Year End T&L and Leave Processing December 9, 2004 SSW Auditorium Presented by Susan Beckerman

Payroll Calendar Calendar was published for period December 2004 through June 2005 PP05-13 changes: –Processing begins Friday, 12/17 –Last call Wednesday afternoon, 12/22 Note early processing around Presidents Day in February and Memorial Day in May

3 PP (12/26-1/8) No Budget Retros will be processed 12/24-12/31 Time Admin will be run Tuesday 12/28 and Thursday 12/30 –Time entered on 12/27 and 12/28 can be approved on Wednesday –Time entered on 12/29 and 12/30 can be approved on Monday

4 PP (12/26-1/8) Paychecks will be distributed on Wednesday, December 29 th - Noon to 4PM only No advances until Monday, January 3 rd Employees are legally entitled to their paychecks on Thursday, December 30 th –You can hold a live paycheck until Monday if you have written permission from the employee FSPR cannot give paychecks directly to employees

5 PP (1/9-1/22) Entering leave for period 12/26 – 1/8 and possibly 12/12 – 12/25 if not done in There are only 3 days to enter Leave –Monday 1/10 through Wednesday 1/12 Do NOT enter Leave on 1/13 through 1/25 Shift and Overtime may be entered at anytime

6 CYE Leave Rollover The Leave Rollover will be processed on Tuesday, January 25 th –Adjusts for Annual in excess of 400 hours (pro-rated for FTE) –Adjusts for Personal time- deletes unused and accrues 24 hours (pro-rated for FTE) –Adjusts for unused Holiday time (allows 8 hours for New Years holiday)

7 CYE Leave Rollover Must have all leave entered for CY2004 in order for this process to be correct The process treats all leave used from 1/1-1/8 as if it were used in 2004 You may need to do manual adjustments if you disagree with lost leave (too much or too little) You will run Lost Leave report

8 Annual Leave Screen as of 1/8/05 Carried over from Previous Year –Balance as of 12/25/04 Earned YTD –Full Amount for (12/26-1/8) Hours Balance –May be over 400 for annual

9 Annual Leave Screen as of 1/22/05 Carried over from Previous Year –Balance as of 12/25/04 Earned YTD –Full amount for plus Lost YTD –Carryover balance plus pro-rated accrual (12/26-12/31 or 50%) less taken YTD less 400 max (pro-rated for FTE) Hours Balance –Carryover + Accrual YTD – Taken YTD – Lost YTD

10 PP05-16 and On-going No longer enter leave on Mondays of T&L week Wait until to enter leave on Tuesdays of T&L week Overtime and shift may be entered anytime We need to run leave accrual process from prior period before entering for new period

11 T&L Entry Calendar MonTuesWedsThursFri No Leave Entry (Shift & OVT ok) No leave entry until Enter leave (Payday) Enter leave Adjust leave

12 PP05-16 and On-going Leave accrual to be run on Tuesday morning instead of Wednesday night Keeps T&L leave in sync with leave balances Nothing to prevent you from entering leave but if you do it may cause leave balances to be out of sync and warnings may not be correct

13 Leave Balances eUMB is book of record for non- faculty leave balances- basis for audit amounts Must insure that the balance as of 6/30 is the correct balance even if you use a shadow system Make adjustments to balances as necessary