EARNED TIME ELIGIBILITY AND PROCEDURES Presented by the Office of Human Resources December, 2014

Erikka Runkle, Interim Human Resources Director Strategic planning, employee relations, departmental oversight Crystal Switalski, Human Resources Manager Employee relations, staff development, policy interpretation Michelle Grube, Human Resources Generalist Background checks, postdoctoral recruitment, worker’s compensation, UP job reviews, training Erica Lutz, Human Resources Generalist Faculty, staff, and technical service job recruitment and advertisements, salary analysis, affirmative action, Extension job reviews Human Resources Staff

Mindy McMaster, Human Resources Assistant Full-time staff, faculty and technical service payroll, benefits orientation, FMLA Erika Cauvel, Human Resources Assistant Wage payroll form approvals, wage background checks and compliance, earned time, part-time benefits, training Kelly Caviston, Administrative Support Assistant New hire paperwork for wage employees, staff awards, earned time, part-time benefits, assist with background checks and compliance, training Human Resources Staff

EARNED TIME ELIGIBILITY A Non-academic Penn State employee who works a minimum of 750 hours per year for TWO consecutive years is eligible for earned time.

OBJECTIVE ACCRUAL = 8 hours of earned time are accrued for every 168 hours worked A maximum of 96 Hours may be accrued Any earned time hours accrued over 96 are immediately lost and may not be used. Holiday Pay – Employee shall receive pay for holidays that fall on a day employee is regularly scheduled to work. – If an employee generally works 5 hours on a Friday and a holiday falls on a Friday, that employee shall receive 5 hours of pay for that holiday. – Extension employees, along with their supervisors, are required to choose either to follow the University holiday schedule or the County’s holiday schedule. This selection CANNOT be changed in the future Find University Holiday Schedule at County Holiday Schedules can be obtained from your District Director

TIME CARD RECORD Mark daily hours worked in appropriate date block on the earned time card calendar. When earned time is used code it by writing the number of hours used and circling that number. ⑤ Record holidays in the block provided for that date. – Code the holiday hours by writing the number of hours, circling the number, and including an “H” next to the circled number to indicate Holiday time as opposed to Earned Time Used. ⑤H

SUNMONTUEWEDTHURFRISAT 555⑤ ⑤H MONTH Employee’s Initials: ABC Approved by: EXAMPLE OF SUBMITTED HOURS DEF

BALANCES Cumulative balances should be calculated each month and recorded in the appropriate columns to the right of the applicable month. Beginning balances for both Hours paid and Earned hours are the “End Balances” from the previous month. All hours paid, including earned time used & holiday hours, should be calculated into the “hours paid” per month. When the “Total Hours Accum.” box is equal or greater than 168 hours; 168 hours should be subtracted in the “Subtract 168 as appropriate” box. – 8 Hours of earned time are accrued for every 168 hours subtracted. – Do NOT subtract earned time hours used for holidays from your Earned Time Hours Balance The card must be initialed each month by both the employee and their supervisor to indicate agreement with regards to accuracy. Cards must be completed in ink. Split - time employees. Contact our office for guidance.

EXAMPLE OF CALCULATION HOURS PAID Begin. Balance69 Hours Paid Month115 Total Hours Accum.184 Subtract 168 As appropriate -168 End Balance16 EARNED HOURS Begin. Balance8 Accrued In Month8 Total Hours Accum.16 Used In Month5 End Balance11

INSTRUCTION FOR CODING TIME CARD 8 8 A 4 / 4 4 / 4 A 3 H Eight Hours Worked Eight Hours Earned Time Used Eight Hours Earned Time Used Under FMLA* Provisions Four Hours Worked in A.M., 4 Hours Earned Time Used in P.M. Four Hours worked in The A.M., Four Hours Earned Time Used in P.M. Under FMLA* Provisions Three Hours Paid Holiday For Hours Normally Scheduled To Work On A Day That Fell On A University Holiday *FMLA – Family and Medical Leave Act Refer to HRG-11 in Policy Manual Contact Melinda McMaster with any FMLA questions –

Work Flow For Earned Time HR is notified of NEW Earned Time eligible employees HR notifies supervisor of employee’s eligibility HR sends Letter of Eligibility along with a Time Card to the Eligible Employee Employee fills out Earned Time Card monthly, initials and submits to supervisor for approval.

Supervisor checks the hours as well as the calculations for accuracy and initials Supervisor or Employee then submits Copy of Time Card to HR via, Fax, Scan or Mail – Extension Earned Time Cards may be sent to Erika Cauvel – All other department’s Earned Time Cards may be sent to Kelly Caviston – Original Earned Time Card should be sent to HR at the end of the year; the new year’s time card will NOT be sent to the employee until the original is received HR audits Time Cards for accuracy

Qualification is Ending! As of December 31, 2014 employees will no longer be able to qualify for Earned Time Benefits. Current Earned Time Beneficiaries will be able to continue on with the Earned Time Benefit as long as there is no break in service. – A break in service is defined as a period of inactivity for 6 consecutive months or more during which the individual receive no pay from the University There is NO re-qualification as of December 31, 2014

Earned Time and Terminations/Transfers When an employee terminates or transfers from a part- time to a full-time position, they MUST submit their ORIGINAL Earned Time Card to HR. When an employee terminates, they are entitled to a payout for the Earned Time balance provided that at least two weeks advanced notice is given. When an employee transfers from a part-time to a full- time position; – Non-bargaining Units – Earned Time becomes Vacation Hours in ESSIC – Bargaining Units – Earned Time balance is paid out in cash

Supervisor Accountability It is important that Supervisor check the information on the card before initialing to ensure accuracy. These checks and balances are in place to maintain accountability. If your initials are on the paperwork then you become equally responsible for the information submitted. HR audits are merely quality control measures.

General Overview Copies of Earned Time Cards must be submitted to HR MONTHLY Earned Time Cards MUST be initialed by both the employee AND their supervisor Original Earned Time card MUST be mailed to HR at the end of the year in order to receive a time card for the new year.

Any Questions?