Transcript HUMAN RESOURCES - Texas A&M University
Leave &Time Reporting
Employee Categories Faculty
Staff
(benefits eligible) < 12 month (9 month): summer appointments don ’ t count!
12 month (benefits eligible) Exempt Non-exempt
Student: student status required for
employment
Non-Benefits Eligible: <50%, <4.5
months
Wage/Temporary
2
< 12 MONTH
Faculty
12 MONTH
Accrues 8 hours of sick leave (proportionate to percent effort) every month effective with the first day of employment Must enter time off missed from work for valid sick leave reasons into Leave Traq Accrues 8 hours of sick leave (proportionate to percent effort) every month effective with the first day of employment Accrues 8 hours of vacation (proportionate to percent effort) every month which increases with longevity Must enter time off from work into Leave Traq for sick leave and vacation 3
Faculty: Important Info.
Fall Employment dates: September 1 – January 15 Pay dates: October 1 – February 1 February 1 st will be for half a month (1/1-1/15) Spring Employment dates: January 16 – May 31 Pay Dates: February 1 – June 1 February1 June 1 st insurance st will be for half a month (1/16-1/31) will be deducted for 4 months of summer EPP (extended payment plan) Will provide a refund of 3 months of insurance on June 1 st premiums to offset summer 4
Staff
EXEMPT
Accrues 8 hours of sick leave and 8 hours of vacation (proportionate to percent effort and longevity mths) each month Can only earn State comp when required to work on a holiday Not eligible for FLSA comp
NON-EXEMPT
Accrues 8 hours of sick leave and 8 hours of vacation (proportionate to percent effort and longevity mths) each month Can earn State and FLSA comp 5
Students, Wage, Other
Students, Wage, and Non-Benefits Eligible employees are not eligible for any type of leave and are paid only for the hours worked 6
Sick Leave
TAMUS Regulation 31.03.02
An employee does not accrue sick leave for any full month in which he/she is on leave without pay If an employee is on leave the first day of the month, they will not be able to use that accrual for that month until they return to work Upon termination or retirement can donate to sick pool, keep for 1 year, or transfer to another state agency 7
Vacation
Not eligible to use until the employee has 6 months of continuous state service, which may include prior state service.
Transferable Paid out upon termination or retirement and taxed at 25% An employee does not accrue vacation for any full month in which he/she is on leave without pay 8
Vacation (continued)
Total State Employment of:
less than 2 years at least 2 but less than 5 years at least 5 but less than 10 years at least 10 but less than 15 years at least 15 but less than 20 years at least 20 but less than 25 years at least 25 but less than 30 years at least 30 but less than 35 years 35 years or more
Hours Accrued per Month
8 9 10 11 13 15 17 19 21
Maximum Hours Carried Forward From One Fiscal Year to the Next
180 244 268 292 340 388 436 484 532 9
LWOP
Any LWOP must be called in or emailed to payroll immediately, ext. 3706, [email protected]
LWOP can only be used after all other options have been exhausted with the exception of sick leave. Can only be exhausted if the employee is actually on sick leave.
This will cause the employees pay to be adjusted Depending on date reported, and if we have processed the payroll affected, this may require a deletion of the employees direct deposit and a re-issue on a biweekly payroll.
If an employee is on LWOP for the entire month they will not accrue or be paid longevity.
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COMPENSATORY TIME
State Comp Time Earned when an employee has not physically worked more than 40 hours in a work week, but the combination of hours worked, paid leave, and/or paid holidays exceeds 40 hours = Reported over 40 Employee is allowed equivalent comp time off for every hour paid in excess of 40 hours in a work week.
If the actual time worked was over 40 hours earning FLSA (1-1/2) time, and the total hours paid also exceeds 40 hours, the employee is allowed equivalent comp time off for every hour paid in excess of 40 hours, minus FLSA Comp time.
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State Comp (continued)
State Comp time must be used within the following 12 months from the week the time was earned, or the time is forfeited.
If an employee leaves system employment, they may not be paid for accrued state comp time.
Exempt employees that were required to work on a holiday must have their department approval in advance and send an email to payroll with the hours worked to be entered manually into Leave Traq.
Non-exempt employees State comp will be posted to Leave Traq automatically.
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State Comp
Date Regular Work
Mon, Apr 23 Tue, Apr 24
8.50 8.00
Wed, Apr 25
8.00
Thu, Apr 26 Fri, Apr 27 Sat, Apr 28 Sun, Apr 29 Totals
8.00
0.00 0.00 0.00 32.50
Call Back
0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
Leave (Paid)
0.00 0.00 0.00 0.00
8.00
0.00 0.00
8.00
Reg OT Holiday/Early Release
0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
Hours Hours Total Hours 8.50 On Call
0.00
Leave (Unpaid)
0.00
8.00 8.00
0.00 0.00 0.00 0.00
8.00 8.00
0.00 0.00 40.50 40.50 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 13
COMPENSATORY TIME
(continued)
Fair Labor Standards Act (FLSA) When a non-exempt employee physically works more than 40 hours in a work week, that employee is eligible for overtime compensation at the rate of 1-1/2 times each hour worked in excess of 40 hours.
System regulations specify that FLSA Comp time be banked (accrued for later use) rather than paid unless this is impractical.
Employees are permitted to use FLSA Comp time at any time unless doing so would unduly disrupt departmental or University operations.
Employees do not have to use accrued FLSA Comp time which can be transferred or paid out upon termination or retirement 14
FLSA Comp (continued)
FLSA Comp time may be accrued up to a maximum of 240 hours, (160 hours of actual work times 1-1/2). Any FLSA Comp Time earned in excess of 240 hours must be paid until the balance again reaches 240 hours.
If an employee leaves system employment, they must be paid for accrued FLSA Comp time.
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Date Regular Work
Mon, Apr 23 Tue, Apr 24
8.00 9.00
Wed, Apr 25
8.00
Thu, Apr 26
12.00
Fri, Apr 27 Sat, Apr 28 Sun, Apr 29 Totals
13.00 2.00 2.00
54.00
Call Back
0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
Leave (Paid)
FLSA
Holiday/Early Release
0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
Reg OT
0.00 0.00 0.00 0.00 0.00 0.00 0.00
Hours Hours Total Hours 8.00 On Call
0.00
Leave (Unpaid)
0.00
9.00
0.00 0.00
8.00 12.00 13.00 2.00 2.00
54.00 40.00 14.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 16
Combination FLSA & State
Date Regular Work
Mon, Mar 12
8.00
Tue, Mar 13
8.00
Wed, Mar 14
8.00
Thu, Mar 15 Fri, Mar 16
8.00
0.00 Sat, Mar 17 Sun, Mar 18 Totals
10.00
0.00 42.00
Call Back
0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
Leave (Paid)
0.00
Holiday/Early Release
0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
Reg OT
0.00 0.00 0.00
8.00
0.00 0.00
8.00
Hours Hours Total Hours 8.00 On Call
0.00
Leave (Unpaid)
0.00
8.00 8.00 8.00 8.00
0.00 0.00 50.00 48.00 2.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 17
Time Reporting
Supervisors are responsible for monitoring and managing the paid hours of their employees on a daily basis.
Supervisors can adjust an employees workweek to accommodate for expected overtime.
Official workweek: Monday 12:01 am thru Sunday 12:00 (midnight) Total time reported for a week should not exceed 40 hours unless approved in advance.
Full time employees must account for a 40 hour workweek.
Complete the timecard daily and report exactly the hours worked & when worked.
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Time Traq
Timesheet Overview
Quick Links:
Reporting Period Review | Employees Cancel Timesheet
4/30/2012 To 5/6/2012
< Columns>
Date Regular Work Call Back
Mon, Apr 30 0.00 0.00 Tue, May 1 0.00 0.00 Wed, May 2 Thu, May 3 0.00 0.00 Fri, May 4 Totals 0.00 Sat, May 5 0.00 Sun, May 6 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
Leave (Paid)
0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
OT Reg Holiday/Early Release
0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
Hours Hours Total Hours
0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
On Call
0.00
Leave (Unpaid)
0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 19
Campus Leave Request Form Confusion
Leave Traq is the official time keeping document Faculty Leave Document-does not satisfy requirements for official time keeping rules Concur/Travel Leave Request (Authorization Request) – for travel purposes ONLY 20
TAMU System Policies & Regulations, 31 Compensation and Benefits http://www.tamus.edu/offices/policy/policies/index.html
TAMUK Rules & Procedures
Procedure 31.03.02.K1.01
Sick Leave
Procedure 33.03.01.K1.01
Vacation Leave
Procedure 31.03.03.K1.01
Leave of Absence With Pay http://www.tamuk.edu/senate/_pdf_files/Handbook_final_2011.pdf
, paragraph C.4
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Payroll Staff
Carina Gonzales
, Asst. Director Payroll, ext. 3910
Albert Rios
, Leave Traq & Weekly Time Traq Administrator, ext. 3706
Wilma Rojas
, Biweekly Payroll & Time Traq Administrator, ext. 3006
Sandy Fischer
, Monthly Payroll Administrator, ext. 3900 22