Probation Department Policy/Procedure Manual

5.13 Additional SAP Reports - Biweekly

Location Support Services-Human Resources
Section N/A
Subject 5.13 Additional SAP Reports - Biweekly
Purpose Notification to staff for approaching maximum amount of time available to work or reaching the maximum number of Comp., Vacation or Sick hours that can be accrued.
Effective Date 2/4/2020
Previous Effective Date 11/1/2022

 

When the pay period closes, Probation Department HR will run biweekly reports for Temp Hours, Part-Time Employees, Comp Time, Sick Time, and Vacation Time Max Reports.

The purpose of these reports will allow management and supervisors to have the most up to date information and be proactive with time management for our employees.

Temp. Employee Hours Report will reflect all current Temporary Employees (Temp) hours worked to ensure a Temp does not exceed the allowed 960 hours in a fiscal year. ZHRR_DEPT_LEAVE – For Dept. Leave Report for Temp Hours is the SAP report used.

The Temp’s name and hours used will be updated in a spreadsheet. The spreadsheet will be maintained in the HR folder -> SAP Reports -> Vac, CT, PT & Temp Hrs. Report.

If a Temp has more than 600 hours an email will be sent to their direct Supervisor, cc their Chief Deputy / Dep’t Administrator, HR Chief Deputy / HR SAC II and DPT’s which will include a snapshot of the Temp Hours Report spreadsheet.

Part-Time Employee Hours Report will reflect time totals for these individuals. Part-time employees can work approximately 1050 hours with a maximum of 1250 hours per fiscal year. Should a part time employee need to work beyond 1250 hours, the employee’s Chief Deputy / Dep’t Administrator will contact the Assistant Chief with justification for extending the number of hours to be worked.  If the Assistant Chief agrees, the Assistant Chief will contact the Chief Probation Officer who will determine how many more hours are needed and an Admin Part-Time Allocation eForm shall be submitted to the Administrative Office. The SAP report used for this is ZHRR_PART_TIME_HOURS – For Part Time Hours Report.

If a part-time employee has reached 1,000 hours in the “ACTUAL HRS” column this data will be documented in a spreadsheet. The spreadsheet will be maintained in the HR folder -> SAP Reports -> Vac, CT, PT & Temp Hrs. Report. An email will be sent to their direct Supervisor, cc their Chief Deputy / Dep’t Administrator, HR Chief Deputy /HR SAC II and DPT’s which will include a snapshot of the Part-Time Hours Report spreadsheet.

Comp, Sick & Vacation Max Hours Report will reflect any employee(s) who are approaching or have reached their max accruals of 120 hours for Comp time, 2,080 hours of Sick time or 320 hours of Vacation hours in the last pay period.  If an employee reaches 120 hours of Comp time, 2,080 hours of Sick time or 320 hours of Vacation time, they will not be able to accrue anymore hours until they go below these thresholds.  The SAP report used is PT_QTA10 – Display Quota Information.

  • If an employee has reached 100 hours of Comp Time or reached their cap of 120 hours of Comp Time cap, an email is to be sent to that individual and their supervisor, their Chief Deputy/Dep’t Administrator, the HR Chief Deputy / SAC II, and the DPTs informing all  that the employee will not be able to accumulate more than 120 hours of Comp Time. Note: when the max 120 has been reached, an error message will occur in SAP prompting the user to change CT to OT time.
  • If an employee has reached 2,000 hours of Sick Leave or has reached their cap of 2,080 hours of Sick Leave cap, an email is to be sent to the employee and their supervisor, their Chief Deputy/Dep’t Administrator, the HR Chief Deputy / SAC II, and the DPTs that they are approaching the cap number of hours they can accrue or have accrued their cap of 2,080 hours of Sick Leave. The employee will be provided with the suggestion of requesting to exchange up to 80 hours of sick leave for up to 40 hours vacation time. County HR will determine if they are eligible, based upon their bargaining unit, years of service, on a Fiscal or Calendar Basis.  Refer the employee document on exchanging sick leave for Vacation Form on the MySLO website.
  • If an employee has reached 300 hours of Vacation Time or has reached their cap of 320 hours of Vacation Time, an email will be sent to the employee with a cc to their Supervisor, their Chief Deputy/Dep’t Administrator, the HR Chief Deputy / SAC II, and the DPTs that they are approaching the cap number of hours they can accrue or have accrued their cap of 320 hours of Vacation Leave. Two suggestions will be given, the employee should use vacation time and/or if applicable based upon their Bargaining Unit, submit a Pay-in-Lieu Form.  Up to 40 hours of vacation time can be converted to pay based upon the employee’s regular hourly rate. An employee can only submit a Pay-in-Lieu Form only once per Fiscal Year.  If the employee can submit a Pay-in-Lieu Form per their bargaining unit, they must have already coded 40 hours of vacation time during the same fiscal year they are submitting the form and the employee must have a minimum of 200 hours of vacation available to use.