6/26/2016

 Identify primary TTUHSC OP’s relating to employee work hours, holidays and leaves.  Learn how to properly report and/or approve work hours, holidays and leave in Banner Web Time Entry (WTE) and Web Leave Report (WLR)  View examples of WTE timesheets. 6/26/2016

 OP Employee Working Hours and Holidays  OP Leaves of Absence  OP Family and Medical Leave (FML) Access at 6/26/2016

 WTE/WLR approvers are responsible for assuring the correct reporting of hours worked and the correct use of approved leaves including appropriate documentation.  Questions on interpretation of policies should be directed to your HR office.  Questions concerning the function of WTE/WLR should be addressed to 6/26/2016

 Work Week: Sunday through Saturday  Nonexempt employees report hours worked through Web Time Entry. ◦ Hours reported should reflect FTE. ◦ Full Time (1.0) report 40 hours unless appropriate paid leave not available. ◦ Part time ( ) FTE, report prorate hours and leave. ◦ Part time.49 or less report hours worked. Not leave eligible Note: Correctional employees will use the time clock system at the unit and hours worked and leave taken will be uploaded to the payroll system. All exempt employees report only leave taken through Web Leave Report. OP /26/2016

 Overtime at time and one-half will be paid for hours worked over 40 in a work week. If paid leave brings total hours to over 40, all hours will be paid at straight time.  Departments may flex employees work schedules to control possibility of overtime.  Non-exempt employees must report all hours worked in WTE. 6/26/2016

 Holidays are reported on WTE. FTE eligible for holiday pay. ◦ Holiday falls on normal week day, employee must be in paid status the day before and day after holiday ◦ Holiday falls on first work day of month must be in paid status after the holiday ◦ Holiday falls on last work day of month, must in paid status before the holiday If a nonexempt employee works on a holiday, the holiday hours and work hours are both reported on WTE /26/2016

September 2008 Su Mo Tu We Th Fr Sa To receive holiday pay, employee must be able to report work hours or paid leave on Sept 2 nd. December 2008 Su Mo Tu We Th Fr Sa To receive holiday pay, employee must be able to report work hours or paid leave on Dec 23 and Dec 29. 6/26/2016

 Eligibility: New hire: Verified previous continuous state service of six months, immediate eligibility.  Eligibility at six months: the exact day of six month count  New hire January 17 Take vacation July 17  Must have time worked to receive monthly accrual  Does TT have personal days? If absence does not qualify for sick leave, it must be reported as vacation or holiday comp.  May not have LWOP (no report of hours on work day) in order to save vacation hours.  Vacation must be preapproved in accordance with departmental procedures. OP /26/2016

 Vacation, Sick and Holiday Comp monthly accruals will be posted for nonexempt employees when the first payroll of the month is processed. The accrual will post before any leave reported through WTE is taken against the balance during the payroll process.  Exempt employees’ accruals will post with the monthly payroll process. Leave reported through Web Leave Report will be taken from balances when approval process is complete. 6/26/2016

 Definition: When sickness, injury, or pregnancy and confinement prevent an employee’s performance of duty, or when the employee is needed to care for and assist a member of the immediate family who is actually ill. Immediate family is defined as ◦ Individuals who reside in the employee’s household and are related by kinship, adoption, or marriage; ◦ Foster children certified by TDPSR who reside in the employee’s household; or ◦ Minor children, whether or not living in the employee’s household /26/2016

 An employee’s use of sick leave for family members not residing in the employee’s household is strictly limited to the time necessary to provide care and assistance to a spouse, child (minor or adult), or parent of the employee who needs such care and assistance as a direct result of a documented medical condition.  /26/2016

 Sick leave of three or more continuous days require a doctor’s certificate or some other written statement of the facts concerning the illness that is acceptable to the supervisor.  Documentation of sick leave may be requested at any time.  This documentation will remain in the department and must be kept in a secure location separate from other personnel information. OP /26/2016

Sick Leave Pool hours may be awarded to an employee who suffers catastrophic illness or injury to themselves or member of the immediate family that prevents the employee from working for a continuous period of 30 or more days, forcing the employee to use all accrued leave and would cause the employee to lose compensation. The approval process for Sick Leave Pool requires an application and physician certification. OP /26/2016

 Time is awarded based on years of service and physician’s certification:  hours  hours  hours  hours  10 or more720 hour  Hours awarded will be posted immediately to the employee’s sick leave pool balance. Sick leave pool hours taken will be reported in WTE/WLR.  Notify your HR office immediately when an employee returns to work. OP /26/2016

Holiday Comp balance will never accrue more than 24 hours. Therefore employees must remember to use holiday comp before vacation. Only the employee and the approver will know to make sure that this happens. OP /26/2016

An employee who is summoned for jury service or subpoenaed to serve as witness in court or administrative proceeding to which they are not a party will be given reasonable time off. Employees are to report to work any time during normal duty hours when service to the court is not required. Employee shall provide documentation of such service to their supervisor. OP /26/2016

 Funeral leave shall not normally exceed three days. Requests for additional days (up to 2 additional) shall be submitted by the supervisor/approver through your local HR office to the Assistant Vice President of Human Resources.  Funeral leave may be taken for a death in the employee’s family: employee’s spouse, or the employee’s or the spouse’s parents, children, brothers, sisters, grandparents and grandchildren.  Appropriate documentation may be requested by the approver. OP /26/2016

 Closing for inclement weather: ◦ Must be formally declared and announced by TTUHSC President or Regional Assistant Vice President. ◦ Essential Personnel: If required to report will report Emergency Leave hours and hours worked. ◦ Non-essential Personnel: If scheduled to work on that day will receive Emergency leave. If non- essential personnel report to work they will report only hours worked. If on paid leave may report Emergency Leave. If scheduled day off, do not report Emergency Leave. 6/26/2016

 Parent-Teacher Conference Leave: 8 hours per year taken from sick leave balance. Must be pre-approved  Military Leave: 15 days  Volunteer Firefighters/EMS Volunteers: 5 work days  Certified Red Cross: 10 days to participate in disaster relief services  Foster parent leave: If a foster parent under DPRS, may attend staffing meetings regarding the child or an ARD meeting held by school district.(Does not reduce any balances) OP /26/2016

 Voting Leave: Employees granted sufficient time off to vote in local, state or national elections if work schedule does not allow 2 consecutive hours when the polls are open.  Bone Marrow Transplant: 5 days  Organ Donor: 30 days  Blood Donation: 4 times per year OP /26/2016

 FML: 12 weeks paid or unpaid leave for the serious health condition of employee, spouse, child or parent,(medical) or the birth of a child or placement by adoption or foster care (family)  Contact your HR office if employee is off more than 3 days.  Not recorded in WTE or WLR. OP /26/2016

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