Transcript Entering Comp Time via Internet Native Banner (INB) Training

Banner Entry
Comp time
What is Changing?
• Compensatory time will be submitted through Banner, no
more paper copies sent to HR each month.
• Comp time earned and taken will be entered every pay period,
instead of every month.
• All compensatory hours in excess of 240 hours will be paid
out.
• Comp time will automatically be taken before vacation.
New Compensatory Time Policy
5.5 Fair Labor Standards Act
The Fair Labor Standards Act recognizes two basic categories of employees:
• Exempt: Employees not covered by the act
• Non-Exempt: Employees covered by the act
If an employee’s position is classified as non-exempt, the normal work week is forty (40) hours.
An employee is considered to have earned overtime when he/she has worked in excess of forty (40) hours in any work week. A
regular work week consists of forty (40) hours (from 12:00 a.m., Saturday through 11:59 p.m., Friday). It is the policy of the
University to arrange for all work to be completed within that period. It is recommended that prior authorization from the
employee’s immediate supervisor and the department head be given before an employee works in excess of forty (40) hours per
week.
In determining the number of hours worked by an employee within a given work week, time spent on Annual Leave, Sick Leave
and holidays will not be counted as time worked. Any leave or holiday time included in a work week that results in an excess of
forty (40) hours is to be compensated at straight time rates only. After excluding holiday and leave time from the total hours
worked, if there are still excess hours over forty (40), that time is to be compensated at time-and-a-half. If the manager
determines that it is in the best interest of the University to give monetary compensation for the overtime worked, a Comp Time
Payout Form along with documentation must be provided and approved by the department head and appropriate Vice
President.
The following actions are the preferred order for addressing the accumulation of compensatory time:
• Supervisors should adjust work schedules and/or leave approval during the workweek to prevent the accumulation of
compensatory time.
• Supervisors may request or direct employees to use their compensatory time during a period of time that has minimal
impact on the work unit’s operations. The action may be taken to reduce the accrued compensatory time balance and avoid
cash payments.
• Employees must exhaust all accrued compensatory time before use of annual leave.
• Employees may also use compensatory time in lieu of sick leave.
The Fair Labor Standards Act limits the amount of compensatory time most employees can accrue up to 240 hours.
Note: Requests by employees for use of Compensatory Leave Time are handled in the same manner as requests for Annual
Leave. Departments will work with employees to schedule Compensatory Leave Time that meets the employee’s needs and
least interrupts the duties for the department. Unused Compensatory Time will be paid upon termination of employment.
Payout Form
University of Central Arkansas
Compensatory Time
Payout Form
Name:
Department:
Employee
ID Number:
COMP TIME PAYOUT REQUEST
Number of Compensation Payout Hours requested:
Agreement: I hereby request a cash-out option of up to one hundred twenty (120) hours of accrued
comp hours under the following conditions:
a)
Employee must have at least eighty (80) hours accrued leave time remaining after the time of
cash out.
b)
Normal requests should be made no more than once per quarter
Reason for Compensatory Time Payout (Why work is designated as essential, cannot be completed
during workday, and is paid time instead of compensatory time):
Employee Signature
Date
Department Head Signature
Vice President Signature
Date
Date
Important Information to note
• The official timekeeper will be responsible for all department
time entry into Banner. (comp time and student, part time and
extra help timesheets)
• If you want other individuals to approve timesheets in your
department organization besides the official timekeeper, a proxy
will need to be set up via Employee Self Service for those
individuals.
• Timekeepers will only enter EARNED compensatory time into
Banner for each pay period.
• Employees will enter used compensatory time into self service
when they complete their leave report each pay period.
Important information cont.
• Timekeepers will have two(2) business days after the last day
of the pay period to enter earned comp time into Banner for
the previous pay period.
• If the payroll ends mid week it will go in with the next one.
• Ex. For March 1-15 payroll it will end on March 12. So, we will not
need the 14 & 15, until the next payroll because the week is split.
You wouldn’t know their overtime hours until the end of the week.
• When entering hours into Banner, you will be entering hours
for the pay period prior to the one we are in.
• For example, 3/1-3/15’s payroll ID is SM 17, but you will enter it
in Banner during payroll ID SM18.
2016 SM Payroll Schedule
Pay ID Pay Start Date Pay End Date Banner entry Due Date
13
14
15
16
17
18
19
20
21
22
23
24
1
2
3
4
5
6
7
8
9
10
11
12
1-Jan
16-Jan
1-Feb
16-Feb
1-Mar
16-Mar
1-Apr
16-Apr
1-May
16-May
1-Jun
16-Jun
1-Jul
16-Jul
1-Aug
16-Aug
1-Sep
16-Sep
1-Oct
16-Oct
1-Nov
16-Nov
1-Dec
16-Dec
15-Jan
31-Jan
15-Feb
28-Feb
15-Mar
31-Mar
15-Apr
30-Apr
15-May
31-May
15-Jun
30-Jun
15-Jul
31-Jul
15-Aug
31-Aug
15-Sep
30-Sep
15-Oct
31-Oct
15-Nov
30-Nov
15-Dec
31-Dec
SM: 14
SM: 15
SM:16
SM: 17
SM: 18
SM: 19
SM: 20
SM: 21
SM: 22
SM: 23
SM: 24
SM: 1
SM: 2
SM: 3
SM: 4
SM: 5
SM: 6
SM: 7
SM: 8
SM: 9
SM: 10
SM: 11
SM: 12
SM: 13
19-Jan
2-Feb
17-Feb
2-Mar
17-Mar
4-Apr
19-Apr
3-May
17-May
2-Jun
17-Jun
5-Jul
19-Jul
2-Aug
17-Aug
2-Sep
19-Sep
4-Oct
19-Oct
2-Nov
17-Nov
2-Dec
19-Dec
4-Jan
Dates to remember
• March 1-15, 2016: the first pay period that Compensatory
time will be entered into Banner.
• Time used can now be taken in the leave report on Self-Service.
• March 11, 2016: You will have access to enter earned comp
time into Banner Production Database. Before March 11, you
will only have access in the Convert Database to test.
Overtime or Straight time???
• When entering earned Comp time in Banner, there will be two options:
CTO(overtime) or CTE(straight time)
• Banner will automatically multiply hour entered into CTO by 1.5. If the
employee works 1 hour overtime that pay period, ONLY enter 1 hour into
CTO(NOT 1.5).
• Overtime is anything worked over 40 hours that week, not anything worked
over 8 hours in a day.
• Vacation, Sick, Education, Comp, or campus closings Do NOT count towards
hours worked for Overtime.
• Example:
Monday
Tuesday
Wednesday
Thursday
Friday
No lunch
Work 8:00 – 5:00 = 9
One hour lunch
Work 8:00 – 4:30 = 8
One hour lunch
Work 8:00 – 5:00 = 8.5
Thirty minute lunch
Work 8:00 – 4:30 = 8
Work 8:00 – 3:00 = 6.5
1.5 hour early close due to
ice - weather
Employee would earn 1.5 hours straight time. No time at time and a half.