1. PAYROLL TRAINING

2. Payroll Manual Provides participants an understanding of the different types of positions employed at FHSU. Discuss importance of accurate time and leave processes as it relates to Fair Labor Standards Act (FLSA). Participants will gain a working knowledge of payroll procedures. The manual can be used as a guide or desk aide as you enter time and leave or process payroll.

3. Questions: Who Do I Call??  Payroll Processing  Calculate Garnishments  W-2 Reissue  Fringe Benefit Income Processing  Paycheck Questions  Timesheet Questions Accounts Payable Human Resources  Employee Management  Employment Eligibility  Employee Contact Information  Direct Deposit  W-4, K-4  Compensation  Performance Evaluations  Benefit Administration  Position Management  Position Descriptions  Organization Structure  FLSA Interpretation  Employee Relations  Employee Assistance Program  Dispute Resolution  Evaluation Appeals  Grievance  Employee Development  Tuition Assistance  Medical  Shared Leave  Family Medical Leave Act  Disability  Workers Compensation  Leave Without Pay  ADA  Background Checks  Recruitment  University Service Awards  University Deductions  United Way Donation  Wellness Center Membership  Encore Series Tickets  Foundation Donation  Athletic Season Tickets  Union Dues  Alumni Dues Student Employment Office  Hiring of Student Employees

4. ME Issued a Contract? NOYES Faculty (Teaching) UPS Unclassified Professional Staff ( which includes Deans and Chairs) USS University Support Staff Exempt (salary) Exempt (salary) Non-exempt (hourly) Exempt (salary) Non-exempt (hourly) Who Am I? Where Do I Fit?

5. Exempt status of an employee is determined by the duties of the position. Status is not based on the classification or the title of the position. Key distinction between exempt (salary) and non-exempt (hourly) is the overtime liability issue. Human Resource office determines FLSA status. Hourly Non-Exempt Exempt Salary

6. Exempt Employees Exempt Salary  Paid a salary that covers the amount of time required to perform the job.  Only required to report leave, not time worked.  Exempt from the overtime liability regulations and will not receive overtime pay for hours worked in excess of 40 hours per workweek.  Compensation is not determined by the specific number of hours worked.  Normally requires a minimum of 40 hours per week to meet the needs of the University.  Must follow leave request procedures established for any time away from work.  Even time away from work of less than a half day must have prior approval, though it is not reported as leave.  Leave is only recorded in half-or full-day increments.  Abuse of the leave procedures, by continuously taking less than a half-day of time away from work to avoid using vacation or sick leave, can be denied time away from work or be required to use half- or full-days of leave.

7. Non-Exempt Employees Non-Exempt Hourly  Paid on an hourly basis.  Number of hours worked in any given workweek is reported along with any leave time used in quarter-hour increments.  Overtime is reached once an employee has worked beyond the 40-hour maximum allowable hours in a given workweek.  Only those hours actually worked will be considered in determining whether an employee has worked any overtime.  Compensation for overtime hours must be paid at one and one-half time rate for any hours in excess of 40 hours in any given workweek.

8. What is Fair Labor Standards Act? The Fair Labor Standards Act (FLSA) is the federal law that sets minimum wage, overtime pay, equal pay, record keeping and child labor standards. Minimum Wage Requires employers of covered employees who are not otherwise exempt to pay these employees a minimum wage of not less than $7.25 per hour (06/14/09). Child Labor Restrictions Regulates the minimum age and maximum hours of employment of minors in certain occupations. Fort Hays State University requires that non-student employees be at least 18 years of age and student employees must be 16 years of age working in a non-hazardous position or 18 years working in a hazardous position. Record Keeping Requires employers to keep records for certain amount of time for exempt and non-exempt employees. Retain 5 fiscal years plus the current year.

9. Fair Labor Standards Act Overtime Liability Only non-exempt(hourly) employees are covered by the overtime liability regulations. * A non-exempt employee earns overtime for time worked in excess of 40 hours. * Exempt (salary) employees do not earn overtime. FLSA does not limit the number of hours that an employee can work in a day or in a week. It simply requires that overtime hours be compensated at a rate of not less than one and one-half times the non-exempt employee’s regular rate of pay for each hour worked in a work-week in excess of 40 hours per week. Work time includes all the time an employee is required to be on duty. Work is defined as all efforts that are required or permitted by the employer. Working outside the approved work schedule without permission must still be compensated whether the supervisor has given permission or not. If a supervisor observes an employee working before or beyond the normal shift without prior authorization, supervisors may begin progressive discipline.

10. Workweek vs. Pay Period Workweek Pay Period The standard work day for a full-time employee shall be 8 hours. The standard workweek shall be 40 hours during a given 7-day workweek. The workweek at FHSU begins from 12:01 AM Sunday through 11:59 PM Saturday. The pay period for the University is biweekly. A paycheck is issued 13 days after the end of the pay period on Friday (or the first day before a holiday).

11. Break Periods  All full-time work schedules must include a 30 minute unpaid meal schedule. This period generally occurs in the middle of the work schedule.  Two “break” periods are normally allowed during the regular eight-hour work day.  Should not exceed 15 minutes for each four-hours period worked.  Timing of the break is at the discretion of the supervisor.  Break times should not be: Accumulated and used as compensatory time Used at the beginning or end of a shift or work day Added to the meal break

12. Time Sheets All FHSU employees, including students, will use the appropriate FHSU time sheet to report hours worked and leave taken. Each type of time worked or leave taken must be reported on separate lines of the time sheet using the appropriate earnings code on the day the hours are worked or leave taken. Time sheets may be downloaded at http://www.fhsu.edu/bus_off/payroll/. UPS staff should complete a time sheet only when leave is used and/or a holiday is being claimed. The time sheet only needs to be signed by the employee. USS staff are required to complete time sheets to include the signature of the employee and supervisor. These signatures certify that the information provided on the documents is true and correct. It is inappropriate and subject to discipline to record time worked in any manner other than is describe in this payroll resource. The supervisor is responsible to validate an employee’s time sheet accurately reflects the time worked by his or her signature. Accounts Payable is available to answer all time and leave questions.

13.  Electronic reporting of time by the employee and electronic approval by the supervisor using an electronic system approved for time and leave reporting by the Internal Auditor are considered as valid signatures.  To add or remove a timekeeper, complete the Lotus Notes Workflow Account Changes form.  A backup timekeeper is recommended.  Timekeeper access will not be given until the timekeeper has been trained by Accounts Payable.  Time and Leave Menu (TALM) user names and passwords shall NOT be shared with anyone but the assigned user. All time sheets must be entered in TALM by the end of the work day Tuesday, unless notified by Accounts Payable with early deadlines. Time Sheets

14. Reporting Time and Leave Exempt Employees report only leave taken and holidays. Leave is reported in Half or Full day increments only. Non-exempt Employees report time worked and leave taken in quarter-hour increments. STOP Informal - Unofficial or under the desk time keeping. It is NEVER appropriate! If leave time was missed being reported, contact AP at 5948. Minutes Worked Time Reported 0-07.00 08-220.25 23-370.50 38-520.75 53-671.00 Quarter Hour Reporting Chart

15. Shift Differential  The University's normal workweek to provide services is 8:00 am to 4:30 pm, Monday through Friday.  Non-exempt employees whose shift commences before 6:00 am or ends after 6:00 pm on a regular basis are eligible to be paid shift differential which is additional pay per hour worked.

16. Shift Differential I am a Non-exempt employee whose regular schedule is M-F 2:00 pm—10:30 pm; therefore I am eligible for shift differential. I took 8 hours of vacation on Fri. I worked 32 hours within the week.

17. I am a Non-exempt employee whose regular schedule is M-F 2:00 pm— 10:30 pm; therefore I am eligible for shift differential. I worked 10.00 Mon, 8.00 Tues, 8.00 Wed, 8.00 Thurs, and 8.00 Fri. I worked 42 hours within the week. I am eligible for overtime compensation OTP as I worked over the 40 hour FLSA threshold. Working 2 extra hours on Monday puts me into overtime status on Friday after I have worked 40 hours. Shift Differential

18. Overtime Compensation  Supervisors of non-exempt employees must approve overtime hours before they are worked.  Departments are to use the Overtime Approval form available in Lotus Notes Workflow.  The Overtime Approval form is required for all hours worked by an employee over 40 hours.  All time worked must be reported on the day it is actually worked.

19.  If a Non-exempt employee physically works more than 40 hours in a workweek, his or her supervisor must approve compensating hours worked over 40 with one of the following: 1.Overtime Pay is paid at the rate of 1.5 times regular rate of pay for each hour worked over 40. 2.Compensatory Time is currently not used unless approved by the HR Director. Overtime Compensation

20. Overtime Approval Form

21. I am a Non-exempt (hourly) employee. I worked 8.00 Mon, 11.00 Tues, 8.00 Wed, 8.00 Thurs, and 8.00 Fri. I worked 43 hours within the week. I am eligible for overtime compensation OTP as I worked over the 40 hour FLSA threshold. Working 3 extra hours on Tuesday puts me into overtime status on Friday after I have worked 40 hours. Overtime Compensation

22. I am a Non-exempt (hourly) employee. I worked 8.50 Mon, 7.50 Tues, 8.75 Wed, 8.50 Thurs, 8.75 Fri and 8.00 Sat. I worked 50 hours within the workweek. I am eligible for overtime compensation OTP as I worked over the 40 hour FLSA threshold. Overtime Compensation

23. Rearranged Workweek to Reduce Personal Leave Used  Rearranged time is when an employee changes their normal work schedule within the workweek to remain within 40 hours.  Rearranged time CANNOT carry over from one workweek to another.  The employee reports ACTUAL hours worked for each day on the time sheet.

24. Rearranged Workweek to Reduce Personal Leave Used I am a Non-exempt (hourly) employee. I worked 8.00 Mon, 8.00 Tues, 4.00 Wed, 8.00 Thurs, 10.00 Fri. I requested 4 hours of sick leave on Wednesday but ended up working 10 hours on Friday. I worked 38 hours within the workweek. I reduce my original sick leave request from 4 hours to 2 hours to remain within a 40 hour workweek.

25. Rearranged Workweek to Reduce Personal Leave Used I am a Non-exempt (hourly) employee. I worked 10.00 Mon, 9.00 Tues, 8.50 Wed, and 8.00 Thurs. I requested 8 hours of vacation leave on Friday. Since I worked extra hours at the beginning of the week, I will reduce my vacation leave from 8 hours to 4.50 hours to remain within a 40 hour workweek.

26. Vacation Leave →Vacation leave is a benefit for employees and is intended for taking time away from work in an effort to maintain a healthy workforce. →Employees are encouraged to take leave throughout the year instead of waiting until the maximum accumulation of 304 hours is reached when it may create a hardship for the department to allow time off. →Employees and supervisors need to work together throughout the year to ensure that earned vacation can be used prior to reaching the 304 hour maximum. →Excess vacation leave may not be converted to sick leave. However, an employee may use vacation leave when they are sick.

27. →A new employee appointed to a benefit-eligible position is eligible to earn vacation at the end of his/her first pay period of employment. →Vacation leave cannot be granted until after it has been earned. →The rate for non-exempt employee is also determined on the basis of hours in-pay status in each pay period. →The number of years of service also determines the number of hours earned. →Exempt employees earn a specified amount if they are in pay status for any portion of the pay period. Vacation Leave

28. Temporary appointments are not eligible to earn leave. USS Vacation Leave Accumulation Schedule (Non-Exempt Staff / hourly) Hours Earned Per Pay Period Based on Length of Service Hours in Pay Status Per Pay Period Less Than 5 Years 5 Years & Less Than 10 Years 10 Years & Over 0-70.0 8-150.40.60.7 16-230.81.21.4 24-311.21.82.2 32-391.62.32.9 40-472.02.93.6 48-552.43.54.3 56-632.84.15.0 64-713.24.75.7 72-793.65.36.5 80+3.75.56.7 UPS 12 month positions earn 176 hours each fiscal year. There are pay periods when these employees do not have vacation leave added to their vacation balance. The pay periods are the 3rd paychecks of a month and also the two paychecks in June. Non-exempt employees earn vacation on the schedule below: USS Vacation Leave Accumulation Schedule (Exempt Staff / salary) Hours Earned Per Pay Period Based on Length of Service Hours in Pay Status Per Pay Period Less Than 5 Years 5 Years & Less Than 10 Years 10 Years & Over 00.0 > 03.75.56.7 Vacation Leave

29. Sick Leave Hours Paid per Pay Period Sick Leave 0 - 70.0 8 - 150.4 16 - 230.8 24 - 311.2 32 – 391.6 40 - 472.0 48 - 552.4 56 - 632.8 64 - 713.2 72 - 793.6 80+3.7 USS and UPS Non-Exempt Sick Leave Accruals Hours Paid per Pay Period Sick Leave 00.0 >03.7 USS, UPS and Faculty Exempt Sick Leave Accruals Sick Leave Payment at Retirement Years of Service Hours Accumulated Maximum Hours 8 800 hours 240 hours 15 1,000 hours 360 hours 25 1,200 hours 480 hours

30. Other Leave Types Discretionary Day (DDY)  Employees who are eligible for a discretionary day will earn it after six (6) months of service in a benefit eligible position.  Part-time employees will receive a proportional number of hours for the discretionary day. The discretionary day may be scheduled like vacation but must be taken on a single work day. It cannot be carried from one calendar year to the next.  It must be used by the last day of the pay period in the calendar year.  This day is approved by the Governor on an annual basis. Donor Leave (DON)  Donor leave is available to USS, UPS and Faculty employees with active appointments of 50% or more in a benefit eligible position.  The donor leave program provides approved recovery time away from work for Faculty, Unclassified Professional Staff, and University Support Staff who choose to donate organs, tissue, bone marrow, blood or blood products.  It may not be used to care for family members who are donors.  If an employee donates blood, it should be reported as Donor Leave.

31. Other Leave Types Shared Leave (SHL) The Shared Leave Program allows eligible employees to donate sick or vacation leave to another qualified staff member who is experiencing a serious, extreme or life threatening illness or injury either personally or of a family member as determined by the Shared Leave Committee. Funeral Leave (FNL)  Employees (unless on a temporary appointment) may be granted funeral leave with pay upon the death of a close relative.  Factors of relationship and necessary travel time will be considered in determining the proper amount of time that will be granted, not to exceed six working days per occurrence.  Funeral leave may be granted in cases where a death affects other relatives residing in the employee's household.  Funeral leave requests should be emailed by the employee to the supervisor who will then forward the email to the HR Director for approval.  Timekeepers will file the email approval with employee’s time sheet. Funeral leave should never be reduced on a time sheet due to overtime being worked during the week. Jury Duty (JRY) Permanent and probationary employees shall be granted leave with pay for required jury duty or for a required appearance before, and at the direction of, the Kansas Commission on Civil Rights, the United States Equal Employment Opportunity Commission, or a court.

32. Holiday Reporting Legal vs. Officially Observed  If an employee works on either the legal holiday or the officially observed holiday, but not both, the day on which the employee works is considered the holiday for the purpose of holiday compensation.  The officially observed holiday will still be the basis when determining the hours of holiday credit to be given. -If an employee works on both the legal holiday and the officially observed holiday, the day in which the employee works the most hours is considered the holiday. -If the employee works the same number of hours on both days, the employee will receive holiday compensation for the day which is most advantageous for the employee and will not receive holiday compensation for the other day worked.  If the Governor designates two consecutive days during the normal regular workweek of Monday through Friday as holidays, an employee who is required to work on both days shall receive the appropriate holiday credit and holiday compensation in accordance with K.A.R. 1-9-2 for both days.

33. Holiday Reporting Holiday Pay-USS Temporary USS TEMPORARY employees are not paid holiday credit, so HDC will not be recorded. If the temporary employee works on the holiday, HDP (Holiday Pay 1.5) will be used to record actual hours worked. USS Temporary are not paid holiday credit so HDC will not be recorded. If the temporary employee works on the holiday, HDP will be used to record actual hours worked. Must be approved by Supervisor and HR Director. Holiday Record actual time worked on the holiday

34. Holiday Reporting Holiday Pay for NON-EXEMPT Employee working FULL-TIME  Holiday Credit is given. (HDC)  The hours of holiday credit are equal to the number of hours the employee is regularly scheduled to work on that day.  If the holiday falls on a day the employee is not regularly scheduled to work, see page 22 of the FHSU Payroll Manual for a non-standard workweek to determine appropriate number of holiday hours.  If the Non-exempt employee works on the holiday, the employee shall also receive holiday compensation (HCP) or pay (HDP) at 1.5 times the hours worked.

35. Holiday Reporting Holiday Pay for NON-EXEMPT Employee working LESS THAN FULL-TIME on a regular schedule  Holiday Credit is given if the holiday falls on a day the employee is regularly scheduled to work. You may need to adjust the defaulted hours in TALM for the (HDC) code.  The hours of holiday credit are equal to the number of hours the employee is regularly scheduled to work on that day.  If the holiday falls on a day the employee is not regularly scheduled to work, the employee will not receive holiday credit.  If the Non-exempt employee works on the holiday, the employee shall also receive holiday compensation (HCP) or pay (HDP) at 1.5 rate times the hours worked.

36. Holiday Reporting Holiday Pay for EXEMPT Employee  Holiday Credit is given. (HDC)  It is not a state or federal requirement to provide holiday compensation for an exempt employee who works on the holiday. K.A.R. 1-9-2 and KBOR allows exempt staff to receive holiday compensation (if required to work) at the direction of the Appointing Authority.  If the exempt employee is required to work on the holiday, the employee shall also receive holiday compensation (HCF) or pay (HDF) at 1.0 times the hours worked in half day increments, limited to no more than their normal schedule.

37. Holiday Reporting Holiday Pay for EXEMPT Employees working LESS THAN FULL-TIME  Holiday Credit is given if the holiday falls on a day the employee is regularly scheduled to work.  It is not a state or federal requirement to provide holiday compensation for an exempt employee who works on the holiday. K.A.R. 1-9-2 and KBOR allows exempt staff to receive holiday compensation (if required to work) at the direction of the Appointing Authority.  If the exempt employee is required to work on the holiday, the employee shall also receive holiday compensation (HCF) or pay (HDF) at 1.0 times the hours worked in half day increments, limited to no more than their normal schedule. (HCF or HDF).

38. Holiday Reporting Non-exempt and Exempt Employees  Currently holiday compensation is only given on Veterans Day unless approved by the HR Director.  Holiday comp must be used within 6 months from the time it is earned.  Comp balances remaining after 6 months will be paid out to the employee on the next paycheck.

39. Holiday Credit—Regular Full-Time Position—Non-standard workweek A. Kansas Administrative Regulations K.A.R. 1-9-2 states, “for each holiday, each full-time employee shall receive holiday credit equal to the number of hours regularly scheduled to work, subject to the provisions of paragraph (b) (2)”. 1. The holiday is on Friday. The employee’s normal work schedule is 10 hours each day Tuesday, Wednesday, Thursday, and Friday. The employee should receive 10 hours holiday credit on Friday. 2. The holiday is on Friday. The employee’s normal work schedule is 12 hours each day Tuesday, Wednesday and Thursday. On Friday’s, the employee is regularly scheduled for 4 hours. The employee should receive 4 hours holiday credit on Friday. The employee cannot rearrange their workweek to get 8 hours HDC. B. Subsection (b) (2) of K.A.R. 1-9-2 states, “Each full-time employee who works a nonstandard workweek shall receive holiday credit equal to the number of holidays in a calendar year as employees whose regular work schedule is Monday through Friday…” 1. The holiday is on Monday. The employee’s normal work schedule is Tuesday through Saturday. The employee should receive 8 hours holiday credit on Monday. Holiday Reporting

40. Working Overtime on the Holiday  When an employee is in overtime status for some of the holiday, the employee is compensated by recording overtime (HDP) for those hours worked on the holiday prior to being in overtime status for the week.  Once the employee is in overtime status for the week, those hours are paid as Overtime Pay (OTP).  The employee must be paid a holiday premium at the one-half time rate (0.5) (HDV) only for those overtime hours worked on the holiday.  When an employee is in overtime status for the entire holiday, the employee is compensated by recording overtime pay (OTP) or compensatory time (CME).  The employee is not paid holiday compensation (such as HDP); however, the employee must be paid holiday premium at the one-half rate (0.5) (HDV) for those overtime hours worked on the holiday. Holiday Reporting

41. Veteran’s Day I am a Non-exempt (hourly) employee. I receive the holiday credit for the holiday (HDC). I am working on Veteran's Day and receive Holiday Comp Time (HCP) for working on the Holiday. When I use this time during holiday shut down, I use the code HCT. Holiday

42. Veteran’s Day Holiday I am a Non-exempt (hourly) employee who is required to work during the holiday shut down. I receive holiday credit for the holiday (HDC). I am working on Veteran's Day so I earn additional holiday pay (HDP) for working since I would not be able to use the holiday comp during the holiday shut down. Departments who are eligible for being paid on Veterans Day include: University Farm, University Police, Power Plant, and Sternberg Museum.

43. Veteran’s Day I am a Non-exempt (hourly) employee. I receive holiday credit for the holiday (HDC). I am not physically working on Veteran's Day so I do not earn additional holiday compensation. I worked 9 hours on Thursday. I am not eligible for overtime compensation (OTP) as I don't meet the 40 FLSA threshold. Holiday

44. Veteran’s Day I am a Non-exempt (hourly) employee. I receive holiday credit for the holiday (HDC). I am working on Veteran's Day so I earn additional holiday compensation for working (HCP). When I use this time during the holiday shut down, I use the code (HCT). I worked 9 hours on both Thursday and Friday. I am eligible for overtime compensation (OTP) once I hit the 40 hour FLSA threshold. Holiday

45. Veteran’s Day I am a Non-exempt (hourly) employee who is required to work during the holiday shut down. My normal schedule is M-F 8:00- 4:30. I receive holiday credit for the holiday (HDC). I am working on Veteran's Day so I earn additional holiday pay (HDP) for working. I worked 4.5 Sun, 10.00 Mon, 10.00 Tues, 8.00 Wed, 8.00 Thurs, 9.00 Fri, 3.00 Sat. I am eligible for overtime compensation (OTP) once I hit the 40 hour FLSA threshold. Holiday

46. Veteran’s Day I am an Exempt (salary) employee. My normal schedule is M-F 8:00-4:30. I receive holiday credit (HDC) for the holiday. I worked 10 hours on Veteran's Day and earn additional compensatory time (HCF) for working on the holiday. Because I am an exempt employee I am limited up to my full regular work day of extra holiday compensation. When I use this time during the holiday shut down, I use the code (HCT). Holiday

47. Thanksgiving Day I am a Non-exempt (hourly) employee. I receive holiday credit for the holiday (HDC). I am working on Thanksgiving Day and will receive Holiday Pay (HDP) for working on the Holiday. I also worked 25.5 hours. I am not eligible for overtime compensation (OTP) since I have not met the 40 FLSA threshold. Holiday

48. Thanksgiving Day I am a Non-exempt (hourly) employee. I receive holiday credit (HDC) for the holiday. I am working 8 hours on Friday of the Thanksgiving holiday and will receive Holiday Pay (HDP) for working on the Holiday. I am paid overtime pay (OTP) for any hours worked on the holiday over the 40 hour FLSA threshold. I am also paid holiday premium (HDV) for those overtime hours worked on the holiday over 40 hours. My hours worked were Sun 8.0, Mon 8.0, Tues 8.0, Wed 9.5, and Fri 8.0 hours. Holiday

49. Thanksgiving Day I am a Non-exempt (hourly) employee. My regular schedule is Tuesday through Saturday. I receive holiday credit (HDC) for the holiday. I am working on both holiday days and will receive Holiday Pay (HDP) for working on the Holiday. I worked Tues 8.0, Wed 8.0, Thurs 8.0, Fri 8.0 and Sat 8.0 hours. I am not eligible for overtime compensation (OTP) since I have not yet exceeded the 40 FLSA threshold. Holiday

50. Martin Luther King Day I am a Non-exempt (hourly) employee. I receive holiday credit (HDC) for the holiday. I am not working on MLK Day. I worked 32.50 hours within the week. I am not eligible for overtime compensation OTP as I have not yet met the 40 hour FLSA threshold. Holiday

51. Martin Luther King Day I am a Non-exempt (hourly) employee. I receive holiday credit (HDC) for the holiday. I am working on MLK Day and receive Holiday Pay (HDP) for working on the holiday. Holiday

52. Martin Luther King Day I am a Non-exempt (hourly) employee. My normal schedule is M-F 8:00-4:30. I worked 2.00 Sun, 5.00 Mon, 8.00 Tues, 10.00 Wed, 9.00 Thurs, and 8.00 Fri. I receive holiday credit (HDC) for the holiday. I receive 5 hours Holiday Pay (HDP) for working on MLK Day. I worked a total of 42 hours during the week. I am eligible for Overtime compensation OTP as my total hours worked exceed the 40 hour FLSA threshold. Holiday

53. Martin Luther King Day I am an Exempt (salary) employee required to work. I receive holiday credit (HDC) for the holiday. I worked 9 hours on MLK Day and earn additional holiday pay (HDF) time for working on the holiday. Because I am an exempt employee, I am limited up to my full regular work day of extra holiday compensation. Holiday

54. Martin Luther King Day I am an Exempt (salary) employee required to work. I receive holiday credit (HDC) for the holiday. I worked 2 hours on MLK Day and earn additional holiday pay (HDF) for working on the holiday. Because I am an exempt employee I must report in half- day increments, limited up to my full regular work day of extra holiday compensation. Holiday

55. Holiday Shut Down I am a Non-exempt (hourly) employee. The University shut down from 12/22 thru 01/01. My normal schedule is M-F 8:00- 4:30. I earned 12 hours of holiday compensation for working on Veterans Day so I will first use those hours as HCT on Monday and Thursday. I earn Holiday credit (HDC) on Tuesday and Wednesday and I will use vacation leave for the rest of the days to get to a 40 hr workweek. Holiday

56. Holiday Shut Down I am an Exempt (salary) employee. The University shut down from 12/22 thru 01/01. My regular schedule is Monday thru Friday. I earned 8 hours of holiday compensation for working on Veterans Day so I will first use those hours as HCT on Monday. I earn Holiday credit (HDC) on Tuesday and Wednesday and I will use vacation leave for the rest of the days to get to a 40 hr workweek. Holiday

57. Inclement Weather Essential Staff Function  Essential employees are defined as those necessary to maintain emergency or vital services. *Power Plant *University Police *University Farm *Grounds Department *Residence Hall Custodial  USS and UPS non-exempt and USS exempt essential employees who work during a declared period of inclement weather will receive compensation on an hour-for-hour basis for the time covered by the inclement weather declaration as well as compensation for any hours worked.  UPS exempt essential employees who work during a declared period of inclement weather will receive compensation on a half or full day basis for the time covered by the inclement weather declaration as well as compensation for any hours worked in half or full day increments.

58. Inclement Weather Non-Essential Staff Function  Employees who are not designated as essential staff are granted Inclement Weather Non-Exempt leave up to the hour(s) authorized during their regular work schedule.  Non-essential staff not scheduled to work on the inclement weather day due to vacation, sick, discretionary or any other planned leave are not eligible for inclement weather time.  Non-essential staff do not receive any extra compensation for any hours worked during the inclement weather period. Temporary Employees Temporary Employees are not covered by the inclement weather provisions. If they come to work they receive their regular pay for hours worked; if they don’t come to work, they won’t receive pay for the hours missed. When inclement weather is declared during the day, those employees who work a night shift will receive the inclement weather through the end of their shift.

59. Inclement Weather The Question for IWN eligibility is: Were you planning to be at work today if there had not been weather related issues?

60. Inclement Weather I am a Non-exempt (hourly) Non-essential employee. FHSU declared Inclement Weather at 1:00 pm on Monday. My schedule is 8:00 am - 4:30 pm. I reported to work at 8 am and left at 11 am for lunch. I did not return to work. I need to use vacation leave to bring my balance for the week to 40 hours. IWN

61. Inclement Weather I am a Non-exempt (hourly) Non-essential employee. FHSU declared Inclement Weather at 1:00 pm on Monday. My schedule is 8:00 am - 4:30 pm. I reported to work at 8 am and left at 2 pm. I did not take a lunch break. Employees who choose to work during the Inclement Weather declaration do not get extra compensation or time off for the hours worked during the declaration. You would use the Regular (REG) code on your time sheet for the hours worked. IWN

62. Inclement Weather Both Non-exempt and Exempt. I had previously scheduled a vacation day on Monday prior to the declaration of inclement weather. If an employee requests leave in advance, he or she would continue to use their accrued leave. IWN

63. Inclement Weather I am a Non-exempt (hourly) Non-essential employee. FHSU declared Inclement Weather at 1:00 pm on Monday. My schedule is 8:00 am - 4:30 pm. I reported to work at 8 am and left at 2 pm. I did take a lunch break. IWN

64. Inclement Weather I am a Non-exempt (hourly) Non-essential employee. FHSU declared Inclement Weather at 1:00 pm on Monday. My schedule is 6:00 am - 2:30 pm. I reported to work at 6 am and took a 30 minute meal break and left at 1:00. IWN

65. Inclement Weather I am a Non-exempt (hourly) Non-essential employee. FHSU declared Inclement Weather at 1:00 pm on Monday. My schedule is 2:00 pm - 10:30 pm. I receive 8 hours of Inclement Weather time IWN. IWN

66. Inclement Weather Exempt Non-Essential- Record nothing on time sheet nor TALM. No additional compensation if the employee remains at work. IWN

67. Inclement Weather I am a UPS Exempt Essential employee. FHSU declared Inclement Weather at 1:00 pm on Monday. I reported to work at 8 am and took a 30 minute meal break. My day Monday ended at 7 pm. As an exempt employee I must report my hours in half day increments, limited up to my full regular work day; therefore on Monday I received 4 IWN. IWN

68. Inclement Weather I am a USS Exempt Essential employee. FHSU declared Inclement Weather at 1:00 pm on Monday. My schedule is 8:00 am - 4:30 pm. I reported to work at 8 am and took a 30 min meal break. My day Monday ended at 6pm. As an Essential employee who worked during a period of inclement weather I am compensated for an hour-for-hour basis for the time covered by the inclement weather declaration as well as compensation for any hours worked. Since exempt employees must report in half day increments; this time sheet would need to be faxed to Accounts Payable to be entered in TALM. IWN

69. Inclement Weather I am a Non-exempt (hourly) Essential employee. FHSU declared Inclement Weather at 1:00 pm on Monday. My schedule is 8:00 am - 4:30 pm. I reported to work at 8 am and took a 30 min meal break. My day Monday ended at 6pm. The total number of hours I worked exceed the 40 FLSA threshold so I am paid overtime compensation for hours worked over 40. As an Essential employee who worked during a period of inclement weather I am compensated for an hour-for-hour basis for the time covered by the inclement weather declaration as well as compensation for any hours worked. IWN

70. Call-Back Pay  Only certain departments have been approved by Human Resources to qualify for call-back pay.  Employees must have approval from their Director/Supervisor before receiving call-back pay.  The employee must physically return to the work site in order to be eligible for call-back pay.  If a matter is resolved over the phone, the employee does not qualify for call-back pay, but they do earn REG pay in the appropriate hour increments.  If an employee is already on stand-by, they may not also get call-back pay.

71. Stand-By Pay At this time only Residential Life Maintenance is eligible to receive Stand-by pay.

72. Leave Without Pay Employees who have no leave time (vacation, sick or discretionary) to use and who are not authorized for any of the leave types, will use Leave Without Pay. The supervisor must consult with the HR Director on all instances of LWP. I am a Non-exempt (hourly) employee. My normal schedule is M-F 8:00-4:30. I am a new employee; therefore I have not earned enough leave time to take any days off. I have a wedding to attend on Friday. My supervisor approved for me to take the day off without pay. This will affect my leave accrual for this pay period.

73. Student Employment  All student employees are required to submit a bi-weekly time sheet or work verification form. -This includes all hourly student employees as well as students employed under a contract such as resident assistants, graduate assistants, graduate teaching assistants, and graduate research assistants.  Student employees are not allowed to work on an official state holiday, except for Veteran’s Day in which the University is open, nor work overtime without prior approval from the Vice President of Administration and Finance. -The Overtime Approval Form in Lotus Notes needs to be completed for each employee required to work overtime or on an official state holiday. -Work hours should not be moved to another day to avoid the approval process.

74. o Student employees should not be working when the university is officially closed unless it is essential for the continuance of university business. o Prior approval from the Vice President of Administration and Finance is needed. o The Overtime Approval Form in Lotus Notes needs to be completed for each employee required to work overtime. o Work hours should not be moved to another day to avoid the approval process. o All time recording documents must be kept on file for a minimum of five full fiscal years plus the current fiscal year. Student Employment

75. Time and Leave Entry o Log into CICS and go to screen 19 (Time and Leave Menu) o Then type 20 (for employee name search) and hit enter o Tab to Dept CD and type in your department number (Ex: 623011) and hit enter

76. o Type U next to person you are entering time for and hit enter Time and Leave Entry

77. o Type in hours worked for students (can only type in green area). Be sure to enter the hours in the correct section as Regular or Work Study to match the time sheet. o Hit enter and make sure “Updates Performed” appears at the bottom of the screen Time and Leave Entry

78. o Type Y or OK on OK to Pay line and hit enter. This will change the Y to OK. This employee is now complete. o Hit the “+” to go back to main menu. Time and Leave Entry

79. o Non-exempt employees—update hours worked if necessary in top portion of screen— will appear in green o Exempt employees—never enter hours in top portion of screen o Exempt and Non-exempt Employees--Enter leave time and additional pay (when appropriate) in bottom portion of screen by typing in the day, number of hours of leave time, and leave code. o Type Y on OK to Pay line and hit enter. The Y will change to OK and leave balances will be updated o Hit “+” to go back to main menu o Repeat for all employees Time and Leave Entry NON- EXEMPT EXEMPT

80. o Once all employees’ time sheets have been entered and OK’d to pay, go to screen 20. o Make sure all employees who are to be paid have OK in the OK column. o Make sure all student employees hours are accurate. o Make sure all non-exempt full-time employees’ Total column has 80.00 or more if O/T was worked or employee earned any additional pay. o Make sure all exempt employees have an OK in the OK column, their hours will be zero if they had no leave time to report. o If an exempt employee has multiple jobs in TALM, only enter leave hours on Job 1, but all jobs must be OK’d. Time and Leave Entry

81. Common Time Sheet Errors Timekeepers Find? Insufficient leave balance Not signed by employee and / or supervisor Incorrect leave codes Not using ¼ hour increments for Non-exempt Not using ½ or full day increments for Exempt Funeral leave approved by supervisors instead of HR Director Non-completion of Lotus Notes Overtime Approval form Comp time balance not used prior to use of Vacation leave Incomplete or incorrect information on the personal section of the time sheet Leave without Pay (LWP) used prior to exhausting all vacation(VAC )

82. THANK YOU FOR ATTENDING!!