Attendance and Time

4-13-06 – State Education Department - LATS

PEF stated that time and attendance instructions are in too many places and it is difficult for employees to get all the information they are looking for. Additionally, PEF inquired about vouchers being handled directly through LATS electronically. Management explained that vouchers could not be handled through LATS because they are different systems that handle processing of overtime. PEF stated that some leave codes were missing. Management explained that was corrected. PEF stated that staff needs to be made aware that overtime eligible and ineligible employees can agree to a workweek adjustment, and that overtime eligible employees that work overtime with supervisory knowledge have to be paid overtime and meal allowances. This information is not included in the supervisory manual and is not information that supervisors and staff are knowledgeable about. PEF stated that Human Resources needs to put this information all together in one place on the Intranet site. PEF stated that HR staff and supervisors of workers need to ensure that LATS sheets that reflect that worker’s worked overtime are appropriately compensated with salary and meal allowances, and that the workweek adjustment line is added to the LATS sheet so that worker’s can make a workweek adjustment to their LATS sheet. Management indicated that they would look into the issue of more overtime information in the manuals, but did not think that the workweek adjustment could be added to the sheets.

4-6-06 – Department of Environmental Conservation – When will DEC address PEF’s January 12, 2006 letter on remaining area of dispute in the November 15, 2005 draft Employee Time and Attendance Handbook?

Management's response: A meeting on this subject is being scheduled.

Regarding the T&A Manual, Management’s scheduling of the training caught them off guard. Additionally, at the trainings, employees are being told that breaks are at the discretion of the supervisor. Citing longstanding past practice, PEF reminds Management that, per the contracts, breaks are mandatory.

The practice of this Agency has been to allow employees a paid morning and afternoon break period of not more than 15 minutes each. An employee may not, however, exchange these (break) periods for a shortened work day. Further, Management does retain the right to deny an employee their scheduled break period on a day(s) when it is an operational necessity. If any employee is experiencing a permanent (blanket) denial of break periods, they should contact the Employee Relations Office and/or their Union representative(s).

3-9-06 – Department of State – LATS-Department mailing; Inputs, software/training for regional offices. It was noted that LATS seems to be performing well, now. It is up and running in Syracuse and is scheduled to be implemented in Hauppauge this week (3/9).

1-23-06 -- DEPARTMENT OF TRANSPORTATION -- TADS/How many employees are using paper time sheets? Is the department planning to implement a new TADS program?

The vast majority of the 4,000 employees still on paper time sheets are in highway maintenance. The process continues for replacing the old DIASY system with MAMIS, which will plug into the TADS program.

3-18-04 – State Education Department – LATS

PEF notified Management that some employees and managers were creating both an electronic timesheet and a paper timesheet and that staff other than supervisors were reviewing employee’s timesheets. PEF said training was necessary. Management responded that there are coordinators in each area to take care of on site training as necessary and that managers who were continuing to require paper copies would be advised to stop. Management also informed PEF that all employees received detailed instructions that included P/T and VRWS instructions and that the instructions were also on the intranet. PEF requested the instructions with regard to part time and VRWS to be placed in the minutes.

LATS Instructions at: http://atwork.nysed.gov/hr/empres/attendance/latsinstruc.htm

http://atwork.nysed.gov/Fiscal/TEAS/LATSTEASInstructions.htm -TEAS instructions

http://atwork.nysed.gov/hr/empres/attendance/latsfacts.htm – LATS general fact sheet

2-26-04 – Office of Children and Family Services – Automated Time Cards

CONCERNS OF INITIATING PARTY: PEF requests an update.

RESPONSE: The pilot for Home Office staff begins next week with the proposed end date for all employees to be on the system is scheduled for the end of calendar year 2007.

2-26-04 – Office of Children and Family Services –Recent Blackout/Waivers

CONCERNS OF INITIATING PARTY: Update on the GOER response to the process of requesting waivers of the attendance rules downstate re: employees who came into work on August 15, 2003 , only to be sent home.

RESPONSE: Management received the list of affected employees and will forward the list to GOER for their review and decision.

RESOLUTION/DECISION/NEXT ACTION: Management will keep PEF advised of any changes.

12-9-03 – Workers’ Compensation Board – Electronic Time Sheets

Approximately 500 of the 1400 in the agency are using the system. Everyone is expected to be on system by early March. Formal training has not been conducted. Everyone was provided with a handbook. Of the people surveyed, 90% indicated no formal class was needed.

12-3-03 – State Education Department – PEF wants the Department to allow others who are using paper now to be able to continue using it. They noted that the State Central Register at the Office of Children and Family Services allows for both LATS and paper to be used simultaneously. SED noted that cost is an issue that must be considered. PEF countered that 14 other agencies have the LATS system. They imagine that they must have the same problem. SED said that theirs is different. PEF said it recognizes this as a statewide issue that should be sent up to PEF executive to go to GOER.

SED added that another problem involves the loss of HR staff. They noted that this effects the ability to act on issues such as paper sheets. They again added that trying to roll out LATs and maintain a paper system as well is too costly. PEF asked that the record reflect that the question is not about cost but to allow paper. SED countered that the goal is one system and that if they did what PEF requested it would negate the goal.

PEF asked about maintaining a parallel record-keeping system that would account time-earned by holding it in abeyance. This question was raised because there is an issue with part time employees accruing the right amount of time. Presently, these employees may desire to use accrued credits they will find that LATS has not recorded it. PEF asked to keep a separate accounting of accruals for these employees. SED thought it was a good suggestion and promised to look into it (see link below)

IF YOU WORK OR ARE PAID LESS THAN FULL-TIME (PART-TIME, OR VRWS):

If you normally earn different accrual amounts each odd/even pay period, you will now earn the same accruals each pay period. You will receive an annual adjustment to your vacation accruals on pay period 26. You will receive sick leave adjustment on your vacation anniversary date. This is automatic. If you need to use accruals that are not yet credited in LATS due to this change in accrual earnings, contact the Time Unit and we will try to accommodate you.

Part-time employees and VRWS employees are required to work a schedule in increments of 5% (i.e. employee can work 85%, but not 82%).

VRWS employees will have additional rows on their timesheet.

12-3-03 – Department of Environmental Conservation –

Has the Executive approved the nine (9) out of ten (10) days compressed work schedule as a permanent offering in the Central Office and transmitted the request to the Department of Civil Service for formal approval of the program in the DEC Central Office? Has the Executive reapproved the telecommuting expansion in the Central Office which was put in abeyance in Nov. 2002?

The full implementation of these two programs in the central and regional offices would reduce pollution across the State and concurrently improve employee morale and productivity. Thus, PEF requests that the CPP and telecommuting programs be offered to all regions without delay.

Management’s response: Decisions on both programs currently remains at the executive level. Information shared with the PERC committee is being considered by the executive office.

12-3-03 – Department of Environmental Conservation –

PEF believes it is incumbent upon DEC to provide timely and accurate information to its employees. Various sections of DEC's Employee Time and Attendance Handbook have been superceded by later documents such as the Fair Labor Standards Act, PEF Contract, Office of State Comptroller (OSC) Bulletin # G-180, OSC Travel Manual (10/98) & OSC Traveler's Guide (10/98). For example, Section 5.1.6 conflicts with federal and state laws and regulations concerning time worked and should be corrected to read as follows: "Time spent by employees for actual travel and/or service performed while traveling is compensable work time provided that the travel is between the employee's residence and a work site other than their official station." PEF/Encon provided errata concerning other discrepancies to management at the November 29, 2001 Labor Management meeting. When will Management and Budget distribute a revised edition of the Employee Time and Attendance Handbook, which has not been updated since January 3, 1994? PEF requests a one month review of the draft.

Management’s response: The handbook is now undergoing final review. The October minutes state that, when appropriate, the Department had agreed to have PEF participate in the review/comment process prior to final printing.

11-13-03 – Agriculture & Markets – Management announced that the Department has contracted with CMA for the automated time system to replace the paper accrual sheets. Most agencies who have already implemented this system have reported positive feedback. They anticipate the entire agency to be on-line within the next 4-5 months. They will need to address situations where someone may not have computer access.

10-23-03 – Office for Children and Family Services – The union was supportive of the new automated system. Management addressed the Union ’s questions on information security, and maintaining the confidentiality of supervisory approvals. Management will look into clarifying the instructions regarding how approvals of leave will be communicated back to the employee.

10-2-03 – State Education Department – PEF said that there is a problem with LATS rollout. SED had agreed that workers on part-time and VRWS status could continue to use paper timesheets until the problem is resolved as they were being negatively affected by the way LATS allows part-time workers to accrue time. SED had assured PEF that ITS management had been told to inform the supervisors and workers about this agreement. The problem is that workers in ITS have not been informed and if LATS is now being used in other parts of SED, those workers need to be informed of the option of using paper timesheets as well. SED noted that the issue was being addressed.

10-2-03 – State Education Department – Blackout – PEF expressed a sense of outrage at the handling of the blackout situation, particularly charging time. Heavy discussion ensued regarding the notifications that went out. SED conveyed that they could not direct staff departures until official notice was received from the Governor’s Office, and that the word was handed down minutes after the Governor made the declaration. PEF said they understand what it means – but timeliness of information was the issue, particularly concerning other information like charging time. They suggested that SED talk with OER about more timely notifications. SED said they will follow up.

PEF said the emergency action procedures should be implemented and better observed at all statewide locations. OCE should be especially diligent in view of its large public engagement. SED noted that each work location is supposed to have one, and that each is currently being polled to make sure this is the case. PEF wondered why this isn’t being done via the Health & Safety process. SED said it is.

10-2-03 – Department of Environmental Conservation – When will the dual T&A record keeping trial end?

Management’s response: Because of auditing considerations, those employees on the pilot will remain on the program until the full system rollout. The purpose of the pilot is to ensure that we will recoup our payroll costs from the Federal Government and other third party entities. We now have three months of data from Solid & Hazardous Materials for comparison.

10-2-03 – Department of Environmental Conservation – Employee Time and Attendance Handbook

PEF believes it is incumbent upon DEC to provide timely and accurate information to its employees. Various sections of DEC's Employee Time and Attendance Handbook have been superceded by later documents such as the Fair Labor Standards Act, PEF Contract, Office of State Comptroller (OSC) Bulletin # G-180, OSC Travel Manual (10/98) & OSC Traveler's Guide (10/98). For example, Section 5.1.6 conflicts with federal and state laws and regulations concerning time worked and should be corrected to read as follows: "Time spent by employees for actual travel and/or service performed while traveling is compensable work time provided that the travel is between the employee's residence and a work site other than their official station." PEF/encon provided errata concerning other discrepancies to management at the November 29, 2001 Labor Management meeting. When will Management and Budget distribute a revised edition of the Employee Time and Attendance Handbook, which has not been updated since January 3, 1994 ? PEF requests a one month review of the draft.

Management’s response: The draft document is still incomplete. When appropriate, the Department has agreed to share the draft handbook with PEF for review and comment.

The 45 minute lunches have been implemented. There was no discussion of this issue.

8-5-03 – Human Rights – Leaves of Absence (Educational) – PEF asked that one particular individual be discussed, although, traditionally discussion has been in general terms. Management stated that circumstances vary among individuals and, therefore, each request is judged based on the needs of the office. They supported the concept of people seeking to further their education, however, this is a difficult time since backfills are not being approved.

7-31-03 – Office of Mental Health – ACTION: PEF wanted to append management’s minutes from the February 2003 meeting to include the following paragraph:

PEF was concerned with the systems violating Article 12.17 Time keeping. Management replied that there was no relationship and said the same discussion took place with the automated time sheets when they were introduced. They were aware of the sensitivity involved. The system is not intended to be used to track time and attendance. Management will review Article 12.17.

7-29-03 – Workers’ Compensation Board – 3. Electronic Time Sheets—Management announced that the pilot would include 173 participants, which includes the names provided by PEF. Those selected will receive an e-mail during the second week of August, informing them of their inclusion in the pilot and further instructions. Management assured PEF that it is the intent of the Board to continue to comply with all rules, regulations, contract articles and arbitration decisions on timekeeping. The same system has been successful in other agencies. Management will update.

PEF would like to discuss the progress and intent of the automated timecards. Planning for a new automated time and attendance system has begun. The new system, already in place at OTDA, will allow for more accurate accounting of accruals, in a personal password secured, stand-alone system. PEF was assured that the automated system would “mirror” the current paper driven system, and that PEF would be kept informed as the system is developed.

6-11-03 – Department of Environmental Conservation –PEF believes it is incumbent upon DEC to provide timely and accurate information to its employees. Various sections of DEC's Employee Time and Attendance Handbook have been superceded by later documents such as the Fair Labor Standards Act, PEF Contract, Office of State Comptroller (OSC) Bulletin # G-180, OSC Travel Manual (10/98) & OSC Traveler's Guide (10/98). For example, Section 5.1.6 conflicts with federal and state laws and regulations concerning time worked and should be corrected to read as follows: "Time spent by employees for actual travel and/or service performed while traveling is compensable work time provided that the travel is between the employee's residence and a work site other than their official station." PEF/Encon provided errata concerning other discrepancies to management at the November 29, 2001 Labor Management meeting. When will Management and Budget distribute a revised edition of the Employee Time and Attendance Handbook, which has not been updated since January 3, 1994? PEF requests a one month review of the draft.

Management’s response: The handbook is going through the internal approval process at this time.

5-28-03 – Office of Parks, Recreation and Historic Preservation – PEF was made aware that some employees were directed by supervisors to record inaccurate work hours on their time cards in exchange for unofficial compensation time. PEF objected to these informal agreements and wanted management to reinforce the policy with supervisors for pre-approval of any overtime. PEF considered drafting an informational piece to the members regarding falsifying state documents. They felt this practice inaccurately reflects the department’s actual needs by completing work with insufficient staffing levels. Management agreed that the time cards should not be falsified. They requested specific examples be provided and plan to discuss the situation with GOER. Management offered to provide refresher training for the supervisors.

PROFESSIONAL LEAVE -- ACTION PEF and management agreed to draft and co-sign a memo to supervisors and staff, affirming that professional leave does exist and should be used consistently throughout the agency. Specific examples may be outlined in the information.

3-13-03 – Department of Environmental Conservation – PEF believes it is incumbent upon DEC to provide timely and accurate information to its employees. Various sections of DEC's Employee Time and Attendance Handbook have been superceded by later documents such as the Fair Labor Standards Act, PEF Contract, Office of State Comptroller (OSC) Bulletin # G-180, OSC Travel Manual (10/98) & OSC Traveler's Guide (10/98). For example, Section 5.1.6 conflicts with federal and state laws and regulations concerning time worked and should be corrected to read as follows: "Time spent by employees for actual travel and/or service performed while traveling is compensable work time provided that the travel is between the employee's residence and a work site other than their official station." PEF/Encon provided errata concerning other discrepancies to management at the November 29, 2001 Labor Management meeting. When will Management and Budget distribute a revised edition of the Employee Time and Attendance Handbook, which has not been updated since January 3, 1994? PEF requests a one month review of the draft.

Management’s response: The draft is still being finalized to ensure all pertinent collective bargaining Agreements, Comptroller rules and Civil Service Laws are incorporated. The handbook itself will not be distributed in hard copy. It will reside on Management & Budget’s website.

3-7-03 Office of Real Property & Historical Preservation –Management disseminated a handout listing the new categories and classifications for the system. Feedback may be given prior to next week’s meeting where the final revisions will be made to the first draft. Directors will define all the tasks and categories by March 20. Initial outreaches will be made to the representative group and unions. Additional communication efforts will be made as the program moves forward. The system will be used as in the past, except for the addition of beneficiaries. The time cards will be rolled out on April 10. PEF thanked the responsible employees for all their efforts and for promptly completing the work.

3-7-03 Office of Real Property & Historical Preservation – TDS Reports and Use of Data - PEF reported that a principal concern for the union is time and attendance. Management assured PEF that the system will not be used for time and attendance. They explained the benefits of LATS and stated that this system is being utilized strictly as a management tool to ascertain the time and allocation of employees committed to projects. One incident occurred due to miscommunication and has been resolved. PEF was also concerned with discipline. Management offered to have PEF view the documentation or proposal for possible violations in policy. PEF felt they should be included in any proposed changes to the agreement. Management replied that the new system was implemented as a planning tool. PEF felt that the data generated by the system was irrelevant. Management disagreed and added that the data is dependent on the accuracy of the information submitted.

PEF wanted the security aspects, time, attendance and discipline protected. Management requested PEF provide specific information as to their objections of the system. PEF and Management agreed to move this subject to the L/M subgroup of 5 for future discussion and resolution.

3-4-03 – Office For Technology – PEF raised some concerns with employees transferring into OFT who previously worked under a tardiness policy. They wanted management to show some understanding, especially when this policy is not being abused. Management replied that these issues were addressed at the genesis of the agency when employees were being integrated from several agencies. They stood by their policy which addresses tardiness and allows individual supervisors the discretion of permitting employees to make up time. PEF didn’t believe supervisors were aware of that option. Management pointed out that tardiness is addressed in the Work Hours for Dayshift Employees policy which was issued in an All Employees memo dated March 7, 2002 . The memo can be found on the portal.

PEF reported that many employees were dissatisfied when they had to charge their time for arriving late to work during a winter storm when the Governor declared a state of emergency. They felt management should have recognized their effort to travel and commitment to their responsibilities at work. Management replied that after conducting a survey that morning of the Swan Street offices, they found that there was adequate staff coverage. If there had been a significant number of employees who couldn’t arrive on time or were absent, then the weather conditions would have been taken into consideration in terms of allowing time for late arrival. PEF responded that management could have extended this one-time courtesy for those people who made the effort to report to work, as a motivator.

3-4-03 – Office For Technology – The status remains the same as the last meeting. PEF disagrees with management’s procedures. Management felt they were acting within the contract and will continue with their plans. PEF felt it was unreasonable for management to require the Telecommunications employees to provide their scheduled vacations for the year 2003. Management asked that PEF provide more specific information regarding this situation.

2-25-03 Department of Health – The union has had a number of complaints about the introduction of the electronic time card into some areas of DOH. Employees have gotten only one day notices that they were switching to this forum and no training or adequate instructions on how to fill them out. Consequently we have had many inquires on how to report overtime both paid and not paid, how to report exact hours worked and a host of technical questions that because of the roll out came to us unnecessarily. Does the department have a rollout plan for this new type of time card?

PEF insisted that management give employees adequate notice, more than 24-hours, in further roll outs of this system and provide sufficient training. Management replied that the roll out goal is to place 200 employees per pay period on the LATS system. The short notice was planned in order to prevent people from attempting to access the system prematurely. There is an on-line training module being developed. PEF didn’t feel the system was user-friendly and the employees believed they could have developed a better program. PEF reported that in one program no one was trained from the director position down. They believe that at least one employee in each office should have been trained. PEF asked if it was possible to log onto the system remotely.

ACTION Management will research the possibility of logging onto the system remotely and respond to PEF.

1-16-03 Office For Technology - Management handed out their proposal for vacation request procedures for the summer of 2003. They expected to begin accepting requests on March 1 for the period of May 20^th through September 10^th. PEF requested this discussion be postponed until the February meeting in order to allow them the opportunity to receive input from their representative at the data center.

PEF expressed their concern that the block of time vacation request procedure may have a negative impact on seniority rights as stated in Article 25 of the Agreement. Management replied that the procedure recognizes seniority as a determiner in granting vacation time and is in compliance with the PEF Agreement.

1-8-03 Department of Labor – PEF requested a review of inclement weather policies. PEF asked how decisions are made regarding shutdowns/early dismissal because of bad weather, etc. Management said that DOL has to follow GOER policy. DOL tries to resolve local cases on a case-by-case basis. Absence must be directed, and DOL has to follow GOER and Civil Service attendance rules. Workers are allowed to go to alternate worksites in emergencies, and can attempt to get accruals restored after the fact.

12-13-02 – Office of State Comptroller – Subcommittee Review of OSC’s Tardy Point System - There has been one meeting of the OSC Tardy Point Sub Committee since the last PEF/LM Meeting. Data was collected from approximately 15 agencies that have either a late point system similar to OSC, have no system, or allow staff to work off the time. GOER is not providing much flexibility to change our existing policy. Management will continue to use the existing process for now and work with GOER to possibly change the policy. PEF mentioned that the Health Department has total flex time. Management indicated that the Health Department was previously surveyed but Management will reach out to their personnel office to determine their official rules.

12-12-02 – Office of Attorney General - PEF requested parity regarding holiday time. Albany area employees were given 4 hours holiday time while NYC employees were restricted to their lunch hours or after work hours for the same purpose. Management replied that the NYC area hadn’t held parties for the past few years. They suggested involving MC’s and possibly CSEA with planning any function. The three parties can then come to an agreement on funding and discounting tickets. MC’s in Albany are charged full price and PEF reimburses its members from union dues. Management will consider the request for holiday time.

12-5-02 Department of Environmental Conservation – PEF believes it is incumbent upon DEC to provide timely and accurate information to its employees. Various sections of DEC's Employee Time and Attendance Handbook have been superceded by later documents such as the Fair Labor Standards Act, PEF Contract, Office of State Comptroller (OSC) Bulletin # G-180, OSC Travel Manual (10/98) & OSC Traveler's Guide (10/98). For example, Section 5.1.6 conflicts with federal and state laws and regulations concerning time worked and should be corrected to read as follows: "Time spent by employees for actual travel and/or service performed while traveling is compensable work time provided that the travel is between the employee's residence and a work site other than their official station." PEF/ENCON provided errata concerning other discrepancies to management at the November 29, 2001 Labor Management meeting. When will Management and Budget distribute a revised edition of the Employee Time and Attendance Handbook, which has not been updated since January 3, 1994?

Management’s response: A revised Time & Attendance Manual has been drafted and is now under review by staff in the Personnel and Fiscal Offices. Management will provide PEF with a copy of the final draft for review and comment.

12-5-02 – Workers Compensation Board – Management reported that this software has been installed in the HR office for testing over the next four weeks. They estimated the pilot to be rolled out in mid January. A group of 20 employees were initially chosen to cover a variety of items. Revisions will be made to the program based on feedback received over the next two to three months. PEF emphasized that this system should be only a change in method from the manual sheets. Management replied that the electronic sheets are to follow the same protocol as the manual sheets. PEF concluded that no action would be taken if employees continued reporting their time as they have in the past.

ACTION The item will remain on the agenda until the program is rolled out and Management will give an update in July. Update on brochure and training will be given at next meeting.

12-4-02 Office For Technology - Vacation Request Procedure ( Data Center 7/24 staff) Management announced that this process begins in March 2003. It will be carried to the next meeting.

10-16-02 Department of Labor – PEF asked for policy of holiday staffing at one-stops. Management has consulted with administrators and staff to determine if there have been any problems. So far no problems.

ACTION If the County is closed and DOL is open, there has been an alternate site where employees can work or use accruals to stay home. Management is monitoring these situations.

10-1-02 State Education Department – PEF proposed that SED’s flex hours match SED AWS hours which can begin as early as 7:00 AM and end as late as 6:00 PM. SED replied that their core hours are 8:30 AM to 5:00 PM. Employees’ flex hours may start as early as 7:30 AM and end at 5:30 PM, however, if individuals have specific needs, they will be taken into consideration by their Deputy Commissioner.

2-26-02 – Banking – Management was asked what will be the process of reconciling leave accruals, mentioning that the time sheets for the period ending 2/14/02 had reconciliation's ranging from November of 2001 to January of 2002. Diana Rulon stated that a mailing would go out shortly to all staff, with their accruals updated to the last time and attendance sheet audited.. We agreed that the report of accrual balances would be distributed quarterly. Going forward, Diana hoped that the staff would be able to dial in to record attendance and review their accruals electronically.