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Furlough Information for Supervisors/Managers
Create a Furlough Plan with Each Affected Employee
Supervisors/Managers are expected to work with each employee (faculty, appointed professional and staff) to develop a furlough plan that minimizes impact to both the employee and the department. Depending on the business needs of the unit, the Dean/Director/Department Head may develop a coordinated approach.
Supervisors/Managers are encouraged to be as flexible as possible in working with employees to schedule the furlough time while balancing the needs of the department. Many employees will take whole or half days off; for those who wish to take their furlough time in smaller increments, the smallest increment available is one hour.
When planning furlough time with employees, here are some options to consider:
- Shortening the work day at the beginning, middle or end of the shift;
- Using a furlough day or hours in place of sick, vacation or other leave time;
- Taking a furlough day or hours in a month with three pay check dates;
- Combining furlough time with pre-approved vacation; or
- Combining furlough time with a holiday weekend.
A sample plan would include:
- Identify how many furlough days/hours the employee must take
- Identify the days/times when the furlough time is scheduled
- Document the process for making changes to the plan
- Clarify that furlough time in one week of the pay period should not be off-set by overtime in the following week of the pay period.
Scheduling Considerations
When scheduling University Furlough time, supervisors are encouraged to take into account the maximum hours that may be worked during a Furlough week.
Non-Exempt Employees
Since the goal of taking furloughs is to reduce salary costs, the combined total of hours worked plus furlough hours taken in any week may not exceed the non-exempt employee’s scheduled FTE in the week in which University Furlough time is taken. For example, if an employee normally works 40 hours in a week, and takes 8 hours of University Furlough, then s/he cannot work more than 32 hours in that work week. If the employee does work additional hours, then the employee must reduce University Furlough time so that the total hours of the week still equal 40.
Exempt Employees
Exempt employees record exception time or presence at work on their time sheets. When University Furlough time is taken, exempt employees must report the furlough as exception time, and their pay will be reduced accordingly. For example, if the employee’s normal FTE is 1.0, and s/he notes 8 hours of University Furlough, then s/he will be paid for 32 hours for that work week.
For all employees, University Furlough and regular hours may not exceed the regularly scheduled FTE.
University Furlough Is Not Work Time
When an employee is on University Furlough, he or she is not working, checking voicemail or email or doing any other work.
Tracking and Monitoring University Furlough Time
Supervisors/Managers are expected to work with their department business manager/time coordinator to track furlough time by providing them a copy of each employee’s furlough plan and updates to the plans. Furlough activity reports will be available each pay period in UAccess Analytics.
In the rare circumstance when an employee does not voluntarily schedule/take furlough time, the supervisor/manager may schedule furlough time for the employee and tell him or her when not to report for work.
Business managers are expected to run these reports regularly and to keep managers and supervisors informed regarding which employees have satisfied their furlough plan and which employees still have furlough hours left to take. This will ensure that all required furlough hours have been taken no later than the last pay period in June 2011.
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