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Time Record Training

Time Record Training. Human Resources. Agenda. Timesheet Overview Types of Payments Overtime Compensatory Time Extra Time Shift Premium Holiday Premium On Call Emergency Call Back Adverse Weather Questions. Timesheet Overview. Why does the timesheet matter?

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Time Record Training

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  1. Time Record Training Human Resources

  2. Agenda • Timesheet Overview • Types of Payments • Overtime • Compensatory Time • Extra Time • Shift Premium • Holiday Premium • On Call • Emergency Call Back • Adverse Weather • Questions

  3. Timesheet Overview • Why does the timesheet matter? • Fair Labor Standards Act (FLSA) • Uses duties and salaries to determine exempt vs. non-exempt status • Sets minimum wage, hours worked, overtime and time record standards • Enforced by the Department of Labor • Legal Document • Who completes the timesheet? • Only Non-Exempt Employees (SPA & EPA)

  4. Timesheet Overview • SPA vs. EPA (University Designation) Any EPA or SPA employee can be Exempt or Non-Exempt • Exempt vs. Non-Exempt (Federal Designation) • Exempt from Fair Labor Standards Act: • No Overtime • Do not complete time records • Non-Exempt from Fair Labor Standards Act: • Overtime • Must complete time records • Earn extra time when overtime does not apply (hour for hour)

  5. Timesheet Overview • Are in/out times required? • 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 • Who signs the document? • Employees & Supervisors (sign & full date = mm/dd/yyyy) • How do I make corrections? • Employee & Supervisor must both cross out & initial any correction

  6. Timesheet Specifics • Work Week • 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 • Nearest Quarter Hour • See Rounding/Conversion Example • Recording Time • Hours worked each day • Electronic Timesheet

  7. Overtime • Premium rate for hours physically worked in excess of 40 in a single work week • Physically Worked (not counting leave) • Must be recorded on timesheet • Compensation • Paid at 1.5 times Regular Hourly Rate • Supervisory Approval • Prior permission to work overtime is required • No Voluntary Time • Non-Exempt employees cannot volunteer to work

  8. Compensatory Time • Alternative to Paying Overtime • Department Heads Decide whether to pay out overtime or award Compensatory Time • Earned at 1.5 times the number of hours worked • Entered into the Web Leave System

  9. Comp Time Rules • Earned by Non-Exempt Employees • Any available Comp Time must be used before Annual Leave • Employees may choose to use Sick Leave rather than available Comp Time • Supervisors can require employees to use Comp Time

  10. Comp Time Supervisor Reminders • Cannot age past 12 months or accumulate over 240 hours • Comp time that exceeds these limits must be paid out by the department in the next regular paycheck • Allow Comp Time to be used timely • Supervisor should not deny requests to use comp time unless the leave will “unduly disrupt operations”

  11. Extra Time • Non-Exempt Employees • Exempt Employees do not earn Extra Time • Hours worked < 40 but hours reported > 40 • Hours Reported = Time Worked + Leave Taken • Straight Time • Paid out at hourly rate; or • Entered into Leave System on hour for hour basis • Must be used within 12 months • Non-Exempts: Unused time is paid out

  12. Shift Premium • 10% Premium on Hourly Rate • Scheduled 2nd or 3rd Shifts • Shifts must be designated & documented by Manager • Only Actual Hours Worked • Premium is not earned on leave or lunch breaks • Shift Premium Overtime

  13. Holiday Premium • Awarded to Non-Exempt and Exempt employees who are required to work on Designated University Holidays • Paid at 1.5 Times Regular Hourly Rate • Equal time off for time worked on Holiday • Up to 8 hours per day • Entered as Extra Time

  14. On Call • Only Designated Jobs/Employees • Designated roles are reported to HR annually • Usually Non-Exempt, but some Exempt • On-Call Employees Must be Available • On-Call Compensation • $1.50 per hour

  15. Emergency Call Back • When an On-Call employee is requested to respond on short notice to an emergency work situation • Includes working via telephone or computer • Includes travel time to and from work • Counted towards Overtime Pay • Subtracted out from On-Call Hours Paid

  16. Emergency Call Back Pay • Non-Exempt • Returned to Work • Actual Time Worked or 2 Hours (whichever is greater) • Can be Paid out or awarded as Comp Time Off • Telephone/Computer Response • Actual Time Worked or 30 Minutes per Response (whichever is greater) • Maximum 4 responses = 2 Hours • After 4 calls, employee receives actual time worked • Can be Paid out or awarded as Comp Time Off

  17. Adverse Weather • Status • University is Closed, Essential Personnel Only • University will Open Late, Essential Personnel Report Normally • Classes are Cancelled,Adverse Weather Advisory • Classes are InSession, Adverse Weather Advisory • Essential Personnel • Employees who have had prior written/verbal notification from their manager that they need to report to work under Adverse Weather conditions

  18. Adverse Weather Pay • Non-Essential Personnel • Closing/Late Openings • Leave will be granted to cover hours missed • Adverse Weather Advisory • 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 • Closing/Late Openings • Must report to work as normal • Earn equivalent time-off (or overtime if applicable for non-exempt employees

  19. Rounding Examples • 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

  20. Hour/Minute Conversion • Decimal Time vs. Hour:Minutes .00 = :00 .25 = :15 .50 = :30 .75 = :45

  21. Contacts • Angela Nicholson, Consultant • Angela_Nicholson@ncsu.edu • 515-4294 • Eraina Weems, Specialist • Eraina_Weems@ncsu.edu • 515-7175 • Deborah Wright, Director Classification & Compensation Deborah_Wright@ncsu.edu 515-4290 • Jenna Evenson, Consultant Jenna_Evenson@ncsu.edu 515-4291 • Pamela Bragg, Consultant Pam_Bragg@ncsu.edu 515-4293

  22. Additional Resources Electronic Timesheet: http://www7.acs.ncsu.edu/hr/forms/#timesheets Leave Policies: http://www7.acs.ncsu.edu/hr/hrim/leave.asp

  23. Questions

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