Presentation on theme: "Employee Timesheet Training"— Presentation transcript:
1 Employee Timesheet Training Human ResourcesPrior to beginning this presentation please print a copy of a timesheet and the timesheet instructions for your reference:Link to Timesheet: (please select “Timesheet, SPA - Permanent Employees”)Link to Timesheet Instructions:**When actually completing your monthly Timesheet, if you have access to a computer, the electronic timesheet (referenced above) will assist you in calculating, rounding and adding up the total hours worked for the week and the month
2 Agenda Timesheet Overview How to Complete a Timesheet Types of PaymentsOvertimeCompensatory TimeExtra TimeShift PremiumHoliday PremiumOn CallEmergency Call BackAdverse WeatherQuestionsWelcome to Timesheet training. This course is designed for new employees to learn the basics of filling out a timesheet and various types of “Additional Pay.” This is the agenda for what we will be covering during this training session.
3 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 DocumentEnforced by U.S. Department of Labor under FLSA (http://www.dol.gov/esa/whd/flsa/)Employees who are non-exempt from the Fair Labor Standards Act (FLSA) must complete a timesheetTo determine if your position is exempt or non-exempt under FLSA, please reference the FLSA Classification Titles Listing (http://www.ncsu.edu/hr/classcomp/pdf/flsa_status.pdf)
4 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 WeekReference: ‘Time Sheet Inclusive Dates’ Schedule (http://www7.acs.ncsu.edu/hr/hrim/pdf/tsinclusive09.pdf)Saturday 12:00 AM through Friday 11:59 PMOverlapping shifts are paid on the day they startedRecording TimeHours worked each dayIn/Out Time is optional per departmentLink to Timesheet: (please select “Timesheet, SPA - Permanent Employees”)Link to Timesheet Instructions: pending linkPermanent employees at NC State University are paid on a monthly basisThe standard work week begins Saturday at midnight, and continues through Friday at 11:59 PM.Overlapping shifts are paid on the day the shift began (e.g. If you begin a shift on Friday and it continues through to Saturday morning then all the hours should be logged under Friday)Recording In/Out times is not mandatory according to the UniversityDepartmental guidelines will determine whether in/out times should be completedDepartmental personnel representatives can advise on completing In/Out times
5 Timesheet Overview Rounding: Nearest Quarter Hour (7 minutes or less rounds down, 8 minutes or more rounds up)Time InTime OutLunch BreakHours WorkedEx. 1, Actual:8:05 am4:58 pm55 minutesxEx. 1, Rounded:8:00 am5:00 pm1 hour8 hoursEx. 2, Actual:8:09 am5:06 pm71 minutesEx. 2, Rounded:8:15 am1 hour 15 minutes7 hours 30 minutesEx. 3, Actual:7:50 am5:08 pm50 minutesEx. 3, Rounded:7:45 am5:15 pm45 minutes8 hours 45 minutesRound hours worked to the nearest quarter hour7 minutes or less round down, 8 minutes or more round up
6 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 correctionTimesheets must be signed by the employee and the direct supervisorThe document must be dated using the full date: Month/Day/4-digit YearTimesheets should NOT be approved prior to the end of the pay period or after the internal Departmental deadlines have passedPlease Note: Signatures indicate approval of time worked.**It is the supervisor’s responsibility to check the timesheet for errors. If errors are found, any corrections made to the timesheet must be lined through and initialed by both the employee and the supervisor.
7 Timesheet Examples Recording Additional Pay: Overtime/Compensatory TimeExtra TimeShift PremiumHoliday PremiumOn Call/Emergency Call BackAdverse Weather“Additional Pay” topics with examples of each are to followPlease reference the sample timesheet that you have printed and the timesheet instructions.
8 Fair Labor Standards Act (FLSA) Exempt vs. Non-Exempt Non-Exempt from Fair Labor Standards Act:Overtime/Compensatory (Comp) Time (time and ½)Must complete time recordsEarn Extra Time (hour for hour) for hours not physically worked over 40 hours in a work weekExempt from Fair Labor Standards Act:No Overtime/Comp Time/Extra Time (hour for hour)Do not complete time recordsNon-exempt employees earn Overtime or Compensatory (Comp) Time for hours worked over the standard 40 hour work weekNon-exempt employees also earn Extra Time (hour for hour) when Comp Time does not applyExempt employees are not eligible for Overtime/Compensatory (Comp) time/Extra Time (hour for hour)Non-exempt vs. Exempt status under FLSA is determined by analyzing the duties, responsibilities and salary of a position.
9 OvertimeOvertime 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 RateSupervisor approval is required prior to working over the standard work weekNon-exempt employees cannot volunteer to stay and work their job for freeOvertime is a premium rate paid to non-exempt employees for actual hours worked in excess of 40 hours in any given work weekSick, annual, or any other type of leave is not counted as actual hours worked)Overtime time is paid at a rate equal to 1.5 times your hourly rate. (e.g. Hourly Rate = $10 per hour, Overtime Rate = $10 x 1.5 = $15 per hour)Payroll calculates the x 1.5 overtime hours rate, therefore, the premium should not be added prior to submitting to the Payroll Office**Prior to any employee working overtime they must have supervisory approval
10 Compensatory Time (Comp Time) Alternative to Paying OvertimeDepartmental PolicyEarned at 1 ½ times the number of hours workedEntered into the Web Leave SystemDepartments have the option to pay Overtime or allow employees to earn Comp Time for hours worked over 40State policy and the State Budget Office strongly encourage using Compensatory Time in lieu of Overtime pay (departments have the budget flexibility to pay out some, all, or none of an employee’s overtime)Comp time is earned at time and one-half (x1.5) the hours worked over 40 (ex. Hours worked in a single week = 44; Hours worked over 40 = 4; 4 x 1.5 = 6 hours Comp Time)Comp time hours must be entered into the web leave system by the employee or by the web leave administrator (calculate the hours worked over x 1.5) when they are accrued and when they are used
11 Comp Time Rules Earned by Non-Exempt Employees Any available Comp Time must be used before taking Annual LeaveEmployees may choose to use Sick Leave rather than available Comp TimeSupervisors can require employees to use all available Comp Time instead of paying outComp time must be used prior to using any annual or bonus leaveEmployees can choose to use their sick leave or to use comp time first when actually sickSupervisor can require an employee to use their comp time
12 Comp Time Reminders Cannot age past 12 months Cannot accumulate over 240 hoursComp Time is to be used timelySupervisor can deny requests to use comp time if the leave will “unduly disrupt operations”Comp time not used within 12 months of being earned must be paid out in the next regular pay checkComp time that adds up to more than 240 hours must be paid out in the next regular paycheck (e.g. Employee has 245 hours accrued = must be paid 5 hours of comp time in the next regular paycheck)The Web Leave System (Web Leave) automatically tracks and ages Comp Time hours that have been enteredWeb Leave also sends out reminders to the employee, Supervisor and Leave Administrator when comp time is approaching 240 hours or 365 daysSupervisors should be flexible with employees and allow comp time to be taken as soon as possible, however, supervisors can deny a request to use comp time if the leave will “unduly disrupt operations”
13 Extra TimeHours worked are less than 40, but hours reported are greater than 40Hours Reported = Time Worked + Leave TakenNon-exempt (FLSA) employees earn when overtime/comp time does not applyDepartmental option to pay out for offer as leave request optionAfter 12-months, unused time is paid out at an hourly rateExempt employees do not earn Extra TimeEarned hour-for-hourExtra time is similar to compensatory time but it occurs when overtime does not applyExtra Time is earned when an employee does not physically work 40 hours in week, but the total hours applied to the week exceed 40 (ex. Hours worked = 36, Sick Hours taken = 8, therefore, total hours = 44, then employee earns 4 hours in extra time)Extra time is not paid at a premium rate; it is granted on an hour-for-hour or “straight time” basisExempt employees can not earn Extra TimeExtra Time older than 12 months for Non-Exempt employees (FLSA) must be paid out
14 Overtime/Extra Time Example 1st week: The employee actually worked 40 hoursNo Overtime/Comp Time or Extra time are earnedNo information to enter in the Web Leave System2nd week: The employee actually worked a total of 44 hours4 hours of Overtime/Comp Time are earned (at time and one half)4 hours Overtime/Comp Time are recorded in the “Hours Worked >40” column of the Timesheet6 hours (4 x 1.5) are recorded in the Wed Leave System if using Comp Time option3rd week: The employee uses a full 8 hours of annual time + 7 hours and 30 minutes of sick time because they actually worked 24 hours and 30 minutes = 40 hours recorded timeNo Overtime/Comp Time or Extra time are earned because employee only takes enough leave to equal 40 hours4th week: The employee applies 8 hours of holiday leave and actually worked 36 hours = 44 hours recorded timeFour hours of Extra time are earnedFour hours entered in the Web Leave SystemHoliday and civil leave are the only two leave options that can be applied in full to earn Extra Time (“enhance pay”) as this leave is not optional
15 Comp Time Balance Reconcile Comp Time Earned and Used Each Month Monitored in the Web Leave SystemDepartmental Option to CompleteComp Time Balance provides a visual summary of an employees Comp Time earned and usage statusOptional to complete based on Departmental policyEmployees should use the Web Leave System to verify Comp Time balances (ensuring Comp Time earned and used is entered on a timely basis in the Web Leave System)Example:The employee has a Comp Time balance of 7 hours2 hours and 30 minutes of overtime were earned in the current month: 2.5 x 1.5 = 3.75 (3 hours and 45 minutes) of Comp Time were earned1 hour of Extra Time was earned in the current monthTotal Comp Time available = 11 hours and 45 minutesNo Comp Time was used in the current monthThe employees Comp Time balance has not exceeded 240 hours, nor has any been in the Web Leave System for longer than 12 months, therefore there are no Comp Time hours to be paid outThe employees Comp Time Ending Balance = 11 hours and 45 minutes
16 Shift Premium Scheduled 2nd or 3rd Shifts Must be designated and documented by ManagerApplies Only to Actual Hours WorkedPremium is not earned on leave or lunch breaks10% Premium on Hourly RateOvertime Rate Applied After Shift PremiumA 10% premium rate is paid on top of the regular hourly rate for non-exempt employees who work a regularly designated 2nd or 3rd shiftTypically, 2nd or 3rd shift premium is applicable when more than half of the regularly scheduled hours are between 4pm and 8amPremium shifts must be a designated by the manager and documented to Human Resources by the DepartmentShift premium does not apply to meal breaks or to leave (sick, annual, bonus)If overtime is earned, then it is added on top of the shift premium
17 Shift Premium ExampleFor the purpose of the examples provided, the employee is designated as working 2nd or 3rd shift:1st week: The employee actually worked a total of 40 hours40 hours are recorded under the “040 Shift Time” column to ensure premium pay on all shift hours2nd week: The employee took Sick Leave on Monday and then actually worked 36 hours the remaining four days of the work week = 44 recorded hours36 hours are recorded under the “040 Shift Time” column to ensure premium pay on all shift hours worked4 hours of Extra Time (hour for hour) are recorded in the “Extra Time” column of the Timesheet4 hours (4 x 1.0) are recorded in the Web Leave System3rd week: The employee actually worked a total of 44 hours40 hours are recorded under the “040 Shift Time” column4 hours are recorded under the “033 Shift Prem OT” columnNo Comp Time hours are recorded in the Web Leave System since the department elected to pay the Overtime
18 Holiday PremiumAwarded to Non-Exempt and Exempt employees who are required by their Supervisor to work on a designated University HolidayPaid at 1.5 Times Regular Hourly RateEarn equal time off for hours worked on HolidayUp to 8 hours per day (hour for hour worked)Earned as Extra TimeA premium rate of time and one-half (1.5) the regular hourly rate for Non-exempt and Exempt employees who are REQUIRED by their Supervisor to work on a designated University HolidayIn addition, the employee earns Extra Time (hour for hour) for actual hours worked on the designated University Holiday (up to 8 hours)
19 Holiday Pay ExampleFor the purpose of the examples provided, the supervisor required the employee to work on the designated University Holiday:1st week: The employee worked 10 hours on a designated University Holiday and then worked 30 hours the remaining four day of the work week = 40 actual worked hours8 hours of Holiday Leave are recorded in the “Leave Used/Holiday” column8 hours are recorded in the “Extra Time” column of the Timesheet10 hours (actual hours worked on the designated University Holiday) are recorded under the “Additional Hours to be Paid/155 Holiday Pay” column to ensure premium pay on all Holiday hours worked2nd week: The employee worked 26 hours and 30 minutes of the regular work week, no work for the Thursday designated University Holiday, but then work 4 hours of the Friday designated University Holiday = 30 hours and 30 minutes of actual work time, but 46 hours and 30 minutes of recorded time16 hours of Holiday Leave are recorded in the “Leave Used/Holiday” column12 hours of the Holiday Leave were actually used4 hours of the Holiday Leave are applied to Extra Time2.5 hours beyond the normal schedule on Monday through Wednesday are also applied to Extra Time (totaling 6.5 hours of Extra Time)4 hours (actual hours worked on the designated University Holiday) are recorded under the “Additional Hours to be Paid/155 Holiday Pay” column to ensure premium pay on all Holiday hours worked3rd week: The employee worked 10 hours on the designated University Holiday, and worked 32 hours the remainder of the work week = 42 actual hours worked and 50 hours of recorded time2 hours of Comp Time are entered in the “Hours Worked >40” column8 hours from the Holiday Leave, are recorded in the “Extra Time” column
20 On Call Only Designated Jobs/Employees Designated roles are reported to HR annuallyUsually Non-Exempt, but some ExemptOn-Call Employees Must be AvailableOn-Call Compensation$1.50 per hourWhen 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 PayOn-call employees are those who have been designated by their Supervisor to be readily available to report back to work in case of an emergencyEmployees who are on-call typically carry a University issued phone or beeperDuring on-call duty, employees must be available to report back to work immediately when contactedPositions that are designated as on-call are reported to Human Resources each yearEmployees are paid $1.50 per hour for each hour of on-call statusExample: An employee is on-call 3 nights per week from 6pm – 8am= Three (3) 14 hour on-call shifts3 shifts x 14 hours per shift = 42 hours on-call42 hours on-call x $1.50 per hour = $63**Alternatively, the department can provide 1 hour of comp time for every 8 hours on-call.
21 Emergency Call BackWhen an On-Call employee is contacted to respond on short notice to an emergency work situationIncludes working via telephone or computerIncludes travel time to workSubtracted out from On-Call Hours PaidEmergency Call Back is paid hour for hour the time an employee works to respond to the emergency, and includes any travel time to workEmployees do not physically have to report into to work to receive the pay…responding remotely by phone or via computer appliesWhen On-Call employees are called to respond to an emergency, they receive Emergency Call Back pay at their regular hourly rate instead of the $1.50 per hour on-call rate (Example: An employee is on-call for a 12-hour overnight shift, they are called back for 3 hours including their travel back and forth to the job, they should earn 9 hours of on-call pay at $1.50 per hour and 3 hours of pay at their usual hourly rate).
22 Emergency Call Back Pay Non-Exempt Employees:Return to WorkActual Time Worked or 2 Hours (whichever is greater)Can be Paid out or awarded as Comp Time OffTelephone/Computer ResponseActual Time Worked or 30 Minutes (whichever is greater)Maximum 4 responses = 2 HoursAfter 4 calls, employee receives credit for actual time workedNon-Exempt Employees who respond to the emergency by actually returning to work:Receive their regular hourly rate for the total hours worked or a minimum of two hours, whichever is greater.If the employee works more than 40 hours in a work week, to include the Emergency Call Back time, then then time over 40 can be paid out as Overtime or awarded as Comp TimeNon-Exempt Employees who respond to the emergency remotely, via the phone or computer:Receive their regular hourly rate for the total hours worked or a minimum of 30 minutes, whichever is greater.Employees earn up to a maximum of four, 30 minute responses (2-hour total), after which actual time worked should be recorded
23 On-Call/Emergency Call Back Example 1st week: The employee worked a total of 40 hoursTwo, 12-hour On-Call shifts were worked by the employee on Tuesday and ThursdayThe employee was not called back for an emergency during her on-call shift and therefore has no additional hours worked24 hours are recorded in the “080 On Call Pay” columnThe employee receives the On-Call rate of $1.50 per hour for the 24 hours of On-Call status2nd week: The employee worked a total of 48 hours…Department awards Comp TimeTwo, 12-hour On-Call shifts were worked by the employee on Monday and WednesdayThe employee was called back for an emergency each night for a total of 4 hours per night8 hours of Comp Time were earned (hours over 40) and recorded in the “Comp Time Earned/Hours Worked >40” column12 hours of Comp Time (8 x 1.5) are entered into the Web Leave System16 hours are recorded in the “080 On Call Pay” column for the hours that she remained on-call (24 hour on-call shifts – 8 hours called back = 16 hours on-call)3rd week: The employee worked a total of 48 hours…Department pays out Overtime8 hours of Overtime are recorded in the “030 Overtime” column
24 Adverse Weather Status (call 513-8888) Essential Personnel University is Closed, Essential Personnel OnlyUniversity will Open Late, Essential Personnel Report NormallyClasses are Cancelled, Adverse Weather AdvisoryClasses are In Session, Adverse Weather AdvisoryEssential PersonnelEmployees who have had prior written/verbal notification from their manager that they need to report to work under Adverse Weather conditionsWhen there is Adverse Weather in the area, please call to check the University Status:When the University is Closed, only ‘Essential Personnel’* are expected to report for work (other Faculty, Staff, or Students should stay at home)When the University opens late or under Delay, only ‘Essential Personnel’ are expected to report for work (other Faculty, Staff, or Students should stay at home)When the University is under an Adverse Weather Advisory status, and classes are Cancelled, ‘Essential Personnel’ are expected to report to work. ‘Non-essential Personnel’ (other Faculty and Staff) should make every effort to report to work,** Students should not report to classWhen the University is under an Adverse Weather Advisory status, and classes are In Session, ‘Essential Personnel’ are expected to report to work. ‘Non-essential Personnel’ (other Faculty and Staff) should make every effort to report to work, Students should make every effort to report for class*‘Essential Personnel’ have received prior notification from their supervisor (either written or verbal) to report for regular scheduled work under Adverse Weather conditions (regardless of closings or delays)**The University recognizes that there are factors that may prevent employees from being able to report to work during Adverse Weather conditions. Therefore, non-essential personnel are permitted to determine for themselves whether they should report to work.
25 Adverse Weather Pay Essential Personnel Non-Essential Personnel Closing/Late OpeningsMust report to work as normalEarn equivalent time-offNon-Essential PersonnelLeave will be granted to cover hours missedAdverse Weather AdvisoryEmployee determines whether or not they can safely report to workUse annual leave, comp time, or bonus leave; orMake-up time as “straight time” within 12 monthsWhen the University is Closed or Delayed:‘Essential Personnel’ will be granted Adverse Weather Leave as Extra Time (hour for hour) to be taken on a future date‘Non-essential Personnel’ do not have to make up the time lost due to the closing or delayed opening (time not worked is granted as Adverse Weather Leave and will not be charged to any leave balances)When the University is under Adverse Weather Advisory:‘Essential Personnel’ report to work as required; no additional time/leave is earned‘Non-essential Personnel’ who are not able to safely report to work must make up the time not worked:Option 1: An employee may make up the time in a week when Overtime would not be earned (must be done within 12-months of the Adverse Weather Leave)Option 2: An employee may apply Comp Time, Annual Leave, or Bonus Leave to make up the hours
26 Adverse Weather Example Example 1: The employee is designated ‘Essential Personnel’The University declared Closed status on FridayThe employee reported to work as normal and worked 8 hours and 15 minutesThe employee worked a total of 40 hours for the week, so no overtime appliesThe employee is granted the the full 8 hours of Adverse Weather Leave (earned, not used)8 hours of Extra Time (hour for hour) are recorded in the “Extra Time” column of the Timesheet8 (8 x 1.0) hours are entered in the Web Leave SystemExample 2: The employee is designated ‘Non-essential Personnel’The employee does not report to work34 hours were actually worked for the week, and the employee is granted 8 hours of Adverse Weather Leave42 total hours are recorded for the week2 hours of Extra Time are earned (hour for hour) and recorded in the “Extra Time” column of the Timesheet2 hours (2 x 1.0) are entered in the Web Leave System3rd week: The employee is designated ‘Non-Essential Personnel’The University declared Adverse Weather Advisory on FridayThe employee determined it was not safe to travel and did not report to work34 hours were actually worked for the week and the employee wants to use Annual Leave to make up the time missed under the Adverse Weather AdvisoryEmployee should only apply Annual Leave to complete the difference of hours worked less than 40Annual Leave = 40 Hour Work Week – Total Hours Worked (Example: 40 Hour Work Week– 34 Hours Worked = 6 Annual Leave)Employees do not have the option to apply Annual Leave in full to complete a work week and earn Extra TimeNo Overtime/Comp Time or Extra time are earnedNo information to enter in the Web Leave System4th week: The employee is designated ‘Non-Essential Personnel’34 hours were actually worked for the week and the employee wants to make up the time missed under the Adverse Weather Advisory at a later date (during a week when overtime would not be earned)Employee should only indicate Adverse Weather Leave to complete the difference of hours worked less than 40Adverse Weather Leave = 40 Hour Work Week – Total Hours Worked (Example: 40 Hour Work Week– 34 Hours Worked = 6 Adverse Weather Leave to be made-up)Employees do not have the option to apply Adverse Weather Leave that is to be made-up in full to complete a work week and earn Extra Time6 hours ‘Adverse Weather Taken’ is entered in the Web Leave SystemAdverse Weather Balances may be maintained at the bottom of the Timesheet based on Departmental Policy
27 Accumulative Leave Totals Reconcile Leave Earned and Used Each MonthMonitored in the Web Leave SystemDepartmental option to completeAccumulative Leave Totals provide a visual summary of an employees leave earned and usage statusOptional to complete based on Departmental policyEmployees should use the Web Leave System to verify time balances (ensuring leave used is entered on a timely basis in the Web Leave System)
28 Hour/Minute Conversion Decimal Time vs. Hour:Minutes.00 = :00.25 = :15 minutes.50 = :30 minutes.75 = :45 minutesExamples of how time worked (decimal) from the Timesheet converts to the hour:minute format recorded in the Web Leave System
29 Contacts Deborah Wright, Director Classification & Compensation Jenna Evenson, ConsultantPamela Bragg, ConsultantAngela Nicholson, ConsultantEraina Weems, SpecialistPlease contact us if you need answers to specific questions or you need clarification on a policy.