Time Report Time Report Training Training Presented by: Human - - PDF document

SLIDE 1

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Time Report Time Report Training Training

Revised April 2015

Presented by: Human Resource Services

Today’s Objectives Today’s Objectives

• Department Responsibi

Department Responsibili lity in in Time/Leave Time/Leave Reporting Reporting

• Review Time/Leave

Review Time/Leave Reporting Processes Reporting Processes HRS HRS will incr will increase ease co communicatio nication with ar with areas eas that that have repeate have repeated erro errors pro rs processing essing tim time/leav /leave r repo porting ing includ including ing ensur ensuring ng Appo Appointi inting ng Autho Authoriti ities, Deans Deans and and Vice Vice Pr Presid esident ents ar are e no notif tified ed o

• f co

concer ncerns. ns. HRS HRS will no will notif tify WS WSU U Inter Internal al Aud Audit t of ser serious s and and/or repeated repeated co concerns. ncerns.

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Policies and Policies and Regulations Regulations

• Fair Labor

Fair Labor Standards Standards Act (FLSA) sets Act (FLSA) sets and and re regul gulate tes s mi mini nimum wa mum wage ge, , hours work hours worked, ,

• ver

ertim time and and reco cord keepin keeping

• Washington

Washington Administrati Administrative ve Codes Codes (WAC) (WAC)

• Business Policie

Business Policies and s and Proc Proced edur ures Manual es Manual (BPPM) (BPPM)

Department Responsibility Department Responsibility

• Establ

Establish admi h admini nistrati strative re ve revi view proce process ss for for monthly time/leave monthly time/leave reports. reports.

• Conduct

Conduct periodic departmental audits. periodic departmental audits.

• Audi

Audit t re reports pri ports prior to r to submittin submitting to HRS. to HRS.

• Require training

Require training fo for r staff staff assig assigned ed the the duty ty of ti time me/l /leave a ve admi mini nistra stration. tion.

• Rev

Review BPPM ew BPPM 60.56, 60.56, 60.57, 60.60, 60.57, 60.60, 60.62 and 60.62 and 60.63. 60.63.

Department Responsibility Department Responsibility

• Em

Emplo ployees are ees are required required to to co complete lete a a monthly time monthly time or

• r leave

leave report. report.

• Time Repor

Time Report – – recor ecords attendance, ds attendance, leave and leave and over

• vertime

time for for over

• vertime-eligible

time-eligible civil civil ser service, ice, bar bargaining u aining unit it and and AP employees AP employees

• Leave Repor

Leave Report – recor ecords ds leave leave activity activity for for Facu Faculty lty and AP and AP employ employees who ees who ar are e ineligible ineligible to to ear earn over

• vertime.
• time. Facu

Faculty lty

• n
• n annu

annual appointments al appointments ear earn AL and AL and SL; SL; Facu Faculty lty on

• n

academic academic appointment appointment (at least (at least a semester a semester) ) ear earn SL SL

• nly
• nly

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3

Department Responsibility Department Responsibility

• Depar

partm tment m ent maintains intains o

• rig

iginal leav inal leave/tim e/time repo port f for each each em emplo ployee. ee.

• If

If employee employee transfers to another transfers to another department, the leave department, the leave file is tr file is transfer ansferred d to to the new the new depar department ment

• Depar

partm tment m ent must st pr provid ide e em emplo ployee with ee with a copy of the copy of the completed completed ti time me/l /leave re ve report port each ch month month

Annual Leave and Annual Leave and Sick Leave Sick Leave Accruals Accruals Civil Service Civil Service Employees Employees

• New employees hired 1-15

New employees hired 1-15th

th of month ear

• f month earn fu

full accr ll accruals ls at at FTE r FTE rate. If

• te. If hir

hired d 16 16th

th to end of month, do NOT earn

to end of month, do NOT earn accr accruals als

• Employee separ

Employee separating ting 1-15 1-15th

th, do

, do NO NOT T ear earn accr accruals; ls; employee separating employee separating 16 16th

th-end of month, ear

• end of month, earn fu

full ll accr accruals. ls.

• If

If FTE changes FTE changes du during a single ng a single month, accruals month, accruals are are figured figured

• n the FTE on the last wor
• n the FTE on the last working day

ing day of the month.

• f the month.

Leave Accruals Leave Accruals Civil Service Civil Service Employees Employees

• Em

Emplo ployees canno ees cannot use t use AL AL or SL until until the f the first day of day of the the month AFTER it is accrued. month AFTER it is accrued.

• Em

Emplo ployees m ees may y NOT T use AL use AL until until they hav they have been em een emplo ployed ed f for 6 6 months nths

• Em

Emplo ployees m ees may y use S use SL during ring pro probatio ationary nary perio period

• Em

Emplo ployees m ees may y use Perso use Personal al Ho Holid liday d ay during ring pro probatio ationary perio nary period

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Civil Civil Ser Service Annu ice Annual Leave al Leave Accr Accrual Rates l Rates for Full-Time for Full-Time Employees Employees (BPPM 60.57) (BPPM 60.57)

Year Accrual Per Year Accrual Per Month 1 (of continuous state employment) 12 days 8.00 hrs. 2 (of continuous state employment) 13 days 8.67 hrs. 3-4 (of continuous state employment) 14 days 9.33 hrs. 5-7 (of total state employment) 15 days 10.00 hrs. 8-10 (of total state employment) 16 days 10.67 hrs. 11 (of total state employment) 17 days 11.33 hrs. 12 (of total state employment) 18 days 12.00 hrs. 13 (of total state employment) 19 days 12.67 hrs. 14 (of total state employment) 20 days 13.33 hrs. 15 (of total state employment) 21 days 14.00 hrs. 16 and longer (of total state employment) 22 days 14.67 hrs.

Accr Accrual Char l Chart

DATE: RATE: MONTHS COMPLETED SERVICE: 10/06 8.00 10/07 8.67 12 10/08 9.33 24 10/09 9.33 36 10/10 10.00 48 10/11 10.00 60 10/12 10.00 72 10/13 10.67 84 10/14 10.67 96 10/15 10.67 108 10/16 11.33 120 10/17 12.00 132 10/18 12.67 144 10/19 13.33 156 10/20 14.00 168 10/21 14.67 180 Continuous Employment Date: 10/14/06 Initial Hire Date: 10/14/06

Leave Accruals Leave Accruals Civil Service Civil Service Employees Employees - LWOP WOP

• If a

If an employe

• yee ha

has s 11 or more

• r more FULL da

FULL days ys of

• f

LWOP LWOP in a month: in a month:

• they

they do do no not ear t earn A AL or SL fo SL for that that mo month, and nth, and

• their

their AL AL accr accrual r l rate te incr increase ease will be defer will be deferred d by by one

• ne

month. month.

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Accr Accrual Char l Chart t with with LWO LWOP

DATE: RATE: MONTHS COMPLETED SERVICE: 10/06 8.00 10/07 8.67 12 *LWOP 1/5/08-3/7/08 – defer 2 months 12/08 9.33 24 *LWOP 10/2/09-11/7/09 – defer 1 month 1/10 9.33 36 1/11 10.00 48 1/12 10.00 60 1/13 10.00 72 1/14 10.67 84 1/15 10.67 96 1/16 10.67 108 1/17 11.33 120 1/18 12.00 132 1/19 12.67 144 1/20 13.33 156 1/21 14.00 168 1/22 14.67 180 Continuous Employment Date: 10/14/06 Initial Hire Date: 10/14/06 Employee had LWOP 1/5/08-3/7/08 and 10/2/09-11/7/09

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Leave Accruals Leave Accruals AP AP and Faculty Employees and Faculty Employees

• Employees

ployees cannot use annot use AL AL or

• r SL

SL until until the the first first day day

• f th
• f the

e month AF AFTE TER R it is it is ac accrued. ued.

• Facu

Faculty on y on annu annual al 12 12 month appoi month appointments earn tments earn AL & & SL; SL; Fa Facu culty y on a academic emic appointments (at appointments (at least least a a semester) earn SL semester) earn SL only.

• nly.
• Fac

aculty & lty & AP AP on

• n full-

full-tim time appoin appointm tmen ents earn ts earn 8 8 hours SL and hours SL and 14.67 14.67 AL AL per per month month

• Faculty

lty & & AP AP less less th than an full- full-tim time ac e accrue ue leave leave at at their FTE their FTE rate (50% FTE rate (50% FTE = = 4 hrs 4 hrs SL, 7.34 SL, 7.34 AL) AL)

Leave Accruals Leave Accruals AP AP and Faculty Employees and Faculty Employees

• Faculty

Faculty & AP hired & AP hired or separated separated within within the the month receive nth receive leave leave on a pro a prorated ated basis; sis; ba base sed d on

• n numbe

number of

• f da

days i ys in paid sta d status us

• Faculty &

Faculty & AP AP on

• n LWOP receive leave on

LWOP receive leave on a prora

• rated ba

basi sis; s; ba base sed on numbe d on number of

• f da

days i ys in paid paid status status

Prorating Leave Prorating Leave Accruals Accruals AP AP and Faculty Employees and Faculty Employees

• Numbe

Number of r of da days i ys in p paid d sta status us ÷ numbe umber r of

• f

paid work d working da g days ys in the the month month = Fra Fracti ction;

• n;

Fr Fractio action x 14.67 x 14.67 x FTE x FTE = = AL AL accr accrual ual

Example: Example: 100% 100% FTE employee FTE employee works works 10 days out of 22 10 days out of 22 possible in the month 10/22=.454x14.6 possible in the month 10/22=.454x14.67x10 x100%=6.67 =6.67 AL AL

• Numbe

Number of r of da days i ys in p paid d sta status us ÷ numbe umber r of

• f

paid work d working da g days ys in the the month month = Fra Fracti ction;

• n;

Fr Fractio action x 8.00 x 8.00 x FTE x FTE = = SL accr accrual ual

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Leave Policies Leave Policies

• AP &

AP & Faculty Faculty - Maxim aximum um AL b AL balance lance is 352 is 352 ho hour urs; leav s; leave e ear earned ed in excess in excess of 352 352 is lo is lost st

• Civil S

il Ser ervice ice – Maxim aximum um AL b AL balance lance is 240 is 240 hours on hours on anniversary anniversary date date

• AP &

AP & Faculty Faculty - Emergency Leave mergency Leave is granted is granted up up to to 5 days for 5 days for qualifyin qualifying event event

• Civil S

il Ser ervice ice – Ber ereav eavement nt Leav Leave e is is granted anted up to 3 days up to 3 days for for qualifyin qualifying event event

Personal Holiday Personal Holiday

• Civil S

il Ser ervice ice - Earn a Perso arn a Personal al Ho Holid liday ay each each calend calendar ar year (Jan 1 - year (Jan 1 - Dec 30) ec 30) based sed on FTE FTE rate rate

• AP &

AP & Faculty Faculty - Earn a arn a Perso Personal al Ho Holid liday ay each each fiscal year scal year (July 1- (July 1-June 30) b June 30) based sed o

• n FTE

FTE rate te

• Facu

Faculty lty on appointment less th

• n appointment less than

an 12 12 months do not earn months do not earn a per a personal

• nal holiday

holiday

• Personal

rsonal Hol Holiday ay doe does not carry not carry forward forward to the to the next year. next year.

What C at Constitutes nstitutes Ov Overtime ertime fo for r Overtime Eligible Overtime Eligible Employees? Employees?

Civil il Ser ervice E ice Emplo ployees ees (WAC (WAC 357- 357-28 28-25 255)

• Work

rk in exc in excess ss of

• f forty

forty hours hours in one work in one work week week

• Work on

Work on a a holiday holiday

• For

r full- full-tim time e em employ ployees ees, , work on rk on a s a scheduled day eduled day

• ff when
• ff when assigned

assigned by by the employer the employer

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Recording Hours Recording Hours Worked Worked

• The o

The official WS cial WSU U wo work week week is is from Sund nday, ay, 12:01 12:01 a.m a.m. to to S Satur turday, 11:59 ay, 11:59 p.m p.m.

• Overtim

ime e elig eligib ible em emplo ployees m ees must st acco account unt for ho hour urs wo s worked ed each each day

• Overtim

ime e is calculate is calculated at ho at hour urs wo s worked ed in in excess o excess of 40 ho 40 hour urs s in in the wo the work week, no week, not ho hour urs wo s worked ed each each wo workday

Overtime Compensation Overtime Compensation

Ho Hour urs wo s worked ed o

• ver

er 40 40 must b st be co compensated ensated at at

• ne

e and and one- e-half half tim times the em s the emplo ployee’s ee’s regular lar rate te of pay.

• pay. WAC

WAC 357- 357-28- 28-260 Par Part-tim ime em e emplo ployees d ees do no not t ear earn over ertim time at at tim time and and one- e-half half until until they hav they have wo worked ed more than than 40 ho 40 hour urs s in the wo in the work week.

• week. Ho

Hour urs s wo worked ed between tween their their requir quired ed ho hour urs and s and 40 40 ho hour urs s must st be be P PAID a ID at stra straight ht ti time.

• me. No Straight

No Straight Time Time Comp Comp Ti Time me

• Pre

Premi mium Pay m Pay (PP) PP): employee rec employee receives payment at ives payment at tim time an e and d on

• ne-

e-half. lf.

• Compensatory time

mpensatory time (PC (PC): employee rec employee receives time ives time

• ff
• ff with pay at

with pay at time and one-half. time and one-half.

• Comp time

Comp time may may su substitu bstitute te for for paid over paid overtime time if employ if employee ee and employer and employer agree. WAC 357-28-275

• agree. WAC 357-28-275
• The accu

The accumu mulation of lation of unused comp time ed comp time may may not not exceed exceed 240 hours. Departments may 240 hours. Departments may es establish maximums tablish maximums of less

• f less

than than 240 hours. 240 hours.

• Unu

Unused ed compensator compensatory time mu time must be paid in cash at st be paid in cash at the the end of each biennium end of each biennium

• Strai

Straight Ti ht Time me (OP) P): employee rec employee receives payment at ives payment at regular rate regular rate of pay.

• f pay.

Overtime Compensation Overtime Compensation

SLIDE 11

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Calculating Overtime Calculating Overtime

• Paid Holidays:

id Holidays: considered hours worked nsidered hours worked for for calc lculatin ulating overtim g overtime.

• Personal Holiday:

Personal Holiday: considered hours nsidered hours worked for worked for calc lculatin ulating overtim g overtime.

• CS

CS employees employees ear earn 1 1 per personal holiday

• nal holiday per

per calendar calendar year year

• Work

rk on

• n S

Scheduled Day eduled Day O Off: ff: full-time employees full-time employees as assign gned ed to w to work rk on

• n a s

a scheduled eduled day day off earn

• ff earn
• v
• verti

rtime me ( (PP or PP or PC) PC);

• Work on

Work on a a Holiday: Holiday: earn ov rn overti rtime me (PP or PP or PC) PC)

• If

If holiday holiday falls on Fr falls on Friday iday and ther and there e is over is overtime time for for the the week, week, OT ho hours s sho should be r ld be reflected flected on Thu Thursday sday

• Si

Sick Le ck Leave

• is

is NO NOT T consider considered hou ed hours wor s worked for ed for calcu calculating ating over

• vertime

time

• Annual L

Annual Leave ave

• is

is NO NOT T consider considered hou ed hours wor s worked for ed for calcu calculating ating over

• vertime

time

• Compensatory time

mpensatory time off

• ff
• is

is NO NOT T consider considered hou ed hours wor s worked for ed for calcu calculating ating over

• vertime

time

• Leave without Pay

ave without Pay

• is

is NO NOT T consider considered hou ed hours wor s worked for ed for calcu calculating ating over

• vertime

time

Calculating Overtime Calculating Overtime Temporary Hourly Temporary Hourly Appointments Appointments

• WSU employees who hold

U employees who hold a temp/hourly a temp/hourly position position in addition in addition to to their prim their primary appointment must ary appointment must be be co comp mpensa nsated a acco ccord rding ngly. y.

• OT-eligible
• eligible employ

employees ees mu must r st receive ceive OT pay payment for ent for all all hours hours worked worked in temp/hourly in temp/hourly position. The secondary

• position. The secondary

dep depart rtment ment i is req s required ed to

• ensure

ensure they rec ey receive e approp

• pri

riate ra rate of

• f p

pay. y.

• OT-ineligible employ

T-ineligible employees mu ees must coor st coordinate dinate with with their their pr primar imary depar department to acco ment to account unt f for hours

• r hours worked

worked in temp/hourly secondary position. temp/hourly secondary position.

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Temporary Schedule Temporary Schedule Changes Changes

• By mutual

By mutual agreement, em agreement, employee and ployee and supervisor may supervisor may agree to a agree to a temporarily temporarily modified modified sc schedule hedule during the during the work week. work week. Suc Such sc scheduling does heduling does not not require require advance notice. WAC advance notice. WAC 357-28-252(3) 357-28-252(3)

• To

To request a temporary sc request a temporary schedule hedule change, ange, employee employee submits the request to submits the request to the department for approval the department for approval (BPPM 60.33). (BPPM 60.33).

• The employing

The employing offic

• fficial

al ma may approve the request but y approve the request but is is not not required to do so. required to do so.

• Employer must provide

ployer must provide two two calendar days alendar days notic notice for for tem temporary

• rary chan

anges ges lastin lasting 30 c g 30 calen alendar ar days or days or less. less. Employer ployer may may provide provide less than two c less than two calendar lendar days days no notice ce in so n some me ci circu rcumst mstance nces. s.

• Permanent c

Permanent changes in anges in sc schedu hedule that le that exc exceed thirty eed thirty calen alendar days, ar days, em employer ployer must provide st provide seven seven calendar days calendar days notice.

• notice. WAC 357-28-252(2)

WAC 357-28-252(2)

Temporary Schedule Temporary Schedule Changes Changes

SLIDE 13

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Alternate Work Alternate Work Schedules Schedules

• When

en a a holiday falls

• liday falls on
• n an

an em employee' ployee's s sc scheduled eduled work d work day, record record hol holiday ay hou hours and rs and necessary necessary amount of AL amount of AL, C , CT or L

• r LWOP

OP to to ac account

• unt for work

for work day schedule. day schedule. BPPM BPPM 60.60 60.60

• When

en a a holiday falls

• liday falls on
• n an

an em employee’s ployee’s sc scheduled eduled day day off

• ff,

, the department may: the department may:

• Designate the

signate the pr prior ior or

• r following

following wor work day day as as the the holiday holiday

• Provide the

Provide the employee with employee with equi equivalent valent paid time paid time off (OP)

• ff (OP)
• Allow the

Allow the employ employee to ee to obser

• bserve an

e an in in lieu lieu of

• f holiday

holiday at at a later later date. date.

SLIDE 15

December 2009

SLIDE 16

SLIDE 17

SLIDE 18

SLIDE 19

SLIDE 20

SLIDE 21

January 2010

SLIDE 22

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Common Time Reporting Errors Common Time Reporting Errors

• Em

Emplo ployees m ees must st be in FULL in FULL pay pay status the wo status the work rk shif shift b t before a a ho holid liday to ay to receiv ceive ho e holid liday pay. ay pay.

• Calculate

Calculate appro appropriate riate accruals fo accruals for r civil service. civil service.

• Carry forward

Carry forward corre correct l ct leave ave bal balance nces.

• Si

Simp mple addi dditi tion a

• n and

d subtra subtracti ction e n errors. rrors.

Common Time Reporting Errors Common Time Reporting Errors

• Ti

Time me/Le /Leave ve Re Report rt must be must be comp complete ted d in i ink.

• Signatures

atures and and d dates tes on all all tim time/leave /leave repo reports. rts.

• All changes/cor

All changes/corrections ctions mu must be initialed. st be initialed.

• LWOP

LWOP must be must be submi submitte tted d to to HRS for processing. HRS for processing.

• Ber

Bereav avem ement ent Leav Leave: no e: note r te relatio lationshi ship in co in comment nt box of ti box of time me re report port

Additio Additional Info al Informatio rmation n & & Reso Resources urces

• Department of

Department of Labor Labor

• www.d

www.dol.g

• l.gov/fairpay
• v/fairpay
• Department

Department of Labor

• f Labor & Industries

& Industries

• www.lni.wa.g

www.lni.wa.gov

• v
• Human Resource

Human Resource Services Services

• www.hrs.wsu.ed

www.hrs.wsu.edu

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Contact Information Contact Information

Hum Human n Reso Resour urce S ce Services ices 335- 335-452 4521 Lisa Lisa Neal, Assistant D al, Assistant Directo ctor 335- 335-303 3037 Classif assified ed S Services ices Cand ndy Hachm y Hachmann nn (A- (A-K) 335- 335-853 8533 Sally Wickizer lly Wickizer (L- (L-Z) 335- 335-129 1293 Administrat Administrative ve Professional Professional Michele D Michele Dono novan 335- 335-316 3163 Faculty Faculty Lo Lori Miller Miller 335- 335-312 3121

If you If you wish wish to have to have you your attend ndance ce d docu cume ment nted in you your trai traini ning ng hi history, story, please notify Human Resourc please notify Human Resource Servic Services es within 24 hours of today' within 24 hours of today's s date: date:

hrstraini hrstraining@wsu. g@wsu.edu edu

This This has been a WSU has been a WSU Training aining Videoconference

• conference