1. Payroll / Time Reporting Q&A
Glenna Bennett – Payroll Director
Zendra Barr – TRS Administrator
Stephanie Johnson – Operations Supervisor

2. Agenda Why Proper Time Reporting is Important WFC 8 Upgrade
Centralized Leave Tracking Implementation
New Process for Time Reporting Training
Payroll YouTube Channel
Payroll Twitter Account
Getting ready for Fall Semester
AGENDA IS
INTRO AND PURPOSE
WHY PROPER TIME REPORTING
TALK BREIFLY ABOUT COMMAN MISTAKES AND ADDRESS THE QUESTIONS MOST FREQUETNLY ASKED AND THOSE THAT YOU SUBMITTED IN AVANCE
THEN WE WILL TURN THE TIME OVER TO YOU FOR YOUR QUESTIONS AND HOPEFULLY OUR ANSWERS

3. Why Proper Time Reporting is Important
University Policy
Federal Wage and Hour Laws
State Wage and Hour Laws
DC Wage and Hour Laws
Proper payment to all non-exempt (hourly paid) employees
Records maintained for a period not less than three years
Requires a daily record of the hours of beginning and stopping work and the hours of beginning and ending the meal recess if the employee works a split shift
Overtime at the rate of 1.5 times the regular rate of pay all time worked and paid time off must be recorded correctly in the TRS to properly pay overtime
Employee’s time punches should not be altered to avoid the payment of overtime or regular time –
NOTIFY ME OR CONTACT THE COMPLIANCE HOT LINE IF YOU SUSPECT ANY WRONG DOING
An interval of not more than 10 working days may elapse between the end of the pay period and the regular payday by the employer
Voluntary termination 7 days to payout final pay
Involuntary termination next business day
Federal Wage and Hour
Not as detailed, allows states to expand on laws
University Policy
Requires the use of the TRS for payment of biweekly paid employees (exempt and non-exempt)
Outlines responsibilities of supervisors and employees
Advises each and every employee to review their pay stub on a regular bases and to report any discrepancies to the supervisor or payroll
Best Practices
To properly record time worked and paid time off for the pay of non-exempt employees
Image of the University

4. Wage Theft Prevention Amendment Act of 2014
Employers' records must include “the precise time” worked each day and each workweek by employees The requirement applies to certain other overtime exempt employees and all non-exempt employees
DC Wage and Hour Laws
Proper payment to all non-exempt (hourly paid) employees
Records maintained for a period not less than three years
Requires a daily record of the hours of beginning and stopping work and the hours of beginning and ending the meal recess if the employee works a split shift
Overtime at the rate of 1.5 times the regular rate of pay all time worked and paid time off must be recorded correctly in the TRS to properly pay overtime
Employee’s time punches should not be altered to avoid the payment of overtime or regular time –
NOTIFY ME OR CONTACT THE COMPLIANCE HOT LINE IF YOU SUSPECT ANY WRONG DOING
An interval of not more than 10 working days may elapse between the end of the pay period and the regular payday by the employer
Voluntary termination 7 days to payout final pay
Involuntary termination next business day
Federal Wage and Hour
Not as detailed, allows states to expand on laws
University Policy
Requires the use of the TRS for payment of biweekly paid employees (exempt and non-exempt)
Outlines responsibilities of supervisors and employees
Advises each and every employee to review their pay stub on a regular bases and to report any discrepancies to the supervisor or payroll
Best Practices
To properly record time worked and paid time off for the pay of non-exempt employees
Image of the University

5. Late Time Sheets

6. Kronos (TRS) 8 Upgrade Navigators and Workspaces will be similar
Java free interface
Genies will have HTML look

7. Centralized Leave Tracking
GW Leadership is sponsoring a multi-phase effort to address compliance for the DC Universal Paid Leave Law which comes into effect 7/1/2019. The areas of focus include:
Policy
✓  Stakeholders from across the University have reviewed existing policy and made recommendations for alignment and ensure policy is consistent.
✓  WillisTowersWatson has reviewed policy to make recommendations concerning gaps, policy differences, and peer institution policy, in light of the DC Universal Paid Leave Law.
✓  GW Stakeholders and Leadership will review and determine policy changes.
✓  Communications and updates will be forthcoming and led by the Benefits Office.

8. Centralized Leave Tracking
Work Location
✓   DC law is based on those who work more than 50% in DC. GW needs to identify employee location to comply with DC law as well as additional locality stipulations.
✓  Project Team led by SAIG has developed and is currently testing a process through GWeb.
✓  Training, outreach and rollout will begin in September 2018.

9. Centralized Leave Tracking
 System Implementation
✓  Finance and DIT investigated system options and determined expanding Kronos Workforce Central with ATOS as our implementation partner.
✓  Establish GW project team, finalize requirements, complete SOW, and begin implementation.

10. Centralized Leave Tracking
Scope
The scope of project is to implement a system to track current official time off and leave policy, including state compliance.
Benefits has worked to develop a high-level requirements document.
SAIG and DIT are reviewing and upgrading requirements based on policy and Kronos technical capabilities.

11. Centralized Leave Tracking
Summary Timeline
Jul More comprehensive requirements completed, SOW with ATOS finalized.
Aug/Sep – Begin implementation
July 1, 2019 – go live

12. User Testing
Please sign up if you would like to be contacted for “user testing”.

13. New Time Reporting Training Process
On demand TRS timekeeping training now available
Process:
Take TRS class on
Take TRS Quiz on
Fill out TRS Access Request Form
Time Reporting Administrator stating you have completed your TRS access Form and Quiz

14. Payroll YouTube Site YouTube channel: GWPayrollServices
Employee training videos
Timekeeper training videos
with additional video ideas

15. Payroll Twitter
Payroll
Payroll News Updates

16. Timekeeper Instructions
Instructional aids for timekeepers
Training video link to YouTube Channel

17. Preparing for Fall Semester
Have new employees check GWeb to confirm they are hired. All jobs are viewable and labeled as primary or secondary.
If you do not see employee check with the TRS Administrator to see if the employee is secondary job or if employee is not hired.
Do not let employees start working until hired.
Student Employment will use the current date as the hire date if the date is retroactive when processing.
The hire will not be processed until all approvals are received, the background check is complete, and the student completes the I-9 form
When employees are rehired into another department old departments will see them as ‘GHOSTS’ for one bi-weekly when they are rehired. Please alert the TRS Administrator if you see them for more than one bi-weekly.

18. Best Practices
Employees are not allowed to work before final approval from HR
Make sure employees record precise in and out punches using the TRS system
Supervisors should review timecards at a minimum weekly
Missed punches should be corrected ASAP, not on approval day
Terminate employees promptly
If hours are missed after approval submit a manual timesheet to ASAP. Timesheet must include signatures and reason for late submission.

19. Student Employees
Regular wage student workers should not work more than 24 hours per week during the school semester while classes are in session.
Students may work up to 40 hours per week (total hours for all GW campus jobs) during academic breaks.
Employees should not work until they are officially hired.

20. International Students
An international student may not work more than 20 hours per week while enrolled at the University during fall and spring semesters.
If the employee is enrolled during summer session check with the International Services Office at to confirm how many hours the employee is allowed to work.
There are no limits on hours worked during academic breaks and when not enrolled for the summer session. Any additional questions can be directed to the International Services Office at

21. How to Find Job Information
How to find employee Job information
Log into GWEB
Go to employee Information
Select Current and Past Jobs
The list of Jobs will appear on the screen with your Position and Organization Code
It also says under Job Type if it is “Primary” or “Secondary”
Payroll Services provides wallet size TRS clocking instruction cards for employees. Please contact if you would need some.
To Find employee Job information
This is used for looking up job position
Looking to find Active jobs
Seeing which jobs are Job one and Job 2 (To insure your punching in accurately)
Log into GWEB
Go to employee Information
Select Current and Past Jobs
The list of Jobs will appear on the screen with your Position and Organization Code
It also says under Job Type if it is “Primary” or “Secondary” 21

22. How to Find Job Information
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23. Clocking Instructions for Employees
Clocking Instructions for Phone
Clocking Instructions for PC
Rounding Rules
Link to Payroll Youtube Channel

24. Time Reporting Website

25. It’s Question Time!!

26. Need Help ? Email us at: Website: Helpful Tips: Supervisors Guide:
Website:
payroll.gwu.edu
Helpful Tips:
Supervisors Guide:
Zendra Barr:

27. Thank you for Attending