District Attorneys Council

Types of Employees:

Employees can be classified permanent full-time, permanent part-time, temporary full-time, and temporary part-time. Part-time employees can either be paid by the hour or by a percentage rate.

Temporary employees are not eligible for benefits, and cannot work more than 999 hours in any 12 month period. A permanent employee must work at least 1,000 hours in a 12 month period to remain eligible for benefits.

Freeze Exception Forms:

An approved freeze exception form must be received before a new-hire can be placed on payroll. Also, if an employee is promoted or transferred to a new position, an approved freeze exception form must be submitted.

Hours for New-Hires, Terminations:

If an employee either begins employment or terminates employment during the month, please indicate on the personnel action form the number of hours to be paid for that month.

Required Forms:

All required forms for new-hires are listed on the ¿New-hire information form.¿ In addition, if the new-hire is an Assistant District Attorney, the ¿Assistant District Attorneys Affidavit¿ must also be submitted.

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Payroll Schedule(revised 9/8/06)

There are 3 Payroll Cycles in PeopleSoft:

1. Main - salaried, permanent full-time and permanent part-time employees, plus longevity.

2. Supplemental - hourly, temporary employees and new hires submitted after the Main Payroll Deadline.

3. Off-Cycle - incentive pay, overtime, and annual leave for terminations.

Deadline 2^nd: Supplemental and Off-Cycle Payroll

Annual leave for terminations. Hours for overtime and temporary/hourly employees. Personnel Action Forms received after this date will be processed on the next applicable payroll cycle.

Deadline 18^th: Main Payroll

Funding, salary, new hires, terminations, plus any other changes affecting the regular monthly payroll. Personnel Action Forms received after the deadline will be processed on the next applicable payroll cycle.

Please send forms earlier, if possible.

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Payroll Funds Transmittal Policy

The District Attorneys Council (DAC) shall distribute a Payroll Schedule that ensures personnel actions are processed in a timely manner.

District Attorneys shall be responsible for communicating all payroll changes to the DAC, according to the Payroll Schedule, including, but not limited to: resignations, new hires, hours of temporary employees, salaries, and funding.

District Attorneys shall transmit sufficient funds to DAC by the 20th of each month to cover each month¿s payroll costs, travel, workers comp. and all other expenses related to their district.

DAC shall process payrolls as described in the Payroll Schedule.

DAC shall verify funds available for payroll, prior to processing. If funds are not sufficient to process payroll, DAC shall determine which accounts are the most negative. For purposes of expediency and to ensure compliance with the Payroll Schedule, DAC shall:

1. In order of greatest deficit to least, identify districts that are behind in transmitting payroll funds.

2. Remove districts from payroll in the order described in 1 above, until the total payroll is reduced sufficiently to be processed, according the total amount of funds available.

3. Add districts that have been removed from a payroll to a supplemental payroll, once funds have been received from these districts.

4. Notify districts of the above actions being taken.

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Leave and Holiday Schedules

Sick Leave: Full-time and part-time qualifying employees accrue sick leave. Sick leave is to be used when an employee is unable to work due to illness or injury or for medical, dental, or optical examination or treatment. Full-time employees accrue 15 days per year. Part-time employees accrue leave on a prorated basis. There is not accumulation limit.

Annual Leave: Full-time and part-time qualifying employees accrue annual leave based on continuous service. Annual leave is used for vacations, personal business, and time off not covered by other paid or holiday provisions. Part-time employees accrue leave on a prorated basis.

Accumulation Schedule (effective November 1, 2001)

Cumulative Service	Accrual Rate	Monthly Accrual	Limit
Less than 5 years	15 days a year	10 hours	30 days
5 through 9 years	18 days a year	12 hours	60 days
10 through 19 years	20 days a year	13-1/3 hours	60 days
20 years and over	25 days a year	16-2/3 hours	60 days

Family and Medical Leave: Employees with more than twelve months of full-time service may take Family and/or Medical Leave, not to exceed 12 weeks in a 12 month period for: (1) having to care for a terminally or critically ill child or dependent adult; (2) the birth of a child; (3) receiving custody of a child through adoption; or (4) a serious health condition that makes the employee unable to perform the functions of the employee¿s job. Family and/or Medical Leave is deducted from existing leave balances or an employee may utilize leave without pay. Whenever it is possible, employee shall schedule Family and/or Medical Leave to accommodate the operations of the employee¿s agency. An employee shall give his/her supervisor notice and a request for Family and Medical Leave at least 30 days before leave is to begin if the need for Family and/or Medical Leave is expected. When the need for Family and/or Medical Leave is unexpected, an employee shall give his/her supervisor notice and a request for Family and Medical Leave as soon as possible.

Paid Holidays: Employees receive the holidays off with pay as proclaimed by the Governor. Part-time employees accrue holidays on a prorated basis. The standard recognized holidays are:

Holiday	Date
New Year's Day	January 1
Martin Luther King Jr. Day	3rd Monday in January
Presidents Day	3rd Monday in February
Memorial Day	Last Monday in May
Independence Day	July 4
Labor Day	First Monday in September
Veterans Day	November 11
Thanksgiving Day	4th Thursday in November and day after Thanksgiving

Christmas Day

December 25

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