Transcript Web Time Entry - Washington and Lee University

Web Time Entry
Business Office
Timeline for a Bi-weekly Pay Period
1) From Saturday to Friday (14
days) accumulate time on the
webpage or on a piece of paper
4) On payweek Monday, the payroll
department downloads hours to begin
processing paychecks
3) On payweek Monday supervisors
will approve hours before noon
5) Pay advice
sent on email
2) On the last Friday before
payday, check the aproval box to
send hours to your supervisor
Payoll Pay Period
6) On payday checks
or advices are issued
Processing Time
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http://webadvisor.wlu.edu/
Web Advisor Log In
Log In is the same as your
GroupWise logon
Web Advisor Main Menu
Welcome Jane!
Click Here
Web Advisor Main Menu
Pay Advices
• Look up previous pay advices
Time Entry
• Hours that apply toward your next
paycheck
• Can be done daily or weekly
• Must approve and submit hours to
supervisor on the last day of the pay
period by midnight
Time History
• Look up hours used for previously issued
paychecks
Time Approval (for supervisors)
• Review and approve employees hours
by noon on Monday before pay day
Employee history (for supervisors)
• Look up hours used for previously issued
paychecks for employees
Welcome Jane!
Administrative Assistant
Select position and submit
Sally Super
Time Entry – Top of screen
Welcome Jane!
Ms. Sally Super
Administrative Assistant
Floating Holidays
University Holiday
28.00
Hours available for
the calendar year
Hours used in
each category
Vacation
Hours
[email protected]
Washington and Lee University, 11/15/2007
Vacation
• Vacation runs on a calendar year basis
• Employees and/or their supervisors must keep
track of time used
• Employees are allowed to carry five vacation days
from one year to the next with permission of
supervisor
• Vacation time is prorated for both newly hired
employees and terminating employees
Holidays
• The University observes the following scheduled
holidays:
– Independence Day
– One- half day before Thanksgiving
– Thanksgiving Day
– The day after Thanksgiving
– Three days during the Christmas/New Year holiday
season
Full-time benefit eligible employees have four floating holidays –
no payment for this time if the employee leaves the University
Bereavement Leave
• Paid leave at the time of a death of a member of the
immediate family is arranged with the supervisor
• Requests for paid leave at the time of a death of a
person outside the immediate family are considered
on an individual basis
Military Leave
• Salary is continued for employees fulfilling a
military/training obligation- no deduction for military
stipends
• If an employee is called to active duty military
service, the University will afford all reemployment
rights, compensation, and benefits provided for by
The Uniformed Services Employment and
Reemployment Rights Act of 1994 (USERRA) and
other applicable law -for specifics, contact HR
Family and Medical Leave
• Family Medical Leave Act of 1993 (FMLA) establishes
minimum unpaid leave for eligible employees in
certain circumstances
• Eligibility
– 12 consecutive months of employment and
– 1,250 hours worked in previous twelve months
• Twelve weeks leave entitlement every twelve months
(rolling calendar year back from date of leave start)
Family and Medical Leave (cont.)
• FMLA runs concurrently with these paid leaves: sick
leave, parental leave, and leave due to a workrelated illness or injury
• Employee has a federally guaranteed right to return
to work to the same or equivalent job and the right
to continued health benefits for 12 weeks
• HR must be notified as soon as it is known that an
employee will be out for more than ten (10) working
days
Family and Medical Leave (cont.)
• Qualifying Leave Circumstances:
– Birth and care of employee’s child (first 12 mos.)
– Placement of a child for adoption or foster care with
(first 12 mos.)
– Employee needed to care for a child, spouse or parent
with a serious health condition
– Employee unable to perform essential functions of the
position due to own serious health condition
Family and Medical Leave (cont.)
• Recent amendments to FMLA (1/28/08):
• Eligible employees may be entitled to:
– Up to 26 weeks of leave for family members caring for
military veterans injured on active duty
– Up to12 weeks of leave to immediate family members of
armed services personnel because of “qualifying
exigency” (associated with immediate or impending call
to active duty)
Parental Leave
• Eight (8) consecutive weeks of paid leave may be
provided to each birth mother or new adoptive
mother who is a full-time staff or faculty member
and who temporarily relinquishes the duties of her
position following childbirth or adoption
• Eligible faculty/staff not assuming primary caregiver
responsibilities are eligible for two (2) weeks of paid
parental leave (within first 3 months of birth or
adoption of pre-school age child)
Parental Leave (cont.)
• All parental leave must be approved by the employee
supervisor/Dean and HR
• Parental Leave runs concurrently with FMLA leave
Sick Leave
• Paid leave may be extended for up to six calendar
months
• Sick leave is allowed for employee health only (not
for spouses or children) - can be taken for employee
doctor/dentist appointments
• Employees must promptly notify supervisor when
sick or injured – if over three days, must provide
written doctor’s notice to supervisor, verifying that
absence was due to illness or injury – supervisor
should forward notice to HR
Sick Leave (cont.)
• Sick leave runs concurrently with FMLA Leave – must
be designated in writing by HR
• Supervisors and other department personnel should
avoid all medical inquiries - HR should handle all
inquiries with employees and communications with
health providers
Workers’ Compensation
• Supervisors must report any work-related accidents
and/or injuries to the Director of Environmental
Health and Safety (Paul Burns - extension 8175)
within 24 hours of the occurrence regardless of
severity
• Incident/accident report forms are online at HR and
General Counsel websites and available through
Director of EH&S
Workers’ Compensation (cont.)
• Supervisors are required to keep the Director of
EH&S aware of any time missed by employees due to
a work-related illness or injury
• Time off for work-related injury or illness runs
concurrently with FMLA leave – must be designated
by HR
Options Following Medical Leave
and Workers’ Comp Leave
• HR will work directly with the employee, physicians
and supervisors to determine eligibility for return to
work
• Employees may not return to full duty until HR has
received release from physician and (if applicable)
workers’ compensation carrier
Options Following Medical Leave
and Workers’ Comp Leave (cont.)
• Modified light duty or reduced hours on a temporary
basis within employee’s department or elsewhere on
campus during recovery may be considered
• If employee is unable to return to work at the end of
six months, HR may work with employee to file for
long-term disability
Jury Duty
• The University continues employee compensation
while employees are performing jury duty with no
deduction for compensation received from the State
Court Appearances
• Time off to testify in court will be charged to vacation
unless employee requests unpaid leave
• Time off to testify in court on behalf of the University
will be paid
Other Unpaid Leaves of Absence
• Requests for other unpaid personal leave should be
directed to supervisors
• Executive Director of HR must approve any unpaid or
paid leaves of absences beyond those described here
• Criteria such as departmental need and workload,
seniority, overall work record, and the specific nature
of the request are among the factors considered
To:
All Employees
From:
Office of Human Resources
Date:
January 2, 2008
Re: Official Notice of Required University-wide Overtime Policy for Non-Exempt Employees
In an effort to bring clarity and consistency to the University’s policy on overtime, President’s Council on the
advice of Human Resources has adopted the following standard for overtime calculation to be utilized
University-wide effective January 1, 2008. While it would be possible for the University to establish a
more stringent policy which follows exactly the guidelines established through FLSA, the University has
established the following approach which allows hours for vacation, holiday and sick time to count toward
the total hours worked in each week.
Payment of Overtime for Non-Exempt Employees
Washington and Lee University administers overtime in compliance with federal and state overtime provisions.
Overtime will be paid at a rate of time and a half for hours worked in excess of 40 during a workweek. The
workweek begins at 12:01 AM on Saturday and ends at midnight on Friday. Although not required by law,
time off for vacation, holidays and illness that occur within the workweek will be included as worked time
in the calculation of overtime for that workweek.
Federal law allows time off in lieu of overtime pay under the following two conditions: Time off is to be taken
at a rate of time and one-half for each hour worked over 40; and time off is to be taken within the same
pay period.
Official Notice of Required University-wide Overtime Policy for Non-Exempt Employees (cont.)
It is important to note that all overtime must be approved in advance by supervisors. Employees are expected to
work with their supervisors to determine when overtime may be required and seek permission to work those
additional hours.
When overtime becomes a consideration, supervisors will determine whether the overtime hours will be
compensated monetarily or with time off (in the same pay period). Some departments may opt to pay overtime
because time off in the same pay period may not be possible; other departments, to manage budgets, may prefer
that time off be granted within the pay period. With this flexibility comes the responsibility of supervisors to
actively manage budgets, and communicate, in advance, how overtime situations will be handled.
When overtime occurs in the first week of a two-week pay period, supervisors may choose to allow the additional
hours to be taken off at a rate of time and one-half in the second week in lieu of overtime pay. When overtime
occurs in the second week of a two-week pay period, overtime must be compensated as pay monetarily.
For employees with normally scheduled hours less than 40 per week, any hours under 40 are not overtime and
are compensated at the regular rate or taken off at the regular time in the same pay period. The accumulation of
compensatory time is not allowed by the Fair Labor Standards Act and in order to comply with this federal law,
the University cannot allow individuals or departments to accumulate compensatory time.
To:
From:
Date:
Re:
All Employees
Office of Human Resources
January 31, 2008
Emergency Closing or Delay of the University
Continuing with our efforts to bring clarity and consistency to University policies, the policy below has
been revised and is effective immediately. Please call the Office of Human Resources if you have any
questions.
Emergency Closing or Delay of the University
There is a need to continue essential services and provide for the University’s residential students even in
cases of extreme adverse weather. Therefore, every effort will be made to maintain the University’s
normal operations.
Employees who choose not to work when the University is open, should charge the time to vacation.
Supervisors may allow employees to make up lost time.
Communicating Delays
When there is a closing or delay, the University will use the following communication outlets.
- Emergency Hot-line: 462-5277 or x5277 (on-campus)
- University Web Site
- Broadcast e-mail and/or voicemail
- Radio: WREL AM, WWZW FM, WVTF (Roanoke NPR), WMRA (Harrisonburg NPR, WKDW (Staunton)
- Television: WDBJ (Roanoke), WSLS (Roanoke), WSET (Lynchburg)
- Rockbridge Weekly on-line
Emergency Closing or Delay of the University (cont.)
Essential Employees
Because of the essential nature of their work, Student Health Center nurses and personnel in Public Safety,
Dining Services, and Facilities Management are expected to report to work as close to schedule as possible or
to continue to work their regular schedule, even when the University is closed, unless they are specifically
instructed otherwise.
In the event of inclement weather and the delay or closing of the University, the following provisions apply
with regard to reporting to work and compensation:
Non-exempt employees, who are also non-essential, benefit-eligible employees, scheduled to work but do
not report to work due to delay or closing, will be paid straight time according to their scheduled hours for the
time that the University is delayed or closed.
Non-exempt, essential employees (including temporary employees) in Dining Services, Facilities Management,
Public Safety and Student Health, are asked to report to work at their regularly scheduled time during a delay
or closing. Pay will be as follows:
If the University closes, essential employees who work within the timeframe of 12:01 AM until 12 PM on the
day of University closing will be eligible for compensation for hours worked at a rate of double-time.
Emergency Closing or Delay of the University (cont.)
In the event of a delayed opening, all essential employees who work are eligible for double-time from
12:01 AM until the delayed opening of the University.
In the event of an early closing, all essential employees who work will be eligible for double-time for hours
worked from early closing until 12 PM.
Time off in lieu of compensation is not an option.
These pay provisions do not apply to exempt employees.
Minutes Conversion Chart
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Time Entry
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