Contact

Executive Director:
Christina Shen-Austin

Main HR Office
College Hall, Room 106
(202) 250-2284 (videophone)
(202) 651-5352 (voice)
(202) 651-5344 (fax)
Email

Payroll Office
College Hall, Room 114
(202) 559-5362 (videophone)
(202) 651-5687 (voice)
(202) 651-5344 (fax)
Email

Under 12-Month Staff Appointments FAQ

Defining under 12-Month Appointments for Staff

What are Under 12-Month Appointments for Staff?
Staff who work 9, 10, or 11-month appointments.


Can any staff work under 12 months?
It depends on the employee’s position.   As long as it does not interfere with your department’s operations and your department will not experience significant hardship, then it is possible to work under 12 months.


Who makes the determination on whether or not a staff can work under 12 months?
The supervisor can make the decision along with the unit administrator (Manager or Director).


A 12-month staff works 2080 hours in one year.  How about 9-, 10-, or 11- month staff?

If the staff has an 11-month appointment, the employee will work 11 consecutive months (24 pay periods, 1920 hours, if full time) and have one (1) consecutive month off (off 2 pay periods).

If the staff has a 10-month appointment, the employee will work 10 consecutive months (22 pay periods, 1760 hours, if full time) and have two (2) consecutive months off (off 4 pay periods).

If the staff has a 9-month appointment, the employee will work 9 consecutive months (19 pay periods, 1520 hours, if full time) and have three (3) consecutive months off (off 7 pay periods).


If the staff appointment is under 12 months, can the employee can take time off intermittently?
No, the time off must be consecutive.  For example, if the staff has an 11-month appointment, then they must be off for four consecutive weeks.


Why can’t the employee work intermittently?
There are two important things to note:

  • The leave accrual is turned off while the employee is off.  By allowing staff to work intermittently, it further complicates this process.
  • Exempt employees must work their full appointment before they can receive a paycheck during the 1, 2, or 3 month period they are off.  The pay is spread across 12 months and the funds must be set aside first before the staff can take their months off.

What if the administrators are not in support of the decision?
You may write an appeal letter.  Please include reasons why you strongly believe it is possible to work under 12 months.  Please send that to your supervisor and include hrs@gallaudet.edu in the email.


Salary and Benefits for Under 12-Month Appointments for Staff

I am an exempt employee.  If I opt to work under 12 months, will that impact my salary?
Yes, it will be reduced.  For exempt employees, to calculate the reduced salary, the first step is to determine the hourly rate  (12-month annual salary divide by 2080 and round to two decimal points). The hourly rate is then multiplied by either 1520 (9 month), 1760 (10 month), or 1920 (11 month).   The reduced annual salary is then rounded off with no decimal points.

For example, an employee’s 12-month full-time salary is $65,000.  The hourly rate is $31.25. The reduced salary will be:
$60,000 if 11 months (full-time)
$55,000 if 10 months (full-time)
$47,500 if 9 months (full-time)


I am a non-exempt employee.  If I opt to work under 12 months, will that impact my salary?
For non-exempt employees, the hourly rate will be the same.  However, the amount you earn for the year will be less, as it is based on the number of hours you work.


During my months off as an under 12-Month Staff, will I receive pay?
Exempt employees are required to have their salary spread over 12 months.  Non-exempt employees cannot have their pay spread over 12 months if they are working less than a 12 month appointment.  During their time off, they are placed on Leave Without Pay (LWOP).


I work under 12 months.  What happens to my benefits when I am off?
Benefits will continue for exempt and non-exempt employees who work under 12 months.  The main difference is that you will accrue less annual and sick leave.  For exempt employees, their pay is spread over 12 months.  Thus, exempt employees will continue to pay for their benefits throughout the year..

However, for non-exempt employees, their pay cannot be spread across 12 months.  Thus, the non-exempt employee will be placed on Leave Without Pay (LWOP). The employee will have the option to pay in advance, pay during their time off (by sending a check to the Payroll Office of their benefits owed), or pay upon return to active status.  Once they’re on LWOP, they will receive a form from Human Resources Services with options on how to pay for the benefits.


How will this impact my FERS/CSRS retirement?
Since FERS/CSRS depends on your salary, your annuity may be lower.  The Office of Personnel Management (OPM) will depend on your highest average salary over three consecutive years.  If you are unsure, you can send an email to benefits@gallaudet.edu and ask for an estimated annuity report if you were to work under 12 months.


Next Steps for Under 12-Month Staff

I am ready to work under 12 months and my supervisor approved of this change.  What’s next?
First, you need to determine which month you’d like to take off.   Remember you must put in the funds first before you can take your month(s) off.  Thus, if you want to take the month of July off, then your 11-month appointment would start in August.  After working for 11 months, you can then take the month of July off next year with pay.

Once you and your supervisor agree on the month(s) you would be off, the department will prepare a Personnel Action Form (PAF) and a wage acknowledgment letter to convert your status to under 12 months.


I am a support staff.  How do I prepare the paperwork to convert a staff to under 12 months?
First, you must ensure you know which month(s) the employee will be off.  Exempt employees must work their full appointment before they can receive a paycheck during the 1, 2, or 3 month period they are off.  For example, if the employee wants to change to 11 months and take the month of June off, you would prepare the Personnel Action Form (PAF) and Wage Acknowledgement letter to change the status of the employee to 11 months effective in July 2019.

Second, you must notify the Payroll Office when the employee will be off (the start and end dates), because the Payroll Office needs to suspend their leave accrual.  This can be done by an email to payroll.office@gallaudet.edu.  No PAF is needed for exempt employees as they will not be on LWOP.  PAF is needed for non-exempt employees.


What if I decide that I want to return to 12 months and my supervisor approves this?
If you work less than a 12-month appointment and decide to return to a 12-month appointment, the department must prepare a Personnel Action Form (PAF) and a wage acknowledgement letter.  The Payroll Office will figure out what money you are due from the appointment change and pay you after your PAF is received.


I work under 12 months.  My department asks me to come in during my time off.  Will I be paid?
Yes, if an exempt employee is required to work during their time off, they will receive additional compensation to pay them for the period they were required to work.   The department will process a Special Pay Personnel Action Form (SPAF) and a wage acknowledgement letter to process the payment.

If a non-exempt employee is required to work during their time off an SPAF and wage acknowledgement letter are needed and they punch in and out of Time and Labor.   If it is permanent change in the appointment a Personnel Action Form (PAF)and signed wage acknowledgement letter are needed to return them to work and change them to whatever the appointment changes to.


If Gallaudet closes due to holidays or for any other reasons during my month off, will I be paid?
If a holiday falls or Gallaudet closes for any reason while you are off, you do not receive holiday pay or another time off for that day.  It is not a part of your regular appointment. For example, if you are off during the month of July, you will not get paid for the July 4th holiday and you would not get another day off at another time for July 4th.


Can I use my leave during my month(s) off?
No, staff cannot use paid leave, such as annual leave, sick leave. or floating day, during the month off as this is an under 12 month appointment.


Do I accrue leave during my month(s) off?
No, employees do not accrue annual leave or sick leave during their month(s) off even if the pay is spread.


Can I work part-time as an under 12-month staff?
Yes, it is possible.  If your supervisor and the unit administrator approves, then you may work as a part-time employee with an under 12-month appointment.


I realize that an under 12-month appointments doesn’t work well for me.  However, I would prefer to work part-time. Is this possible?
Yes, you may decide to work under 40 hours per week but through 12 months.  You must obtain approval from your supervisor, who will check with the unit administrator.  

You will still maintain your benefits as a part-time employee, except for long-term disability insurance (LTD) where employees must work a minimum of 20 hours per week.  Your leave accrual will be reduced as a part-time employee.


I work under 12 months, but I left during the middle of my appointment.  What happens to the funds I set aside?
If you are a staff who has salary spread over 12 months and you leave the university, your annual leave will be paid at your "true rate of pay", not the reduced amount you are being paid bi-weekly so your salary can be spread.

Also, if you leave the University and you haven't taken your month(s) off, the Payroll Office will figure out how much you would have been paid to date (within our appointment) if part of your salary hadn't be set aside (so you could receive a paycheck while your are off), and pay you that difference in your last paycheck.

 

Gallaudet

800 Florida Avenue NE
Washington, DC 20002

Gallaudet

800 Florida Avenue NE
Washington, DC 20002