Chapter 3 – Personnel, Training, and Employee Relations

33010.29.2 Responsibilities

• Supervisor of Requestor

  • Prior to signing and forwarding the hardship salary advance request, the supervisor of the requestor shall:

    • Review the request.

    • Verify the unforeseeable emergency if appropriate.

    • Verify that all other means of obtaining necessary funds have been exhausted.

    • Verify that CDCRCalifornia Department of Corrections and Rehabilitation Form 1161 was filled out and attached.

    • Verify the actual emergency expense or the net salary earned to date, whichever is less.

    • If approved, sign the request and forward it to the designated reviewer with all appropriate supporting documentation.

    • If denied, return the request to the employee.

• Designated Reviewer

  • Prior to signing and forwarding the hardship salary advance request, the designated reviewer shall:

    • Review the request for appropriateness.

    • Request further verification if necessary.

    • If approved, sign the request and forward it to the personnel office (with all appropriate supporting documentation).

    • If denied, return the request to the employee.

    • Maintain a copy of each request (approved or denied).

• Personnel Office

  • The personnel office shall:

    • Determine the vacation leave, sick leave, dock, etc., that the employee has used in that particular month.

    • Determine that the amount requested does not exceed the net salary earned to date. Determination may be based on payroll records of prior pay period or other appropriate method.

    • Determine the employee’s normal mandatory and voluntary payroll deductions. A participant of the Direct Deposit (DD) Program shall cancel their participation in the DD Program prior to the hardship salary advance being issued.

    • May reduce the request so that the amount does not exceed the salary earned and/or net pay of the prior pay period.

    • Notify the accounting office in writing to issue a revolving fund check.

    • Recover the amount of the hardship salary advance from the employee’s next payroll warrant or, if necessary, from subsequent payroll warrants (i.e., overtime, physical fitness pay, uniform allowance, future pay warrants, etc.).

• Accounting Office

  • In addition to the normal revolving fund requirements, the Accounting Office shall:

    • Issue the revolving fund check as approved by the Personnel Office.

    • Notify the employee when the check can be picked up.

    • Follow normal collection procedures to clear the salary advance in a timely manner.