Employee Timesheet Training Human Resources. Timesheet Overview How to Complete a Timesheet Types of Payments –Overtime –Compensatory Time –Extra Time.

Employee Timesheet Training

Human ResourcesHuman Resources

• Timesheet Overview

• How to Complete a Timesheet

• Types of Payments– Overtime– Compensatory Time– Extra Time– Shift Premium– Holiday Premium– On Call– Emergency Call Back– Adverse Weather

• Questions

Agenda

Timesheet Basics

• Who completes the timesheet?– Only Non-Exempt Employees (SPA & EPA)– To check if you are non-exempt please reference the

Fair Labor Standards Act (FLSA) Classification Title Listing website (http://www.fis.ncsu.edu/hr/classcomp/pdf/cb_salaryrange.pdf)

• Why does the timesheet matter?– Legal Document– Enforced by U.S. Department of Labor under FLSA

(http://www.dol.gov/esa/whd/flsa/)

Timesheet Overview

• What do I need to complete a timesheet?– Electronic Timesheet: (http://www.fis.ncsu.edu/hr/forms/hrim/timesheet.pdf)

– Timesheet Instructions (http://www.fis.ncsu.edu/hr/hrim/pdf/timesheet_instr.pdf)

• Work Week– Reference: ‘Time Sheet Inclusive Dates’ Schedule

(http://www7.acs.ncsu.edu/hr/hrim/pdf/tsinclusive09.pdf)

– Saturday 12:00 AM through Friday 11:59 PM– Overlapping shifts are paid on the day they started

• Recording Time– Hours worked each day– In/Out Time is optional per department

Timesheet Overview

Rounding: Nearest Quarter Hour

(7 minutes or less rounds down, 8 minutes or more rounds up)

Time In Time Out Lunch Break Hours Worked

Ex. 1, Actual: 8:05 am 4:58 pm 55 minutes x

Ex. 1, Rounded: 8:00 am 5:00 pm 1 hour 8 hours

Ex. 2, Actual: 8:09 am 5:06 pm 71 minutes x

Ex. 2, Rounded: 8:15 am 5:00 pm 1 hour 15 minutes 7 hours 30 minutes

Ex. 3, Actual: 7:50 am 5:08 pm 50 minutes x

Ex. 3, Rounded: 7:45 am 5:15 pm 45 minutes 8 hours 45 minutes

Timesheet Overview

• Who signs the document?–Employees & Supervisors (sign & full date = Month/Day/4-digit year)

• What about making corrections to the document?–Employee & Supervisor must both cross out & initial any correction

Timesheet Examples

a. Overtime/Compensatory Time

b. Extra Time

c. Shift Premium

d. Holiday Premium

e. On Call/Emergency Call Back

f. Adverse Weather

Recording Additional Pay:

Fair Labor Standards Act (FLSA) Exempt vs. Non-Exempt

Non-Exempt from Fair Labor Standards Act:a. Overtime/Compensatory (Comp) Time (time and ½)b. Must complete time recordsc. Earn Extra Time (hour for hour) for hours not

physically worked over 40 hours in a work week

Exempt from Fair Labor Standards Act:a. No Overtime/Comp Time/Extra Time (hour for hour)b. Do not complete time records

Non-exempt vs. Exempt status under FLSA is determined by analyzing the duties, responsibilities and salary of a position.

Overtime

•Overtime is a premium rate paid for hours actually over the standard 40 hour work week (not counting leave)

•Premium rate = 1.5 x Regular Hourly Rate

•Supervisor approval is required prior to working over the standard work week

•Non-exempt employees cannot volunteer to stay and work their job for free

Compensatory Time (Comp Time)

• Alternative to Paying Overtime

• Departmental Policy

• Earned at 1 ½ times the number of hours worked

• Entered into the Web Leave System

Comp Time Rules

• Earned by Non-Exempt Employees

• Any available Comp Time must be used before taking Annual Leave

• Employees may choose to use Sick Leave rather than available Comp Time

• Supervisors can require employees to use all available Comp Time instead of paying out

Comp Time Reminders

• Cannot age past 12 months

• Cannot accumulate over 240 hours

• Comp Time is to be used timely

• Supervisor can deny requests to use comp time if the leave will “unduly disrupt operations”

Extra Time

Hours worked are less than 40, but hours reported are greater than 40

Hours Reported = Time Worked + Leave Taken

•Non-exempt (FLSA) employees earn when overtime/comp time does not apply

•Departmental option to pay out for offer as leave request option

•After 12-months, unused time is paid out at an hourly rate

•Exempt employees do not earn Extra Time

•Earned hour-for-hour

Overtime/Extra Time Example

Comp Time Balance

•Reconcile Comp Time Earned and Used Each Month

•Monitored in the Web Leave System

•Departmental Option to Complete

Shift Premium

•Scheduled 2nd or 3rd Shifts

•Must be designated and documented by Manager

•Applies Only to Actual Hours Worked

•Premium is not earned on leave or lunch breaks

•10% Premium on Hourly Rate

•Overtime Rate Applied After Shift Premium

Shift Premium Example

Holiday Premium

• Awarded to Non-Exempt and Exempt employees who are required by their Supervisor to work on a designated University Holiday

• Paid at 1.5 Times Regular Hourly Rate

• Earn equal time off for hours worked on Holiday– Up to 8 hours per day (hour for hour worked)

– Earned as Extra Time

Holiday Pay Example

On Call

• Only Designated Jobs/Employees– Designated roles are reported to HR annually– Usually Non-Exempt, but some Exempt

• On-Call Employees Must be Available

• On-Call Compensation– $1.50 per hour

• When Overtime is worked in the same pay week as On-Call time is paid, the On-Call payment must be used to calculate the Weekly Overtime Rate of Pay

Emergency Call Back

• When an On-Call employee is contacted to respond on short notice to an emergency work situation

– Includes working via telephone or computer

– Includes travel time to work

– Subtracted out from On-Call Hours Paid

Emergency Call Back Pay

Non-Exempt Employees:• Return to Work

a. Actual Time Worked or 2 Hours (whichever is greater)

b. Can be Paid out or awarded as Comp Time Off

• Telephone/Computer Responsea. Actual Time Worked or 30 Minutes (whichever is greater)

b. Maximum 4 responses = 2 Hours

c. After 4 calls, employee receives credit for actual time worked

On-Call/Emergency Call Back Example

Adverse Weather

• Status (call 513-8888)

1. University is Closed, Essential Personnel Only2. University will Open Late, Essential Personnel Report

Normally 3. Classes are Cancelled, Adverse Weather Advisory4. Classes are In Session, Adverse Weather Advisory

• Essential Personnel• Employees who have had prior written/verbal

notification from their manager that they need to report to work under Adverse Weather conditions

Adverse Weather Pay

•Essential Personnel• Closing/Late Openings

o Must report to work as normalo Earn equivalent time-off

•Non-Essential Personnel• Closing/Late Openings

o Leave will be granted to cover hours missed

• Adverse Weather Advisoryo Employee determines whether or not they can safely report to

work o Use annual leave, comp time, or bonus leave; or o Make-up time as “straight time” within 12 months

Adverse Weather Example

Accumulative Leave Totals

•Reconcile Leave Earned and Used Each Month

•Monitored in the Web Leave System

•Departmental option to complete

Hour/Minute Conversion

Decimal Time vs. Hour:Minutes

.00 = :00

.25 = :15 minutes

.50 = :30 minutes

.75 = :45 minutes

Contacts

• Deborah Wright, Director Classification & Compensation

[email protected]

515-4290

• Jenna Evenson, Consultant

[email protected]

515-4291

• Pamela Bragg, Consultant

[email protected]

515-4293

• Angela Nicholson, Consultant

[email protected]

515-4294

• Eraina Weems, Specialist

[email protected]

515-7175