no leave available to you or you wish to save your annual leave; please fill out this from to request leave without pay for that day. Leave without Pay Request Form
Q: How will exceptions be tracked?
A. Department heads should provide a written statement to their Vice President for approval with a copy to Human Resources indicating the reasons for the exception and listing the names of the employees involved and the date of the alternate furlough day. It will be the departments head responsibility to ensure that the employee takes that furlough day. Departments can use this Exception to Furlough Day Form. These are due by October 9 for the first furlough day; October 19.
Q: Why 23,660? Who made that choice?
A: This is the salary amount as determined by the Fair Labor Standards Act which defines an employee as non-exempt which means they are paid by the hour. This exemption level was mandated by the BOR.
Q. What about my staff who are on-call?
Anyone on-call is considered working whether they are called in or not.
Exempt Monthly paid employees who are on-call are considered working for those on-call hours and must substitute out another furlough day. They do not need to enter the alternate day on their time card. You will send the Exception to Furlough Day Form. to HR with the info on the alternate day that was chosen and Payroll will enter that day.
Nonexempt Biweekly paid employees who are on-call are also considered working and must substitute out another day.You will send the Exception to Furlough Day Form. to HR. However, they must enter their work hours ( the hours that they are on-call- would be their work hours) on their time card. They use the furlough pay code on their timecard for the alternate day they chose.
Q: Is this going to affect my healthcare benefits:
A: Employees will receive the same healthcare benefits.
Q: What about my vacation time and sick leave?
A: Employees will continue to accrue annual and sick leave at their normal rate. An employee’s performance evaluation date, continuous service, hire date and leave accrual date will not be affected.
Q: What about my retirement?
A. The Board Of Regents has developed an FAQ that fully explains the affects on retirement benefits for both TRS and ORP employees. Click on this link: Board Of Regents
Q: I am in the ORP and I want to make a reduced contribution. What do I do?
A. ORP members are being kept whole in both employer and employee contributions; however, if they want their employee contribution to be reduced to reflect the furloughs, then they should contact Human Resources. HR will have to handle employees on a case-by-case basis via a refund. For a $52,000 employee, this is a difference of approximately $80 in total for the six furlough days. See Board Of Regents for more information.
Q. I am on FMLA leave , how am I affected?
A. If the FMLA leave is unpaid ( you have no sick or annual leave to cover this time) then the furlough days would take place concurrently with your FMLA leave and you would not have to take any additional unpaid days. This also includes any private short term disability or long term disability you might be getting paid out of the state payroll.
If you have sick and annual leave to cover you while you are on FMLA leave then the furlough days will be taken when you return. You will have to schedule the alternate day and use the Exception to Furlough Day Form.