Blank California Work Week Agreement PDF Form

What is the California Work Week Agreement form?

The California Work Week Agreement form is a document that allows employees to request an alternate work schedule. This agreement can enable employees to work longer hours on certain days in exchange for a shorter work week. Options typically include a 9/8/80 schedule or a 4/10/40 schedule, depending on the employee's preference and departmental approval.

What are the different types of alternate work week schedules available?

Employees can choose between a 9/8/80 schedule, which allows for eight-hour days over nine days with one regular day off, or a 4/10/40 schedule, which consists of four ten-hour days followed by three days off. Employees may also specify other schedules, but these must be clearly outlined in the form.

How does the alternate work week affect overtime calculations?

For those on a 9/8/80 schedule, the work week for overtime purposes begins mid-day on the regular day off. This adjustment is important for calculating overtime compensation under the Fair Labor Standards Act (FLSA). Employees should be aware that any hours worked beyond the agreed schedule may qualify for overtime pay.

Can I change my alternate work week schedule after it has been approved?

Once the alternate work week schedule is established, changes are generally not permitted unless specific circumstances arise, such as jury duty, military leave, or non-industrial disability leave. In those cases, the employee must revert to a standard Monday-Friday, eight-hour workday.

What happens if I do not maintain the required leave credits?

Employees are required to maintain a minimum of 40 hours of leave credits or other paid leave, excluding sick leave. Failure to do so may result in removal from the alternate work schedule, reverting the employee back to a standard Monday-Friday, five-day work week.

Is the agreement permanent?

While the agreement is intended to be permanent, it can be canceled at any time by either the employee or the department. It is essential to communicate any intentions to cancel the agreement to ensure proper processing.

Will a copy of the agreement be kept on file?

Yes, a copy of the signed agreement will be placed in the employee's official personnel file. This is done for audit purposes and to ensure compliance with the terms of the agreement.

What should I do if I have excess or deficit hours?

Any excess hours accrued due to the alternate work week schedule will be compensated at straight time when paid in a lump sum. Conversely, any deficit hours will be charged against vacation, holiday credit, personal leave, or other approved leave options.

Who needs to sign the California Work Week Agreement form?

The form must be signed by the employee, the division chief, the supervisor, and the personnel officer. All signatures are necessary to validate the agreement and confirm that all parties understand the terms and conditions outlined.

Where can I find more information about the Alternate Work Week Policy?

Employees should refer to the California Department of Human Resources (CalHR) policy on Alternate Work Week Schedules for comprehensive details. This policy provides essential information regarding eligibility, procedures, and compliance requirements related to alternate work week agreements.

1. Neglecting to Provide Complete Employee Information: One common mistake is not filling out all required fields, such as the employee's name, division, and position number. Incomplete information can delay the processing of the agreement.

2. Failing to Specify the Correct Work Schedule: It's crucial to check the appropriate box for the desired alternate work week schedule. Not selecting a schedule or choosing the wrong one can lead to confusion about work hours and responsibilities.

3. Ignoring the Regular Day Off (RDO): Many people overlook the importance of clearly indicating their Regular Day Off. This oversight can result in scheduling conflicts and misunderstandings about work expectations.

4. Overlooking the Terms of Agreement: Employees often sign the agreement without fully understanding the terms and conditions outlined. This can lead to unintentional violations of the agreement, which may impact their work schedule.

5. Not Keeping Track of Leave Credits: It’s essential to maintain a minimum of 40 hours of leave credits or other paid leave. Failing to do so can result in being removed from the alternate work schedule and reverted back to a standard work week.

The California Work Week Agreement form is an essential document for employees who wish to adopt an alternate work schedule. However, several other forms and documents are often used in conjunction with this agreement to ensure compliance with state policies and to facilitate smooth transitions to new work schedules. Below is a list of these related documents.

• Employee Handbook: This document provides comprehensive information about company policies, procedures, and employee rights. It serves as a valuable resource for understanding the implications of alternate work schedules.
• Leave of Absence Request Form: Employees may need this form when they require time off for personal reasons, including medical leave or family emergencies. It outlines the process for requesting leave and ensures that employees are aware of their rights during such periods.
• Timekeeping Records: Accurate timekeeping is crucial when working under an alternate schedule. These records track hours worked, ensuring that employees receive appropriate compensation and comply with overtime regulations.
• Overtime Authorization Form: When employees anticipate working beyond their scheduled hours, this form must be completed to authorize overtime. It helps manage labor costs and ensures compliance with the Fair Labor Standards Act.
• Performance Evaluation Form: Regular performance evaluations are important for assessing employee productivity and satisfaction. This form can be particularly relevant for employees on alternate schedules, as it helps managers monitor work quality and engagement.
• Training and Development Request Form: Employees may wish to pursue additional training or development opportunities while on an alternate work schedule. This form outlines the process for requesting such opportunities and ensures alignment with company goals.
• Work Schedule Change Request Form: Should an employee need to modify their work schedule, this form facilitates the official request process. It ensures that changes are documented and approved by management, maintaining clarity and organization.

Utilizing these documents alongside the California Work Week Agreement form can help employees navigate their work arrangements more effectively. It is essential to understand the role each document plays in maintaining compliance and fostering a productive work environment.

• Flexible Work Arrangement Agreement: Similar to the California Work Week Agreement, this document outlines an employee's schedule flexibility, allowing for variations in start and end times while ensuring compliance with labor laws.
• Telecommuting Agreement: This document allows employees to work remotely, detailing expectations and responsibilities. Like the Work Week Agreement, it emphasizes the need for clear communication and adherence to company policies.
• Compressed Work Schedule Agreement: This form is used when employees opt to work longer hours over fewer days, similar to the alternate work week schedule. It specifies the work hours and days off, ensuring clarity on overtime calculations.
• Overtime Agreement: This document outlines the terms under which employees may work overtime. It shares similarities with the Work Week Agreement in its focus on compliance with the Fair Labor Standards Act and overtime pay calculations.
• Leave of Absence Agreement: This form governs the terms of an employee's leave, much like the Work Week Agreement addresses schedule changes due to specific circumstances. Both documents require acknowledgment of the terms and conditions by the employee.
• Shift Change Agreement: This document outlines changes in an employee's shift schedule, similar to how the Work Week Agreement specifies alternate work hours. It ensures both parties understand the implications of the shift changes.
• Employee Handbook Acknowledgment: While not a schedule-specific document, this acknowledgment confirms that employees have read and understood company policies, including those related to work hours and schedules, mirroring the compliance aspect of the Work Week Agreement.

When filling out the California Work Week Agreement form, it is essential to follow specific guidelines to ensure accuracy and compliance. Here are four key dos and don'ts to consider:

• Do provide complete and accurate employee information, including your name, division, and position number.
• Do clearly indicate your preferred alternate work week schedule by checking the appropriate box.
• Don't leave any sections blank, especially those related to your work schedule and regular day off.
• Don't forget to sign the agreement and obtain the necessary signatures from your division chief and supervisor.

Following these guidelines will help ensure a smooth process in establishing your alternate work week schedule.

• Misconception 1: The Alternate Work Week Agreement is mandatory for all employees.

This is not true. Participation in the Alternate Work Week Agreement is voluntary. Employees can choose whether or not to opt into this schedule based on their personal and professional needs.

• Misconception 2: Employees can change their work schedule whenever they want.

In reality, once an employee agrees to an alternate work schedule, they must maintain it unless specific circumstances arise, such as jury duty or military leave. Changes are not permitted on a whim.

• Misconception 3: The Alternate Work Week Agreement guarantees overtime pay for all hours worked over 40 in a week.

While employees on an alternate work schedule may be eligible for overtime, it is calculated differently. For those on a 9/8/80 schedule, the work week for overtime purposes starts mid-day on their regular day off.

• Misconception 4: Employees can take sick leave without affecting their alternate work schedule.

Sick leave does not count towards the minimum 40 hours of leave credits required to maintain the alternate work schedule. Employees must ensure they have enough paid leave to remain eligible.

• Misconception 5: The Alternate Work Week Agreement is permanent once signed.

While the agreement is intended to be maintained, it can be canceled by either the employee or the department at any time. This flexibility is important for accommodating changing circumstances.

• Misconception 6: All departments within California are required to adopt the same alternate work week schedules.

Each department has the discretion to implement the Alternate Work Week Agreement based on their operational needs. Therefore, schedules may vary significantly between departments.

• Misconception 7: Employees will receive extra pay for working longer hours on their scheduled days.

Employees on alternate work schedules do not receive additional pay for longer hours unless they exceed the established overtime threshold. Compensation for excess hours is typically at straight time.

• Misconception 8: The agreement is only for employees in certain positions or divisions.

The Alternate Work Week Agreement is available to various positions across different divisions, as long as the employee meets the eligibility criteria set by their department.

Here are some key takeaways regarding the California Work Week Agreement form:

• Employee Information: Ensure that all personal details, such as name and division, are accurately filled out.
• Work Schedule Options: Choose between the 9/8/80 or 4/10/40 work schedule and provide the necessary details for your selected option.
• Overtime Calculation: Understand that the work week for overtime purposes begins mid-day on your regular day off if you choose the 9/8/80 schedule.
• Permanency of Schedule: Be aware that once signed, the agreement requires you to maintain the selected schedule unless specific circumstances arise, such as jury duty or military leave.
• Compliance and Cancellation: Familiarize yourself with the compliance requirements. Failure to maintain the necessary leave credits can result in returning to a standard work week.