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Web Time Entry Business Office. Timeline for a Bi-weekly Pay Period.

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Presentation on theme: "Web Time Entry Business Office. Timeline for a Bi-weekly Pay Period."— Presentation transcript:

1 Web Time Entry Business Office

2 Timeline for a Bi-weekly Pay Period


4 Web Advisor Log In Log In is the same as your GroupWise logon

5 Web Advisor Main Menu Click Here Welcome Jane!

6 Web Advisor Main Menu Pay Advices Look up previous pay advices Time Entry Hours that apply toward your next paycheck Can be done daily or weekly Must approve and submit hours to supervisor on the last day of the pay period by midnight Time History Look up hours used for previously issued paychecks Time Approval (for supervisors) Review and approve employees hours by noon on Monday before pay day Employee history (for supervisors) Look up hours used for previously issued paychecks for employees

7 Administrative Assistant Sally Super Welcome Jane! Select position and submit

8 Time Entry – Top of screen Hours available for the calendar year Hours used in each category Welcome Jane! Administrative Assistant Ms. Sally Super Floating Holidays 28.00 University Holiday

9 Washington and Lee University, 11/15/2007 Vacation Hours

10 Vacation runs on a calendar year basis Employees and/or their supervisors must keep track of time used Employees are allowed to carry five vacation days from one year to the next with permission of supervisor Vacation time is prorated for both newly hired employees and terminating employees Vacation

11 The University observes the following scheduled holidays: – Independence Day – One- half day before Thanksgiving – Thanksgiving Day – The day after Thanksgiving – Three days during the Christmas/New Year holiday season Full-time benefit eligible employees have four floating holidays – no payment for this time if the employee leaves the University Holidays

12 Paid leave at the time of a death of a member of the immediate family is arranged with the supervisor Requests for paid leave at the time of a death of a person outside the immediate family are considered on an individual basis Bereavement Leave

13 Salary is continued for employees fulfilling a military/training obligation- no deduction for military stipends If an employee is called to active duty military service, the University will afford all reemployment rights, compensation, and benefits provided for by The Uniformed Services Employment and Reemployment Rights Act of 1994 (USERRA) and other applicable law -for specifics, contact HR Military Leave

14 Family Medical Leave Act of 1993 (FMLA) establishes minimum unpaid leave for eligible employees in certain circumstances Eligibility – 12 consecutive months of employment and – 1,250 hours worked in previous twelve months Twelve weeks leave entitlement every twelve months (rolling calendar year back from date of leave start) Family and Medical Leave

15 FMLA runs concurrently with these paid leaves: sick leave, parental leave, and leave due to a work- related illness or injury Employee has a federally guaranteed right to return to work to the same or equivalent job and the right to continued health benefits for 12 weeks HR must be notified as soon as it is known that an employee will be out for more than ten (10) working days Family and Medical Leave (cont.)

16 Qualifying Leave Circumstances: – Birth and care of employee’s child (first 12 mos.) – Placement of a child for adoption or foster care with (first 12 mos.) – Employee needed to care for a child, spouse or parent with a serious health condition – Employee unable to perform essential functions of the position due to own serious health condition Family and Medical Leave (cont.)

17 Recent amendments to FMLA (1/28/08): Eligible employees may be entitled to: – Up to 26 weeks of leave for family members caring for military veterans injured on active duty – Up to12 weeks of leave to immediate family members of armed services personnel because of “qualifying exigency” (associated with immediate or impending call to active duty) Family and Medical Leave (cont.)

18 Eight (8) consecutive weeks of paid leave may be provided to each birth mother or new adoptive mother who is a full-time staff or faculty member and who temporarily relinquishes the duties of her position following childbirth or adoption Eligible faculty/staff not assuming primary caregiver responsibilities are eligible for two (2) weeks of paid parental leave (within first 3 months of birth or adoption of pre-school age child) Parental Leave

19 All parental leave must be approved by the employee supervisor/Dean and HR Parental Leave runs concurrently with FMLA leave Parental Leave (cont.)

20 Paid leave may be extended for up to six calendar months Sick leave is allowed for employee health only (not for spouses or children) - can be taken for employee doctor/dentist appointments Employees must promptly notify supervisor when sick or injured – if over three days, must provide written doctor’s notice to supervisor, verifying that absence was due to illness or injury – supervisor should forward notice to HR Sick Leave

21 Sick leave runs concurrently with FMLA Leave – must be designated in writing by HR Supervisors and other department personnel should avoid all medical inquiries - HR should handle all inquiries with employees and communications with health providers Sick Leave (cont.)

22 Supervisors must report any work-related accidents and/or injuries to the Director of Environmental Health and Safety (Paul Burns - extension 8175) within 24 hours of the occurrence regardless of severity Incident/accident report forms are online at HR and General Counsel websites and available through Director of EH&S Workers’ Compensation

23 Supervisors are required to keep the Director of EH&S aware of any time missed by employees due to a work-related illness or injury Time off for work-related injury or illness runs concurrently with FMLA leave – must be designated by HR Workers’ Compensation (cont.)

24 HR will work directly with the employee, physicians and supervisors to determine eligibility for return to work Employees may not return to full duty until HR has received release from physician and (if applicable) workers’ compensation carrier Options Following Medical Leave and Workers’ Comp Leave

25 Modified light duty or reduced hours on a temporary basis within employee’s department or elsewhere on campus during recovery may be considered If employee is unable to return to work at the end of six months, HR may work with employee to file for long-term disability Options Following Medical Leave and Workers’ Comp Leave (cont.)

26 The University continues employee compensation while employees are performing jury duty with no deduction for compensation received from the State Jury Duty

27 Time off to testify in court will be charged to vacation unless employee requests unpaid leave Time off to testify in court on behalf of the University will be paid Court Appearances

28 Requests for other unpaid personal leave should be directed to supervisors Executive Director of HR must approve any unpaid or paid leaves of absences beyond those described here Criteria such as departmental need and workload, seniority, overall work record, and the specific nature of the request are among the factors considered Other Unpaid Leaves of Absence

29 To:All Employees From:Office of Human Resources Date:January 2, 2008 Re:Official Notice of Required University-wide Overtime Policy for Non-Exempt Employees In an effort to bring clarity and consistency to the University’s policy on overtime, President’s Council on the advice of Human Resources has adopted the following standard for overtime calculation to be utilized University-wide effective January 1, 2008. While it would be possible for the University to establish a more stringent policy which follows exactly the guidelines established through FLSA, the University has established the following approach which allows hours for vacation, holiday and sick time to count toward the total hours worked in each week. Payment of Overtime for Non-Exempt Employees Washington and Lee University administers overtime in compliance with federal and state overtime provisions. Overtime will be paid at a rate of time and a half for hours worked in excess of 40 during a workweek. The workweek begins at 12:01 AM on Saturday and ends at midnight on Friday. Although not required by law, time off for vacation, holidays and illness that occur within the workweek will be included as worked time in the calculation of overtime for that workweek. Federal law allows time off in lieu of overtime pay under the following two conditions: Time off is to be taken at a rate of time and one-half for each hour worked over 40; and time off is to be taken within the same pay period.

30 It is important to note that all overtime must be approved in advance by supervisors. Employees are expected to work with their supervisors to determine when overtime may be required and seek permission to work those additional hours. When overtime becomes a consideration, supervisors will determine whether the overtime hours will be compensated monetarily or with time off (in the same pay period). Some departments may opt to pay overtime because time off in the same pay period may not be possible; other departments, to manage budgets, may prefer that time off be granted within the pay period. With this flexibility comes the responsibility of supervisors to actively manage budgets, and communicate, in advance, how overtime situations will be handled. When overtime occurs in the first week of a two-week pay period, supervisors may choose to allow the additional hours to be taken off at a rate of time and one-half in the second week in lieu of overtime pay. When overtime occurs in the second week of a two-week pay period, overtime must be compensated as pay monetarily. For employees with normally scheduled hours less than 40 per week, any hours under 40 are not overtime and are compensated at the regular rate or taken off at the regular time in the same pay period. The accumulation of compensatory time is not allowed by the Fair Labor Standards Act and in order to comply with this federal law, the University cannot allow individuals or departments to accumulate compensatory time. Official Notice of Required University-wide Overtime Policy for Non-Exempt Employees (cont.)

31 To:All Employees From:Office of Human Resources Date:January 31, 2008 Re:Emergency Closing or Delay of the University Continuing with our efforts to bring clarity and consistency to University policies, the policy below has been revised and is effective immediately. Please call the Office of Human Resources if you have any questions. Emergency Closing or Delay of the University There is a need to continue essential services and provide for the University’s residential students even in cases of extreme adverse weather. Therefore, every effort will be made to maintain the University’s normal operations. Employees who choose not to work when the University is open, should charge the time to vacation. Supervisors may allow employees to make up lost time. Communicating Delays When there is a closing or delay, the University will use the following communication outlets. - Emergency Hot-line: 462-5277 or x5277 (on-campus) - University Web Site - Broadcast e-mail and/or voicemail - Radio: WREL AM, WWZW FM, WVTF (Roanoke NPR), WMRA (Harrisonburg NPR, WKDW (Staunton) - Television: WDBJ (Roanoke), WSLS (Roanoke), WSET (Lynchburg) - Rockbridge Weekly on-line

32 Essential Employees Because of the essential nature of their work, Student Health Center nurses and personnel in Public Safety, Dining Services, and Facilities Management are expected to report to work as close to schedule as possible or to continue to work their regular schedule, even when the University is closed, unless they are specifically instructed otherwise. In the event of inclement weather and the delay or closing of the University, the following provisions apply with regard to reporting to work and compensation: Non-exempt employees, who are also non-essential, benefit-eligible employees, scheduled to work but do not report to work due to delay or closing, will be paid straight time according to their scheduled hours for the time that the University is delayed or closed. Non-exempt, essential employees (including temporary employees) in Dining Services, Facilities Management, Public Safety and Student Health, are asked to report to work at their regularly scheduled time during a delay or closing. Pay will be as follows: If the University closes, essential employees who work within the timeframe of 12:01 AM until 12 PM on the day of University closing will be eligible for compensation for hours worked at a rate of double-time. Emergency Closing or Delay of the University (cont.)

33 In the event of a delayed opening, all essential employees who work are eligible for double-time from 12:01 AM until the delayed opening of the University. In the event of an early closing, all essential employees who work will be eligible for double-time for hours worked from early closing until 12 PM. Time off in lieu of compensation is not an option. These pay provisions do not apply to exempt employees. Emergency Closing or Delay of the University (cont.)

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