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Employee Timesheet Training

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1 Employee Timesheet Training
Human Resources Prior 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 Payments Overtime Compensatory Time Extra Time Shift Premium Holiday Premium On Call Emergency Call Back Adverse Weather Questions Welcome 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 Document Enforced 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 timesheet To 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 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 Link to Timesheet: (please select “Timesheet, SPA - Permanent Employees”) Link to Timesheet Instructions: pending link Permanent employees at NC State University are paid on a monthly basis The 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 University Departmental guidelines will determine whether in/out times should be completed Departmental 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 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 Ex. 2, Rounded: 8:15 am 1 hour 15 minutes 7 hours 30 minutes Ex. 3, Actual: 7:50 am 5:08 pm 50 minutes Ex. 3, Rounded: 7:45 am 5:15 pm 45 minutes 8 hours 45 minutes Round hours worked to the nearest quarter hour 7 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 correction Timesheets must be signed by the employee and the direct supervisor The document must be dated using the full date: Month/Day/4-digit Year Timesheets should NOT be approved prior to the end of the pay period or after the internal Departmental deadlines have passed Please 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 Time Extra Time Shift Premium Holiday Premium On Call/Emergency Call Back Adverse Weather “Additional Pay” topics with examples of each are to follow Please 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 records Earn Extra Time (hour for hour) for hours not physically worked over 40 hours in a work week Exempt from Fair Labor Standards Act: No Overtime/Comp Time/Extra Time (hour for hour) Do not complete time records Non-exempt employees earn Overtime or Compensatory (Comp) Time for hours worked over the standard 40 hour work week Non-exempt employees also earn Extra Time (hour for hour) when Comp Time does not apply Exempt 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 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 Overtime is a premium rate paid to non-exempt employees for actual hours worked in excess of 40 hours in any given work week Sick, 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 Overtime Departmental Policy Earned at 1 ½ times the number of hours worked Entered into the Web Leave System Departments have the option to pay Overtime or allow employees to earn Comp Time for hours worked over 40 State 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 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 must be used prior to using any annual or bonus leave Employees can choose to use their sick leave or to use comp time first when actually sick Supervisor can require an employee to use their comp time

12 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” Comp time not used within 12 months of being earned must be paid out in the next regular pay check Comp 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 entered Web Leave also sends out reminders to the employee, Supervisor and Leave Administrator when comp time is approaching 240 hours or 365 days Supervisors 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 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 Extra time is similar to compensatory time but it occurs when overtime does not apply Extra 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” basis Exempt employees can not earn Extra Time Extra 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 hours No Overtime/Comp Time or Extra time are earned No information to enter in the Web Leave System 2nd week: The employee actually worked a total of 44 hours 4 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 Timesheet 6 hours (4 x 1.5) are recorded in the Wed Leave System if using Comp Time option 3rd 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 time No Overtime/Comp Time or Extra time are earned because employee only takes enough leave to equal 40 hours 4th week: The employee applies 8 hours of holiday leave and actually worked 36 hours = 44 hours recorded time Four hours of Extra time are earned Four hours entered in the Web Leave System Holiday 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 System Departmental Option to Complete Comp Time Balance provides a visual summary of an employees Comp Time earned and usage status Optional to complete based on Departmental policy Employees 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 hours 2 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 earned 1 hour of Extra Time was earned in the current month Total Comp Time available = 11 hours and 45 minutes No Comp Time was used in the current month The 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 out The employees Comp Time Ending Balance = 11 hours and 45 minutes

16 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 A 10% premium rate is paid on top of the regular hourly rate for non-exempt employees who work a regularly designated 2nd or 3rd shift Typically, 2nd or 3rd shift premium is applicable when more than half of the regularly scheduled hours are between 4pm and 8am Premium shifts must be a designated by the manager and documented to Human Resources by the Department Shift 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 Example For 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 hours 40 hours are recorded under the “040 Shift Time” column to ensure premium pay on all shift hours 2nd week: The employee took Sick Leave on Monday and then actually worked 36 hours the remaining four days of the work week = 44 recorded hours 36 hours are recorded under the “040 Shift Time” column to ensure premium pay on all shift hours worked 4 hours of Extra Time (hour for hour) are recorded in the “Extra Time” column of the Timesheet 4 hours (4 x 1.0) are recorded in the Web Leave System 3rd week: The employee actually worked a total of 44 hours 40 hours are recorded under the “040 Shift Time” column 4 hours are recorded under the “033 Shift Prem OT” column No Comp Time hours are recorded in the Web Leave System since the department elected to pay the Overtime

18 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 A 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 Holiday In 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 Example For 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 hours 8 hours of Holiday Leave are recorded in the “Leave Used/Holiday” column 8 hours are recorded in the “Extra Time” column of the Timesheet 10 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 worked 2nd 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 time 16 hours of Holiday Leave are recorded in the “Leave Used/Holiday” column 12 hours of the Holiday Leave were actually used 4 hours of the Holiday Leave are applied to Extra Time 2.5 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 worked 3rd 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 time 2 hours of Comp Time are entered in the “Hours Worked >40” column 8 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 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 On-call employees are those who have been designated by their Supervisor to be readily available to report back to work in case of an emergency Employees who are on-call typically carry a University issued phone or beeper During on-call duty, employees must be available to report back to work immediately when contacted Positions that are designated as on-call are reported to Human Resources each year Employees are paid $1.50 per hour for each hour of on-call status Example: An employee is on-call 3 nights per week from 6pm – 8am = Three (3) 14 hour on-call shifts 3 shifts x 14 hours per shift = 42 hours on-call 42 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 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 is paid hour for hour the time an employee works to respond to the emergency, and includes any travel time to work Employees do not physically have to report into to work to receive the pay…responding remotely by phone or via computer applies When 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 Work Actual Time Worked or 2 Hours (whichever is greater) Can be Paid out or awarded as Comp Time Off Telephone/Computer Response Actual Time Worked or 30 Minutes (whichever is greater) Maximum 4 responses = 2 Hours After 4 calls, employee receives credit for actual time worked Non-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 Time Non-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 hours Two, 12-hour On-Call shifts were worked by the employee on Tuesday and Thursday The employee was not called back for an emergency during her on-call shift and therefore has no additional hours worked 24 hours are recorded in the “080 On Call Pay” column The employee receives the On-Call rate of $1.50 per hour for the 24 hours of On-Call status 2nd week: The employee worked a total of 48 hours…Department awards Comp Time Two, 12-hour On-Call shifts were worked by the employee on Monday and Wednesday The employee was called back for an emergency each night for a total of 4 hours per night 8 hours of Comp Time were earned (hours over 40) and recorded in the “Comp Time Earned/Hours Worked >40” column 12 hours of Comp Time (8 x 1.5) are entered into the Web Leave System 16 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 Overtime 8 hours of Overtime are recorded in the “030 Overtime” column

24 Adverse Weather Status (call 513-8888) Essential Personnel
University is Closed, Essential Personnel Only University will Open Late, Essential Personnel Report Normally Classes are Cancelled, Adverse Weather Advisory 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 When 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 class When 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 Openings Must report to work as normal Earn equivalent time-off Non-Essential Personnel Leave will be granted to cover hours missed Adverse Weather Advisory Employee determines whether or not they can safely report to work Use annual leave, comp time, or bonus leave; or Make-up time as “straight time” within 12 months When 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 Friday The employee reported to work as normal and worked 8 hours and 15 minutes The employee worked a total of 40 hours for the week, so no overtime applies The 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 Timesheet 8 (8 x 1.0) hours are entered in the Web Leave System Example 2: The employee is designated ‘Non-essential Personnel’ The employee does not report to work 34 hours were actually worked for the week, and the employee is granted 8 hours of Adverse Weather Leave 42 total hours are recorded for the week 2 hours of Extra Time are earned (hour for hour) and recorded in the “Extra Time” column of the Timesheet 2 hours (2 x 1.0) are entered in the Web Leave System 3rd week: The employee is designated ‘Non-Essential Personnel’ The University declared Adverse Weather Advisory on Friday The employee determined it was not safe to travel and did not report to work 34 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 Advisory Employee should only apply Annual Leave to complete the difference of hours worked less than 40 Annual 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 Time No Overtime/Comp Time or Extra time are earned No information to enter in the Web Leave System 4th 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 40 Adverse 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 Time 6 hours ‘Adverse Weather Taken’ is entered in the Web Leave System Adverse 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 Month Monitored in the Web Leave System Departmental option to complete Accumulative Leave Totals provide a visual summary of an employees leave earned and usage status Optional to complete based on Departmental policy Employees 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 minutes Examples 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, Consultant Pamela Bragg, Consultant Angela Nicholson, Consultant Eraina Weems, Specialist Please contact us if you need answers to specific questions or you need clarification on a policy.


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