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BEGINNING AND ENDING DATES OF PAY PERIOD

Chapter: 8500

Section: 8512

The Department of Finance (Finance), Fiscal Systems and Consulting Unit, prescribes the beginning and ending pay period dates. A schedule of 14 patterns that repeat within a 28-year cycle will be used. Table 1 below shows the 28 calendar years from 2019 to 2046 and the corresponding patt ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8500/8512
RECOVERY OF LUMP SUM PAYMENTS

Chapter: 8500

Section: 8596

Upon separation from state service, with no fault on the part of the employee, a person may be entitled to a lump sum payment for annual vacation and compensating time off. See Government Code section 19839. If a person receives a lump sum separation payment and subsequently returns to state s ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8500/8596
MANAGING AND REPORTING ABSENCES - COLLECTIVE BARGAINING ACTIVITIES

Chapter: 8500

Section: 8594.4

Certain designated employees are allowed to take paid leaves of absence to participate in employer/employee collective bargaining activities. Employee organizations will repay the state for the paid leave of absence time employees spend away from work on collective bargaining issues. The agen ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8500/8594-4
PAYROLL ACCOUNTING - RECOVERY BY CASH COLLECTION

Chapter: 8500

Section: 8593.1

This section provides accounting procedures to agencies/departments for the Payroll Accounts Receivable (PAR) recovery by cash collection. When cash is received from the employee for the net amount overpaid, the amount collected will be applied to the receivable by debiting General Cash, Acco ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8500/8593-1
OVERTIME

Chapter: 8500

Section: 8540

Section deleted and renumbered to 8534.2

https://www.dgs.ca.gov/Resources/SAM/TOC/8500/8540
PAYROLL ACCOUNTING - RECOVERY FROM SEPARATED EMPLOYEES

Chapter: 8500

Section: 8593.3

This section provides accounting procedures to agencies/departments for the Payroll Accounts Receivable (PAR) recovery from separated employees. Agencies/departments will request the State Controller's Office, Personnel and Payroll Services Division (PPSD) to flag its records to notify the agency/de ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8500/8593-3
COMPENSATION AND DISABILITY INSURANCE - NONINDUSTRIAL DISABILITY INSURANCE

Chapter: 8500

Section: 8538

Per the Human Resources Manual section 1411, the Employment Development Department (EDD) has administrative responsibility of the Nonindustrial Disability Insurance (NDI) Program for state employees. The EDD shall be reimbursed for its NDI related administrative costs by the agencies/departments emp ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8500/8538
PERSONNEL PROCEDURES - ATTENDANCE RECORD

Chapter: 8500

Section: 8534.1

(Renumbered from 8539) In accordance with the California Code of Regulations, Title 2, section 599.665, agencies/departments are responsible for maintaining accurate and timely leave accounting records for their employees. Agencies/departments shall create an audit process to review and correct leav ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8500/8534-1
ATTENDANCE RECORDS

Chapter: 8500

Section: 8539

(Deleted 09/2020 and renumbered to 8534.1)

https://www.dgs.ca.gov/Resources/SAM/TOC/8500/8539
TAX WITHHOLDING AND REPORTING - LONG-TERM TRAVEL EXPENSES

Chapter: 8500

Section: 8572.2

Per the California Code of Regulations, Title 2, section 599.619, an agency/department may reimburse employees for expenses incurred on a long-term field assignment at a job site away from its headquarters location. Based on federal and state tax law (refer to the Internal Revenue Service publicatio ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8500/8572-2
PERSONNEL PROCEDURES - ESTABLISHED POSITIONS

Chapter: 8500

Section: 8531

Established Positions Established positions are assigned and approved by the Department of Finance (Finance) through the budgetary control of salaries and wages process. No employee may be appointed to a position unless the position is properly established and approved by Finance. Position not ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8500/8531
TAX WITHHOLDING AND REPORTING - FRINGE BENEFITS AND EMPLOYEE BUSINESS EXPENSES

Chapter: 8500

Section: 8572

Employment taxes (federal and state income, Social Security, and Medicare) apply to various employer payments, fringe benefits (FB), and employee business expense (EBE) reimbursements. Fringe Benefits Fringe benefits are generally cash, goods, property, or services received from the employer in add ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8500/8572
General

Chapter: 200

Section: 0200

The Governor’s Office policies and procedures for the purpose of obtaining uniform action from all agencies, including the transmittal of correspondence, are transmitted from the Cabinet Secretary to agency secretaries. Questions about current policies and procedures should be directed to the ...

https://www.dgs.ca.gov/Resources/SAM/TOC/200/0200
RECOVERING COSTS WHEN STATE VEHICLE DAMAGED BY THIRD PARTY

Chapter: 2400

Section: 2456.1

The Office of Risk and Insurance Management of the Department of General Services takes action to recover for most State agencies the cost of damage done to State vehicles by third parties. A few State agencies undertake their own collection activities under statutory authority or upon approval of t ...

https://www.dgs.ca.gov/Resources/SAM/TOC/2400/2456-1
RECEIPT OF LEGAL PAPERS

Chapter: 2400

Section: 2461

All departments/agencies will have written procedures to follow in the event legal papers are delivered/served. The employee will immediately prepare a memo to the department/agency’s legal office stating (1) the date of receipt and (2) the method of receiving the papers (i.e. personal/mail/et ...

https://www.dgs.ca.gov/Resources/SAM/TOC/2400/2461
ACCIDENTS NOT TO BE REPORTED ON ACCIDENT REPORT, STD. 268

Chapter: 2400

Section: 2460.1

Do not report the following on STD. 268: Accidents resulting from operating motor vehicles by officers, agents, and employees of the state which are reported on Report of Vehicle Accident, STD. 270. See SAM Section 2430. Accidents and occurrences arising from the activities of the Department of T ...

https://www.dgs.ca.gov/Resources/SAM/TOC/2400/2460-1
AIR TRAVEL INSURANCE

Chapter: 2400

Section: 2410

State agencies may insure their officers and employees against injury or death from aircraft accidents while flying on state business in all but regularly scheduled passenger aircraft. See CalHR Rule 599.628(d) for qualifications. Agencies in need of this coverage should inform ORIM in writing the n ...

https://www.dgs.ca.gov/Resources/SAM/TOC/2400/2410
MOTOR VEHICLE ACCIDENTS AND REPORTING

Chapter: 2400

Section: 2430

If involved in a motor vehicle accident while on state business, state employee drivers must report the accident within 2 business days (regardless of the ownership of the vehicle) on a Vehicle Accident Report form, STD. 270, to the: Office of Risk and Insurance Management (ORIM) 707 Third Street, F ...

https://www.dgs.ca.gov/Resources/SAM/TOC/2400/2430
SUPERVISOR’S REVIEW AND POLICE REPORTS

Chapter: 2400

Section: 2440

The supervisor of an employee involved in an accident must investigate the accident. This investigation will enable the supervisor to co-sign STD. 270. The supervisor is also responsible to ensure that STD. 270 is completed and promptly forwarded to ORIM. The supervisor is also responsible to prepar ...

https://www.dgs.ca.gov/Resources/SAM/TOC/2400/2440
GENERAL POLICY

Chapter: 2400

Section: 2400

The Office of Risk and Insurance Management (ORIM), Department of General Services, is available to consult on risk and insurance management issues. Additionally, ORIM has responsibility for most of the state’s insurance and safety programs.

https://www.dgs.ca.gov/Resources/SAM/TOC/2400/2400