Leave &Time Reporting

Employee Categories Faculty (benefits eligible) < 12 month (9 month): summer appointments dont count! 12 month Staff (benefits eligible) Exempt Non-exempt Student: student status required for employment Non-Benefits Eligible: <50%, <4.5 months Wage/Temporary 2

Faculty < 12 MONTH Accrues 8 hours of sick leave (proportionate to percent effort) every month effective with the first day of employment Must enter time off missed from work for valid sick leave reasons into Leave Traq 12 MONTH Accrues 8 hours of sick leave (proportionate to percent effort) every month effective with the first day of employment Accrues 8 hours of vacation (proportionate to percent effort) every month which increases with longevity Must enter time off from work into Leave Traq for sick leave and vacation 3

Faculty: Important Info. Fall Employment dates: September 1 – January 15 Pay dates: October 1 – February 1 February 1 st will be for half a month (1/1-1/15) Spring Employment dates: January 16 – May 31 Pay Dates: February 1 – June 1 February1 st will be for half a month (1/16-1/31) June 1 st will be deducted for 4 months of summer insurance EPP (extended payment plan) Will provide a refund of 3 months of insurance on June 1 st to offset summer premiums 4

Staff EXEMPT Accrues 8 hours of sick leave and 8 hours of vacation (proportionate to percent effort and longevity mths) each month Can only earn State comp when required to work on a holiday Not eligible for FLSA comp NON-EXEMPT Accrues 8 hours of sick leave and 8 hours of vacation (proportionate to percent effort and longevity mths) each month Can earn State and FLSA comp 5

Students, Wage, Other Students, Wage, and Non-Benefits Eligible employees are not eligible for any type of leave and are paid only for the hours worked 6

Sick Leave TAMUS Regulation An employee does not accrue sick leave for any full month in which he/she is on leave without pay If an employee is on leave the first day of the month, they will not be able to use that accrual for that month until they return to work Upon termination or retirement can donate to sick pool, keep for 1 year, or transfer to another state agency 7

Vacation Not eligible to use until the employee has 6 months of continuous state service, which may include prior state service. Transferable Paid out upon termination or retirement and taxed at 25% An employee does not accrue vacation for any full month in which he/she is on leave without pay 8

Vacation (continued) 9

LWOP Any LWOP must be called in or ed to payroll immediately, ext. 3706, LWOP can only be used after all other options have been exhausted with the exception of sick leave. Can only be exhausted if the employee is actually on sick leave. This will cause the employees pay to be adjusted Depending on date reported, and if we have processed the payroll affected, this may require a deletion of the employees direct deposit and a re-issue on a biweekly payroll. If an employee is on LWOP for the entire month they will not accrue or be paid longevity. 10

COMPENSATORY TIME State Comp Time Earned when an employee has not physically worked more than 40 hours in a work week, but the combination of hours worked, paid leave, and/or paid holidays exceeds 40 hours = Reported over 40 Employee is allowed equivalent comp time off for every hour paid in excess of 40 hours in a work week. If the actual time worked was over 40 hours earning FLSA (1-1/2) time, and the total hours paid also exceeds 40 hours, the employee is allowed equivalent comp time off for every hour paid in excess of 40 hours, minus FLSA Comp time. 11

State Comp (continued) State Comp time must be used within the following 12 months from the week the time was earned, or the time is forfeited. If an employee leaves system employment, they may not be paid for accrued state comp time. Exempt employees that were required to work on a holiday must have their department approval in advance and send an to payroll with the hours worked to be entered manually into Leave Traq. Non-exempt employees State comp will be posted to Leave Traq automatically. 12

State Comp 13

COMPENSATORY TIME (continued) Fair Labor Standards Act (FLSA) When a non-exempt employee physically works more than 40 hours in a work week, that employee is eligible for overtime compensation at the rate of 1-1/2 times each hour worked in excess of 40 hours. System regulations specify that FLSA Comp time be banked (accrued for later use) rather than paid unless this is impractical. Employees are permitted to use FLSA Comp time at any time unless doing so would unduly disrupt departmental or University operations. Employees do not have to use accrued FLSA Comp time which can be transferred or paid out upon termination or retirement 14

FLSA Comp (continued) FLSA Comp time may be accrued up to a maximum of 240 hours, (160 hours of actual work times 1-1/2). Any FLSA Comp Time earned in excess of 240 hours must be paid until the balance again reaches 240 hours. If an employee leaves system employment, they must be paid for accrued FLSA Comp time. 15

FLSA 16

Combination FLSA & State 17

Time Reporting Supervisors are responsible for monitoring and managing the paid hours of their employees on a daily basis. Supervisors can adjust an employees workweek to accommodate for expected overtime. Official workweek: Monday 12:01 am thru Sunday 12:00 (midnight) Total time reported for a week should not exceed 40 hours unless approved in advance. Full time employees must account for a 40 hour workweek. Complete the timecard daily and report exactly the hours worked & when worked. 18

Time Traq 19

Campus Leave Request Form Confusion Leave Traq is the official time keeping document Faculty Leave Document-does not satisfy requirements for official time keeping rules Concur/Travel Leave Request (Authorization Request) – for travel purposes ONLY 20

21 TAMU System Policies & Regulations, 31 Compensation and Benefits TAMUK Rules & Procedures Procedure K1.01 Sick LeaveSick Leave Procedure K1.01 Vacation LeaveVacation Leave Procedure K1.01 Leave of Absence With PayLeave of Absence With Pay paragraph C.4

Payroll Staff Carina Gonzales, Asst. Director Payroll, ext Albert Rios, Leave Traq & Weekly Time Traq Administrator, ext Wilma Rojas, Biweekly Payroll & Time Traq Administrator, ext Sandy Fischer, Monthly Payroll Administrator, ext