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REQUIREMENTS AND POLICIES MANUAL

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Work Deferment

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    Title:

    Work Deferment

    Publication date:

    4/26/2022

    Effective date:

    8/14/2008

    BRIEF

    Policy Summary

    This policy addresses how a division can retain the valuable skills of existing employees by way of temporary work deferment or temporary reduction in hours, when a reduction in force is being considered or when there is a temporary lack of funding or a temporary lack of work.

    Who Should Read This Policy

    Career and Term appointment employees. Represented employees should consult their collective bargaining agreements.

    To Read the Full Policy, Go To:

    The POLICY tab on this wiki page

    Contact Information

    For more information, contact your division's HR Field team.

    Feedback on HR policies or procedures is welcomed. Send comments to [email protected].

    Title:

    Work Deferment

    Publication date:

    4/26/2022

    Effective date:

    8/14/2008

    POLICY

    A. Purpose

    When a reduction in force is being considered or when there is a temporary lack of funding or a temporary lack of work, a division may also consider strategies such as temporary work deferment or temporary reduction in hours for up to four months as alternatives to indefinite layoffs of Career appointment employees or early release of Term appointment employees. Such arrangements, when consistent with the needs of the division and the Laboratory, can retain the valuable skills of existing employees while responding to short-term critical budget or work-shortage issues.

    B. Persons Affected

    Career and Term appointment employees. Represented employees should consult their collective bargaining agreements.

    C. Exceptions

    Requests that exceed what is allowed under current policy or that are not expressly addressed by current policy are considered exceptions to policy. A request for an exception to policy requires, at a minimum, the approval by the Chief Human Resources Officer.

    D. Policy Statement

    1. General
      1. A Career or Term Appointment employee (including Career-Track employee) shall be given written notice of the effective date and the ending date of a temporary work deferment or temporary reduction in time. Notice shall be provided at least 15 calendar days before the effective date or pay in lieu of notice. A temporary work deferment or temporary reduction in time shall not exceed four calendar months. Divisional Fellow, Senior Scientist/Engineer and Distinguished Scientist/Engineer positions are excluded from involuntary work deferment. This policy is not applicable to all other employee classifications: Faculty, Postdoctoral Fellows, Visiting Researchers, Limited, Graduate Student Research Assistants (GSRAs), and Student Assistants.
      2. An employee on a temporary work deferment or reduction in time is ineligible for the right to recall, preference for reemployment, and severance pay.
      3. Accrued sick leave shall not be used during a temporary work deferment or temporary reduction in time. 
      4. Accrued vacation leave may be used, at the discretion of the division director (or designee), to postpone the effective date of the temporary work deferment. Accrued vacation leave shall not be used during a temporary work deferment. 
      5. If an indefinite layoff or indefinite reduction in time for career employees should occur during a temporary work deferment or temporary reduction in time, the procedures for indefinite layoff or indefinite reduction in time shall apply. (See the Reduction in Force policy.)
      6. Term appointment employees may be terminated early for lack of funds, lack of work, or changes in operational/business needs. If an early termination for term appointments should occur during a work deferment or reduction in time, the procedures for release of term appointment employees shall apply. (See the Appointments, Term policy. For information regarding the release of employees in scientific term appointments see the Appointments, Scientist & Engineer policy.)
    2. Benefits and Service Credit
      1. During a temporary work deferment or temporary reduction in time, the employee's current level of health and welfare benefits will be maintained or suspended. For additional information go to UCnet.

      2. During a temporary work deferment, the employee will temporarily stop earning service credit. During a temporary reduction in time, the employee will temporarily earn service credit on a prorated basis.
    3. Applicability of Laboratory Policies. While an employee is on temporary work deferment or on temporary reduction in time, all Laboratory policies, including conflict of interest policies, remain in effect and employees should continue to abide by these policies.

    E. Roles and Responsibilities

    Managers, supervisors, and employees have the responsibility to adhere to the provisions of this policy.

    F. Definitions/Acronyms

    None

    G. Recordkeeping Requirements

    None

    H. Implementing Documents

    None

    I. Contact Information

    For more information, contact your division's HR Field team.

    Feedback on HR policies or procedures is welcomed. Send comments to [email protected].

    J. Revision History

    Date

    Revision

    By whom

    Revision Description

    Section(s) affected

    Change Type

    4/26/2022 1.1 W. Crosson Periodic review: updated links; removed out of date implementing documents All Editorial

    12/17/2014

    1

    L. Westphal

    Rewrite for wiki (policy)

    All

    Minor

    10/30/2013

    0.2

    M.Bello

    Remove temporary exception

    Minor

    10/10/2013

    0.1

    M.Bello

    Post temporary exception

    Additional Info

    Minor

    1/2/2012

    0

    M. Bello

    Rewrite for wiki (brief)

    All

    Minor

    DOCUMENT INFORMATION

    Title:

    Work Deferment Policy

    Document number

    02.06.007.000

    Revision number

    1.1

    Publication date:

    4/26/2022

    Effective date:

    8/14/2008

    Next review date:

    4/26/2027

    Policy Area:

    Leaves of Absence

    RPM Section (home)

    Human Resources

    RPM Section (cross-reference)

    Section 2.29

    Functional Division

    Human Resources

    Prior reference information (optional)


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