City of San Rafael



City of San Rafael

9/8 Alternative Work Schedule for 37.5 hour work week

Frequently Asked Questions

Note: Specific Alternative schedules are subject to Department Director approval.

What will my work schedule look like?

The most important thing to remember is that you must work 75 hours in a 2 week work schedule. This two week schedule will not necessarily align with the payroll period. For example, 7/1-7/12 is a 2 week work schedule but the pay period is 7/1-7/15.

Example 1: 40 hours + 35 hours = 75 hours every 2 weeks

Week 1 (7/15-7/19)

Mon- Friday 8-5pm; 1.0 hour lunch 8 hour day

Total # of hours in Week 1: 8 hrs x 5 days = 40.0 hours*

Week 2 (7/22-7/26)

Mon- Wednesday 8-6pm; 1.0 hour lunch 9 hour day

Thursday 8-5pm; 1.0 hour lunch 8.0 hour day

Total # of hours in Week 2: (9 hrs x 3 days) + (8 hrs x 1 day) = 35.0 hours*

How many hours does a holiday count for on the alternative work schedule?

Holidays will continue to count as 7.5 hours (pro-rated for part-time employees). When a holiday occurs in your two week work schedule, you still need to account for 75 hours in that two week period. For example, if your normal work hours for that particular day would have been 8.0 hours, you need to make up the additional 0.5 hours during the 2 week work schedule OR use other accrued leave to cover this 0.5 hours (vacation, float, comp, admin). Keep in mind that Sick Leave can NOT be used for this purpose.

Example 2 - Using the above example, the holiday schedule might look like this:

Week 1 (7/1-7/5)

Mon- Wed; Friday 8-5pm; 1.0 hour lunch 8 hour day

Thursday, July 4th ---(normal schedule is 8 hours)--- 7.5 holiday hours (owes .50 hours)

Total # of hours in Week 1: (8 hrs x 4 days) + (7.5 holiday hrs) = 39.50 hours

Week 2 (7/8-7/12)

Mon- Wednesday 8-6pm; 1.0 hour lunch 9 hour day

Thursday 8-5:30pm; 1.0 hour lunch 8.5 hours (make up for holiday*)

Total # of hours in Week 2: (9 hrs x 3 days) + (8.5 hrs x 1 day) = 35.5 hours

*Alternatively, the employee can work their regular 8.0 hour schedule on this day and instead use .5 hours of Vacation on July 4th to make up for the time owed.

Safety Holidays are treated like regular holidays and are paid at 7.5 hours. Safety Holidays are pro-rated for part-time employees.

What if a holiday falls on a day when I am scheduled to work only 6 hours? How will I receive the extra 1.5 hours?

Employees must take the extra 1.5 hours off sometime during the 2 week work schedule that the holiday occurs. This can be done by coming in to work later, leaving earlier or taking a longer lunch. Please coordinate with your supervisor when you plan to take this additional 1.5 hours off.

How do I document my leave (sick, vacation, comp, float, admin)?

The number of leave hours you document on your timesheet would be the number of hours you were scheduled to work on that specific day.

For example, if you are taking a week’s vacation during your Week 2 as indicated in Example 1 above, you would document 35 hours of vacation leave on your timesheet.

If there is a holiday during the week you are out on vacation, the holiday will count for 7.5 hours. You will need to use vacation on this day to equal the total number of hours you are normally scheduled to work (e.g., normally work 8.5 hours on Thursdays; you receive 7.5 hours for the 4th of July holiday; you need to use 1.0 hour of vacation to total the 8.5 hours you were scheduled to work that Thursday).

What if a holiday occurs on my normal day off?

Plan to take your ‘normal day off’ on another day during the same two week work schedule where the holiday occurs.

The holiday counts for 7.5 hours and you need to make sure you still account for 75 hours in your two week work schedule. Therefore, you will need to make up .5 hours sometime in the two week work schedule where the holiday occurs by coming in earlier or leaving later, taking a shorter lunch or using .5 hours of leave time.

Please coordinate with your supervisor when you plan to take your “normal day off” and how you plan to make up the .5 hours.

How is overtime calculated?

Overtime will be defined as time worked over thirty-six (37.5) hours in a workweek. This is based on a regular 5 day per week schedule, 7.2 hours in a day. For alternative work schedules, anytime worked over 75 hours in a 2 week work schedule will be considered overtime.

Overtime must still be authorized by your department director.

Why does my paystub show 81.25 hours but the “2 week work schedule” is only 75 hours?

The work schedule is based on a two week period, with the work week consisting of 37.50 hours (37.50 hrs/week x 2 weeks = 75 hours). This two week schedule will not necessarily align with the payroll period. For example, 7/1-7/12 is a 2 week work schedule but the corresponding pay period is 7/1-7/15.

A pay period is based on the City’s current annual cycle of 24 pay-periods and consists of 81.25 hours (e.g., 37.5 hrs x 52 weeks = 1950 annual work hours; 1950 work hours ÷ 24 pay periods = 81.25 hours per pay period).

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