Payroll / HR Training for Office Managers & Supervisors ESS - - PowerPoint PPT Presentation

Payroll / HR Training for Office Managers & Supervisors

ESS Time Entry & Approvals

• Time entry basics
• Employees enter their time
• If an employee is not available, supervisor must enter

their time and then must get time sheet signed by employee as soon as possible and send to HR.

• Print out Munis time sheet screen; or
• Use paper time sheet (on Staff Site)
• Supervisors approve time
• If supervisor is unavailable, supervisors may set up

approval forwarding in ESS. If a supervisor is unavailable to set up forwarding, contact the Finance Dept.

ESS Time Entry & Approvals

• Changes after employee submits time
• Hours not yet approved
• If a change needs to be made to hours entered, but not

yet approved, the employee may edit the hours and resubmit.

• If the employee is unavailable to correct hours entered,

the supervisor may edit the hours, but the employee must sign a copy of the modified time sheet as soon as possible and file with HR.

• Print out Munis time sheet screen; or
• Use paper time sheet (on Staff Site)

ESS Time Entry & Approvals

• Changes after supervisor has approved hours
• If the supervisor has already approved submitted times,

the supervisor will need to contact Sarah Rome to make corrections.

• Email Sarah or Louetta in Finance and cc the employee.
• Submit a paper time sheet signed by the employee.
• Be sure to send a copy to HR for filing.

ESS Time Entry Deadline

• The hard deadline for all time sheets to be approved and

submitted to Finance is: Noon on the Monday immediately following the end of a pay period. No exceptions!

• Larger departments have to submit their time in batches,

which takes some time to process, so don’t wait until the last minute to approve employees’ time.

Overtime

The Fair Labor Standards Act (FLSA) requires that

• vertime be paid to all non-exempt employees for all hours

worked which exceed 40 in a work week* (not 80 hours in a pay period). Employees must enter all hours actually worked in a week. If the number of hours worked in one week exceeds 40, then overtime will automatically be computed at the rate of

• ne-and-one-half times the employee’s regular rate of pay.

*Note: Certified law enforcement officers’ overtime calculation is computed on a 160 hour threshold in a defined 28 consecutive day work period.

The FLSA does not include the following scenarios in the computation of total hours worked:

• The few minutes before and after the set office hours

used as preparation or cleanup time.

• Breaks offered by the employer, but not taken by the

employee.

• The lunch period as long as the employee is not

working during that period.

Overtime

The FLSA includes these items in computing total hours worked:

• Time worked at the work desk during the lunch period.
• All hours worked before regular starting time or after

regular quitting time are to be included in total daily and weekly hours worked regardless of whether approved by the supervisor or not.

• Hours worked by the employee at home, either on the

employee’s own initiative or at the request of the supervisor (except casual reading).

Overtime

• Employees may elect to receive the payment of
• vertime in Compensatory Time.
• Compensatory time is accrued at the rate of one-and-
• ne-half hours for each hour of overtime worked.
• Employees may accrue up to 45 hours of comp time.

This limit represents 30 hours of work time at the established overtime rate of time and one-half. Once an employee has accumulated 45 hours, all further

• vertime hours are compensated as paid overtime.

Compensatory Time - “Comp Time”

• HR must have a Compensatory Time (Comp Time)

Request form on file before an employee may enter hours as Comp Time.

• Once ‘Comp Earned’ and ‘Comp Used’ is added to an

employee’s pay types, the actual number of hours worked or taken off should be entered in the appropriate lines.

• Do not enter 1 ½ times the number of hours worked;

Munis does the calculation behind the scenes.

Compensatory Time

Annual Leave

• Annual Leave is compensated time-off to be used at the discretion of

the employee with prior approval from the employee’s Elected Official/Department Head for vacation time, holidays and other personal time-off.

• Employees may begin using Annual Leave immediately after hire with

prior approval, providing they have sufficient accrual hours available.

• An employee may not use more Annual Leave than has been accrued

(an exception is made when employees within their initial Introductory Period do not have enough Annual Leave accrued to be paid for scheduled holidays).

• Annual Leave hours are not used in the calculation of overtime and

may not be used to exceed an employee’s regularly scheduled hours in a regular workweek.

Leave Times

Sick Leave

• Sick Leave is compensated time-off to be used by the employee

for a personal illness, medical care or treatment, or for an immediate family member’s illness, medical care or treatment.

• If an absence is for a Sick Leave related reason, Sick Leave

must be exhausted before using Annual Leave.

• An employee may not use more Sick Leave than has been

accrued.

• If an employee is receiving Workers’ Compensation benefits or

disability benefits for lost time, accrued Sick Leave may not be used.

• Sick Leave hours are not used in the calculation of overtime and

may not be used to exceed an employee’s regularly scheduled hours in a regular workweek.

Leave Times

Other Leaves

Applicable to all Leaves: Leave hours are not used in the calculation of overtime and may not be used to exceed an employee’s regularly scheduled hours in a regular workweek. Funeral Leave is compensated time-off to be granted to a regular employee to attend funerals of family, friends, neighbors and present and past workers of La Plata County. The Elected Official/Department Head will grant Funeral Leave, up to a maximum of 4 hours per funeral, provided that essential County services are being maintained.

Leave Times

Bereavement Leave is compensated time-off to be granted to a regular employee, up to a maximum of the employee’s scheduled weekly hours (40 hours for full time employees), at the discretion of the Elected Official/Department Head, in the event of the death of a member of the employee's immediate family upon request of the employee.

• An immediate family member is defined as an employee’s spouse,

domestic partner, child, step-child, son/daughter-in-law, parent, step-parent, father/mother-in-law, sister, brother, brother/sister-in- law, step-brother/sister, grandparent, grandparent-in-law, grandchild or any other relative living in the household of the

• employee. Exceptions may be made at the discretion of the

Elected Official/Department Head, County Manager and Human Resources Director.

Leave Times

Jury Duty Leave is compensated time-off for an eligible employee to perform jury duty obligations that conflict with the employee’s regularly scheduled work time. Part-time, seasonal and temporary employees are eligible for Jury Duty Leave if regular employment hours can be determined by schedule, custom, or practice established during the period preceding juror's term of service. If an employee is excused from court prior to the end of his/her scheduled shift, he/she is expected to return to work. If an employee is selected as a juror, the employee must call his/her supervisor as soon as possible and advise the supervisor of the selection.

Leave Times

State law governs Jury Duty Leave and no benefits are denied to an employee who serves on a jury. La Plata County pays employees for jury duty performed for the first three days of service, which are not paid for by the court. After three days, the Court begins payment of $50 per day. An employee may elect to receive his/her regular wage for up to an additional 12 days by signing over his/her court pay for this time to the County. If the employee does not wish to sign over his/her court pay to the County or, if the jury duty assignment is longer than 15 days, the employee may elect to use accrued Annual Leave or Leave Without Pay for time missed.

Leave Times

Military Leave is time off for employees as required by the Uniformed Services Employment and Re-employment Rights Act of 1994 (USERRA).* Employees granted Military Leave are re- employed and paid in accordance with the laws governing veteran's re-employment rights.

• Service members are granted Military Leave without loss of

wages for the first fifteen (15) days per calendar year. After the first 15 days of Military Leave, an employee may elect to use accrued Annual Leave or Leave Without Pay for time missed.

• Notify Human Resources when an employee will be out on

Military Leave.

*Refer to the Employee Handbook for the specific criteria for Military Leave.

Leave Times

Snow Pay

• Hours may be entered in Snow Pay only if the County Manager

has declared a closure or a delayed start time. Part-time, seasonal and temporary employees are eligible for Snow Pay if regular employment hours can be determined by schedule, custom, or practice established during the period preceding the declaration.

• If an employee isn’t comfortable commuting in inclement weather,

but a Snow day hasn’t officially been declared, the employee, after discussion with his/her supervisor, may use Annual Leave hours for hours not worked. Fire/Flood/Disaster Pay

• If a fire or other natural disaster occurs, the Finance Department

will instruct employees on how this pay type should be utilized. Otherwise, these pay types should not be used.

Leave Times

Volunteer Leave

• Benefits-eligible employees are allowed four hours of paid time

each calendar year to perform a volunteer function for a qualified charitable organization during their regularly scheduled work time.

• Qualified organizations/activities are those for which the County

either has a statutory obligation to support or receives County support.

• Employees can take up to four hours of volunteer pay annually

instead of paid leave on county holidays.

• Supervisor approval is required for workday volunteer activities

prior to using Volunteer Pay.

• A form is required for each organization in which you volunteer

and a new form is required each calendar year.

Leave Times

Other available leaves:

• Domestic Abuse Leave - Employees subject to domestic abuse may be

eligible for a leave of absence. Please refer to the Domestic Abuse Leave Policy, IV.4

• Academic Leave - The Parental Involvement Act provides employees with

up to 18 hours of unpaid leave per academic year to participate in their children’s academic activities, such as parent-teacher conferences and meetings related to special education services, dropout prevention, attendance/truancy, and disciplinary issues. Employees must use any accrued annual leave prior to taking unpaid leave. Employees may not take more than six hours of academic leave in any one month period.

• Nursing Mothers Breaks - La Plata County supports the rights of nursing

mothers in the workplace and makes every effort to accommodate requests from nursing mothers for uncompensated time and a private space to express breast milk during the work day.

Leave Times

Before approving Leave hours entered by employees, it is imperative that supervisors check their employees’ leave accrual balances.

• Review available Annual, Sick and Comp Time hours for direct

reports within ESS; or

• Use the Munis application to run an accrual report.
• Contact Sarah Rome if you would like a Zoom session to learn

how to run a report.

Leave Balance Verification & Reports

The County provides up to 12 weeks of unpaid, job-protected leave to eligible employees for the following reasons:

• The birth of a child and to care for the newborn child within one year of

birth;

• The placement with the employee of a child for adoption or foster care

and to care for the newly placed child within one year of placement;

• To care for the employee’s spouse, child, or parent who has a serious

health condition;

• A serious health condition that makes the employee unable to perform

the essential functions of his or her job;

• Military Caregiver qualifying exigencies;
• An eligible employee who is a covered servicemember’s spouse, child,

parent, or next of kin may also take up to 26 weeks of FMLA leave in a single 12-month period to care for the servicemember with a serious injury or illness.

Family and Medical Leave Act (FMLA)

FMLA is not paid time off; it is job protection during an FMLA eligible event. If supervisors believe that an employee might have a serious health condition, ask the employee to contact HR or notify HR yourself. If supervisors are aware that an employee is pregnant or that their employee’s spouse is pregnant, ask the employee to contact HR

• r notify HR yourself.

FMLA

Once FMLA status is granted to an employee, employees are required to use Leave hours in this order: 1. Sick Leave hours; 2. Annual Leave hours and/or Comp Time after Sick Leave is exhausted; 3. Leave without Pay after all other leave is exhausted.

When entering FMLA associated Leave hours in ESS, employees or supervisors should type ‘FMLA’ in the notes line.

FMLA

The Sick Leave Bank is a voluntary benefit established to assist employees who are experiencing an FMLA qualifying event for their own personal serious illness or injury who do not have enough accrued sick or annual leave or compensatory time to cover their time off of work. If an employee is out on FMLA and a supervisor notices that he/she is almost out of leave, ask the employee to contact HR to verify whether or not they enrolled in the SLB and to begin the SLB application process. Up to 480 leave hours may be granted. Upon the award of hours, employees (or supervisors) are to enter hours in the Sick Leave pay code. While out on sick leave, their Sick Leave balance will show as 0. The tracking and awarding of Sick Leave hours occurs behind the scenes.

Sick Leave Bank (SLB)

An employee who has an emergency situation and has utilized all available leave may be allowed to accept contributions of annual leave from co-workers who are willing to make such a donation of leave. This may be beneficial for employees who have an FMLA event other than for their own personal illness or injury. Ask your employee to contact Monica Shadid if you think they might need this benefit.

• Employees are to enter hours in Annual (VAC) Pay during the event.
• Their accrual balance will go into the negative.
• When the event is complete, enough donated hours will be awarded

to their Annual Leave account to bring the balance to zero.

Annual Leave Transfer

La Plata County maintains workers’ compensation insurance coverage for employee injuries and illnesses that are determined to be work related. La Plata County’s workers’ compensation carrier is County Technical Services, Inc., or CTSI. Workers’ compensation leave is time paid by the County for hours missed on the date of the injury and for the first three missed scheduled shifts after the date of the injury. CTSI pays for any subsequent missed work (not appointment related). If an employee is receiving Workers’ Compensation benefits or disability benefits for lost time, accrued Sick Leave may not be used.

Workers Compensation

Employees with an open workers’ compensation claim will have two additional timesheet pay codes:

• Workers’ Compensation with Pay, meaning that the

County pays wages.

• Workers’ Compensation without Pay, meaning that the

County doesn’t pay wages; instead CTSI pays the employee directly.

Workers Compensation

Workers’ Compensation with Pay

• The first three missed scheduled shifts after the date of the

injury, and any hours missed on the date of the injury.

• Workers’ comp medical appointments lasting less than four

hours that occur during the employee’s regularly scheduled work hours.

• The County pays the employee at 100% wages.

Workers Compensation

Workers’ Compensation without Pay

• All scheduled work hours missed (not appointment related)

beyond the first three missed scheduled shifts after the date of the injury.

• Workers’ comp medical appointments lasting more than four

hours that occur during the employee’s regularly scheduled work hours (commute factored into appointment length).

• CTSI pays the employee at 66 2/3% of the employee’s

average weekly wage (taxes not deducted, retirement contributions and insurance premiums placed on hold).

Workers Compensation

• Employees who are required to miss partial days due to

workers’ compensation appointments are encouraged to schedule the appointments so they do not disrupt the employee’s work schedule. Appointments outside of scheduled work hours are not covered and should not be included on the

• timesheet. If there is a conflict in scheduling, the Risk Manager

can assist in making an appointment.

• If an employee takes time off because of a workers’

compensation illness or injury, a Designated Physician or emergency care provider must authorize the leave. If an employee takes time off without proper authorization, the time

• ff is considered to be sick leave, annual leave, or leave without

pay.

Workers Compensation

Reminders:

• No matter how minor the injury, the employee must notify the

supervisor immediately.

• The employee must complete the Employee’s Written Notice
• f Injury to Employer and return it to his/her supervisor within

four (4) working days of the injury. (State regulations provide that

failure to report an accident within this time period could result in the loss of

• ne day’s compensation for each day’s failure to report.)
• The Supervisor’s Accident/Incident Report must be completed

within one working day of receiving the Employee’s Written Notice of Injury to Employer.

• All reports must be submitted to the Risk Manager as soon as
• possible. Forms are on the Staff Site: Employee

Resources/Risk Management.

Workers Compensation

The selection of a Designated Physician ensures quality medical care for injured or ill employees and ensures efficient case

• management. La Plata County has the following designated

primary care providers who will direct all medical care for injured employees:

• Animas Occupational Medicine
• Centura Centers for Occupational Medicine
• La Plata Family Medicine
• Durango Urgent Care (follow-up appointment required with one
• f the above providers)

Workers Compensation

• Before any job is advertised, it must be brought before the

Budget Review Team (BRT) for approval.

• Job advertisements are typically posted for two weeks. Hiring

managers may not view applications until after the job closes and HR has had time to process the posting.

• Late applications may be accepted with the hiring manager’s

approval; late paper applications must be submitted to HR.

• All interviewees must have a completed and signed LPC

application on file with Human Resources.

New Hire Process

• Once a candidate is selected, a contingent employment offer

may be made dependent upon the results of background and reference checks.

• Hiring managers must have the candidate complete a

Background Check Authorization form and return it to HR for processing.

• No reference checks may be conducted before this authorization

is signed!

• If considering a previous County employee, contact Monica

Shadid to review whether or not this person is eligible for rehire.

New Hire Process

• Once the hire is confirmed, a Personnel Action (PA) form is required

for all hires and a Position Requisition (PR) form is required for all hires in a budgeted position.

• If your department does not create their own PAs or PRs, send the new

hire’s name, start date, salary and who the new hire is replacing (or position #) to Monica Shadid.

• If at all possible, new hires should start on the first work day in a pay
• period. If a later start date is desired, contact Monica Shadid for

approval, but a start date absolutely cannot occur in the 2nd week of a pay period.

• Supervisors or Office Managers are to utilize the ‘Pre-onboarding’

Laserfiche form to request an orientation, building access, and IT services for all hires.

• http://forms.laplata.co.us/Forms/HR-PreBoarding
• r you can find the link on the Staff Site.

New Hire Process

• As soon as a supervisor is certain of an employee’s last day, an Exit

Notice and exit paperwork will need to be created.

• Send the employee’s name, last day of employment and resignation

letter to Monica Shadid as soon as the employee informs the department.

• An employee must be present and work at least part of his/her last

day.

• It is very important that HR receives correct information about the

employee’s last day. A lot of paperwork is generated for separating employees and much of it has specific information that is dependent upon the last day worked. Changing a separation date after HR has already been informed of a final date creates a lot of extra work!

Exit Process

• With the exception of W-4s and Direct Deposit forms, all forms

should be sent to HR.

• Direct Deposit forms must be delivered to HR or Sarah Rome in

person by the employee. ID may be requested.

• Direct Deposit forms that are emailed, routed, or delivered by

anyone other than the employee will not be accepted.

HR/Payroll Forms

• Employees must notify HR about name, address, relationship

and family changes (i.e. birth of a child) as soon as possible.

• If supervisors are aware of any of these changes they need to

encourage their employees to contact HR or let HR know.

• Updates can be made via the following methods:
• Employee Personal Information change form on staff site (route or email

to HR);

• Email to HR from the employee;
• Employee Personal Information Change form on Sage ESS/HR Actions.

Employee Info Changes

HR Hours & Accessibility

Monday – Friday 8 am to 5 pm

Closed to walk-in traffic from 1:00 to 5:00 pm

• n the 1st, 3rd & 5th Wednesdays of each month.

Access is via the rear door which is now equipped with a doorbell and intercom. Employees will need to ring the bell to get an HR personnel to open the door. Appointments are encouraged for needs greater than dropping off or picking up forms.

Upcoming Events

Annual Performance Appraisals August 5th – October 18th Open Enrollment October 7th – 25th Employee Appreciation Luncheon December TBD