Report 2012-603 Recommendation 12 Responses

Report 2012-603: High Risk Update: State Agencies Credited Their Employees With Millions of Dollars Worth of Unearned Leave (Release Date: August 2014)

Recommendation #12 To: Science Center, California

By February 2015 the Science Center should provide training to all of its personnel specialists on the number of leave hours employees earn for working on holidays.

Annual Follow-Up Agency Response From September 2017

The California Science Center worked with CalHR on holiday compensation training materials to clarify and ensure accurate calculations are used when keying transactions for employees who work on a holiday. In addition to training the Personnel Specialist and Senior Personnel Specialist, subsequent training was also provided for timekeepers department-wide. A Personnel Specialist File was established with references for correct calculations and codes. Likewise, a Timekeeper File was established on the Department's public drive to serve as an ongoing resource. The Science Center remains committed to ensuring the ongoing implementation of CSA's recommendation; and will continue to look to, and work with CalHR on training updates. The Department will also continue to internally audit, train and monitor personnel staff to ensure all leave transactions are keyed accurately.

California State Auditor's Assessment of Annual Follow-Up Status: Fully Implemented

The California Science Center provided training to its timekeepers and personnel specialists between July and September 2017.

Annual Follow-Up Agency Response From September 2017

The California Science Center HR Department's Personnel Specialist and Senior Personnel Specialist worked closely with CalHR on holiday compensation and training material to clarify and ensure accurate calculations are used when employees work on holidays. Subsequent training was also provided for timekeepers department-wide and a Timekeepers File was set up on the Department's public drive as a resource. The Science Center remains committed to ensuring the ongoing implementation of CSAs recommendation and will continue to look to and work with CalHR on training updates. The Department will continue to internally audit, train and monitor personnel specialist staff to ensure all eave transactions are keyed accurately.

California State Auditor's Assessment of Annual Follow-Up Status: Fully Implemented

The California Science Center provided training to its timekeepers and personnel specialists between July and September 2017.

Annual Follow-Up Agency Response From October 2016

The Department continues to work on the full implementation of the BSA recommendation and understands the proper allocation of collective bargaining contracts related to holiday leave credits and the California Leave Accounting System (CLAS). Our Personnel Specialist (PS) attended an information session held by CalHR and the State Controller's Office on how to administer the corrections identified in the CSA audit; and the PS has taken all other available training related to this issue.

We also continue to reach out to CalHR and the SCO on the status of additional CLAS training which will also address the application of the holiday credit. The Department will send its PS to this training as soon as it is offered.

The Science Center remains committed to fully implementing the CSA's recommendation and will continue to work with CalHR and the SCO.

Meanwhile, the Science Center will continue to internally audit, train and monitor personnel specialist staff to ensure leave transactions are keyed accurately.

California State Auditor's Assessment of Annual Follow-Up Status: Not Fully Implemented

1-Year Agency Response

The California Science Center will continue to work with the State Controller's Office (SCO) and CalHR on leave balance corrections pertaining to Holiday Credit.

The California Science Center will send staff to the SCO's Leave Accounting System Training (CLAS refresher training) as soon as it is available.

California State Auditor's Assessment of 1-Year Status: Pending

6-Month Agency Response

THE CALIFORNIA SCIENCE CENTER'S PERSONNEL SPECIALIST STAFF ATTENDED AN INFORMATION SESSION HELD BY CALHR AND THE STATE CONTROLLER'S OFFICE IN DECEMBER 2014 TO REVIEW HOW TO ADMINISTER THE CORRECTIONS IDENTIFIED IN THE AUDIT. THE DEPARTMENT REMAINS COMMITTED TO SENDING STAFF TO THE SCO'S LEAVE ACCOUNTING SYSTEM (CLAS) REFRESHER TRAINING AS SOON AS IT IS AVAILABLE.

AS OF MARCH 6, 2015 THE DEPARTMENT COMPLETED CORRECTIONS OF THE LEAVE BALANCE ACCOUNTS TRANSMITTED BY THE SCO AND CONTINUES TO WORK WITH THE SCO AND CALHR ON LEAVE BALANCE CORRECTIONS PERTAINING TO HOLIDAY CREDIT.

California State Auditor's Assessment of 6-Month Status: Pending

60-Day Agency Response

60-Day Status: The California Science Center is committed to having personnel specialist staff repeat the SCO's California Leave Accounting System Training or attend any CLAS refresher classes by or before February 2015. Re-training will allow staff to refresh and update their knowledge on various leave credit scenarios including the number of leave hours employees earn for working holidays. The Science Center continues to work with the SCO and CalHR regarding the correction of leave balances.

California State Auditor's Assessment of 60-Day Status: No Action Taken

All Recommendations in 2012-603

Agency responses received are posted verbatim.