1. Flint Timekeepers Meeting Nov. 6, 2014 Human Resources 1

2. Self Service Time Entry Non-exempt  Nearest 10 th of an hour (see Exhibit A)  Work week is Sunday through Saturday  Must record actual hours worked (REG) plus any exception time and meet workload effort. Example: Full time employee is considered 100% effort, and must record 40 hours each work week. A part time employee, at 32 hours per week, is 80% effort and must record 32 hours each work week. Please note, all absences must be approved by your supervisor. 2

3. Self Service Time Entry Exempt Employees  Only record absences from the regular work day as stated below.  Report Exception Time to nearest half day. Example: Employee working 8 hours each day (8am-5pm), leaves for a doctor appointment at 2:30pm. Since this is 2.5 hours of time, the employee will need to code the time away as 4 hours. If they left at 3pm for an appointment, they would not record any exception hours.  The work week is Sunday through Saturday. Please note, all absences must be approved by your supervisor. 3

4. Most Common Exception Coding Sick time (SCK, SCL, SKF…see Exhibit A or drop down arrow on self service time entry panels) Vacation (VAC) Holiday (HOL) and Season Day (SEA or SEW) Excused without pay (ETW) Overtime at regular rate (OTR) Overtime at time and a half rate (OTP) Emergency Closing Day (ECA or ECW) You can enter exception coding for a future pay period at any time. 4

5. No Variance Coding – Monthly Employees No variance from work schedule means that the employee did not have any exception time to report for that month. Holidays and Season Days are exception time and need to be reported. 5

6. Completing Self Service Time Entry: Employees need to enter comments into their timesheet in order to store important information related to that entry.  Example: Overtime worked – Can add the description of the work performed and perhaps the hours worked.  Once the comment is entered, it can be added to, but never removed. 6

7. Vacation Accrual Normal Hire/Termination Accruals:  Based on hire date or termination date at the University. See SPG 201.64. Extended Sick Time Pay Usage:  Vacation continues to accrue on time paid under the short term sick time plan. Vacation time does not accrue on time paid under the extended sick time plan. A staff member who is scheduled to work 20% (8 hours) or more per week while receiving extended sick time pay is eligible for vacation accrual for time worked on a proportionate basis. Vacation accrual for partial calendar months of work is governed by SPG 201.64. 7

8. Overtime Policy Reminder of overtime hours:  Hours reported for overtime at time and a half rate, are based on work hours only*, when over 40 hours in a week.  Week is defined as Sunday 12:00am to Saturday 11:59pm.  Bargained for employees are governed by their collective bargaining agreement. * See SPG 201.38 for details. 8

9. Example of Reporting Time: Employee works 40 hours per work week. The employee doesn’t have any vacation and is asking for a day off to attend their child’s school activity.  Granting this time off is at the discretion of the supervisor.  Since no vacation time is available and the reason does not meet any other exception coding, the time needs to be recorded as Excused without pay (ETW).  This will result in the employee receiving 8 less hours of pay for that pay period.  The employee will see the deductions on their check stub. There will be a line for each time reporting code. 9

10. Example of Reporting Time Employee works 40 hours per work week. The employee, with permission from their supervisor, worked an additional 2 hours on one of the work days.  Monday through Friday, the employee worked 8 hours each day (no exception time was taken) except Thursday, they worked 10 hours.  The additional time worked needs to be recorded as overtime appropriately. In this case it is overtime at time and a half rate (OTP), since the employee actually worked 40 hours in the work week. If the employee had taken 2 hours or more of any exception time during this same week, then the 2 hours would be coded as OTR (overtime at regular rate).  Key – You must work 40 hours in a work week in order to receive any additional hours at OTP (overtime at time and a half pay) otherwise any additional hours coded in a work week are considered OTR. 10

11. Flexible Work Schedules: It is possible to flex a work week, with approval from the supervisor. Biweekly employees must flex within the work week (Sunday through Saturday). Flexible schedules do not set a precedence and may not be approved for every employee. Supervisors have the discretion to set the work schedule in accordance with the departmental needs. It is recommended that any change in schedule be communicated in writing and in advance, two weeks or more. 11

12. Storing or “Comp Time”: It is prohibited by the Fair Labor Standards Act (FLSA) to “store”, “save” or add up “comp time” for future use. All regular employees must code time away from work and additional time worked during that work week. Exempt employees are not allowed to receive overtime pay (unless they are under 100% effort and then they can receive OTR pay for work up to 40 hours per week). 12

13. Timekeeping Deadlines: Payroll’s website (see resource link page) Biweekly employees will receive their base salary each biweekly pay period regardless of when the time is approved. HOWEVER, all exception coding (vac, sick, overtime) cannot be paid/recorded until the entries are approved. Late time approvals will result in late payments and lack of correct accrual reporting until approved. Notices will be sent to the supervisor when a regular biweekly and monthly employee’s timesheet is not approved. Notices will continue to be sent until that employee’s next payroll run or until approved. Temporary employees WILL NOT be paid if their timesheet is not approved by the Payroll deadline for that pay period. 13

14. Temporary Employees: Temporary employees may have multiple records due to working multiple appointments and possible multiple departments. It is the responsibility of the approver in your unit to be sure you are approving the correct time entry for your temporary employee on the appropriate record. Keep in mind that temporary employees receive overtime just like biweekly employees when their combined appointments total more than 40 hours in one work week. To avoid this, please work with your temporary employee on their other appointment schedules. Corrections to temporary timesheets and off-cycle checks require additional time by others outside of your unit. Therefore, please plan ahead to make sure that temporary employee’s timesheets are approved timely. 14

15. What Your Paycheck Reflects: Biweekly regular employees are paid a biweekly rate which is their annual salary divided by 26. Regular and exception hours reflected on the paycheck stub may not clearly sum or state the 80 hours (for a full time employee). This is a system generated issue which is created through late entries or prior pay period corrections. The key is to review the gross earnings as they should be the same each pay period, unless your appointment changes such as effort or salary. 15

16. Important Supervisor Notes: You are responsible for following the same practices and policies of the University in order to be supported in your decisions/approvals. It is expected that you will not violate any of the timekeeping policies and University SPGs. Only approve time which either you have direct knowledge of time worked/absence or received written/electronic authorization from that employee’s supervisor to approve that specific pay period. 16

17. Approving Time: Path to approve time:  Main Menu  Manager Self Service  Time Management  Report Time  Timesheet 17

18. Static Group Changes: Path to Maintaining Static Groups:  Main Menu  Set Up HRMS  Security  Time and Labor Security  Static Group 18

19. Running Payroll Queries: Many queries available. Path to Queries (Wolverine Access):  Main Menu  Reporting Tools  Query  Query Viewer  Type in MTL in the “Begins With” box Reports that should be ran every payroll process:  MTL_NOT_ON_RPTD_TIME_GROUP  MTL_RPTD_TIME_VS_STDHRS_BW  MTL_RPTD_TIME_GROUP  MTL_PAYABLE_TIME_GROUP Reported time queries can be run any time after an employee reports their time. Additional queries are listed on Exhibit B. 19

20. Part Time Employees Vacation accrual is prorated based on appointment effort Holiday Reporting is prorated based on appointment effort or paid based on scheduled workday the holiday falls on Season Day Reporting is different than Holiday. It is prorated based only on the employee’s appointment effort. Example, an 80% appointment employee is only eligible for 80% of 32 hours of Season time pay or 25.6 SEA hours over the 4 season days. Plan ahead. If not, you may pay the employee for extra pay for off-schedule holidays/season days. 20

21. Holiday and Season Day Pay 2014 / 2015 Thanksgiving & Christmas Holidays:  Thanksgiving – Both Nov. 27 th and 28 th should be coded as “holiday”  Christmas and New Years – December 25 th and January 1 st should be coded as “holiday” Season Days:  December 26 th, 29 th, 30 th, 31 st should be coded as “season days” Season day codes will not be active until Dec. 1 st. Important Note: There are early deadlines for entry and approval for November and December paychecks. No exceptions. 21

22. Holiday Pay – Temporary Employees Temporary employees are eligible to work on a holiday, by supervisor approval. However, temporary employees must receive time and a half (OTP) for all hours worked on a holiday. Workstudy employees are not allowed to earn work study funds on any holiday or season day. Important Workstudy dates:  Last day workstudy students can earn funds in the Fall 2014 semester is 12/20/2014.  First day workstudy students can earn funds in the Winter 2015 semester is 1/5/2015.  Last day workstudy students can earn funds in the Winter 2015 semester is 4/29/2015. 22

23. Paycheck Pickup Please encourage staff (regular and temporary) and faculty to consider direct deposit now for the December paycheck distributions. Paychecks normally distributed to the Cashier’s Office will be available at the Safety Office between December 24, 2014 and January 2, 2015. Check for the Dec. 26 th biweekly paychecks will be available at the Safety Office on Dec. 26 th. 23

24. Odds and Ends Family Medical Leave Act (FMLA) Short Term and Extended Sick Time Cases Worker Compensation Bargained For Staff Members Timekeeper’s Responsibilities 24

25. 7 Steps to a Successful Payroll Run 1. Maintain static groups 2. Implement and maintain consistent work schedules each week 3. Review leave balances 4. Report time “on time” 5. Review reports 6. Avoid last minute changes - Plan Ahead! 7. Check GPR and make PPR adjustments timely 25

26. Links to Resources SPG Holidays http://spg.umich.edu/pdf/201.26-0.pdfhttp://spg.umich.edu/pdf/201.26-0.pdf SPG Sick Time http://spg.umich.edu/pdf/201.11-0.pdfhttp://spg.umich.edu/pdf/201.11-0.pdf SPG Vacation http://spg.umich.edu/pdf/201.64-0.pdfhttp://spg.umich.edu/pdf/201.64-0.pdf Payroll cutoffs & calendars  http://www.finance.umich.edu/finops/payroll/forms/cutoffsdeadlineshttp://www.finance.umich.edu/finops/payroll/forms/cutoffsdeadlines  Outlook – Public Folders – Payroll-Timekeeping – Finance Payroll. This Outlook calendar contains important Payroll and Finance cutoffs for the entire University. 26

27. UM-Flint Contacts Regular Staff Timekeeping: Dee Dee Hurley, dhurley@umflint.edu, 810/237-6595dhurley@umflint.edu Temporary Staff Timekeeping: Tawana Branch, brancht@umflint.edu, 810/766-6772brancht@umflint.edu Questions Related to Sick Time/FMLA Timekeeping: Karen Arthur, karthur@umflint.edu, 810/766-6658karthur@umflint.edu 27

28. Questions 28