Dear Faculty and Staff,

The Governor has continued the practice of granting informal time off with pay in celebration of the holidays. Pursuant to Title 5, Section 42729 and with the authority granted by the Chancellor, I am granting additional informal time off.

The University will be closed all day on Tuesday, December 24, 2019, with the exception of essential personnel. Details about implementation of this time off are provided below.

I would like to take this opportunity to thank you for your outstanding service to the University. Dennis and I wish you a very happy and safe holiday season.

Sincerely,

Mary A. Papazian
President

Implementation of Informal Time Off
Employees currently scheduled to work on Tuesday, December 24 will enjoy the gift of informal time off while the campus is closed. Managers should handle variations, if any, for individual employees using the guidelines below.

Monthly Rate Employees
Full-time exempt and non-exempt employees required to work on Tuesday, December 24 may be granted the equivalent informal time off prior to June 30, 2020. This time shall not be considered CTO and is not compensable in cash. Less than full-time employees should be provided informal time off on a pro-rata basis.

Hourly Employees
Hourly employees other than those in Class Codes 1150, 1151, 1868, 1870, 1871, 1872, 1874, 1875, 1876, 7171, 7172, and 7930 should be permitted informal time off based on the following table provided that the employee is scheduled to work on the campus’ last work day prior to the observance of the holiday closure (Monday, December 23) and is still on the active payroll status on that date (has not or will not be separated with a prior effective date):

Hours Scheduled in December Pay Period / Hours Off
1 – 43 / 1 hour off
44 – 87 / 2 hours off
88 or more / 4 hours off

Scheduling of informal time off should be managed in such a way as to minimize disruption to campus operations.

Absence Management
Informal holiday time off does not need to be reported in Absence Management. It is the responsibility of individual departments to define how an employee should communicate to their supervisor regarding their request for informal time off on a day other than December 24, 2019.

December Absences
All absences for the December pay period (December 1 – December 31), for both salaried and hourly employees, must be entered and approved no later than 12:00 p.m. Monday, December 23, 2019.

December 31 Paycheck Distribution
University Personnel South (UPD 3rd Floor) will be open from 8:00 a.m. – 9:00 a.m. on Tuesday, December 31 for employees who wish to pick up their December paycheck. Employees must bring a photo ID and may only pick up their own check. Department contacts can pick up paychecks when the campus reopens on January 2, 2020, from 9:00 a.m. – 11:00 a.m.

If you have any questions please contact Anita Vasquez, Director, Payroll and Benefits, at 408.924.2271.

As we approach the holidays, please be aware of several year-end deadlines related to UP processes. In addition, take note of the various campus holidays in November and December, including the campus closure on December 31. If you have any questions, please contact Your UP Representatives.

November 28-29/Campus Closed for Thanksgiving: November 28 is a scheduled holiday and November 29 is a rescheduled holiday. No personal leave needs to be taken for either day.

November 19/Recruiting: Last day to submit a response to an “Approval to Extend a Conditional Offer” email for the final employee start date of December 9, 2019. All complete responses must be received by 8:00 a.m. on this day. Incomplete responses may delay the employee’s start date.

December 3/Recruiting: Last date to submit a response to an “Approval to Extend a Conditional Offer” email for employees with a start date of January 6, 2020, in order for the offer letter to be sent before the holiday break. All complete responses must be received by 8:00 a.m. on this day. For employee start dates after January 6, the offer letter will be sent to the candidate when operations resume in January 2020. Incomplete responses may delay the employee’s start date.

December 6/Mailing Address: Last day to update your mailing address to ensure your W-2 is mailed to the correct location. See Change My Address and other info to review your address and make any necessary changes. The State Controller’s Office will mail W-2s at the end of January 2020.

December 9/New Hires: Last new employee start date for 2019. This includes emergency hires, casual workers, and regular or temporary employees.

December 11/Position Management: Last day to submit funding, department and approval structure position management changes for December payroll. Changes received after this date will be processed in January 2020.

December 13/Recruiting: Last day a fully-approved Request to Recruit, including a fully-signed Position Description, can be received in order for the job to be posted by December 20, 2019. Requests to Recruit received after this date will be posted in January 2020. As a reminder, a vacancy will not be posted without a signed Position Description.

December 23/Absence Management: Last day to enter and approve December absences. To ensure accurate and timely pay for the December pay period, all absences for both salaried and hourly employees must be entered and approved no later than 12:00 p.m. on Monday, December 23, 2019. See Enter My Absences or Approve Absences.

December 25-30/Campus Closed for Winter Holidays: The campus is closed from December 25 through December 30 for the holidays. No personal leave needs to be taken for these days. Please note: If the Governor and/or Chancellor provide additional time off prior to December 25 as they have in previous years, we will notify you separately.

December 31/Campus Closure: The campus is closed on December 31. All employees (excluding 10-month AY faculty) must use vacation, personal holiday or compensatory time off for the December 31 campus closure. Bargaining unit employees, other than 12-month faculty, should work with their manager if they do not have enough time to cover the closure date. MPPs, confidential employees and 12-month faculty are required to use vacation, personal holiday, or CTO.

December 31/Paycheck Distribution: University Personnel South (UPD Building/3rd Floor) will be open from 8:00-9:00 a.m. on Tuesday, December 31 for employees who wish to pick up their December paycheck. Employees must bring a photo ID and may only pick up their own check. Department contacts can pick up paychecks when the campus reopens on January 2, 2020, from 9:00 – 11:00 a.m.

January 1, 2020/Campus Closed for New Year’s Day: The campus is closed on January 1 and no personal leave needs to be taken for this day.

January 1, 2020/Open Enrollment: All open enrollment changes will be effective January 1, 2020. Please review your December pay stub to confirm your changes have been processed. If you have any questions regarding your open enrollment changes, please contact your Benefits Representative.

January 6, 2020/New Hires: First new employee start date (includes emergency hires, casual workers, and regular or temporary employees) and first New Employee Orientation for 2020

Due to a number of conflicting events, the fall The UP Side LIVE! event will be rescheduled to a later date. Stay tuned for details.

Every flu season is different, and influenza infection can affect people differently. Millions of people get the flu every year and hundreds of thousands of people are hospitalized.

Kaiser Permanente is providing free flu shots to Faculty & Staff on October 23 & 24 from 9:00 a.m. – 3:30 p.m. each day. This event will be held in Clark Hall 547.

Visit Kaiser’s Online Flu Shot Scheduler to create an account and make an appointment. You don’t need to be a Kaiser member to participate.

If you received a flu shot during last year’s Kaiser event you should already have an account. If not, sign in at the top right hand of the screen (if you forgot your password, you can easily reset it). Enter sign up code SJSU if prompted or search by zip code 95192.

Flu shots are for faculty and staff only. Flu shots for students will be available through the Student Health Center. Space is limited so make your appointment right away!

Subscribe to the UP News & Announcements blog and receive our posted announcements via email. Enter your email in the Subscribe by Email field. You will receive an email to confirm and once you do that, you’ll be set. We will also post our training announcements on the blog going forward.