Tracking Hours for Non-exempt Employees HR/Payroll Training Tracking Hours for Non-exempt Employees October 31, 2016

Compensatory Time The USM work week is Saturday – Friday. Compensatory time is credited at 1 ½ hours per every hour worked over 40. The choice between compensatory time, flex-time, or monetary payment for overtime hours is at the discretion of the manager. It is the responsibility of the employee and their supervisor to accurately track comp time that is accrued and taken.

Compensatory Time, cont. An employee may only earn up to 240 hours (160 hours of actual overtime worked) of compensatory time. At the time 240 hours of comp time is accrued the manager can choose to deny overtime; however if overtime is taken without approval it must be paid at 1 ½ times the regular hourly pay rate. The department can refuse a request for comp time if the time that is requested off places an “undue hardship” on the department. We recommend keeping an excel spreadsheet with compensatory time that is earned and taken. The employer can require an employee to use comp time before using personal time.

Compensatory Time, cont. If an employee transfers to a different department all current comp time must either be taken or paid out by the current department before the transfer occurs. Any unused compensatory time must be paid out at the time of termination from the university.

Compensatory Time & University Holidays The FLSA does not require that an employer credit compensatory time for any holidays, unless an employee works over 40 hours in that work week. Holidays, personal time, sick time, etc. are not considered as “hours worked” by the Department of Labor.

Biweekly Payroll Cycle Non-exempt employees are paid by the hour on a biweekly pay cycle Biweekly payroll is processed every two weeks 26 pay periods per year Employees are paid 2 weeks in arrears Snapshot of biweekly pay date calendar:

Important Information for Non-exempt Employees The biweekly pay calendar can be downloaded from the Controller’s Office website: https://www.usm.edu/controller/types-payrollpay-dates Biweekly time sheet forms can be downloaded from the Controller’s Office website: https://www.usm.edu/controller/forms-0 Request for Overtime forms can be downloaded from HR’s website: https://www.usm.edu/employment-hr/forms-z Non-exempt employees that work in areas using Time Clock Plus will not follow these procedures. Training for use of this software will be provided by the departments.

Completing a Biweekly Time Sheet Colored fields on the form are completed by Employee. Pay period end dates are located on the biweekly pay calendar. There should be no more than 40 hours of time charged to regular (REG) each work week. Overtime is measured on a 40 hour work week. A request for overtime should be submitted and approved prior to completion of work. Time sheets should be submitted to supervisors at the end of a two week pay period for review and approval. Time sheets should be maintained in departmental files. Time sheets are used to complete Time & Attendance reports that are submitted to Payroll.

Example - Request for Overtime

Example of Biweekly Time Sheet - Employee

What Supervisors should know Meeting deadlines for submission of PAF (personnel action form) is critical in getting employees paid timely and accurately. https://www.usm.edu/employment-hr/pafpds-process Time & Attendance Reports have been replaced by an online time entry system effective with the payroll beginning March 24, 2018. The online pages are available in SOARHR at the following link. https://soarhr.usm.edu/ The online T&A page must be completed for each biweekly pay period and submitted by established deadlines. Supervisors are required to review and approve the time pages prior to submission to Payroll. Important dates are included on the biweekly pay calendar, which can be downloaded from the Controller’s Office website: https://www.usm.edu/controller/types-payrollpay-dates

Online Time & Attendance Reporting Pages Employees that have been entered into the HR/Payroll system (HR) and assigned a funding source to be paid from (OFPA/ORA) will have an online T&A page available to them in SOARHR. If an employee is not reflected on the online T&A page, it’s most likely due to late submission of paperwork. It is important that the missing information be reported to Human Resources as quickly as possible so they can enter the necessary PAF prior to the payroll deadlines. If an employee that has been terminated is reflected on the time entry pages or in the time missing communications, it’s most likely because a PAF to terminate the employee has not been submitted. Please submit a PAF to HR.

How to Complete a Time & Attendance Page The online T&A pages will display the employee’s Department name, pay period end, employee name, ID, accrued vacation and sick leave (when applicable) and current rate of pay. This information defaults from the employee’s job record. Therefore, if any of this information is inaccurate, a PAF should be submitted to Human Resources to correct the employee’s job information. Each hourly non-exempt employee will need hours in the two week period recorded by “earn type”. Biweekly time sheet forms should be used to complete the online T&A page. Earned comp time will not be logged on this report at this time. Use recommended spreadsheet to track comp time by employee. Used comp time should be entered on the T&A page using a “REG” earn type. Also, enter used comp time on recommended spreadsheet to track comp time by employee.

Information from Employee Time Sheet to input on T&A Pages

Example of Online Time and Attendance Page

Information from Employee Time Sheet to input on Comp Tracking Spreadsheet

Tracking Comp Time for Employees

Tracking Cumulative Balances of Comp Time on Multi-tab Spreadsheet

Tracking Comp Time for Employees, cont. Spreadsheet (recommended) for tracking Compensatory time can be downloaded from the Controller’s Office website: https://www.usm.edu/controller/forms-0