Transcript EARNED TIME - Penn State University College of

EARNED TIME
ELIGIBILITY AND PROCEDURES
Presented by the Office of Human Resources
December, 2014
Human Resources Staff
Erikka Runkle, Interim Human Resources Director
[email protected]
814-863-5582
Strategic planning, employee relations, departmental oversight
Crystal Switalski, Human Resources Manager
[email protected]
814-863-5739
Employee relations, staff development, policy interpretation
Michelle Grube, Human Resources Generalist
[email protected]
814-863-5697
Background checks, postdoctoral recruitment, worker’s compensation, UP job reviews, training
Erica Lutz, Human Resources Generalist
[email protected]
814-863-5601
Faculty, staff, and technical service job recruitment and advertisements, salary analysis, affirmative action,
Extension job reviews
Noah Coleman, Human Resources Consultant
[email protected]
814-863-5838
Employee relations, performance standards, training, policy interpretation
Human Resources Staff
Mindy McMaster, Human Resources Assistant
[email protected]
814-863-5770
Full-time staff, faculty and technical service payroll, benefits orientation, FMLA
Chelsea Reed-Holton, Human Resources Assistant
[email protected]
814-865-6214
Wage payroll form approvals, wage background checks and compliance, earned time, part-time
benefits, training
Kelly Caviston, Administrative Support Assistant
[email protected]
814-863-5738
New hire paperwork for wage employees, staff awards, earned time, part-time benefits, assist with
background checks and compliance, training
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
http://ohr.psu.edu/benefits/time-off/holidays
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
EXAMPLE OF SUBMITTED HOURS
MONTH
SUN
MON
Employee’s Initials:
TUE
WED
THUR
FRI
5
5
5
⑤
5
5
5
5
5
5
5
5
5
5
5
⑤H
5
5
5
5
5
5
5
5
ABC
Approved by:
DEF
SAT
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.
Balance
Hours
Paid
Month
Total
Hours
Accum.
Subtract 168
As appropriate
End
Balance
EARNED HOURS
69
Begin.
Balance
8
Accrued
In Month
8
Total
Hours
Accum.
16
Used
In Month
5
End
Balance
11
115
184
-168
16
INSTRUCTION
FOR CODING TIME CARD
Eight Hours Worked
8
4/ 4 A
Eight Hours Earned Time Used
3 H
8
A
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
Eight Hours Earned Time Used
Under FMLA* Provisions
*FMLA – Family and Medical Leave Act
Refer to HRG-11 in Policy Manual
4 / 4
Four Hours Worked in A.M., 4
Hours Earned Time Used in P.M.
Contact Melinda McMaster with any FMLA
questions – [email protected]
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 Chelsea Reed
Holton
• [email protected]
– All other department’s Earned Time Cards may be sent to Kelly
Caviston
• [email protected]
– 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 parttime 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 fulltime 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?