Timekeeping 101 - University of Guam

Timekeeping 101
University of Guam
Payroll Office & Human Resources Office
May 8, 2014
Workshop Purpose
The purpose of the Timekeeping 101 workshop is to:
Provide UOG Timekeepers with knowledge and
updated payroll-related information
Timekeepers
Serve a CRITICAL ROLE in each unit
Ensure employees are paid ACCURATELY and TIMELY
Your mission…should you choose to accept it…is to
KEEP TIME
Timekeepers
Designated/Assigned PRIMARY and ALTERNATE
TIMEKEEPER
HOW? Submit an approved memo from appropriate
Dean/Director/Vice President to Payroll
Timekeepers are responsible for total
hours to be paid on any given PPE
except annual leave payout
Timesheets
Prepared in ‘advanced.’ Information is accurate as of
print date
Missing information on Timesheet?
Manually input or write information in
Payroll Deadline:
Tuesday, Non-Payday Week, 12 NOON!
Timesheet Errors
Result in long check pickup lines on paydays
Corrections – Should be Emailed before payday
Not practiced
Common Practice - wait until payday to make
corrections
Result: causing long line & wait times – INCONVENIENCE
Posted leave taken MUST be on timesheet and
submitted to Payroll
Submitting pending leave forms to Payroll must be
accompanied with memo justifying late submission
Timesheet Errors
REVIEW - all information on timesheet & leave forms
before submission to Payroll
ACCURACY - Timekeepers responsibility once signed.
ONLINE - Timesheets will be online soon (Datatel Web
Time Entry)
NEW EMPLOYEES
Not listed on timesheet
Write in following timesheet format
Hopefully - Personnel Action (UG1) is received at Payroll
in time for processing
Timesheet Errors
RECOMMENDATION:
CORRECT all errors BEFORE payment is processed
NOT CORRECTED - payment is not processed
RESULT –SPECIAL PAYMENT request
Web-Time Entry
Pay Options
26 payments ANNUALLY
52 weeks/year / 2 week pay period = 26 payments
13 payments per semester including winter and
summer intersessions
18 payments ACADEMIC YEAR
9 payments per semester
26 Payments
26 payments annually or 13 payments per semester
including winter and summer intersessions
Lower hourly rate
Health/Dental/Life insurance premiums paid annually
(Payroll will process deduction as forms are received.
Please indicate effective date on form)
First Fall payment starts on PPE 8/9/14 (1 payment in
advance before school starts)
Last ACADEMIC YEAR payment is 7/25/15, payday 7/31/15
26 Payments
Exiting Faculty
Mid-semester or before completing a semester;
receive payment adjustment to reflect actual work
days
For payment purpose - 26 pay option RECOMMENDED AT
the beginning of each Fall semester
Allowed exceptions :
Hiring mid-semester
Faculty resigning before semester-end
Payroll accommodates by making payment
adjustment to avoid overpayment
18 Payments
18 payments AY or 9 payments per semester
Higher hourly rate
Health/Dental/Life insurance premiums prorated)
paid during semester only (PR process deduction as forms
are received; please indicate effective date on form)
No payments
Winter intersession (12/28/13 - 1/11/14)
Summer intersession (5/31/14 - 8/9/14)
18 Payments
First Fall payment is 8/29/14 for PPE 8/23/14
8/10-23/14: 1 week advance payment
Last Fall payment is 12/19/14 for PPE 12/13/14:
Last week of semester (12/14-19/13) won’t be paid
1st payment advanced 1 week
Non-Tenure Track, less than 3 year-term are
AUTOMATICALLY on this pay option
Faculty Retiring or Resigning
May do so at any time without payment adjustment
Overloads
Defined as “current, full-time faculty teaching above
their regular load”
UG1 must be SIGNED to be paid
Payment will be processed upon receipt of UG1
Payroll deadline for HRO (to Payroll)
Wednesday of PPE week
You - SUBMIT to HRO on Monday or Tuesday to ensure
adequate processing time
Adjunct Faculty
Definition
“Faculty members who teach part-time, often up to 2
courses per semester”
Payment will be processed upon receipt of UG1
Off-campus adjuncts: UG1 must be signed for
check release
Current staff/administrators as adjuncts: Checks
will be paid upon receipt of signed UG1
Adjunct Faculty
Payroll deadline for HRO (to Payroll)
Wednesday of PPE week
You - SUBMIT to HRO on Monday or Tuesday to ensure
adequate processing time
Employment Termination or
Contract Completion
Inactive Positions
Timekeepers inform HRO to END employees’ position
if showing active on timesheets
Hold Checks
Terminated Employees?
“back-in” hours
Need approved memo to justify opening position to
allow payment
Leave (Application) Forms
Original to PR
Comply with UOG Leave Policy
Audit Findings - TOO many discrepancies/errors
Use provided leave forms; Cut form to provided size
Verify dates, time, total hours; Ensure forms are
completed and approved accordingly
Admin leave total hours include weekend & holidays;
Post work week hours only on timesheet
Leave (Application) Forms
Complete “REASON” - personal but determines the
qualification for the requested leave type
Sick – Who was sick? You? Child?
Bereavement - immediate family only
Monitor
Ensure leave forms are for current PPE
Back-ins should only be previous PPE
Submitting leave forms after months of time off =>
NOT ACCEPTABLE
Auditor questions reason; Need memo to JUSTIFY the
late submission.
Leave (Application) Forms
SUPPORTING DOCUMENTS
Sick leave over 3 days
Parental involvement leave (4hrs every 2 PPEs)
Bereavement Leave
Maternity & Paternity Leave,
Jury Duty Leave
Military leave
Leave (Application) Forms
Leave TAKEN and CHARGED
Must have an approved leave slip
Attach to the time sheet for PR
Military Leave
See requirements – CFR – Code of Federal
Regulations
Provide HRO with military orders and leave form
Paternity Leave
Who Qualifies?
“Employee occupying permanent position upon birth
of child”
Classified – YES
Unclassified F/T – YES, if receiving Annual/Sick Leave
Compensatory Time
Payroll Office file COMP-TIME leave forms
Units monitor usage/balances
Leave Without Pay (LWOP)
Definition:
“Unapproved requested time off”
“Requested time off with no leave balances
available”
“Requested time off on leave without pay”
Leave Without Pay (LWOP)
Example:
Flora
No accrued leave balance
Requests 4 hours time off without pay to attend to
personal business
Flora is placed on 4 hours LWOP.
ISSUE: Flora did not work a complete 80 hour pay
period. Who pays for med/den/life insurance?
Leave Without Pay (LWOP)
When LWOP of 4 hours:
Gives employee 76 paid regular hours
Adequate to cover benefits.
If not - Payroll cancels personal deductions before
adjusting benefits
80 hours LWOP - Employee is responsible for both
government and employee share
Undetermined Status
Definition:
“Absence without approval or acknowledged by
Administrator”
Example:
Juan did not show up to work for 3 days.
No contact with his supervisor regarding situation
=> Juan is placed on “UNDETERMINED STATUS”
Overtime
Definition:
Applicable only to eligible employees who physically
worked a full 40 hours during the defined “work
week”
See IPR&R
Overtime
A “work week” is aligned with PPE weeks/schedule
Sunday to Saturday effective PPE 12/28/13
Previous policy was Monday to Sunday
Overtime Request must be approved prior to the
actual overtime work
When leave is taken or a holiday falls in the same
week as OT, OT hours CONVERTS to straight or
regular time
Overtime
Working beyond 5 hours
=> REQUIRED break of at least 30 minutes
Only ORIGINAL OT Request/Approval form received
at PR will be paid
Part-Time Employees
Generally DO NOT qualify for leave accruals,
therefore leave forms are not expected
Administrative Leave (e.g., Staff Development Day)?
Submit leave form “For Record Purposes”
Should this be part of the timesheet?
In the new Web Time Entry (online timesheet), it can
be applied to track days on admin leave
Suggestions?
Deductions, Direct
Deposits, & W-4s
Deduction, Direct Deposits, & W-4
DUE BEFORE 12noon on Wednesday before Pay Period
Ending (PPE) date
Direct Deposit Initiative – G2G
Other PR Related Items
Time and Effort Timesheets
Confidentiality
Check information kept confidential
Role – protect employees information
Releasing information is
ILLEGAL
QUESTIONS & ANSWERS
Thank You