1. Payroll & Work-Leave Reporting Policy & Guidelines June 8, 2015 Office of the Provost Finance & Administration http://www.washington.edu/provost/finance-administration/payroll//

2. HR Campus Operations: Contacts HR Operations Becky Seliga, Human Resource Specialist bseliga@uw.edu 543-9407 HR Recruitment Joanie Moran, Recruiter jmoran@uw.edu 685-2528 HR Consultant Renni Bispham, HR Consultant rbispham@uw.edu 685-7576 Chris Pierce, Human Resource Specialist cpie433@uw.edu 616-4434

3. Provost F&A Contacts – Payroll & Work-Leave Kim Dinh  FMLA management Maria MacGregor  Payroll onboarding  Consulting/advising on leave usage & accrual  Underpayments & overpayments Keith Brown  OPUS (UW Payroll System) entries  OWLS (Work-Leave Reporting) entries  Consulting/advising on completing timesheets

4. Time Reporting

5. Establishing Work Schedule Based on the FTE (already established in the hiring approval), establish a standard work schedule for your employee that fits the service and operational needs of your unit. BEST PRACTICE: Same number of hours per day (total hours per week / # of days worked)

6. Example: 100% FTE Work Schedule (5 x 8)

7. Example: 100% FTE Work Schedule (4 x 10) NOTE: Justification for non-traditional schedules (4 10s) must be documented

8. Example: 80% FTE Work Schedule (5 x 6.4)

9. Example: 80% FTE Work Schedule (4 x 8)

10. Establishing Work Schedule Supervisor responsibilities: Work schedule of the employee should ensure that the unit’s services and operations are fully covered, 8 AM – 5 PM, Monday-Friday Confirm that actual work schedule follows the established work schedule Non-traditional work schedule should be documented between supervisor and employee with a copy to Provost F&A. Once established, the work schedule cannot be changed for personal convenience. Confirm that hours worked per week fit the employee’s FTE If it differs, review work schedule and the position’s duties/responsibilities When to contact Provost F&A: If the work schedule is non-traditional If there are permanent changes in the work schedule If there are changes in the FTE

11. Overtime (OT) Exempt OT Exempt: Work, on average, a 40-hour week – Actual hours per day may differ, but should average to 40 hours per week overall Supervisor Responsibilities: In your regular meetings, evaluate your employees work load If OT exempt is regularly working above average, check in with employee. Is the work load too high? Are there efficiency issues? When to contact Provost F&A: If there may need to be a change in FTE If there is a performance issue

12. Overtime (OT) Eligible DEFINITION dependent on employment program: Classified Staff OT: Hours worked + leave hours + holiday hours is greater than 40 hours / week Pro Staff OT: Hours worked is greater 40 hours / week Hourly OT: Hours worked is greater than 40 hours per week Supervisor Responsibilities: Preapprove (in writing) any overtime hours and whether it will be paid out or accrued as comp time. Accrued comp time for classified or professional staff must be used by or paid out by June 30 th of each year. When to contact Provost F&A: To report OT hours to be paid out for an employee (must occur before the end of the pay period in which OT occurred)

13. Leave Reporting

14. Leave Accrual Accrual rates are dependent upon: Employment program Prior service credit FTE

15. Accrual Rates – Professional Staff NOTE: Amounts based on 100% FTE and are prorated for FTEs less than 100%

16. Accrual Rates – Classified Staff NOTE: Accrual rate may differ depending on labor contract

17. Prior Service Credit Annual Leave: Previous UW or state service in a monthly-paid position totaling at least 48 months may be applied toward a higher annual leave accrual rate Sick Leave: Former state employees who are rehired as UW classified non- union employees within five (5) years of separation are eligible to have their previous sick leave balance reinstated. Former state employees who are rehired as UW contract classified staff, professional staff or librarians within three (3) years of separation are eligible to have their previous sick leave balance reinstated. Prior Service Credit Form: http://www.washington.edu/admin/hr/forms/crediting.request.docx

18. Leave Without Pay (LWOP) Leave Without Pay (LWOP) occurs when: An employee does not have sufficient paid leave accrued to cover his/her absence A classified staff employee has not completed his/her probationary period Important : LWOP be reported to Provost F&A within the pay period that the LWOP occurred or overpayment may occur If LWOP exceeds 10 work days in a given month, employee does not accrue leave for that month Classified staff and professional staff OT eligible can make up hours within the same work week rather than take LWOP Professional staff OT exempt cannot make up hours, must be taken as LWOP A holiday immediately following a day of LWOP is also a day without pay

19. Leave That is Accrued Can Be Used For: Annual Leave Vacation Education FMLA or ADA-covered leave Parental bonding Childcare or eldercare emergencies Other personal reasons Sick Leave Illness or injury FMLA-covered leave Medical or dental appointments Bereavement or condolence Pregnancy and child birth Childcare or eldercare emergencies Accrual rates are dependent on employment program, length of service, and FTE. Newly hired staff who start before the 16 th accrue leave at the end of that month. Staff who start on or after the 16 th will not accrue hours until the end of the next month. Same rule in opposite applies for separation date. Staff who end before the 16 th will not accrue hours for that month. Staff who end on or after the 16 th, will accrue leave hours in full for that month. Contract classified staff must complete a probationary period prior to using any paid vacation hours. Probationary employees are eligible to use accrued sick leave, comp time or holiday credit, and Personal Holiday (if 4 months of service are already completed) during the probationary period. Usage will extends the end of the probationary period.

20. Leave That Is Granted Bereavement Leave Death of a family or household member Max 3 shift days per event Civil Leave Paid leave for jury or other subpoenaed civil duties Not for personal issues Discretionary Leave (Professional Staff only) Recognition of noteworthy achievement and work effort Max of 6 days per calendar year Must have prior approval of Dept Head: http://www.washington.edu/provost/files/2015/02/Discretionary-Leave-Request- FILLABLE.pdf Military Training Leave with Pay Paid training leave for employees under military orders Up to 21 working days per year

21. Requesting and Approving Leave Employee Responsibilities Know accrued leave balances and usage policies Leave requested in advance and in writing to supervisor Ensure business continuity Supervisor Responsibilities Understand leave usage policies Make sure that employee has sufficient leave accrued or LWOP is acceptable Document approval of leave request in writing Report LWOP to Provost F&A in advance of pay period end date Ensure business continuity Understanding partial day absences

22. Documenting Work-Leave Overtime Eligible Positions – Use OT-Eligible Work-Leave Form: http://www.washington.edu/provost/files/2015/03/Work-Leave-Report-OT-Eligible-FILLABLE.pdf – Work-leave reports must be completed submitted at the end of each payroll period (15 th and 30 th /31 st of each month) – Note actual # of hours actually worked per day – Note actual # of hours of leave taken Overtime Exempt Positions – Use OT-Exempt Work-Leave Form: http://www.washington.edu/provost/files/2015/01/Work-Leave-Report-OT-Exempt-FILLABLE.pdf – Work-leave reports must be completed submitted at the end of each month – Note days worked with an “X” – Note actual # of hours of leave taken

23. Example: OT Eligible Work-Leave Record (January 2015)

24. Example: OT Exempt Work-Leave Record (January 2015)

25. FMLA Renni Bispham, HR Consultant

26. Office of the Provost Finance & Administration Q & A June 8, 2015 http://www.washington.edu/provost/finance-administration/payroll/