Transcript Quick Start Program - Nc State University

Time Record Training
Human Resources
Agenda
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Timesheet Overview
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Types of Payments
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Overtime
Compensatory Time
Extra Time
Shift Premium
Holiday Premium
On Call
Emergency Call Back
Adverse Weather
Questions
Timesheet Overview
• Why does the timesheet matter?
– Fair Labor Standards Act (FLSA)
a. Uses duties and salaries to determine exempt vs. non-exempt
status
b. Sets minimum wage, hours worked, overtime and time record
standards
c. Enforced by the Department of Labor
– Legal Document
• Who completes the timesheet?
– Only Non-Exempt Employees (SPA & EPA)
Timesheet Overview
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SPA vs. EPA (University Designation)
Any EPA or SPA employee can be Exempt or Non-Exempt
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Exempt vs. Non-Exempt (Federal Designation)
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Exempt from Fair Labor Standards Act:
a.
b.
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No Overtime
Do not complete time records
Non-Exempt from Fair Labor Standards Act:
a.
b.
c.
Overtime
Must complete time records
Earn extra time when overtime does not apply (hour for hour)
Timesheet Overview
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Are in/out times required?
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Who signs the document?
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Departments can decide to make In/Out times mandatory
If In/Outs are used in a department, they must be used
consistently for all employees and all pay periods
Employees & Supervisors (sign & full date = mm/dd/yyyy)
How do I make corrections?
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Employee & Supervisor must both cross out & initial any
correction
Timesheet Specifics
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Work Week
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Begin and end dates may not match up to calendar months
See ‘Time Sheet Inclusive Dates’ Schedule
From Saturday 12:00 AM through Friday 11:59 PM
Overlapping shifts are paid on the day they started
Rounding
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Nearest Quarter Hour
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See Rounding/Conversion Example
Recording Time
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Hours worked each day
Electronic Timesheet
Overtime
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Premium rate for hours physically worked in
excess of 40 in a single work week
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Compensation
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Paid at 1.5 times Regular Hourly Rate
Supervisory Approval
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Physically Worked (not counting leave)
Must be recorded on timesheet
Prior permission to work overtime is required
No Voluntary Time
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Non-Exempt employees cannot volunteer to work
Compensatory Time
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Alternative to Paying Overtime
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Department Heads Decide whether to pay out
overtime or award Compensatory Time
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Earned at 1.5 times the number of hours worked
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Entered into the Web Leave System
Comp Time Rules
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Earned by Non-Exempt Employees
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Any available Comp Time must be used
before Annual Leave
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Employees may choose to use Sick Leave
rather than available Comp Time
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Supervisors can require employees to use
Comp Time
Comp Time Supervisor Reminders
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Cannot age past 12 months or accumulate over
240 hours
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Comp time that exceeds these limits must be paid out by
the department in the next regular paycheck
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Allow Comp Time to be used timely
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Supervisor should not deny requests
to use comp time unless the leave will
“unduly disrupt operations”
Extra Time
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Non-Exempt Employees
Exempt Employees do not earn Extra Time
Hours worked < 40 but hours reported > 40
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Straight Time
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Hours Reported = Time Worked + Leave Taken
Paid out at hourly rate; or
Entered into Leave System on hour for hour basis
Must be used within 12 months
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Non-Exempts: Unused time is paid out
Shift Premium
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10% Premium on Hourly Rate
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Scheduled 2nd or 3rd Shifts
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Only Actual Hours Worked
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Shifts must be designated & documented by Manager
Premium is not earned on leave or lunch breaks
Shift Premium Overtime
Holiday Premium
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Awarded to Non-Exempt and Exempt
employees who are required to work on
Designated University Holidays
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Paid at 1.5 Times Regular Hourly Rate
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Equal time off for time worked on Holiday
– Up to 8 hours per day
– Entered as Extra Time
On Call
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Only Designated Jobs/Employees
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Designated roles are reported to HR annually
Usually Non-Exempt, but some Exempt
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On-Call Employees Must be Available
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On-Call Compensation
– $1.50 per hour
Emergency Call Back
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When an On-Call employee is requested to
respond on short notice to an emergency work
situation
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Includes working via telephone or computer
Includes travel time to and from work
Counted towards Overtime Pay
Subtracted out from On-Call Hours Paid
Emergency Call Back Pay
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Non-Exempt
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Returned to Work
a. Actual Time Worked or 2 Hours (whichever is greater)
b. Can be Paid out or awarded as Comp Time Off
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Telephone/Computer Response
a. Actual Time Worked or 30 Minutes per Response
(whichever is greater)
b. Maximum 4 responses = 2 Hours
c. After 4 calls, employee receives actual time worked
d. Can be Paid out or awarded as Comp Time Off
Adverse Weather
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Status
1. University is Closed, Essential Personnel Only
2. University will Open Late, Essential Personnel Report
Normally
3. Classes are Cancelled, Adverse Weather Advisory
4. Classes are In Session, Adverse Weather Advisory
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Essential Personnel
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Employees who have had prior written/verbal
notification from their manager that they need to report
to work under Adverse Weather conditions
Adverse Weather Pay
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Non-Essential Personnel
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Closing/Late Openings
o
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Adverse Weather Advisory
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Leave will be granted to cover hours missed
Employee determines whether or not he/she can safely report to work
Use annual leave, comp time, or bonus leave; or
Make-up time as “straight time” within 12 months
Essential Personnel
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Closing/Late Openings
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Must report to work as normal
Earn equivalent time-off (or overtime if applicable for non-exempt
employees
Rounding Examples
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Nearest Quarter Hour
8:05 AM to 4:58 PM with 55 Minute Lunch Break
Rounded: 8:00 AM to5:00 PM with 1 Hour Lunch,
Hours Worked: 8
8:09 AM to 5:06 PM with 71 Minute Lunch Break
Rounded: 8:15 AM to 5:00 PM with 1 Hour, 15 Minute Lunch
Hours Worked: 7 Hours, 30 Minutes
7:50 AM to 5:08 PM with 50 Minute Lunch Break
Rounded: 7:45 AM to 5:15 PM with 45 Minute Lunch
Hours Worked: 8 Hours, 45 Minutes
Hour/Minute Conversion
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Decimal Time vs. Hour:Minutes
.00
.25
.50
.75
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:00
:15
:30
:45
Contacts
• Deborah Wright, Director
Classification & Compensation
[email protected]
515-4290
• Jenna Evenson, Consultant
[email protected]
515-4291
• Pamela Bragg, Consultant
[email protected]
515-4293
• Angela Nicholson, Consultant
[email protected]
515-4294
• Eraina Weems, Specialist
[email protected]
515-7175
Additional Resources
Electronic Timesheet:
http://www7.acs.ncsu.edu/hr/forms/#timesheets
Leave Policies:
http://www7.acs.ncsu.edu/hr/hrim/leave.asp
Questions