STAFF PAYROLL TRAINING SF STATE HUMAN RESOURCES PAYROLL UNIT

TOPICS Excess and Deficit Hours Report Dock Plus/Minus Report Dock Shift Differential & Attendance Sheet (672’s) General Information & where to report it on Absence Management (AM) Staff Reporting, Timekeeper, AM Approver

Excess and Deficit Hours Report General Information The State pay period contains either 21 or 22 normal workdays. Therefore, normal workdays are Monday through Friday, including holidays. Non-exempt CSU employees are paid through the State payroll system on a monthly basis generate the same monthly salary based upon time base fraction and base salary even if the employee’s regular work schedule has more or less hours than the prescribed 21 or 22 workdays (168 or 176 hours respectively) within a given State pay period.

Excess and Deficit Hours Report Who Does It Effect? Employee who has Alternate work week schedules Alternate work week schedules are compressed work weeks such as 4/10, 9/80, 3/12, and require days other than Saturday and Sunday off. Campuses maintain an accounting of hours worked, which includes excess and deficit hours (+/- Report), for nonexempt employees on work schedules that differ from the standard State pay plan. All employees that work an alternate are required to have an up-to-date approved schedule on file with Payroll. It’s the department responsibility to keep track of the alternate works schedule and make sure payroll have the updated work schedule.

Excess Hours Report What are the effect? Excess Hours – Non-exempt employees on alternate or adjusted work week schedules shall be paid for all hours worked, in the pay period, in excess of the standard state pay period. Employees will not be paid for excess hours worked in a pay period when an equal or greater deficit balance exists. Hours in excess of the standard pay period are reported by the employee’s department at the close of the pay period. After the request for Excess Hours, Shift Differential or other Special Pay is received in the payroll office and keyed into the system, pay for the employee is issued from the State Controller’s Office and will normally be available on the 15th of the month.

Deficit Hours Report What are the effect? Deficit Hours – Non-exempt employees who have deficit hours in a given pay period may carry forward these deficit hours. Deficit hours for a standard pay period are reported by the employee’s department at the close of a pay period. Deficit hours shall be offset by excess hours (credits) worked in a subsequent pay period. Employees may choose to offset deficit balances by using other available leave credits such as vacation or compensatory time (CTO). Sick leave hours are not eligible for supplementation of deficit hours. Reconciliation of Deficit Hours – Reconciliation of deficit hours is done annually in December by Payroll. When reconciling an employee’s deficit hours, a Payroll representative will contact the employee to choose which leave accruals (vacation and/or CTO) they want to use to offset any deficit balance of hours. In the event the employee doesn’t have any accruals available to use, they can either reimburse the University with a personal check for the full amount or an accounts receivable will be established for the full amount to be deducted from the next available paycheck

Excess and Deficit Hours Report Example of plus/minus report Employee Name Work Schedule Jan'15 (21 days) Feb'15 Mar'15 (22 days) Apr' 15 (22days) May-15 Jun-15 Jul-15 Aug-15 Sep-15 Oct-15 Nov-15 Dec-15 Total Jan Doe Tue-FRI: 7am-6pm (4/10 schedule) Sat, Sun, Mon off 2 -6 4 George Jungle Wed-Sun 8am-4:30pm ( Mon-Tue off) 8 -8 Molly Sue Mon-Tue, Fri-Sun 7am-3:30 ( W-TH off) -16 Tommy Go Sun-Thur 8am-5:00pm (Fri-Sat off)

Dock General Information Dock form is use if an employee do not have any leave balances (CTO, PH, Sick or Vacation) left to report/use Employee pay will be dock/the numbers of hours or days will be deducted form their pay The department will need to inform the employee of their situation and prepared a dock notice and have them reported the days or hours as dock in absence management When this event occur, please inform your payroll analyst as soon as possible Dock form are due to payroll by the deadline that is mention on the Staff Payroll Calendar usually before our payroll cutoff. If there are additional dock to reported please contact your payroll analyst for the current pay period If payroll received the dock for the previous month when payment have already been issue to the employee, this will create an account receivable. Therefore payroll will set up a payroll deduction from their next applicable pay period.

Dock (Example of the Form)

Shift Differential I. Definition Shift differential is additional pay to an employee scheduled to work shifts other than 6 AM to 6 PM standard day shift. II. Types of Shift Differential Evening Shift - An eligible employee who is regularly assigned to work four (4) or more hours between 6 PM and Midnight (exclusive of overtime) shall be paid shift differential for the employee's entire shift. Night Shift - An eligible employee who is regularly assigned to work four (4) or more hours between Midnight and 6 AM (exclusive of overtime) shall be paid shift differential for the employee's entire shift.

Shift Differential Table Unit CBA Source Evening Shift (Between 6pm-midnight) Night Shift (Between midnight-6am) CSUEU Unit 2,5,7,9 Article 20.5-20.10 $1.25/hour (Article 20.5) $2.20/hour (Article 20.6) SETC Unit 6 Article 24.20-24.24 $1.25/hour (Article 24.21) $2.20/hour (Article 24.22) http://www.calstate.edu/LaborRel/Contracts_HTML/contracts.shtml

Shift Differential Due Dates & 672’s-Attendance Sheet Because work schedules are known in advance, departments can write in the hours worked on the 672’s-attendance sheet and turned in the 672’s upon your payroll analyst due dates. 672’s-Attendance Sheet Are list of employees currently on active pay status working for the department Department review the attendance sheet and looked for employee who have been separated, new employee that should be on pay status for the current pay period (if all hired process have been completed) and add on shift differential Total numbers of pay warrants the department should received on pay day Department reconcile with their payroll analyst before turning in the form to HR

Absence Management General Information Absence Management is a self service process that is a CSU system wide project that replaces the existing process (paper timesheets) for reporting absences (Vacation, Sick, Comp Time, etc.) with an electronic process facilitated through PeopleSoft. Employees will have the ability to enter absences through their SF State Gateway (Employee Service  Launch CS & HR Self Service  My Time Report & View Absences) Timekeepers/Managers will be able to review and approve absences electronically through their SF State Gateway Departments will have more accessible and current absence information for their employees Resources – Learn How to Use AM (Below are online training tutorials): Absence Management Overview Absence & Time Reporting Training Tutorial Absence Approver Training Tutorial Absence Timekeeper Training Tutorial Please visit our HR website for the following AM tutorials: http://hr.sfsu.edu/Absence_Management

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