The Classified and Professional Staff Flexible Year Program is currently open for enrollment for Fiscal Year 2003-2004. This program is staffing alternative that allows departments the flexibility to meet operational and staffing needs during peak load periods, and at the same time, it allows for reduced staffing and personal services costs during the off-peak periods.

• Salary savings that accrue as a result of participation in this program may be utilized by the department.
• Flex year appointments are regular classified staff appointments that allow for a minimum of one and up to a maximum of four pay periods in non-work status during a fiscal year.
• Non-work pay periods need not be consecutive; however, they must be for a minimum of one complete pay period.
• In order to accommodate a wide variety of work schedules, the employee must agree to a fiscal payment plan. This means that the employee's adjusted salary will be paid over 12 months. Since benefit premium deductions will be made over 12 months, there is no need for the employee to increase these deductions to cover non-work pay periods.
• The deadline for enrollment for fiscal year 2003-2004 is June 2, 2003.

Instructions, enrollment forms and more detailed program specifics are attached. Questions concerning this program should be directed to Rollis Hyman, Systems Control Department, at 621-3666.

Program Options

• Non-work payroll periods may be for a minimum of one (1) pay period up to a maximum of four (4) pay periods. The department's operational needs may preclude an employee's absence for four pay periods within a fiscal year. This program offers four options:
  • Flex 1 = 1 pay period in non-work status
  • Flex 2 = 2 pay periods in non-work status
  • Flex 3 = 3 pay periods in non-work status
  • Flex 4 = 4 pay periods in non-work status
• Non-work status need not be consecutive pay periods. For example, if staffing needs are reduced in December and April, an employee may be in non-work status (for a minimum of one pay period) in each month.
• To accommodate various work/non-work schedules, the employee must agree to a fiscal payment plan. This means that the employee's adjusted salary will be paid over 12 months, thereby eliminating the need for the employee to budget for non-work periods.
• There will be no interruption or changes to the employee's health/benefit coverage during non-work status.
• Employees enrolled in the flex-year program will automatically revert to their previous (pre-flex) position effective July 1, 2004, and a new Flexible Year Enrollment Form will be required to re-enroll in the program.

Flex Salary Calculation

• To calculate the Flex Salary the following formulae apply:
  • Flex 1 Salary = annualized salary / 2080 X 2000
  • Flex 2 Salary = annualized salary / 2080 X 1920
  • Flex 3 Salary = annualized salary / 2080 X 1840
  • Flex 4 Salary = annualized salary / 2080 X 1760

1. Department completes the Flexible Year Enrollment Form and obtains the appropriate Dean, Director, Department Head signature.
2. Employee signs both the Flexible Year Enrollment Form and the Twelve Month Salary Distribution Enrollment Agreement.
3. Department completes the employee's Personnel Action Form (PAF) as follows:
   • Insert the start date, end date, and flex salary (see above formula) on section B1.
   • Forward the PAF/PCF, Flexible Year Enrollment Form and the Twelve Month Salary Distribution Enrollment Agreement to Rollis Hyman, Systems Control, P.O. Box 210158, University Services Building, Room 401. Rollis will insure that the appropriate administrative offices are informed of the employee/position conversion.
4. The department will receive verification that an employee and/or position has been converted to a flex-year status by way of the Personnel Action Form (PAF) and the Position Control Form (PCF).

Forms:

• Flexible Year Enrollment Form
• Twelve Month Salary Distribution Form

• Academic Staff Enrollment Form

FISCAL YEAR 2003-2004 PAY PERIODS

07/01/03- - - - -07/06/03 (4 days)
07/07/03- - - - -07/20/03
07/21/03- - - - -08/03/03
08/04/03- - - - -08/17/03
08/18/03- - - - -08/31/03
09/01/03- - - - -09/14/03
09/15/03- - - - -09/28/03
09/29/03- - - - -10/12/03
10/13/03- - - - -10/26/03
10/27/03- - - - -11/09/03
11/10/03- - - - -11/23/03
11/24/03- - - - -12/07/03
12/08/03- - - - -12/21/03
12/22/03- - - - -01/04/04
01/05/04- - - - -01/18/04
01/19/04- - - - -02/01/04
02/02/04- - - - -02/15/04
02/16/04- - - - -02/29/04
03/01/03- - - - -03/14/03
03/15/04- - - - -03/28/04
03/29/04- - - - -04/11/04
04/12/04- - - - -04/25/04
04/26/04- - - - -05/09/04
05/10/04- - - - -05/23/04
05/24/04- - - - -06/06/04
06/07/04- - - - -06/20/04
06/21/04- - - - -06/30/04 (8 days)