This PML is superseded by the HR Manual and is no longer active.
PML Number
1992-101
Title
Personal Leave Program (PLP) Update #1
Date Issued
September 15, 1992
Owner
Classification and Compensation Division
Contact
Personnel Services Branch
(916) 327-0568
Signed By
Mike Vargas, Manager of Classification and Compensation
Content
This memorandum is to provide further provisions regarding the PLP, to clarify and, in some instances, amend provisions that were previously addressed in Management Memo 92-78. Upon further review of the PLP process, and the need to better interface with the State Controller's Office (SCO) payroll system, amendments to previous provisions were necessary to effectively administer the PLP. In addition, a worksheet and examples are attached for departmental use to calculate personal leave credit (PLC) for employees who moved between reduced classes designated Managerial, Supervisory, E98, and E99; to or from unreduced classes designated Rank and File, Excluded, E97, and Confidential during the 1991-92 salary reduction program. The worksheet also provides for the restoration of employees' salaries as of July 1, 1992 and the crediting of PLC toward the 18 months of participation in the PLP.
To date, all Excluded designated classes, Bargaining Units 01, 02, 04, 05, 06, 07, 08, 09, 10, 11, 12, 13, 15, 16, 17, 18, 19, 20 and 21 are participating in the PLP. Bargaining Units 02, 06, and 09 have signed agreements to be included in the PLP effective September 1, 1992. Bargaining Unit 06 employees shall receive a salary reduction of eight hours and receive eight hours of PLC and participate in the PLP for 18 months. Bargaining Units 02 and 09 shall receive a salary reduction of nine hours and receive nine hours of PLC and participate in the PLP for 16 months. Further information and instructions on the implementation of the PLP for Bargaining Units 02 and 09 will be forthcoming in a future PLP update.
All further references to the PLP in this memorandum shall apply to those bargaining units that have a salary reduction of eight hours and that receive eight hours of PLC or an equivalent, of eight hours for less than full-time employees. In addition, all references to PLP participation shall be for the 18 months.
Amendments to Management Memo 92-78
Bargaining Unit 18
Bargaining Unit 18 was inadvertently omitted and should have been included on the first page of Management Memo 92-78, which advised departments of those bargaining units participating in the PLP effective as of July 1, 1992. However, in the attachment which provided provisions of the PLP, Bargaining Unit 18 was included as a bargaining unit participating in the program effective July 1, 1992.
Salary Changes Effective Other than the First of the Pay Period
When an employee receives a salary change other than the first of the pay period, the personal leave reduction shall be based in the position the employee is active as of the time of the salary reduction. SCO issues salary payments based on the position the employee holds as of the end of the pay period, then issues payments for positions on a retrospective basis. Therefore, the first payment issued, which is typically the position the employee is currently active, shall be subject to the personal leave salary reduction.
Lump-Sum Payments
Lump-sum payments shall be paid based on the employee's unreduced salary without a personal leave reduction. PLC accrued prior to the employee's separation date shall count toward lump-sum payments, however, during the period of projection an employee shall not accrue any additional PLC.
Break in Service
An employee who separated from State service prior to July 1, 1992, with prior service in a classification subject to the 1991-92 salary reduction program, shall not be eligible to receive PLC for those pay periods he/she incurred a salary reduction. In addition, if the employee reinstates to State service after July 1, 1992 and prior to December 31, 1993, the employee shall not be eligible to receive PLC for the prior service. However, if the employee reinstates to State service on or before July 1, 1992, those pay periods prior to the break in service in which a salary reduction occurred shall count toward their participation in the PLP.
Additional Positions
When an employee receives pay for more than one position, each position during the pay period will be reduced by a personal leave reduction. If an employee holds a position in addition to a full-time position, both positions will be reduced. The full-time position will be reduced by eight hours and the additional position will be reduced based on the number of hours worked in that position. It is not the Department of Personnel Administration's (DPA) intent for any employee to incur a salary reduction in excess of eight hours for any one pay period. Therefore, departments need to request an adjustment to the employee's pay to offset any reduction in excess of the eight hours. If an employee works for more than one appointing power, the primary employer should be responsible for reconciling the employee's salary payments received for each position and the number of hours reduced within a pay period to ensure the employee has not incurred a salary reduction in excess of eight hours total for all positions. The appointing authorities should come to an agreement to determine which position should be adjusted to offset hours in excess of eight hours.
Retired Annuitants
Retired annuitants appointed pursuant to Government Code Sections 21151, 21152, 21153, 21154, 23919, 23921, and 23922 are excluded from participation in the PLP. However, they will incur a salary reduction in their position. SCO does not have the capability to exclude retired annuitants from the PLP as the payroll system does not distinguish tenure when reducing salaries for a class. Therefore, a request for an adjustment to the employee's pay must be made in order to offset the employee's salary reduction.
Amount of Hours Requires to Work for a Salary Reduction to Occur
Full-time and part-time employees shall not incur a salary reduction or receive PLC when receiving 1 day 2.99 hours of pay or less; intermittent employees shall not incur a salary reduction when receiving 10.99 hours of pay or less; and semimonthly employees shall not incur a salary reduction when receiving 5.49 hours of pay or less.
Intermittent and Actual Time Worked (ATW) Qualifying Service
Intermittent and ATW employees shall have personal leave count toward their 1,500 hours and 194 days as of the time of the salary reduction. When an employee takes personal leave time off, those hours shall not count toward their 1,500 hours and 194 days of work. 
Additional Personal Leave Provisions
PLC for Health Benefits
All current excluded employees as of July 1, 1992, who would have otherwise been eligible for health benefits and who worked at least one qualifying pay period since July 1, 1991, the effective date of the health benefit premium rate increase, shall receive a one-time credit of eight hours of PLC as of July 1, 1992. Those employees enrolled in F1exElect and Rural Subsidy are also entitled to the eight hours of PLC.
Counting PLC Time Off Towards Overtime
When an employee takes personal leave time off, those hours shall count toward the required number of hours in a workweek in determining overtime.
DPA Rules 599.937 (m), 599.937.1 and Bargaining Unit Side Letter Agreements which Provide for PLC for Movements Between Reduced Classes Designated Managerial, Supervisory, E99, E98 and Unreduced Classes Designated Excluded, E97, Confidential and Rank and File During the 1991/92 Salary Reduction Program
Effective July 1, 1992, regardless of the effective date of participation in the PLP, employees who moved between reduced Managerial, Supervisory, E98, and E99 classes; to or from unreduced Excluded, E97, Confidential and Rank-and-File classes with signed side agreements (includes all bargaining units except Units 03 and 14) shall receive and be eligible to use PLC for the time they incurred a salary reduction during the 1991/92 salary reduction program as follows:
•	Participation toward the 18 months in the PLP for those months the employee incurred a salary reduction;
•	employees shall receive PLC on a prorated basis determined by the difference between the salary they received and the salary they would have received if the 1991/92 salary reduction program had not occurred;
•	employees shall receive a restored salary rate and, when appropriate, a corrected salary anniversary date as of July 1, 1992, if their salary was affected by the 1991/92 salary reduction program.
SCO has programmed the payroll system to accomplish the PLP by reducing employees' salaries for the entire 18 months of participation from the effective date of implementation of the PLP and from the effective date of the 1991/92 salary reduction program. Managerial and E99 designated classes were reduced during the 1991/92 Salary Reduction Program and as this reduction period shall count toward the 18 months of PLP participation, the PLP will conclude as of December 31, 1992. Supervisory and E98 designated classes were reduced during the 1991/92 Salary Reduction Program and as this reduction period shall count toward the 18 months of PLP participation, the PLP will conclude as of March 31, 1993. If a Managerial, Supervisory, E98 and E99 employee has not completed 18 months of PLP participation as of the PLP expiration date, departments will be required to process individual employee reductions to ensure 18 months of participation in the PLP or until December 31, 1993. (Example: An employee appointed to a supervisory class from a rank-and-file class as of January 1, 1992 would receive six months prior PLC as of July 1, 1992 and would be required to serve three additional months in the PLP after the PLP expiration date of March 31, 1993.) The 18 months of PLP participation for all other excluded designated classes is from July 1, 1992 through December 31, 1993. The 18 months of the PLP participation for rank-and-file designated classes shall be as specified in each bargaining agreement. Even though an employee may qualify for credit for prior months of PLP participation, SCO will continue to reduce the employee's salary up until the employee's designated PLP expiration date. Departments will be required to process adjustments to these payments to offset the reduced salary once the employee has completed his/her 18 months of participation in the PLP. SCO will issue further instructions in the near future.
Attached is a worksheet for PLC for movement between classes that were reduced and those that were not reduced during the 1991/92 salary reduction program. Departments should reproduce the worksheet to use to verify the restored salaries of employees as of July 1, 1992. A separate worksheet should be used to calculate salaries for each separate appointment when a salary change occurred during the 1991/92 salary reduction period and an employee's salary may have been affected. Examples of various employee salary movements are provided to illustrate prior PLC and how to restore employee's salaries as of July 1, 1992 as if the 1991/92 salary reduction program had not occurred. When completing the worksheet and determining months of participation in the PLP, remember to include full months of leaves of absences and disability periods which count toward the 18 months of participation.
SCO has updated salaries for employees in classes designated Managerial and Supervisory who were eligible for a restored salary as of July 1, 1992. The attached worksheet should be used to audit the salaries and to determine the appropriate PLC for prior participation in the PLP. SCO will adjust salaries effective July 1, 1992, for those employees designated Excluded, E97, Confidential and Rank and File that received a salary other than the salary they would have received if the salary reduction program had not occurred. It was previously stated in Management Memo 92-78 that departments would be required to process the updated salaries for rank-and-file employees, however, SCO has agreed to process the updates in order to expedite the updating of employees' adjusted salary rates. Upon receipt of the PAR documents which will reflect a SAL transaction as of July 1, 1992, use the attached worksheet to audit the salaries and determine appropriate PLC for prior participation in the PLP.
DPA would like to thank the Department of Corrections' personnel staff for their participation in the preparation of this PLP update and their help with the development of the worksheet and examples provided. 
DPA recognizes that there are many complexities with the administration of the PLP and realize that the PLP may generate an additional burden on personnel transactions staff. DPA will make every effort to assist departments in the administration of this program. To ensure accurate application of the PLP, we ask that departments send all questions in writing to the Personnel Services Branch (PSB) at DPA. You may fax your questions to (916) 327-0568. PSB regrets that due to the volume of telephone calls regarding the PLP, we are no longer able to respond to departments' telephone or PROFS inquiries. PSB will make every attempt to respond to your written questions within a two-week turnaround from the date received.