Timecard and Call Back Policy Training

1. Timecard and Call Back Policy Training New Overtime and Call Back Pay Policy

2. Agenda • Supervisor Responsibilities for Timecards • Federal Work-study Information • Overtime and Callback Review • Scenarios for Overtime and Callback • Examples of Timecards • Reminders • Questions

3. Supervisor Responsibilities Supervisor Checklist for Timecards (Identify a person who is responsible for collecting and turning in timecards every pay period) 1. Create a list of individuals who work in your area. Use this as a checklist to make sure all timecards are turned in. **May Request a list from Human Resources** 2. Communicate to employees when timecards are due. Advise them if timecards are not turned in they won’t get paid and they may be subject to disciplinary action. 3. Secure all timecards for your work area. 4. Verify the employee's name, the org unit name and number and the pay period.  Correct the information by writing in the correct data.  If the org unit name and number is incorrect, go ahead and correct it, but also CONTACT HR IMMEDIATELY.   5. If you received a timecard for an employee that no longer works in your department, please prepare a PA form to separate that employee (if one has not been prepared). Also enter a zero on the timecard and include it with your department’s timecards. 6. Write the total hours for the two week time period on the timecard for the two week period. Even if some hours are unpaid time, this must be coded and reported (Refer to the back of the Timecard for proper codes). Please refer to your quota balance reports to ensure employee has enough leave time. 7. Verify for 100% FTE, benefit-eligible employees that their timecards have 80 hours for the two week period. Even if some hours are unpaid time, this must be coded and reported. Please refer to your quota balance reports to ensure employee has enough leave time. 8. If a regular employee with benefits is absent, please use the correct absence codes on the timecard. Please refer to your quota balance reports to ensure employee has enough leave time. 9. If an employee is on a leave of absence, please verify with Laura Guzman Ext. 2191 as to how the time card should be coded. If an employee is eligible for Short-Term Disability (STD) or Worker's Compensation (WC), please contact Laura Guzman immediately to ensure the days being recorded for STD or WC are being paid at a maximum of 2.8 hours a day. The additional 5.2 hours should be recorded as either ABUP or FMUP. If this employee is receiving both STD and WC then 8.0 hours is recorded as either ABUP or FMUP.

4. Supervisor Responsibilities (Cont.) 10. Check the cost center and fund account numbers!!!!  Supervisors should NOT be signing timecards without checking to ensure the time is being accurately charged to the correct accounts!  Contact your business office if you do not know the correct cost center or fund numbers. 11. If the cost distribution change is only for one pay period and NOT for future time cards, please note that exactly on the bottom half of the time card. Payroll will only make the change for that one time card. 12. Verify employee signed the timecard. 13. Sign the timecard on the Supervisor line.  Also, if more than one cost center is charged for hours worked, signatures must be secured from supervisors that have signature authority over those cost centers. To help clarify which cost centers and funds overtime should be charged to, you may write notes on the timecard. 14. Please sort your timecards by ORG UNIT NUMBER (not name) and then sort the timecards alphabetically within each org unit. 15. Turn in all Previous Pay Period (Retroactive) time cards in a separate group from the current time cards, please highlight the Pervious Pay Period Dates on each of these timecards. Please sort the same as #14 above.  16. Supervisors should receive all timecards and turn them in as a group, EMPLOYEES SHOULD NOT DROP OFF TIMECARDS. 17. After timecards have been sent back to Payroll by the deadline date and changes to employee’s hours are needed, the supervisor must email payroll at payroll@calumet.purdue.edu. In the email please include the employee’s name, your departments Org. number, the date the change needs to be done on and the amount of hours. Also include if we are changing payroll codes: Regular, Overtime, Sick, Vacation, etc. 19. Please contact the Payroll Department if you cannot meet the payroll deadline A.S.A.P.

5. Frequently Asked Questions Question:  Must we have both the employee and supervisor signatures before we enter time in SAP for payment?  Yes, except in emergency situations or situations when the Purdue's central payroll office unexpectedly alters deadlines and there is no opportunity to obtain signatures.   It is acceptable to use faxed copies of signed timecards as long as there is a process in place to obtain the originals and reconcile them with the fax copies to ensure the information is the same. It is also acceptable to have another individual appointed as a delegate for the supervisor to sign when the supervisor is on vacation or out of the office. Supervisors and/or delegates should not sign for the employee, though. If a person has signed their card, but the supervisor has not, and is not available, and the deadline is here…do we turn in or not turn in?  If an employee has not signed, but the supervisor has verified the hours and signed…do we enter for payment, or not?  It is acceptable to have someone delegated to sign timecards when the supervisor is unavailable. If there is not an emergency and the deadlines have not been shortened or changed unexpectedly, time should not be entered unless both signatures are on the timecard.  With planning, the employee can fill out and sign the timecard and the supervisor or a delegate can also sign.  Following are examples of exceptions… 1.       Personnel in the hospital cannot sign their card, but supervisor has verified hours and signed - This would constitute an "emergency," and it makes sense go ahead and process.  2.       Personnel on leave actions  -  It is the practice  to have the employee fill out the timecards with the regularly scheduled work hours, holidays, etc. before going on leave.  Then the supervisor can sign as the timecards are turned in, and note on the card that the employee filled it out before the leave began. 3.       Employees work once a week, and we have requested time cards early for early deadlines, and it is not their scheduled work day yet.  Again, the practice would be to have the employee fill out the timecard early and then obtain the supervisor/delegate signature so that the timecard can be processed. 4. A student employee leaves the department and doesn’t sign the final timecard. The supervisor should enter the regularly scheduled hours, sign, and note on the timecard that the student has left employment without signing the card.

6. Federal Work-study • When a department hires a federal work-study student an award amount is given • Department Pays 15% of the wages • Federal Work-study Pays 85% • Wages are tracked in Payroll each pay period • Payroll emails the department once the student’s work-study balance is $300-the department will be responsible for paying amounts that exceed the work-study award • Account number sample for Time Card: (Dept) 1004002000 7500021424 21010000 15% (FWS) 1093001003 61019006 85%

7. Overtime and Callback PayEffective January 3, 2011 • Overtime & Callback Policy Change • Overtime • Nonexempt employees • For all hours in paid status in excess of 40 in any single workweek • Callback Pay • Nonexempt, benefits-eligible employees • Receive when, after leaving a scheduled work shift, the employee is required to return to the workplace outside of the employee’s normal work schedule • Not provided when extra work is scheduled in advance or when employees are asked to stay past the end of their regular work shift or to report to work early • Receive a premium payment equivalent to two hours of regular pay and are compensated for all hours worked • All time worked in callback status is included to determine overtime eligibility • Callback premium payment is not included when calculating overtime eligibility

8. ScenariosFor the following scenarios, assume the employee normally works M-F, 8am – 5 pm • On Wednesday, a supervisor asks her secretary to come in on Saturday morning to start coffee for the conference being held and a few other tasks. The tasks take 30 minutes, then the secretary leaves. • Is the employee eligible for callback, straight time, or overtime?

9. ScenariosFor the following scenarios, assume the employee normally works M-F, 8am – 5 pm • The employee will be paid for 30 minutes at the appropriate rate. If she has 40 hours recorded for the week in paid status, then she will receive 30 minutes at the overtime rate. If not, she is paid for 30 minutes at her regular rate. • This is not considered callback because the work was scheduled.

10. ScenariosFor the following scenarios, assume the employee normally works M-F, 8am – 5 pm • On Tuesday evening, it started snowing heavily into the night. Early Wednesday morning at 3:00 am, a supervisor calls her grounds maintenance operator and tells her to report to work at 6:00 am. She reports to work at 6:00 am and works until 5:00 pm. • Is the employee eligible for callback, straight time, or overtime for the hours between 6:00 am – 8:00 am?

11. ScenariosFor the following scenarios, assume the employee normally works M-F, 8am – 5 pm • This is considered callback pay because the work was unscheduled, even though it became an extension of her workday. • The employee will receive two hours of callback premium pay at the regular rate due to the inconvenience of being called in early plus pay for the actual time worked (2 hours) at the appropriate rate of pay. • Overtime if over 40 hours exist • Straight time if less than 40 hours exist

12. ScenariosFor the following scenarios, assume the employee normally works M-F, 8am – 5 pm • On Monday afternoon, prior to the employee leaving his shift, his supervisor tells him to report to work an hour early the following morning. The employee reports to work the following morning at 7 am and works until 5 pm. • Is the employee eligible for callback, straight time, or overtime for the hours between 7:00 am – 8:00 am?

13. ScenariosFor the following scenarios, assume the employee normally works M-F, 8am – 5 pm • He is paid for one hour at the appropriate rate of pay. • Overtime if over 40 hours exist • Straight time if less than 40 hours exist • This is not considered callback because prior to leaving his shift the previous day, he was asked to report to work the next day earlier than his normal start time.

14. ScenariosFor the following scenarios, assume the employee normally works M-F, 8am – 5 pm • On Thursday, a supervisor calls a power plant operator at 8:15 pm and needs him to report to work within the next hour. The employee shows up at 9:00 pm and works until 11:30 pm. • Is the employee eligible for callback, straight time, or overtime?

15. ScenariosFor the following scenarios, assume the employee normally works M-F, 8am – 5 pm • This is considered callback because it was unscheduled and the employee reported to work. • The employee will receive two hours of callback premium pay at the regular rate plus the actual time worked (2.5 hours) at the appropriate rate of pay. • Overtime if over 40 hours exist • Straight time if less than 40 hours exist

16. Remuneration Statement • The employee’s paycheck will reflect:

17. Overtime Time Card Example • WEEK ONE Employee’s Hours Worked: • Mon – 8 hrs • Tue – 10 hrs • Wed – 8 hrs • Thu – 8 hrs • Fri – 10 hrs • Total Mon-Fri = 44 hrs • Overtime = 4 hrs

18. Overtime Time Card Example • WEEK TWO Employee’s Hours Worked: • Mon – 8 hrs • Tue – 12 hrs • Wed – 8 hrs • Thu – 8 hrs • Fri – 8 hrs vacation • Total Mon-Fri = 44 hrs • Overtime = 4 hrs

19. Overtime Time Card Example

20. Callback Pay Time Card Example • WEEK ONE Employee’s Hours Worked: • Mon – 8 hrs vacation • Tue – 8 hrs • Wed – 11 hrs • Thu – 10 hrs • Fri – 9 hrs • Total Mon-Fri = 46 hrs • Overtime = 6 hrs

21. Callback Pay Time Card Example • WEEK TWO Employee’s Hours Worked: • Mon – 9 hrs • Tue – 10 hrs • Wed – 10 hrs • Thu – 8 hrs (vacation) • Fri – 8 hrs (vacation) • Total Mon-Fri = 45 hrs • Overtime = 5 hrs

22. Callback Pay Time Card Example

23. Timecard Example for Unexpected Absence on Friday • WEEK ONE Employee’s Hours Worked: • Mon – 8 hrs • Tue – 10 hrs • Wed – 11 hrs • Thu – 8 hrs • Fri – 8 hrs (sick) • Total Mon-Fri = 45 hrs • Overtime = 5 hrs

24. Reminders • Overtime must be recorded and paid in the week it is actually worked • No Comp Time

25. Questions?