ABSENCE REPORTS

• Principal Investigators should make sure that all employees (salaried and hourly staff) turn in monthly Absence Reports in a timely manner, and that sick and vacation leave is accurately reported.
• When employees claim sick and/or vacation leave, this is a CREDIT to the grant.
• If Absence Reports are not turned in to ORSP in a timely manner, or leave time is not accurately reported, this can result in accurate financial statements submitted to the funders.  When leave is not recorded, the grant is not credited, and the funder may be overcharged for costs.
• PIs may NOT ask employees to claim sick and vacation leave time in order to secure a credit to the grant.  Sick and vacation leave time must be used and reported by grant-funded employees according to the provisions of University policy and the applicable collective bargaining agreement.

UNCOLLECTED OR UNDELIVERABLE PAYCHECKS
Please remind your staff and student assistants to pick up all payroll checks and direct deposit slips from the ORSP Office (ADM 471) within 5 days of the disbursement date (pay day). All payroll disbursement dates are announced in the monthly ORSP newsletter under Upcoming Dates & Deadlines on the first page.

If paychecks are not picked up within 5 days, ORSP personnel must return them to the Disbursement Office.

If you, or one of your staff, would like ORSP to mail your paycheck or direct deposit slip to your home address, please complete the Mailing Authorization Form, sign, and return to the form to ORSP, ADM 471. The form is available on the Personnel home page.

REQUESTING TIME BASE CHANGES FOR STAFF:
Please contact the ORSP Personnel Office immediately if you are planning on making a time base change for grant related staff.   ORSP Personnel is required to notify employees in writing at least 30 days prior to the effective change.  This includes request for increasing or decreasing time bases for staff.

EMPLOYEE TERMINATIONS AND RESIGNATIONS
Please contact an ORSP Personnel Specialist regarding all employee separations.  This includes resignations, and separations before, or at the end of, the employee’s stated appointment period.  ORSP Personnel staff depend on PIs to provide them with timely information about employee separations.  This information will allow the University to comply with federal and state labor law governing final pay checks and benefits information (COBRA).

• Separation at the end of the employee’s stated appointment period
  If you do not intend to re-appoint an employee after the stated end date of their appointment, please contact a Personnel Specialist 30 days prior to the end date of the employee’s appointment.  This will allow ORSP to inform the employee in writing of clearance procedures, and other important information about their benefits and final pay.  This will also allow the payroll office enough time to process the employee’s vacation leave pay off.  In most cases, we are legally obligated to have the final paycheck and vacation leave pay off available to the employee on the final day of employment.
• Separation before the stated end date of the employee’s appointment period
  Please contact an ORSP Personnel Specialist if you plan to end the appointment of an employee before the stated end date of their appointment period.  PIs should submit requests in writing and specify the reasons for such an action.  The request will need to be reviewed and approved by the Human Resources department.  If the request is approved, the Human Resources department will notify the employee in writing.  The employee will be given the appropriate notice period, as specified by the applicable collective bargaining agreement.
• Voluntary Resignation
  Please contact an ORSP Personnel Specialist when any employee on your project(s) resigns.  If an employee resigns with at least a 72 hour notice, we are legally obligated to have the final pay check and vacation pay off available to the employee on the final day of employment.  Please forward resignation letters and final Absence Reports to ORSP as soon as possible.
  

DIRECT DEPOSIT ELIGIBILITY
Direct Deposit is available for employees who meet the following:

• Appointment is longer than six months and at a timebase of .50 or more, and
• Have accrued 40 hours of vacation/CTO/Personal Holiday, or
• Have accrued 20 hours of vacation/CTO/Personal Holiday and 20 hours of sick leave.

Employees should complete and return the Direct Deposit Form to the Payroll Office which is located in ADMIN 252. It usually takes 45 days for the Direct Deposit to be established through the Office of the State Controller. Under State Controller's Office regulations, employees will be removed from the Direct Deposit Program if they go on either IDL or NDI leave, or if their pay is in "dock" status.