Timekeeping Notes August 15, 2017

Self Service Time Entry Non-exempt Nearest 10th of an hour (see conversion chart at end of presentation) Work week is Sunday through Saturday Must record actual hours work plus any exception time and meet workload effort. Example: Full time employee is considered 100% effort, and must record 40 hours of time each work week. A part time employee, let’s say at 32 hours per week, is 80% effort and must record 32 hours of time each work week.

Conversion Chart Minutes Tenths 1-6 0.1 31-36 0.6 7-12 0.2 37-42 0.7 13-18 0.3 43-48 0.8 19-24 0.4 49-54 0.9 25-30 0.5 55-60 1

Most Common Time Reporting Codes (TRC) Sick time (SCK, SCL, SKF…there are more) Vacation (VAC) Holiday (HOL) and Season Day (SEA or SEW) Overtime at regular rate (OTR) Overtime at time and a half rate (OTP) Emergency Closing Day (ECA or ECW) You can enter exception coding for a future pay period at any time.

Description of TRC’s SCK – preventative doctor appointments SCL – ill and out for the day SKF – child is sick (the key is who is the primary caregiver) VAC – used when planned vacation is taken HOL / SEA – used for holidays & season days OTR – used when actual number of hours does not equal what the HR system has reflected, but extra hours were worked up to 40 in the work week OTP – used with actual number of hours exceeds 40 hours in the work week ECA / ECW – used when the campus closes due to unexpected emergencies (such as power outages or snow)

Example: Employee works 40 hours per work week. The employee, with permission from their supervisor, worked an additional 2 hours on one of the work days. Monday through Friday, the employee worked 8 hours each day (no exception time was taken) except Thursday, they worked 10 hours. The employee would record 8 hours REG + 2 hours OTP for that day. In this case it is overtime at time and a half rate (OTP), since the employee actually worked 40 hours in the work week. If the employee had taken 2 hours or more of any exception time during this same week, then the 2 hours would be coded as OTR (overtime at regular rate). Key – You must work 40 hours in a work week in order to receive any additional hours at OTP (overtime at time and a half pay) otherwise any additional hours coded in a work week are considered OTR.

Completing Your Time Entry: Your supervisor can request that you enter comments into your timesheet in order to store important information related to that entry. The comments section is the small balloon reflected in the summary section. Example: Overtime worked – Can add the description of the work performed and perhaps the hours worked. Once the comment is entered, it can be added to, but never removed. Path: Wolverine Access > Faculty & Staff > Employee Self-Service > Time Reporting > Report Time > Timesheet

Storing or “Comp Time”: It is prohibited by the Fair Labor Standards Act (FLSA) to “store”, “save” or otherwise add up “comp time” for future use. All non-exempt employees must code time worked, time away from work, and additional time worked during that work week, as applicable.

Timekeeping Deadlines: Payroll’s website (see resource link page later in handout). Biweekly employees will receive their base salary each biweekly pay period regardless of when the time is approved. HOWEVER, all exception coding (vac, sick, overtime) cannot be processed until the entries are approved. Late time approvals will result in the lack of correct accrual reporting until approved.

What Your Paycheck Reflects: Biweekly regular employees are paid a biweekly rate which is their annual salary divided by 26. Regular hours are not reflected on the paycheck stub, but the salary is correct based on the appointment fraction in the system based on your job data. The key is to review the gross earnings as they should be the same each pay period, unless your appointment changes such as effort or salary.

Late Approvals / Prior Pay Period Adjustments (PPR’s) Late approvals and PPR’s are handled just like a current pay period except you need to click on the “previous period” link when you are on the time entry page. On the prior pay period page, make the time entry adjustments. Once approved, the late time report flag will be removed during the next payroll process.

Holiday and Season Day Pay 2017 / 2018 Thanksgiving & Christmas Holidays: Thanksgiving – Both Nov. 23rd and 24th should be coded as “holiday” Christmas and New Years – December 25th and January 1st should be coded as “holiday” Season Days: December 26th, 27th, 28th, 29th, should be coded as “season days” Note: Season day time reporting codes will not be active until Dec. 1st.

Links to Resources SPG Holidays http://spg.umich.edu/pdf/201.26-0.pdf SPG Sick Time http://spg.umich.edu/pdf/201.11-0.pdf SPG Vacation http://spg.umich.edu/pdf/201.64-0.pdf Payroll cutoffs & calendars http://www.finance.umich.edu/finops/payroll/forms/cutoffsdeadlines

Questions