1. Portland State University Classified Online Timesheet Training

2. The Good, The Bad and The Oh- So- Ugly !

6. Complete and Accurate Time Matters: Correct pay Correct hours Correct differentials Ability to reconcile to paycheck Ability to reconcile to dept. budget

7. Goals for this session: Define work week and work schedules Recording use of Regular and Premium time. Recording Paid Holidays and Holidays Worked. Recording differentials. Recording the use of paid and unpaid leave. Review leave balances on Banweb Review tools to complete time sheets and where to find them. Review sample online timesheet.

8. PSU Work Week is Sunday -Saturday Work over 40 hours in a set 7 day work week is overtime TuesdayMondaySundayThursdayFriday Saturday Wednesday

9. the same starting and stopping times on five (5) 8-hour days. Regular the same starting and stopping times on four (4) 10-hour days (or other agreed upon set weekly work patterns like 4-9’s & 1-4). Irregular varies the number of hours worked on a daily basis but not necessarily every day or every week. Flexible There are three possible work schedules outlined in the SEIU agreement, Article 55, Section 1:

10. If you work a “Regular” work schedule then the first 8 hours you work each day should be recorded as regular time worked.

11. If you work an “Irregular” work schedule then all hours you work up to 10 hours each day (or over agreed upon schedule) should be recorded as regular time worked.

12. If you work a “Flexible” work schedule then all hours worked during your agreed upon schedule should be recorded as regular time

13. Entering Time in Banweb log on banweb.pdx.edu Employe e Tab Time sheet Access my timesheet Select Time sheetEnter hoursSAVE

14. www.banweb.pdx.edu log on

15. Time sheet

16. Access my timesheet

17. Select job and pay period

18. Follow along as we go through the time document. Add to your online timesheet each time you see this symbol: ©2007-2010 Roel Riphagen

19. Recording use of regular and other regular time. The “Regular” earnings you enter should include your regular time worked. Remember to clock in and out for lunch breaks.

20. Time in - Time out Enter hours SAVE

21. Recording Overtime Pay or Accrual Overtime is earned when you work more than your “Regular Schedule”.

22. Recording Overtime Pay or Accrual There are two types of overtime: FLSA overtime which occurs when you actually work more than 40 hours in a work week.

23. And Non-FLSA or contractual overtime which is earned when you work more than the hours in your work schedule.

24. The second type is non-FLSA or contractual overtime which is earned when you work more than the hours in your work schedule. Note: employee is choosing to accrue overtime

25. Recording differentials. There are many differentials. Some are automatically included in your pay: Lead Work Work Out-of-Classification Security Officers Campus Dispatchers Trades workers (some) Bi-Lingual

26. Others must be recorded on your timesheet as they are earned: Differential PaysRateDescription Shift Differential$0.75 per unitIn order to qualify for the shift differential, an employee must be in a job classification which is allocated to Salary Range 23 or below. Payable units are earned for each hour or major portions of hour worked between 6 p.m. and 6 a.m. and for each hour or major portion of hour worked on Saturday or Sunday. Round each shift to the nearest whole hour or unit and report only full units. For example, an eligible employee working until 7:25 p.m. would report one unit earned from 6 to 7 p.m. Article 20, Section 4 (A) and (B). Nurse Shift Differential$1.35 per unitIn order to qualify for the “nurse” shift differential an employee must be classified as a Registered Nurse, Nurse Practitioner or Licensed Practical Nurse. Payable units are earned between 6 p.m. to 6 a.m. and on weekends and reported as described above. Article 20, Section 4 (C). On-Call Duty1 hour of pay for each 6 hrs assigned as “On- Call” An employee shall be assigned On-Call when specifically required to be “available” for work outside their working hours and not subject to restrictions that would prevent the employee from using the time while on-call effectively for their own purposes. On-call time is prorated for periods of less than 6 hours. High Work Differential$1.00 per hourFor work performed more than 20 feet directly above the ground or water and the use of safety ropes or other safety devices is required for support. Hazardous Materials Differential – Certificate Required $1.00 per hourFor all time spent performing work with hazardous materials which requires a certificate or license. This differential only applies when Haz Mat duties are not included in the employee’s classification specifications. Hazardous Material Differential - Supervisory Certificate Required $1.50 per hourFor all time spent performing work with hazardous materials which requires a supervisory certificate or license. This differential only applies when Haz Mat duties are not included in the employee’s classification specifications. Permit-required Confined Spaces Differential $1.00 per hourFor all time spent working in OSHA “permit-required” confined space (permit space), currently defined at 29 CFR 1910.146.

27. There is a row on the time sheet designed for recording Shift Differential. Shift differential is paid not by the hour but as a unit for each major portion of the hour worked. –Record only whole units. –Do not add together portions of units from days that did not meet a full qualifying unit. –Shift differential units are determined day by day. Click “Enter Units”

28. Add Daily Units Here

29. Use the row on the timesheet designated for recording On-Call. Click “Enter Hours” Enter the time you were On-Call. Remember to clock out and back in at Midnight You will get an error if you are over 24 hours in a day.

30. All other differential pay that you earn should be recorded on the Other Differential row in the Differentials section of your timesheet. Make a note in the comments section Specify the type of work you were doing The corresponding comment is required to indicate which pay to issue.

31. Recording paid holidays and holidays worked Per the SEIU contract, full time employees receive 8 hours of holiday pay. Part-time employees receive a prorated share of the eight hours based on the percentage (FTE) they are scheduled to work. Hours are entered on the line, Holiday Leave Pay.

32. When you work on a holiday, please record the number of hours you actually worked on the line labeled "OT – Please Pay” These hours will be paid at 1.5 times your pay rate in addition to your regular holiday pay. Please make a comment “worked holiday”

33. Recording the use of paid and unpaid leave. Check Your Balances. Please verify your leave balances in banweb or myPSU prior to completing your timesheet. In addition, leave time cannot be used in the same month it is accrued. Leave is earned at the end of the pay period and is available for you to use in the following pay period.

35. Leave balances

37. Banweb will warn of insufficient leave balances:

39. Enter time worked or leave as taken. Hours in this top section should be your total regular hours for the week.

40. Unpaid or other time

41. Enter your leave. Please make comments.

42. Labor distributions are pulled from what is in NBAJOBS in Banner Approve Time Sheet Online For Departmental Labor Changes – ENTER Change in the COMMENTS. For Changes on a Grant: Print out approved Time Sheet Make needed Labor Changes Route To Research Accounting for Signature Labor Distribution Overrides

43. Submit for Approval

44. Your password is your electronic signature

45. Common Issues: Overlapping hours Check time sheet for double entries in different time categories Not able to enter time Check under the job tab to make sure your job is in Banner If no – contact your supervisor If yes – contact HR

46. Banweb Useful Tips:

47. click Earn Code Descriptions:

49. Copy save

50. Copy

51. Date you’re copying from

52. Copy

53. Success!

54. Retrieve Timesheet Click to Retrieve

55. Comments Click to Comment

56. Comments Save

57. Helpful hints: Double check your work Check hours for each week Use your resources When in doubt – call: Gina x4945 Jennifer x5090 Vui x3755 It’s your timesheet Make comments

58. Helpful Tools for Payroll: HR Website: http://www.pdx.edu/hr/ BANWEB: http://www.banweb.pdx.edu Timesheet Tips: http://www.pdx.edu/hr/timesheet_tips_classified SEIU Contract: http://www.pdx.edu/hr/policies_contracts_forms BOLI: http://www.oregon.gov/BOLI/TA/T_FAQ_Tafaq.shtml

59. Questions?