South Dakota Board of Regents Graduate Students ACA Time Reporting South Dakota Board of Regents Updated 2018 Information in the briefing regarding ACA compliance is from: Dr. Shekelton – BOR legal counsel AND Paul Turman, Ph.D., Vice President for Academic Affairs South Dakota Board of Regents

“Time Reporting” for Graduate Assistants Graduate Assistant Type Required Time Reporting Graduate Teaching Assistants Graduate Lab Assistants (Eclass type 25) None - If they are the instructor of record in Colleague for the class/lab Graduate Teaching Assistants Graduate Administrative Assistants (Eclass type 26) Hourly Timesheet in SNAP – pay is based on hours entered. All hours worked are compensable. Graduate Research Assistants Work log that distinguishes ACA “compensable” vs. “non-compensable work” First row– type 25 2nd row – type 26 3rd row – type 25 and “Graduate Research Assistant)

Logging Into SNAP https://snap.sdbor.edu/ User Name: Full USD email address Password: Same as USD email password Problems? helpdesk@usd.edu On Campus: 605-658-6000 Toll Free: 877-225-0027 All GRA

Graduate Research Assistants ACA Time Entry Graduate Research Assistants (GRA) enter time in the online work log into one of two categories: “ACA Compensable tasks” – GRA assignments/hours that do count toward ACA eligibility “ACA Non-Compensable tasks” (Educational/Academic work) – GRA assignments/hours that do not count ACA eligibility

Graduate Research Assistants ACA Time Entry The ACA work log is not related to payroll, rather it tracks ACA “Compensable” and “Non-Compensable” hours for federal compliance with the Affordable Care Act.

Graduate Research Assistants ACA Work Log Time Entry The ACA Log is labelled “Leave Request” and is found in the SNAP Time Reporting channel

Graduate Research Assistants ACA Time Entry Enter “ACA Non Compensable” or “ACA Compensable” Enter time in 15 minute increments (.25 hour)

Board of Regents GRA Electronic Work Log Select the date Enter “ACA compensable hours” or “ACA non-compensable” (academic hours) and Click Save You may see an error indicating “negative leave balance” – you may ignore. 1 (type 25) 2

Submitting Hours – All GA’s Status of timesheet and who will be approving it will appear after it is submitted. Once submitted, you cannot make changes unless your supervisor returns the timesheet, or you use the “restore time” button that will appear. Submit your time report once/month by 10:00 AM on the 22nd of the month

Submitting Hours – All GA’s Changes to Due Date If the 22nd is a weekend or near a holiday, the due date may be changed. Your department will notify you if the due date changes.

Time Reporting Summary Graduate Assistant Type Required Time Report Action Graduate Teaching Assistants Graduate Lab Assistants (Instructor of Record) Nothing needs to be done to be paid. ACA record keeping is automatic. Graduate Teaching Assistants Graduate Administrative Assistants Pay is based on hours worked submitted on the timesheet. All hours worked are compensable. Graduate Research Assistants Submits ACA compensable vs. non-compensable time on the report. Does not affect pay.