1. RESEARCH FOUNDATION E-TIME REPORTING ESF’S SUPERVISOR TRAINING
2/1/2017- Ellen Brown

2. Managers/ supervisors of RF employees Responsibilities are: Ensuring that Hourly or Biweekly Attendance Reports and Exception Reports are received timely, reviewed for inaccuracies, signed, and submitted to the campus Payroll office.
CITED:
SUNY ESF’S PAYROLL SCHEDULE FOR NON-EXEMPT HOURLY AND BIWEEKLY SALARIED DUE DATES ARE FOUND ON THE PAYROLL WEBSITE AT:

3. !!!PAYMENT & LEAVE ACCRUAL AWARENESS!!!
TRANSFER OF BALANCES
SCHEDULES
HOURLY PAY AND OVERTIME/ STRAIGHT PAY
Accrual Balances are not current in the system!
After a supervisor approves a record, it transfers to timekeeper for payroll approval, then on Tuesday of a payroll week and Monday of an off-payroll week, the accruals will update the employees’ balances.
BE AWARE! IF an employee is delinquent in submitting time cards or supervisor is delinquent in approving the time cards or system has not transferred the balances; the accruals will not be accurate. This may cause a shortage of accruals and an overpayment may occur.
*Advice keep track of own leave balances or employee’s balances to ensure they don’t use more time then they have on separate form.
Time Cards must be submitted and approved within FOUR days after the end of the pay period in-order for payment to processed in time for the employee/student. If they are not approved by the schedule posted on the payroll website this WILL DELAY PAYMENT.
* Inaccuracies or delinquent time cards in addition to a delay in payment may cause over-payments or underpayments, impose higher tax consequences for employees and create audit risk for our campus which may result in fines.
Employee schedules are required to be submitted to the payroll office upon hire or if there changes made for: Non-Exempt Biweekly Salaried and EXEMPT employees.
Does NOT apply to HOURLY employees.

4. Additional aspects surrounding E-Time
After an employee’s time card is submitted and approved and a mistake is discovered; a paper time card must be turned into the payroll office so we may make either a payment adjustment or accrual adjustment.
We are working on a new Form label “CORRECTED” and will be found on our webpage.
Employees with 2 or more Supervisors Can NOT use the E-Time reporting system; at this time.
Employee’s that currently have 1 supervisor and then gain another must stop using the E-time reporting system immediately and start submitting paper time cards.

5. Full-Time Employees:  
HOLIDAYS NOT WORKED:
Exempt: You are required to charge a holiday accrual on that holiday observed.
Non-Exempt: You are required to charge a holiday accrual on that holiday observed.
Full-Time Employees: HOLIDAYS WORKED:
Exempt: No Action required
Non-Exempt: you are required to record your in and out times.
Full-Time Employee: Holidays Worked [portion of a day]
Exempt: You are required to charge a holiday accrual for time holiday observed in ¼ day increments.
Non-Exempt: record in and out times for hours worked then charge a holiday accrual for remaining holiday observed in ¼ hour increments.
HOLIDAYS Holiday accruals are based on each individuals schedule on-file in the payroll office.

6. PART-TIME EMPLOYEES
Holidays Worked:
Exempt: No Action required*
Non-Exempt: record in and out times for hours worked*
Holidays Not Worked: [scheduled day]
Exempt: System will add holiday accrual based on schedule on-file. You are required
to charge a holiday accrual on that holiday observed.
Non-Exempt: You are required to charge a holiday accrual on that holiday observed.
Holiday Not worked
[pass day/unscheduled day]
Exempt: No action required
Non-Exempt: no action required.
Holiday’s Cont. Part-Time Employees *A part-time employee who takes leave on a holiday will receive pay for the hours he or she is scheduled to work. A part-time employee's work schedule should not be arbitrarily changed prior to a Research Foundation holiday to deprive the employee of holiday pay or to provide additional pay inconsistent with the work schedule followed prior to the holiday.

7. Non-Exempt Employees
Non-Exempt Salaried part time or full time employees that work up to 40 hours per week are paid at a straight hourly rate. Hours worked over 40 per week are paid at time and a half.
Research Foundation Week is Saturday – Friday.
Non-Exempt Salaried Employees working 49% or less do not earn accruals. Therefore have no accruals to charge for time work less then scheduled hours. In E-time this is recorded as “Non-Work hours” this will cause an overpayment.
If a Non-Exempt Salaried employee does not have enough accruals to cover an absence it is recorded in the system as “Non Work Hours” this will cause an overpayment.
After working 6 continuous hours an employee is required to take ½ hour unpaid break.
System has some hard coding edits to help remind employees of Department of Labor Laws.
Any questions on these laws can be directed to the Human Resources Office.

8. Exempt Employees Will still accrue biweekly per pay period.
Recording monthly from the 1st of the month to the end of the month.
Due on the first day of the following month.
Training Guides:
WebEx training available on the Payroll website.
PDF instructions available on the payroll website.

9. Employee goes out on Personal Sick leave or Family Sick Leave for more than 5 days.
JURY DUTY
WORKERS COMP
Military Leave
Notify Bev Gracz in Human Resources immediately for additional documentation requirements for the following circumstances:

10. TENATIVE Roll-Out Plan for Non-Exempt and Exempt Employees
Non-exempts: 2/3/17 [GO LIVE]
HOURLY: 2/13/17 [GO LIVE]
Exempts: 3/1/2017 [GO LIVE]
Please watch for s from payroll notifying employees and supervisors of when to move forward with E-Time after official roll-out employees will receive automatic s via the self-service system.

11. QUESTIONS? for future assistance: payroll@esf.edu
Prepared & Presented By: ELLEN BROWN