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Slide 1 FastFacts Feature Presentation March 31, 2016 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:

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Presentation on theme: "Slide 1 FastFacts Feature Presentation March 31, 2016 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code:"— Presentation transcript:

1 Slide 1 FastFacts Feature Presentation March 31, 2016 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code: 182500 To participate via VoIP… You must have a sound card You must have headphones or computer speakers © 2016 The Johns Hopkins University. All rights reserved.

2 Slide 2 Today’s Topic We’ll be taking a look at… Utilizing the e210 System to Support Overtime Reporting for Non-Exempt Staff

3 Slide 3 Today’s Presenter Brenda Askew Leave Administrator, Central HR Business Services

4 Slide 4 Session Segments Presentation Brenda will address how to utilize the e210 system to support overtime reporting for non-exempt staff. During Brenda’s presentation, your phone will be muted. Q&A After the presentation, we’ll hold a Q&A session. We’ll open up the phone lines, and you’ll be able to ask questions. Brenda will answer as many of your questions as time allows.

5 Slide 5 Contact Us If you would like to submit a question during the presentation or if you’re having technical difficulties, you can email us at: fastfacts@jhu.edu fastfacts@jhu.edu

6 Slide 6 Survey At the end of this FastFacts session, we’ll ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.

7 Slide 7 How To View Full Screen Click Here

8 Slide 8 Utilizing the e210 System to Support Overtime Reporting for Non-Exempt Staff A communication to help facilitate compliance with FLSA and JHU policy

9 Slide 9 Agenda Compliance Challenges E210 Changes Reports to Support Non Exempt Time Entry Future Plans

10 Slide 10 Fair Labor Standards Act (FLSA) We must pay overtime to non-exempt employees in a timely and accurate fashion. Supervisors/timekeepers must review and approve hours worked to ensure timely payment (not happening consistently). Tracking hours worked in the e210 system is built around monthly instead of weekly time entry. It is not integrated with SAP, so calculation of overtime is not done automatically. This introduces errors and delays in processing appropriate payments/reductions in pay. 10 Compliance Challenges

11 Slide 11 Solutions Modified the e210 system to facilitate weekly entry and review of hours by non-exempt staff and their supervisors. Final Approval still required at month-end. Socialized this change with HR managers, administrators, and other key stakeholders in order to make FLSA compliance a high priority. Education and enforcement of the JHU policy on submitting time for non-exempt staff. Policy can be found at: http://hrnt.jhu.edu/pol-man/appendices/sectionQ.cfmhttp://hrnt.jhu.edu/pol-man/appendices/sectionQ.cfm Conduct training sessions on e210 policy and procedures. Identify and retrain managers and employees who are not timely with their e210 responsibilities. Commit resources to answer policy and procedure questions related to overtime payments/calculations as well as leave and time submissions. 11

12 Slide 12 E210 CHANGES 12

13 Slide 13 Overview - New Weekly Procedures Non-Exempt Employees & Timekeepers/Supervisors Non-exempt employees Submit e210 following each work week. Submission can be Friday or later; must be by Wednesday of the following week. Timekeepers and Supervisors Ensure non-exempt employees submit time sheets following each work week. Review non-exempt employee timesheets each week. Review e210 Overtime report to determine overtime earned the previous week. Process ISRs (overtime or reductions in pay) by appropriate ISR due date as necessary. New e210 email activity Email sent Mon/Wed evening reminding non-exempt employees to submit previous week’s timesheets. Supervisors copied on Wednesday emails. 13

14 Slide 14 Reporting/Functionality Changes Overview In order to facilitate weekly non-exempt time entry, a Non- Exempt Reporting Area containing new and revised reports has been added. Same reports as are located in the main report area; can specifically run reports for non exempt vs. exempt employees. Master data is downloaded from SAP weekly (was semi- monthly). Functionality has been added to administrative options to enable Central HR timekeepers to temporarily change master data in the e210 system when necessary to ensure accurate time entry, leave accrual, etc. When a week spans two months, there is a reminder to submit both months. The Overtime report and its features have been enhanced. 14

15 Slide 15 Non-Exempt Reporting Suite e210 Main Menu 15

16 Slide 16 Non-Exempt Reporting Suite Selection Screen 16

17 Slide 17 Submission Status Report Overview This is a new report that shows each non-exempt employee’s last e210 submission date for a selected month. The report is sorted by submission date and home dept. The supervisor/timekeeper may see who has not submitted time for the week and link directly to that person’s timesheet or send him or her an email. The supervisor/timekeeper will also be able to tell who submitted timesheets in advance. 17

18 Slide 18 Submission Status Report Selection Department Timekeeper View 18

19 Slide 19 Submission Status Report Example: Week Ending November 1, 2015 19

20 Slide 20 Overtime Report Key C hanges The Overtime report has been upgraded to add a drop-down box for all departments the user is assigned to. The report dates will default to the current week end and will include the last six weeks. The report can now be printed as a PDF so it can be emailed if desired. A message will appear when the Overtime report yields no records. A log of who runs the Overtime report and when is being kept in our database for future reporting. 20

21 Slide 21 Overtime Report Selection D epart ment Timekeeper View 21

22 Slide 22 Overtime Report Example Output 22

23 Slide 23 Overtime Report With No Results 23

24 Slide 24 Missing Supervisors Report A copy of the Missing Supervisors report has been added to the Non-Exempt reporting suite. No assigned supervisor could delay or prevent timesheet approval. Contains a link to the individual or department admin options. 24

25 Slide 25 Missing Supervisor Report Selection 25

26 Slide 26 Missing Supervisor Report 26

27 Slide 27 Employees On Hold Report and Schedule Discrepancy Report 27 Employees on Hold report Use this report to verify who should be on hold and remove individuals on hold as appropriate (i.e., returning from leave, etc.). Schedule Discrepancy report Utilize this report to verify schedule matches total hours worked; otherwise, e210 cannot be submitted. Contact Central HR if you need master data temporarily overridden in the e210 system (i.e., employee group, total hours worked, status).

28 Slide 28 Administrative Options The Administrative Options have been redesigned to give Central HR the ability to temporarily change master data in e210. The fields are: Employee Group Status Code (active, loa, terminated) FLSA status Total Hours worked Personnel Subarea Standard Day These employment type fields may be changed to affect any open or unsubmitted timesheet. Any fields changed in the e210 system will revert back to what’s stored in SAP on the next payroll download (weekly), unless the employee’s record is placed on hold. 28

29 Slide 29 Administrative Options 29

30 Slide 30 Future Plans Phased rollout of email notifications. Pilot departments have been selected; more information to come on target rollout dates. Create and staff an e210 Support Center to handle questions regarding FLSA, FMLA, and all other leave questions for the Homewood Schools. JHU Controller’s office is currently answering routine and technical questions related to the e210 system and its functionality. 30

31 Slide 31 Resources Tracking Time in the E210 System & Processing Overtime in SAP: http://www.hopkinsfastfacts.org/PPT/FFMay10_2012.ppt http://www.hopkinsfastfacts.org/PPT/FFMay10_2012.ppt Understanding and Calculating Regular Rate: http://www.hopkinsfastfacts.org/PPT/FFapr24_2012.ppt http://www.hopkinsfastfacts.org/PPT/FFapr24_2012.ppt Overtime Pay – Real Life Scenarios & Special Issues: http://www.hopkinsfastfacts.org/PPT/FFJune07_2012.ppt http://www.hopkinsfastfacts.org/PPT/FFJune07_2012.ppt Hours Worked and Time Off Plans: http://www.hopkinsfastfacts.org/ppt/FFMar28_2012.ppt http://www.hopkinsfastfacts.org/ppt/FFMar28_2012.ppt 31

32 Slide 32 Conclusion Compliance with FLSA and JHU Policy is everyone’s responsibility. Familiarize staff, supervisors and timekeepers with JHU policy. Run Overtime reports to ensure overtime is paid timely and accurately. Inform all of your non-exempt staff of the new weekly procedures and that they will start receiving email notifications in the upcoming months.

33 Slide 33 We’re going to open the phone lines now! There will be a slight pause, and then a recorded voice will provide instructions on how to ask questions over this conference call line. We’ll be answering questions in the order that we receive them. We’ll also be answering the questions that were emailed to us during the presentation. If there’s a question that we can’t answer, we’ll do some research after this session, and then email the answer to all participants. Q&A

34 Slide 34 Thank You! Thank you for participating! We would love to hear from you. Are there certain topics that you would like us to cover in future FastFacts sessions? Would you like to be a FastFacts presenter? Please email us at: fastfacts@jhu.edu

35 Slide 35 Survey Before we close, please take the time to complete a short survey. Your feedback will help us as we plan future FastFacts sessions. Click this link to access the survey… http://connect.johnshopkins.edu/fastfactssurvey/ http://connect.johnshopkins.edu/fastfactssurvey/ Thanks again!

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