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TIME AND BENEFIT REPORTING Hourly Time Entry Reporting and Benefit Usage Reporting for Salaried Employees.

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Presentation on theme: "TIME AND BENEFIT REPORTING Hourly Time Entry Reporting and Benefit Usage Reporting for Salaried Employees."— Presentation transcript:

1 TIME AND BENEFIT REPORTING Hourly Time Entry Reporting and Benefit Usage Reporting for Salaried Employees

2 Purpose : Introduce Hourly Time And Benefit Reporting Procedures. Accurately Prepare Timesheets and Time Entry Summary Reports. Accurately Prepare Benefit Usage Forms And Summary Reports. INTRODUCTION

3 MISSION STATEMENT The mission of Payroll and Compensation is to pay every employee accurately and on-time, every time.

4 DEFINITIONS ACP---Additional Compensation Payment CTE---Comp Time Earned CTU---Copy/transfer Use Only DFT---Differential Time Following are definitions for acronyms contained in the Hourly Time Sheet and Benefit Usage Report as well as the Time Entry Summary Report:

5 DEFINITIONS cont. ECS---Exempt (from hourly wage and overtime rules) FLSA--- Fair Labor Standards ActFair Labor Standards Act FMLA--- Family Medical Leave ActFamily Medical Leave Act FAMILY Sick Leave -- (Salaried Only - Not Employees Illness )

6 DEFINITIONS cont. FTE--- Full Time Employee (Percentage of employment during pay period) Percentages at NIU are: 100%, 93%, 80%,67% and 53% and 50% Extra Help employees are listed at 10% Students are listed at 50%

7 DEFINITIONS cont. Timesheets and Benefit Use Forms Time and Benefit Summaries SL--- Sick Leave SOEEA-- State Officials and Employees Ethics Act STX---Students and Extra Help VAC---Vacation

8 Payroll Calendar Identifies When: Summaries Are Created (Available) Payday Due Dates For Summary Submissions Payroll Deadlines For Employee Changes

9 The Payroll Calendar can be found at:

10 HOURLY TIME ENTRY REPORTING

11 Time Sheet Location and Procedures Signing TimeSheets Authorization (To Prepare Time and Benefit Summaries) Access

12 Time Sheet Location and Procedures Any Supervisor * May Sign A TimeSheet * (or Supervisors Designee) Authorization To Prepare and Submit Time and Benefit Summaries Is A Function Of NIUs Novell Security System Must Be Member of PSOFT.DK.NIU (All Financial and Human Resource Reports) Or Psoft.HR.Dk.NIU (Time and Benefit Summaries Only)

13 Where to Find Blank Hourly Time Sheets

14 HOURLY TIME SHEET: Download the Hourly Time Sheet from the Human Resources web site at:

15 HOURLY TIME SHEET

16 A Time Sheet must be completed by each hourly employee. Completing this form using Excel will automatically total rows and columns, minimizing errors. HOURLY TIME SHEET:

17 The timesheet can be broken down into various sections. More detail regarding each timesheet section can be found in the notes to each slide of this presentation. Parts Of The TimeSheet

18 HOURLY TIME SHEET: Heading

19 HOURLY TIME SHEET: Regular, Pay, Sick, Vacation And Overtime

20 HOURLY TIME SHEET: Differentials And Compensating Time

21 HOURLY TIME SHEET: Totals (Automatic)

22 HOURLY TIME SHEET: Signature(s) Area

23 HOURLY TIME SHEET: Comments

24 HOURLY TIME SHEET: FMLA Hours

25 HOURLY TIME SHEET: Copy/Paste Section

26 HOURLY TIME SHEET: Instructions (TAB)

27 HOURLY TIME SHEET: For each Time Sheet the following information needs to be completed. Late Check Box: If this is a late time sheet that is being submitted, check the late check box. Corrected Check Box: If this is a correction for a time sheet that was already processed in a previous pay period, check the "Corrected" check box. Pay Period: Enter the beginning date of the pay period in the first field and the ending date of the pay period in the second field. Format for dates: MM/DD/YY Employee Id: Enter the Employee ID which was assigned by the HRS PeopleSoft system. This is a six (6) digit number. (Do not confuse this with SSN or Student ID Number.) Last Name, First, MI: Enter the employee's name in the format: LastName,FirstName MI. Position Number: Enter the position number of the position held by the employee. This is critical when an employee is employed in more than one job at NIU. Different rates of pay may apply. Department: Enter the Department ID. The Select Department button should be used to select your department. Time Sheet Sections, Cells & Instructions:

28 HOURLY TIME SHEET: For each day of the pay period, enter the appropriate number of hours in the correct row. Regular Hours: Enter, in each column, the number of hours worked which will be paid at the employee's regular pay rate. Comp Time Hours Used: Enter, in each column, the number of hours used from compensatory (comp) time previously accumulated by the employee. Sick Leave Hours Used: Enter, in each column, the number of hours used from available accumulated sick time. Vacation Hours Used: Enter, in each column, the number of hours used from available accumulated vacation time. Lump Sum $: For lump sum payments, enter the payment in the column immediately to the right of the lump sum label. Paid 1.5: Enter, in each column, the number of overtime hours worked that will be paid at time and one-half. Paid 2.0: Enter, in each column, the number of overtime hours worked that will be paid at double time. Time Sheet Sections, Cells & Instructions:

29 HOURLY TIME SHEET: Time Sheet Sections, Cells & Instructions: DFT | $0.20: Enter, in each column, the number of hours which will be paid with a differential rate of $.20 per hour. Include the number of hours worked at this differential rate in the total of regular hours, in the regular hours row. This rate is primarily used as a night time differential. If this number is greater than the sum of regular hours, comp time used, sick leave hours, vacation leave and overtime hours worked as indicated, this number will turn red. DFT | $0.25: Note: THIS DIFFERENTIAL IS FOR STUDENT USE ONLY. DFT | $0.30: Enter, in each column, the number of hours which will be paid with a differential rate of $.30 per hour. Include the number of hours worked at this differential rate in the total of regular hours, in the regular hours row.

30 HOURLY TIME SHEET: Time Sheet Sections, Cells & Instructions: DFT | user defined: Enter, in each column, the number of hours which will be paid with a user defined differential rate per hour. Enter the additional amount per hour in the column immediately to the right of the DFT label. Include the number of hours worked at this differential rate in the total of regular hours, in the regular hours row. If this number is greater than the sum of regular hours, comp time used, sick leave hours, vacation leave and overtime hours worked as indicated, this number will turn red. DFT | user defined: Same As Previous. ACP | user defined: Enter, in each column, the number of hours which will be paid with an administrative salary adjustment. Enter the additional amount per hour in the column immediately to the right of the DFT label. Include the number of hours worked at this differential rate in the total of regular hours, in the regular hours row. DO NOT use this unless approved by HR. If this number is greater than the sum of regular hours, comp time used, sick leave hours, vacation leave and overtime hours worked as indicated, this number will turn red.

31 HOURLY TIME SHEET: Time Sheet Sections, Cells & Instructions: Comp Time 1.5: Enter, in each column, the number of hours worked which will be applied to comp time earned, at time and one-half. This is the actual number of hours worked. The 1.5 factor will be applied by the system and can be viewed in the rightmost column of this row. Comp Time 2.0: Enter, in each column, the number of hours worked which will be applied to comp time earned at double time. This is the actual number of hours worked. The 2.0 factor will be applied by the system and can be viewed in the rightmost column of this row. This box will also be used in case of administrative closures where one for one comp time hours are accumulated. Enter one half of the hours worked in the appropriate day's column. The system will then double this figure in the totals column. Indicate in the comments section that this date was an administrative closure day and that the comp time reflected in the comp time area is one half of the hours actually worked. Total Comp Time Earned: The cell at the end of this row, indicates the total number of comp hours earned after the factors of 1.5 and 2.0 have been applied. This cell is read only and will be automatically calculated.

32 HOURLY TIME SHEET: Time Sheet Sections, Cells & Instructions: Total Hours Accounted For: This row contains a sum of the total hours accounted for each day. It is automatically calculated and is read only. Employee's Signature: The employee must sign, in ink, at this location to indicate that the hours listed above are an accurate representation of the pay period. Supervisor's Signature: The employee's supervisor must sign this form, in ink.

33 HOURLY TIME SHEET: Time Sheet Sections, Cells & Instructions: Comments: This box is for comments that need to be communicated with the payroll department. For example: if an employee is using bereavement or funeral leave, military leave or jury duty, this should be written in this box, "12/11/ /13/ funeral leave, Father". In these cases, the number of hours of the regular work day should be indicated in the regular hours row for the specified days. The comments box is used for compliance with the SOEEA.

34 HOURLY TIME SHEET: Time Sheet Sections, Cells & Instructions:

35 HOURLY TIME SHEET: Time Sheet Sections, Cells & Instructions: Family and Medical Leave Act: Enter the number of leave hours (personal sick, family sick and/or vacation) used each day for an APPROVED leave under the Family and Medical Leave Act. The total will automatically be calculated when completed using Excel. Otherwise, add the total hours used and enter this number in the totals column.

36 HOURLY TIME SHEET: Time Sheet Sections, Cells & Instructions: For Copy/Transfer Use Only: This row is a copy of the totals found in the "Total Pay Period" column. It is designed to be identical to the corresponding row on the Time Entry Summary Sheet. The totals from this row can be copied and pasted on the Time Entry Summary Sheet. To do this: 1. Highlight the yellow colored cells from REG HOURS through CTE Copy these cells. 3. If not already open, open the Time Entry Summary worksheet. 4. Find the employee's row in the Time Entry Summary worksheet. 5. Position the cursor in the REG HOURS cell. 6. Go to Edit >> Paste Special in the menu system. 7. When the Paste Special box is displayed, select Values" and OK. This will transfer the totals from the Hourly Time Sheet to the Time Entry Summary Sheet.

37 HOURLY TIME ENTRY SUMMARY REPORT

38 Time accounted for by all hourly employees must be submitted by the Department on the Time Entry Summary Form. A new copy of this form will be created by Payroll for every pay period. The department will complete this form and submit it electronically each pay period. Time Entry Summary Report:

39 The Time Entry Summary Report Has Two Functions: It is a transmittal medium for documenting and submitting hours worked. It is a historical record that shows the hours of benefits (sick and vaction) that the employee has available for use.

40 Access To The Time and Benefit Summaries Using the Dropdown Arrow, Select Your Department, And Click GO

41 Time Entry Summary Report: NCS STX Note Division between pay groups

42 Time Entry Summary Report: Zoom factor

43 Time Entry Summary Report:

44

45 Authorization Section

46 Time Entry Summary Report: WHAT TO DO WHEN AN EMPLOYEE IS NOT LISTED ON THE TIME ENTRY SUMMARY REPORT???

47 If an employee is not on the Time Entry Summary report, do not try to write in the employee on the sheet. Hold the Time Sheet until the employee is on the Time Entry Summary Report. When a Time Sheet is being submitted for a different pay period, or a correction to a previously submitted Time Sheet are encountered: 1.Fill out the Time Sheet as usual. If the time sheet is a late or corrected time sheet, check the Late or Corrected box on the Time Sheet. 2.Count the number of additional late Time Sheets. Record this number in the space provided next to _____ # Late Time Sheets Attached in the heading of the Time Entry Summary Report. 3.Count the number of additional corrected Time Sheets. Record this number in the space provided next to _____ # Corrected Time Sheets Attachedin the heading of the Time Entry Summary Report. NOTE: If an employee is not listed on the Time Entry Summary Report and the Department thinks that they should be included, it is the Departments responsibility to contact HR and try to determine why the employee is not listed. Time Entry Summary Report:

48 PAYROLL Time Entry Summary Report: Send paper copies of the Summary Report and Time Sheets to Payroll!

49 Time Entry Summary Report: 1.Collect Hourly Employees Time Sheets & Verify Totals. 2.Transfer Time Sheet Totals to the Time Entry Summary report. 3.Verify Totals. 4.Print the Time Entry Summary Report. 5.Obtain Supervisor Signatures. Continued: Check List

50 Time Entry Summary Report: Check List: 6.Click the Send to Payroll button. 7.Indicate the number of late and /or corrected Time Sheets on the Time Entry Summary Report. 8.Arrange the Time Sheets as they appear on the Summary Report 9.Send the signed Time Entry Summary Report along with grouped and sorted Time Sheets to Payroll.

51 BENEFIT USAGE REPORTING FOR SALARIED EMPLOYEES

52 Differences in Hourly and Salaried Time Reporting Twice Per Month Hundredths of Hours Printed TimeSheets Sent To Payroll Authorization Section Appears When Form Opened Once Per Month Fractions Of Days (1/4 Hour) Form Stays in Department File (Except When On Leave) Authorization Section Excel Footer (Appears When Printed) Hourly Salaried

53 Where to Find Blank Salaried Employee Benefit Usage Forms

54 Download the Salaried Employee Benefit Usage Form from the Human Resources web site at: Benefit Usage Form:

55 SALARIED EMPLOYEE BENEFIT USAGE FORM

56 A Benefit Usage form must be completed monthly by each salaried employee. SALARIED EMPLOYEE BENEFIT USAGE FORM:

57

58 In the Benefit Usage Section, enter the number of days used for Vacation Leave, Personal Sick Leave and Family Sick Leave. Note: Family Sick (time) is not the same as FMLA (time). Family Sick is the number of days work missed by an employee due to an illness of the employees family e.g. sick child, as opposed to a personal illness. The time is limited on a fiscal year basis.

59 SALARIED EMPLOYEE BENEFIT USAGE FORM: The employee must sign and date this form.

60 SALARIED EMPLOYEE BENEFIT USAGE FORM: If the Employee is crediting any of the above indicated Vacation, Personal, or Family Sick Leave time to an APPROVED Family and Medical Leave Act program, indicate the number of days used in the designated box. The Comments box has been provided in which to record jury duty, bereavement or funeral leave and military leave and should be used to demonstrate compliance with the SOEEA.

61 SALARIED EMPLOYEE BENEFIT USAGE FORM: Days must be reported in standard FTE days. The form macro will calculate and return the equivalent number of FTE days.

62 SALARIED EMPLOYEE BENEFIT USAGE FORM:

63 SALARIED EMPLOYEE BENEFIT SUMMARY REPORT

64 Benefits used by all salaried employees must be submitted by the Department on the Benefit Summary Report form. A new copy of this form will be created by Payroll for every month. The Department will complete this form and submit it electronically each month. Benefit Summary Report: General Information

65 Benefit Summary Report: Employee Information

66 Benefit Summary Report: Benefit Accruals

67 Benefit Summary Report: Benefits Used

68 Benefit Summary Report: Click When Complete

69 Benefit Summary Report:

70 BENEFIT USAGE FORM: WHAT TO DO WHEN AN EMPLOYEE IS NOT LISTED ON THE BENEFIT SUMMARY REPORT???

71 Benefit Summary Report: Check List: 1. 1.Collect Benefit Usage Forms & Verify Totals. 2.Transfer Benefit Usage Form Totals To The Benefit Summary report. 3.Verify Totals. 4.Print the Benefit Summary Report. 5.Obtain Supervisor Signatures. 6.Click the Send to Payroll Button. 7.Send The Signed Benefit Summary Report to Payroll.

72 Whats New? Public Act The State Officials and Employees Ethics Act (SOEEA) was recently enacted by the State Legislature.

73 Whats New? SOEEA REQUIRES THAT: Employees may not engage or be required to engage in prohibited political activity (as defined by applicable Board of Trustees Regulations and the State Officials and Employees Ethics Act) that would interfere with the normal execution of their duties and responsibilities, nor involve the use of university property or resources, for any time period during the employees appointment with Northern Illinois University Must utilize available vacation/personal leave benefits, or declare time off without compensation, for any activity undertaken during their normal work schedule that would fall under the definition of Board of Trustees Regulations II.B.4 or III.A.2.(a)(5) Utilize the Timesheet or Benefit Usage Form for the recording of benefit usage or unpaid time taken for such purposes for any activity undertaken during their normal work schedule that would fall under the definition of Board of Trustees Regulations II.B.4 or III.A.2.(a)(5).

74 Whats New? SOEEA FULL TEXT OF THE SOEEASOEEA

75 This Completes The TIME AND BENEFIT REPORTING Class. Additional Reference Items Follow: TimeSheet Samples Department Codes Establishing Desktop Shortcuts

76 SAMPLES Double-Click to Open the Excel Worksheet Which Contains Sample Completed TimeSheets Or From Web Presentation Click Here Samples (Web)

77 DEPARTMENT ID CODES

78 CREATING A DESKTOP SHORTCUT TO THE TIME SUMMARIES

79 An Easy Way To Access Time Summary files on the HRS server is to create a Shortcut and place it on the computer desktop. File Desktop Shortcut

80 Position Your Cursor Anywhere On The Computer Desktop Right Click NEW Shortcut

81 File Desktop Shortcut Click On The Browse Button

82 File Desktop Shortcut Double-Click On My Network Places

83 File Desktop Shortcut Double-Click On Entire Network Netware Services Netware Servers

84 File Desktop Shortcut Double-Click On Hrs APPL Time And Benefit Summaries Your Department Folder * The _TimeEntry.xls File Note: You will only see files to which you have access permissions

85 File Desktop Shortcut Select OK And Next Until the Shortcut Appears Repeat the Process But Select the _SalariedBenefitUsag e.xls File

86 TIME AND BENEFIT REPORTING Hourly Time Entry Reporting and Benefit Usage Reporting for Salaried Employees 04/29/2004


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