Timekeeping for Upcoming Holidays, Breaks, and End of Year

Our time entry guidance for the upcoming federal holidays and breaks remains the same as previous memos (see MLK, Lunar New Year, and Spring Break for examples). Please follow the instructions below on what to enter for SFUSD holidays.

What’s the difference between a holiday and a non-work day? Any federal holiday where all of SFUSD is off is categorized in the timesheets as a Holiday. If only a subset of district employees is not working, we call it a Non-Work Day. Work done by year-round employees during a holiday is eligible for holiday pay. Summer school assignments do not receive holiday pay for June 19 and July 4. 

END-OF-YEAR TIME ENTRY REMINDER: Certificated educators, both monthly and biweekly frequencies, need to enter time through June 2 or your last scheduled work day as this is a new pay period for the June 30 paycheck. Please be sure to submit your timesheet by the end of day Friday, June 2.

Preparing for Summer Session

• The EMPowerSF Team, including HR, Payroll and DoT, are once again working together to support all summer sites and employees through Summer School. A separate correspondence is being sent to employees with summer assignments by June 1.
• If you are a paraeducator or Classified Civil Service employee who is not scheduled to work a summer assignment, you can still use your vacation days to receive pay. Your time off request must be submitted on or before June 1 so that your direct supervisor/principal can approve before their last day. 
  
  Vacation time must be taken immediately following the last day of school and continue until the amount of vacation leave requested has been exhausted. Daily hours being requested should not exceed the number of hours per day on regular assignments.
• If you are a manager who approves extended days for a certificated employee who is not scheduled to work a summer assignment, work hours must be entered during a break period. Timesheets will be configured for this to be entered and approved after June 5. This process also requires another layer of approval that you must do before the end of the pay period. Review this resource to ensure that you are clearing red-level errors.

Flex Time Schedules

Beginning June 5, 2023 through July 21, 2023, eligible classified employees may participate in a voluntary flex time work week. Employees choosing to participate in a flex work week will work four (4) days each week, ten (10) hours each day. Participation in this work schedule shall be voluntary and contingent on the approval of your supervisor. 

Employees who wish to work a flex work week must complete the attached "Flex Time Request'' form and submit it to their supervisor.  Please note that the weeks of June 19-23 and July 3-7 are excluded from the flex schedule as they are already 4-day weeks.

Supervisors shall consider staffing and program needs when determining whether to grant a request. Supervisors approving flex work week requests must follow the steps here to adjust the work schedule of employees. FAQs about flex time are also found in the same article.

Hourly employees who choose to work a flex work week will earn overtime if they work in excess of ten (10) hours per day or forty (40) hours per week and only upon approval of the employee's supervisor. Departments shall ensure adequate staffing each work day to serve the public Monday through Friday. 

Please note the following exceptions and exclusions:

• Summer School positions may not volunteer to work a flex work week.
• Department leaders retain discretion to determine whether the operations of the department require a standard work week.

Classified School Employee Summer Assistance (CSESAP)

Confirmation of enrollment for CSESAP, as well as options to change their enrollment, have gone out to eligible employees last week. Ineligible staff (ct. 54) also received notice of ineligibility and a link to a form for specific actions to take if they wanted to make changes. CSESAP pay dates are still being identified and will be communicated to employees in a separate communication. Any other related questions should be sent to eis.sfusd.edu.