Banner Entry Comp time

What is Changing? Compensatory time will be submitted through Banner, no more paper copies sent to HR each month. Comp time earned and taken will be entered every pay period, instead of every month. All compensatory hours in excess of 240 hours will be paid out. Comp time will automatically be taken before vacation.

New Compensatory Time Policy 5.5 Fair Labor Standards Act The Fair Labor Standards Act recognizes two basic categories of employees: Exempt: Employees not covered by the act Non-Exempt: Employees covered by the act If an employee’s position is classified as non-exempt, the normal work week is forty (40) hours. An employee is considered to have earned overtime when he/she has worked in excess of forty (40) hours in any work week. A regular work week consists of forty (40) hours (from 12:00 a.m., Saturday through 11:59 p.m., Friday). It is the policy of the University to arrange for all work to be completed within that period. It is recommended that prior authorization from the employee’s immediate supervisor and the department head be given before an employee works in excess of forty (40) hours per week. In determining the number of hours worked by an employee within a given work week, time spent on Annual Leave, Sick Leave and holidays will not be counted as time worked. Any leave or holiday time included in a work week that results in an excess of forty (40) hours is to be compensated at straight time rates only. After excluding holiday and leave time from the total hours worked, if there are still excess hours over forty (40), that time is to be compensated at time-and-a-half. If the manager determines that it is in the best interest of the University to give monetary compensation for the overtime worked, a Comp Time Payout Form along with documentation must be provided and approved by the department head and appropriate Vice President. The following actions are the preferred order for addressing the accumulation of compensatory time: Supervisors should adjust work schedules and/or leave approval during the workweek to prevent the accumulation of compensatory time. Supervisors may request or direct employees to use their compensatory time during a period of time that has minimal impact on the work unit’s operations. The action may be taken to reduce the accrued compensatory time balance and avoid cash payments. Employees must exhaust all accrued compensatory time before use of annual leave. Employees may also use compensatory time in lieu of sick leave. The Fair Labor Standards Act limits the amount of compensatory time most employees can accrue up to 240 hours. Note: Requests by employees for use of Compensatory Leave Time are handled in the same manner as requests for Annual Leave. Departments will work with employees to schedule Compensatory Leave Time that meets the employee’s needs and least interrupts the duties for the department. Unused Compensatory Time will be paid upon termination of employment.

Payout Form University of Central Arkansas Compensatory Time Payout Form Name: Department: Employee ID Number: COMP TIME PAYOUT REQUEST Number of Compensation Payout Hours requested: Agreement: I hereby request a cash-out option of up to one hundred twenty (120) hours of accrued comp hours under the following conditions: a) Employee must have at least eighty (80) hours accrued leave time remaining after the time of cash out. b)Normal requests should be made no more than once per quarter Reason for Compensatory Time Payout (Why work is designated as essential, cannot be completed during workday, and is paid time instead of compensatory time): Employee Signature Date Department Head Signature Date Vice President SignatureDate

Important Information to note The official timekeeper will be responsible for all department time entry into Banner. (comp time and student, part time and extra help timesheets) If you want other individuals to approve timesheets in your department organization besides the official timekeeper, a proxy will need to be set up via Employee Self Service for those individuals. Timekeepers will only enter EARNED compensatory time into Banner for each pay period. Employees will enter used compensatory time into self service when they complete their leave report each pay period.

Important information cont. Timekeepers will have two(2) business days after the last day of the pay period to enter earned comp time into Banner for the previous pay period. If the payroll ends mid week it will go in with the next one. Ex. For March 1-15 payroll it will end on March 12. So, we will not need the 14 & 15, until the next payroll because the week is split. You wouldn’t know their overtime hours until the end of the week. When entering hours into Banner, you will be entering hours for the pay period prior to the one we are in. For example, 3/1-3/15’s payroll ID is SM 17, but you will enter it in Banner during payroll ID SM18.

Dates to remember March 1-15, 2016: the first pay period that Compensatory time will be entered into Banner. Time used can now be taken in the leave report on Self-Service. March 11, 2016: You will have access to enter earned comp time into Banner Production Database. Before March 11, you will only have access in the Convert Database to test.

Overtime or Straight time??? When entering earned Comp time in Banner, there will be two options: CTO(overtime) or CTE(straight time) Banner will automatically multiply hour entered into CTO by 1.5. If the employee works 1 hour overtime that pay period, ONLY enter 1 hour into CTO(NOT 1.5). Overtime is anything worked over 40 hours that week, not anything worked over 8 hours in a day. Vacation, Sick, Education, Comp, or campus closings Do NOT count towards hours worked for Overtime. Example: Employee would earn 1.5 hours straight time. No time at time and a half. MondayTuesdayWednesdayThursdayFriday No lunch Work 8:00 – 5:00 = 9 One hour lunch Work 8:00 – 4:30 = 8 One hour lunch Work 8:00 – 5:00 = 8.5 Thirty minute lunch Work 8:00 – 4:30 = 8 Work 8:00 – 3:00 = hour early close due to ice - weather