2Today’s Topic We’ll be taking a look at… How to record hours worked and leave in the Electronic Time and Attendance form (E210)Processing overtime compensation in SAP
3Today’s Presenter Cynthia J Addison Manager, HR/Payroll Shared Services and HR Information Processing Center
4Session Segments Presentation Cynthia will provide detailed instructions on how time must be recorded in the Electronic Time and Attendance form (E210).She will also discuss how to properly process overtime compensation and pay reduction in SAP.During the presentation, your phone will be muted.Q&AAfter the presentation, we’ll hold a Q&A session.We’ll open up the phone lines, and you’ll be able to ask questions.Cynthia will answer as many of your questions as time allows.
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8Recording Time in the E210 System & Processing Overtime Pay in SAP
9FastFacts Series on Compensation Topics Four FastFact sessions:Hours Worked and Time Off PlansUnderstanding & Calculating Regular RateTracking Time in E210 & Processing Overtime in SAP (May 10, 2012)Overtime Pay – Real Life Scenarios & Special Issues (June 7, 2012)This presentation applies to university, non-bargaining unit employees.
10Agenda Today we’ll be covering…. Overview of the E210 system Submitting timesheets for exempt and non-exempt employeesRecording hours worked and leaveOvertime (OT)Sick and vacationTime off plansHolidaysWith overtimeDuring a nonstandard workweekProcessing overtime compensation & other FLSA earnings in SAPReporting on overtimeProcessing reduction of pay in SAP
11Timekeeping Requirement A complete and accurate record of employee’s work and leave time is essential and required by:Wage & hour and employment lawsFederal requirement regarding charging cost of vacation leave taken by employees paid from sponsored fundsE210 must be completed by non-exempt employees weekly.Supervisors of non-exempt employees must review their non-exempt employees’ completed timesheets weekly & submit OT payment no later than the next pay period.
12For policy questions regarding leave administration, consult your What Is the E210?Official university time recordRecords time worked (including time off plan)Documents leave accrual and use (paid or unpaid)Automates deduction of leave needed to supplement short-term disability benefit, if applicableMaintained by the Financial Systems Administrative Department of the Controller’s OfficeFor policy questions regarding leave administration, consult yourDivisional HR office.
13Who Is Required to Submit an E210? All JHU employees that are full or part-timeExcludes executives, faculty, temporary, casual, and limited staff, as well as student employeesIncludes bargaining employees and clinical associatesFor more information on E210 set up and administration,see HR/Payroll Administration-FF4 - The Electronic Time and Attendance Form (E210) (Prerecorded)
14Is the E210 Integrated with SAP? The E210 is not fully integrated with SAP.Information in SAP is transferred to E210 semi-monthly after each payroll run.Changes to an employee record must be made in SAP.As a result, an employee’s pay is not affected by:Entering a “without pay” or disability code in E210Entering overtime hours in E210 (Bonus/Supplemental ISR must be submitted)Failure to complete E210 affects an employee’s leave accrual, not an employee’s pay.
16E210 Timesheet – General Features Timesheet is pre-populated based on the work schedule.Staff may resubmit as many times as desired until approved.Supervisor and timekeepers cannot approve until the last day of the month.Accrued leave is displayed in days. May display in hours by clicking on the “Display as Hours” button.
17Entering Codes/Hours Exempt Non-Exempt (Hourly) The combination of leave and time worked cannot exceed the number of hours normally scheduled on that day.
18Entering Codes/Hours cont’d Holidays (except floating holidays and holiday prep day) are pre-populated and can be overwritten or removed. Requires Timekeeper to reset if needed.Short Term Disability codes reduce sick and vacation leave balances automatically.Long Term Disability codes can be entered. However, since they do not adjust leave balances automatically, must work with Divisional HR office to manually adjust leave balances.
19Codes Explanation AH: Alternative holiday Used when a University holiday falls on a day not normally scheduled to workExempt employees only:Used when employee works on a holiday (H code removed and replaced with an X for working)Used when country of employment is different from US (different holiday schedules)H: Compensation when not working on a holidayNon-exempt employees: H and X – working on holiday and receiving holiday premium payNew code coming July 1, 2012XO: Working offsiteP: Other leave with payC: Time off plan (non-exempt only)Earn premium overtime in the first week of the pay period; receive time off equivalent to one-and-a half times hours worked in the second week of the pay periodUsed when compensating for holiday hours worked.All of the codes above require comments except H.Observe privacy rules when inserting comments!
20Exempt vs. Non-Exempt Timesheets The E210 will look different for exempt (salaried) and non-exempt (hourly) employees.Exempt Non-Exempt
21Submitting Time for Exempt Staff Standard schedule is pre-populated.If scheduled hours are worked, only need to submit.Time worked is recorded as “X” *Enter codes from drop-down box to record time worked or leave.Leave codes may only be enteredin half- or full-day increments.Only top box is required unlesstwo different codes are used.*If working a non-standard workweekwith an uneven schedule, the timesheetwill display displays in hours.The same will occurwhen FMLA codes are used.
23Submitting Time for Non-Exempt Key Points –E210 must reflect hours worked on the actual day they were worked.E210 must be completed weekly by non-exempt employee.Supervisor must review non-exempt employee E210 for OT weekly.
24Submitting Time for Non-Exempt Standard schedule is pre-populated.If scheduled hours are worked, only need to submit.Time worked and leave usage are entered in hours.Enter codes from drop-down box to record time worked or leave.Enter two codes if AM is different from PM.
25Rounding RulesAcceptable so long as it does not, over a period of time, improperly compensate the employee for time worked.Round start and stop time to the nearest quarter hour using standard rounding principles.15 minutes increments are entered into E210 as:0.25, 0.5, 0.75May not round standard hours (e.g., 5.6 hours per day for working a 28 hour work week).
26Comments Section Enter explanations in this section. Codes requiring explanations are: P, C, W, AH, XOPlease include dates and your initials.Observe privacy rules.No health details should be entered due to HIPAA laws and to preserve confidentiality.Document use of time off as follows:3/14/12: used 5.25 hours comp time for 3.5 hours worked on 3/7/12 – dwr
27Footnotes – System Calculations When a month is entered, the E210 will use the current set up to process the month and calculate accruals.Some changes to the set up (e.g., standard day, FLSA status, and total hours) require a month to be reset and then resubmitted.
29Overtime DefinedOvertime hours are all hours worked above and beyond those normally scheduled.Only actual hours worked are counted towards OT calculation.All types of leave are excluded from OT calculation (e.g., vacation, holiday, sick leave, personal day, bereavement leave).Standard overtime: total hours worked exceed scheduled hours but less than 40 in a workweek. Pay at standard/base rate.Premium overtime: total hours worked exceed 40 in a workweek. Pay at 1.5 times standard/base rate unless other FLSA earnings are paid during the same workweek, then use regular rate.Overtime compensation must be paid no later than the next pay period following the pay period when overtime hours were worked.Remember:“Hours Worked” must be counted according to FLSA’s definition. Certain on-call hours, travel time, time spent in training or meetings by non-exempt employees are considered “hours worked.” Refer back to the first FastFact in this series for what the FLSA would include in “hours worked.”Non-productive hours where no work is performed such as vacation, holiday, sick, and other leave are not considered “hours worked.” Therefore, these hours are not counted towards calculating total hours worked over 40 in a workweek
30Things to RememberAll overtime must be paid regardless of departmental budget issues or absence of supervisor approval.Even if not approved, OT should be paid.E210 should not be completed in advance.Each workweek stands alone.Overtime calculation – Monday 12:01 a.m. through midnight SundayOT premium (1.5 times) for hours worked over 40 in a weekAveraging of two workweeks is not allowed.Non-exempt employees should complete E210 weekly.Supervisors must review the E210s of non-exempt employees weekly & submit overtime payment within the next pay period.
31Entering OvertimeManually change the hours worked on the day that additional hours were worked.This applies to all non-exempt employees – even those working less than full time hours.
32Entering Overtime on an Unscheduled Day Employee’s work schedule is Monday to Friday, 7.5 hours/day, 37.5 hrs/week but worked 10 hours on the 17th (Saturday).Enter the number of hours worked and choose the X code.
33Entering Overtime Hours during a Week Where Leave Was Taken Employee’s work schedule is Monday to Friday, 7.5 hours/day, 37.5 hours/week.Aug. 8-14: 7.5 vacation on 8/10, worked 10 hours on 8/12Aug : 7.5 sick on 8/26, worked 10 hours Monday through Thursday and 4 hours on SaturdayRemember: Vacation leave is not included in calculating OT.7.5 vacation should not be counted towards hours worked. Total hours worked is 32.5 hours (not 40). Employee is entitled to 2.5 hours of standard overtime pay.Remember: Sick leave is not included in calculating OT.7.5 sick leave should not be counted towards hours worked. Total hours worked is 44 hours (not 51.5). Employee is entitled to 4 hours of premium overtime pay and 10 hours of standard overtime pay.
34Entering Overtime Hours during a Week Where Leave Was Taken Aug. 8-14Total hours recorded = 40 hrsTotal hours worked = total hours recorded – non-working hours= 40 hrs – 7.5 hrs vacation leave = 32.5 hoursTotal overtime pay = total hours recorded – standard work schedule= 40 hrs – 37.5 hrs = 2.5 hours overtime payBecause the employee only worked a total of 32.5 hours, the overtime is paid as standard overtimeAugTotal hours recorded = 51.5 hrsTotal hours worked = total hours recorded – non-working hours= 51.5 hrs – 7.5 hrs sick leave = 44 hoursTotal overtime pay = total hours recorded – standard work schedule= 51.5 hrs – 37.5 hrs = 14 hours overtime payBecause the employee worked a total 44 hours, 4 hours are paid as premium overtime and the remaining 10 hours are paid as standard overtime.
35Time Off in Lieu of PayTime Off Plan – Allows time off during the same pay period in which an employee worked in excess of the employee’s standard work week.In excess of standard workweek but less than 40 hours: 1 hour worked equals 1 hour time offIn excess of 40 hours: 1 hour worked equals 1.5 hour time offOvertime hours can only occur in the first week of the pay period and the leave (time off) must be taken in the second week of the same pay period.Unless you can give time off in the same pay period in which the overtime occurred, the employee must be paid accordingly for all hours worked by submitting a Bonus/Supplemental ISR.If employee works additional hours at the beginning of the week and works less (same number of hours) during the same workweek, no additional compensation is required; no special coding on the E210 is needed.
36Time Off in Lieu of Pay – cont’d In example below, individual works 40 hours/week, and works 5 hours of overtime during the week ending 4/8/12.Time off earned equals 7.5 hours (used in second week of pay period).
37Entering Overtime Hours during a Holiday Week July 4-10: Employee’s work schedule is Monday to Friday, 8 hours/day, 40 hours/week. Worked 2 hours overtime on 7/5. Employee did not work on 7/4 holiday.Remember: Holiday is not included in calculating OT.8 hours holiday should not be counted towards hours worked. Total hours worked is 34 hours (not 42). Employee is entitled to 2 hours of standard overtime pay.
38Entering Overtime Hours during a Holiday Week July 4-10Total hours recorded = 42 hrsTotal hours worked = total hours recorded – non-working hours= 42 hrs – 8 hrs holiday leave = 34 hoursTotal overtime pay = total hours recorded – standard work schedule= 42 hrs – 40 hrs = 2 hours overtime payBecause the employee worked a total of 34 hours, the 2 hours of overtime pay is paid as standard overtime.
39Working on a University Holiday Non-exempt employees only: receive their normal pay plusreceive time and half for all hours worked (unless other FLSA earnings are paid during the same workweek, then use regular rate) orcomp time equivalent to 1.5 times for hours workedCurrent practice:In the AM box, leave H code with the number of hours normally scheduled.In the PM box, enter number of hours worked and choose X code.Future: New code (HX) to track hours worked on a holiday. Will be available on July 1, 2012.Hours worked on a holiday are excluded from overtime calculation and calculation of the regular rate (no pyramiding).
40Working on a Holiday with Additional Overtime Hours during the Same Week Employee works 40 hours/week and worked 8 hours on Memorial Day Holiday (5/28/12)Worked a total of 4 additional hours during the same week16 hours excluded from OT calculation (8 H and 8 X on 5/28)Total hours worked (excluding work hours on the holiday) = 36 (less than 40; no additional premium OT due)Total hours recorded for week = 52 (44 hours worked + 8 hours of holiday leave)40 hours – regular work schedule (part of normal JHU pay)8 hours – 1.5 times standard/base rate for working on the holiday4 hours – paid as standard overtime
41Nonstandard Work Weeks Supervisors and their employees may arrange an alternative work schedule.A holiday is always equivalent to an employee’s standard day (total hours worked divided by 5) regardless of the type of schedule the employee works (normal or nonstandard).In order to get full pay during a holiday week, employees who work alternative schedules may:Use other leave time to supplement holiday hours, orRevert back to normal schedule during holiday week.Please note that leave usage is based on the total number of hours scheduled on a given day. Therefore, more than a full day of leave will be charged if a 40 hour/week employee uses10 hours of leave.Human Resources is availableto assist in developing alternative work schedules.
42Nonstandard Work Weeks with Holiday Hours Here is an example where an employee charges more holiday hours than entitled. DO NOT DO THIS.
43Nonstandard Work Weeks with Holiday Hours – cont’d The employee’s schedule can be reverted back to a normal schedule during the holiday week:
44Nonstandard Work Weeks with Holiday Hours – cont’d Or additional hours above and beyond what employee is entitled to for holiday compensation must be coded as vacation or leave without pay:
45Processing Overtime in SAP The E210 is not fully integrated with SAP.Must submit Bonus Supplemental ISR to pay additional hours worked.Begin date of ISR must be on a Sunday.Workweek for OT calculation ends at 12:00 midnight on Sunday.Represents hours worked from Monday to Sunday.Multiple weeks may be entered on the same ISR.ISRs must be submitted by the posted deadlines:
46Standard OvertimePaid when employee works additional hours above and beyond those normally scheduled and those additional hours do not exceed 40 hours worked in a workweek.Standard overtime rate is equivalent to the employee’s standard/base rate of pay.All leave, including holidays, are excluded from overtime calculation.
47Standard Overtime – cont’d In the example below, the employee is scheduled to work 37.5 hours a week and works 2 additional hours during the week ending 3/18/12.
48Premium OvertimePaid at 1.5 times employee’s standard/base rate when actual hours worked exceeds 40 in a workweekor 1.5 times the employee’s standard/base rate when working on a University holidaySelect 205A wage type – represents 1.5 times employee’s standard/base rate of pay“OT Rate” column will automatically calculate and populate the rate equal to 1.5 times employee’s standard/base rate of pay.Do not enter any values in the rate-in-effect field.
49Premium Overtime – cont’d In the example below, the individual has a 40 hour work schedule and worked a total of 45 hours during the week ending 9/4/11.
50Other FLSA EarningsUsed to process other compensation (i.e., shift differential & on-call pay) to non-exempt employeesNote: This other compensation must be included in calculating a non-exempt employee’s regular rate and OT pay.The available wage types are:University Shift Differential (WT2290)The hours and amount fields must be filled in.University On Call Pay (WT3040)Hours are not entered for this wage type – just the total amount earned.
51Premium Overtime and Other FLSA Earnings Employee earns premium overtime pay and receives University Shift Differential and/or On Call pay in the same week.Complete the Premium Overtime Section of the Bonus Supplemental ISR.Use wage type 205MAmount – regular rateThe example below assumes that premium overtime for this week has not been paid.Standard/base rate: $20Standard work week: 37.5Total hours worked week ending 9/18/11: 42.5Total standard base pay: $850 ($20/hr x 42.5 hours)Shift differential: $200On Call pay: $50Total earnings: $1100Regular rate: $25.88 (total earnings/total hours worked)Bonus Supplemental ISR:2.5 hours standard overtime – 2084 (hours worked above those normally scheduled but less than 40)2.5 premium overtime – 205M (($25.88 regular rate x .5) + $20 standard/base rate = $ 32.94)Specific questions on how to calculate regular should be referred to Div HR/HR Manager.Non-discretionary bonuses will also require re-calculation of premium overtime if earned in the same period.
52Premium Overtime and Other FLSA Earnings – cont’d Here is what the ISR should look like:
53Reporting and Viewing Overtime BW Reporting can be utilized to report on standard and premium overtime worked.Must use wage types 2084 for standard overtime and 2051 for premium overtime.For more detailed instructions on how to run this wage type report, you can click here.Overtime pay is displayed in hours with pay period end date and corresponding totals in the earnings/fellowship section of the paycheck. See screen shot below:E210 Overtime Report – FastFacts coming soon!
54Reducing HoursCodes beginning or ending with W entered into the E210 must be followed up with the appropriate ISR.Salary is not automatically reduced.Utilize the salary adjustment section of the Bonus/Supplemental ISR to reduce pay when accrued leave is not available and leave is intermittent or does not exceed 5 consecutive days.If leave does not meet this criteria, please submit a leave of absence without pay ISR.For more information on how to submit leave of absence ISRs, please contact Human Resources.
55Reducing Hours – cont’d Salary of exempt employees may only be reduced for the following reasons as per JHU Policy:One or more full days for personal reasons when accrued vacation leave is not availableAbsences of one or more full days occasioned by sickness or disability when accrued leave is not availableOffset for fees received when on temporary military leaveUnpaid disciplinary suspensions for one or more full daysUnpaid leave under the Family and Medical Leave Act
56Reducing Hours – cont’d Manually calculate amount of reduction (use standard/base rate for non-exempt and daily rate for exempt employees) and enter amount and cost object. See screenshot below:
57For More InformationFor more information on coding and administering the E210, contact your Divisional Human Resources office.For more information on how to submit ISRs for overtime compensation, contact HR/Payroll Shared Services. Visit their website for contact information.
58FastFacts Series on Compensation Topics As a reminder, there is one remaining FastFacts in this series:Overtime Pay – Real Life Scenarios & Special Issues (June 7, 2012)
59Summary What we covered today….. All full time and part time employees must complete an E210Non-exempt employees must enter actual hours worked and leave used weekly; supervisors must also review timesheets weekly in order to request overtime payments timelyApply appropriate rounding rules- nearest quarter hour (may not round standard hours, e.g., 5.6 hours/day)Explanations needed for certain E210 codes (AH, H, XO, P, C)Combination of leave time used and hours worked cannot be greater than scheduled daily hoursTime Off in lieu of pay must be taken within the same pay periodE210 is not fully integrated with SAP-Bonus/Supplemental ISR must be submitted to pay additional hours worked within the next pay period.Codes beginning or ending with W also required an ISR (Bonus/Supplemental or Leave of Absence) to reduce pay.
60Q&A We’re going to open the phone lines now! There will be a slight pause, and then a recorded voice will provide instructions on how to ask questions over this conference call line.We’ll be answering questions in the order that we receive them.We’ll also be answering the questions that were ed to us during the presentation.If there’s a question that we can’t answer, we’ll do some research after this session, and then the answer to all participants.
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