Transcript F A Payroll Work-Leave Training 6/8/2015

Office of the Provost
Finance & Administration
Payroll & Work-Leave Reporting
Policy & Guidelines
June 8, 2015
http://www.washington.edu/provost/finance-administration/payroll//
HR Campus Operations: Contacts
HR Operations
Becky Seliga, Human Resource Specialist
[email protected]
543-9407
HR Recruitment
Joanie Moran, Recruiter
[email protected]
685-2528
HR Consultant
Renni Bispham, HR Consultant
[email protected]
685-7576
Chris Pierce, Human Resource Specialist
[email protected]
616-4434
Provost F&A Contacts – Payroll & Work-Leave
Kim Dinh
> FMLA management
Maria MacGregor
> Payroll onboarding
> Consulting/advising on leave usage & accrual
> Underpayments & overpayments
Amiee Kehrer
> OPUS (UW Payroll System) entries
> OWLS (Work-Leave Reporting) entries
> Consulting/advising on completing timesheets
Time Reporting
Establishing Work Schedule
Based on the FTE (already established in the hiring
approval), establish a standard work schedule for your
employee that fits the service and operational needs of
your unit.
BEST PRACTICE: Same number of hours per day (total
hours per week / # of days worked)
Example: 100% FTE Work Schedule (5 x 8)
Example: 100% FTE Work Schedule (4 x 10)
NOTE: Justification for non-traditional schedules (4 10s) must be documented
Example: 80% FTE Work Schedule (5 x 6.4)
Example: 80% FTE Work Schedule (4 x 8)
Establishing Work Schedule
Supervisor responsibilities:
• Work schedule of the employee should ensure that the unit’s services and
operations are fully covered, 8 AM – 5 PM, Monday-Friday
• Confirm that actual work schedule follows the established work schedule
• Non-traditional work schedule should be documented between supervisor
and employee with a copy to Provost F&A.
• Once established, the work schedule cannot be changed for personal
convenience.
• Confirm that hours worked per week fit the employee’s FTE
• If it differs, review work schedule and the position’s
duties/responsibilities
When to contact Provost F&A:
• If the work schedule is non-traditional
• If there are permanent changes in the work schedule
• If there are changes in the FTE
Overtime (OT) Exempt
OT Exempt: Work, on average, a 40-hour week
– Actual hours per day may differ, but should average to 40
hours per week overall
Supervisor Responsibilities:
• In your regular meetings, evaluate your employees work load
• If OT exempt is regularly working above average, check in with
employee. Is the work load too high? Are there efficiency issues?
When to contact Provost F&A:
• If there may need to be a change in FTE
• If there is a performance issue
Overtime (OT) Eligible
DEFINITION dependent on employment program:
• Classified Staff OT: Hours worked + leave hours + holiday
hours is greater than 40 hours / week
• Pro Staff OT: Hours worked is greater 40 hours / week
• Hourly OT: Hours worked is greater than 40 hours per week
Supervisor Responsibilities:
• Preapprove (in writing) any overtime hours and whether it will
be paid out or accrued as comp time.
• Accrued comp time for classified or professional staff must be
used by or paid out by June 30th of each year.
When to contact Provost F&A:
• To report OT hours to be paid out for an employee (must
occur before the end of the pay period in which OT occurred)
Leave Reporting
Leave Accrual
Accrual rates are dependent upon:
• Employment program
• Prior service credit
• FTE
Accrual Rates – Professional Staff
NOTE: Amounts based on 100% FTE and are prorated for FTEs less than 100%
Accrual Rates – Classified Staff
NOTE: Accrual rate may differ depending on labor contract
Prior Service Credit
Annual Leave:
• Previous UW or state service in a monthly-paid position totaling at
least 48 months may be applied toward a higher annual leave
accrual rate
Sick Leave:
• Former state employees who are rehired as UW classified nonunion employees within five (5) years of separation are eligible to
have their previous sick leave balance reinstated.
• Former state employees who are rehired as UW contract classified
staff, professional staff or librarians within three (3) years of
separation are eligible to have their previous sick leave balance
reinstated.
Prior Service Credit Form:
http://www.washington.edu/admin/hr/forms/crediting.request.docx
Leave Without Pay (LWOP)
Leave Without Pay (LWOP) occurs when:
•
An employee does not have sufficient paid leave accrued to cover his/her absence
•
A classified staff employee has not completed his/her probationary period
Important :
•
LWOP be reported to Provost F&A within the pay period that the LWOP occurred
or overpayment may occur
•
If LWOP exceeds 10 work days in a given month, employee does not accrue leave
for that month
•
Classified staff and professional staff OT eligible can make up hours within the
same work week rather than take LWOP
•
Professional staff OT exempt cannot make up hours, must be taken as LWOP
•
A holiday immediately following a day of LWOP is also a day without pay
Leave That is Accrued Can Be Used For:
Annual Leave
Sick Leave
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Vacation
Education
FMLA or ADA-covered leave
Parental bonding
Childcare or eldercare emergencies
Other personal reasons
Illness or injury
FMLA-covered leave
Medical or dental appointments
Bereavement or condolence
Pregnancy and child birth
Childcare or eldercare emergencies
Accrual rates are dependent on employment program, length of service, and FTE.
Newly hired staff who start before the 16th accrue leave at the end of that month. Staff who start
on or after the 16th will not accrue hours until the end of the next month. Same rule in opposite
applies for separation date. Staff who end before the 16th will not accrue hours for that month.
Staff who end on or after the 16th, will accrue leave hours in full for that month.
Contract classified staff must complete a probationary period prior to using any paid vacation
hours. Probationary employees are eligible to use accrued sick leave, comp time or holiday credit,
and Personal Holiday (if 4 months of service are already completed) during the probationary
period. Usage will extends the end of the probationary period.
Leave That Is Granted
Bereavement Leave
• Death of a family or household member
• Max 3 shift days per event
Civil Leave
• Paid leave for jury or other subpoenaed civil duties
• Not for personal issues
Discretionary Leave (Professional Staff only)
• Recognition of noteworthy achievement and work effort
• Max of 6 days per calendar year
• Must have prior approval of Dept Head:
http://www.washington.edu/provost/files/2015/02/Discretionary-Leave-RequestFILLABLE.pdf
Military Training Leave with Pay
• Paid training leave for employees under military orders
• Up to 21 working days per year
Requesting and Approving Leave
Employee Responsibilities
• Know accrued leave balances and usage policies
• Leave requested in advance and in writing to supervisor
• Ensure business continuity
Supervisor Responsibilities
• Understand leave usage policies
• Make sure that employee has sufficient leave accrued or LWOP is
acceptable
• Document approval of leave request in writing
• Report LWOP to Provost F&A in advance of pay period end date
• Ensure business continuity
Understanding partial day absences
Documenting Work-Leave
• Overtime Eligible Positions
– Use OT-Eligible Work-Leave Form:
http://www.washington.edu/provost/files/2015/03/Work-Leave-Report-OT-Eligible-FILLABLE.pdf
– Work-leave reports must be completed submitted at the end of each payroll
period (15th and 30th/31st of each month)
– Note actual # of hours actually worked per day
– Note actual # of hours of leave taken
• Overtime Exempt Positions
– Use OT-Exempt Work-Leave Form:
http://www.washington.edu/provost/files/2015/01/Work-Leave-Report-OT-Exempt-FILLABLE.pdf
– Work-leave reports must be completed submitted at the end of each month
– Note days worked with an “X”
– Note actual # of hours of leave taken
Example: OT Eligible Work-Leave Record
(January 2015)
Example: OT Exempt Work-Leave Record
(January 2015)
FMLA
Renni Bispham, HR Consultant
Office of the Provost
Finance & Administration
Q&A
June 8, 2015
http://www.washington.edu/provost/finance-administration/payroll/