Handbook for Handling Exempt Employees

Transcription

1 Handbook for Handling Exempt Employees 1

2 Objective: The purpose of this handbook is to provide your timekeepers and approvers with the essential information that they will need to complete their normal tasks within TimeNet that pertain to monthly paid employees. 2

3 3 Changes in Leave Reporting Process 4 Logging into Timenet... 5 Searching for Employees.6 Adding a Single Calendar Entry... 7 Adding a Calendar Entry for Multiple Days... 8 List of Calendar Entries for Exempt Employees Outside Professional Activities Rules New Pay Codes for Reporting Outside Professional Activities... 13

4 4 Changes in Leave Reporting Process for Exempt Employees There will be no more leave calendars (pink & blue sheets) printed by the Payroll Department each month. Leave time taken for monthly paid employees will need to be entered in the TimeNet system. Faculty will now be recording leave taken in hours instead of days. An employee can request leave time by completing calendar entries in the TimeNet system or the leave time can be entered by any other employees who have been assigned the role of Supervisor or Editor. Leave balances will be in real time in TimeNet. Leave that is used will not be recorded on the paycheck until the following month. Employees should record all leave prior to the next to the last working day of each month. Supervisors & Editors should approve all calendar requests and Time Cards no later than the close of business on the next to the last working day of the month. A retro pay calculator will have to be completed to catch any leave requests that come in after payroll has already been processed. The Department will need to complete a form to request the addition of a calendar transaction, and that form will need to be forwarded to the Payroll Office no later than the 7 th of the following month. Please the completed form to the Payroll Office box (Payroll_Office@augusta.edu) or fax the form to

5 5 Logging into TimeNet Type in URL for API: The username and password will be the same user name and password that you use to login to all other Augusta University programs such as your Outlook Express box or the My MCG section out on the Augusta University Website.

6 6 Searching for Employees Access the employee menu by clicking on the Employee icon at the top of the page (third menu item from the left). If a Supervisor or Editor clicks the search button from this screen then the system will display all of the employees that are assigned to that person. When an employees who doesn t have Supervisor or Editor rights accesses the employee menu then the system will take them striaght to their Time Card Screen (TCS). A supervisor or Editor may access their own timecard by clicking the My Time Card button on the left hand side of the screen.

7 7 Adding a Single Calendar Entry Locate the Add calendar button under the employee actions menu. You will see a screen that looks like this. Enter the date, pay code, and number of hours for the calendar that you wish to add. Click Save or press enter to save the entry. If the employee entering the calendar has Supervisor or Editor rights then the calendar entry will go straight to the employee s time card. If a non-supervisor or Editor adds a calendar then those must be approved by a Supervisor or Editor before they will officially become part of the employee s timecard.

8 8 Add Calendar Entries for Multiple Days Click on the Monthly View button located under the Employee Sections Card. Click on the dark bar for the 2nd. This screen displays the current month and highlights the current day. For my example, I am going to enter annual leave on November 2, 2012 November 4, Step 1: Click on forward arrow to navigate to November. Step 2: Click on November 2 dark bar Step 3: Hold the Ctrl key and click on the dark bar for November 3 and November 4th Hold the Ctrl key down while clicking on the dark bar for the 3 rd and 4 th Once you have selected the days they will appear as highlighted, Click on the Add Calendar button:

9 9 The Add Calendar button displays the general employee info screen, verify you have selected the correct date range, and then enter the appropriate pay code: Click in the Pay Code field. Click on the appropriate Pay Code for the calendar request from the Field Look Up Values pane.

10 10 Enter the duration of the time you are requesting off, Click Save, this completes your transaction. Click in the Time field. Click Save. Click in the Hours/Units field and enter the number of hours for each day submitted. The system will generate a decimal to two places. For example enter 8 for 8.00 hours, enter 4.5 for 4.50 hours.

11 11 List of Calendar Entries for Exempt Employees: EX CLOSE CAMPUS EX: Use this code for snow days or for other situations when the institution is not operating. EX EDUCATION: Education leave for attending a child s school function EX HOL BEN: Records Holidays for Exempt Employees. EX JURY: Jury Duty codes. LWOP: Leave Without Pay EX MIL: Use this pay code to report Military Leave. EX SICK: Record Sick Leave EX UHLDY: Unscheduled Holiday EX VAC: Annual Leave Time OC, PLA-ACADEMIC, PLA-FISCAL, OSC, TCH, SCW, OPP, ECE: These are explained later in the manual.

12 12 Outside Professional Activities Rules Full-time, 12 month faculty are limited to 20 days per year of Professional Leadership Activities (PLA). Full-time, 9 month faculty are limited to 15 days per year of PLA. Exceptions may be approved by the Chair or Dean; reporting will now be provided. Timeline for tracking Academic Faculty will be from August 1-May 31. Timeline for tracking Fiscal Faculty will be from July1-June 30 th. Part Time Faculty (less than 1.0 FTE) who participate in OPA should use the OC code for all such activities. They are not subject to the 20 day limit.

13 13 New Pay Codes for Reporting Outside Professional Activities Type of OPA Pay Code Description Approval Cap Off Campus OC Exempt Professionals will continue to use Off Campus for meetings, training, seminars, etc. that occur off campus. Professional Leadership Activities PLA- Academic/PLA Fiscal Used when presenting papers at professional meetings, giving occasional lectures at other institutions, service in offices or on committees of academic or professional societies or professionally related civic and non-profit organizations, participating in accreditation visits to other institutions, and service on governmental advisory committees or study sections. N/A Full time FY faculty members limited to a 20 day cap per fiscal year unless they obtain written approval to exceed that limit from their Chair, Dean, or other direct supervisor as appropriate. Fulltime AY Year faculty limited to 15 days per fiscal year. How Activity is Paid Paid as regular pay. Paid regular pay

14 14 Type of OPA Pay Code Outside Consulting OSC Faculty members often have opportunities to serve as consultants or part-time employees to make their professional knowledge /skills available to individuals and organizations outside the university, including government agencies, other academic institutions, non-profit organizations, and business enterprises. Such activities may be either on a short-term or recurring basis and generally involve compensation to the individual. Description Approval Cap How Activity is Paid Outside consulting as described in policy may be entered into only with prior permission of the university, within specified time limits approved by the Chairman in consultation with the Dean, and with an obligation to report all such activities to the university at the end of the contractual appointment year. Paid Vacation pay, if available; otherwise Leave without Pay Other Non-USG Academic Institutions (permission required) TCH Teaching or research at other academic institutions may be appropriate under some circumstances but is generally discouraged except for occasional lectures in the faculty member s area of specialization. Recurring responsibilities in another academic institution, such as teaching a course or supervising a research program, may be accepted only with prior permission of the Dean, which usually will not be given without communication between the faculty member s Department Chairman or Dean and a counterpart at the other institution to assure that both institutions understand and approve the arrangement. The Dean shall keep the President informed of such Paid Vacation pay, if available; otherwise Leave without Pay

15 15 Type of OPA Scholarly or Creative Writing and Other Individual Creative Endeavors Pay Code SCW arrangements. Description Approval Cap How Activity is Paid Such activity is part of the regular university responsibilities of many faculty members, and additional activity beyond normal expectations is generally encouraged as contributing to professional growth and the purposes of the university. If such activity is undertaken in anticipation of uncertain future compensation (such as a royalty interest in a book or possible eventual sale of an artistic work), there is no requirement for advance permission, but the requirement for subsequent reporting applies. If the activity is undertaken for direct compensation or immediate sale of a product or for an advance in anticipation of royalties, the requirements for prior permission and subsequent reporting apply. Paid regular pay

16 16 Type of OPA External Continuing Education External Institutions) Pay Code ECE Description Approval Cap How Activity is Paid In their professional engagement beyond their normal university duties, faculty members have a responsibility to choose activities that contribute to their professional growth and the spread of knowledge and that support the broad purposes of the university. When engaging in outside professional activity or other outside employment or involvements, faculty members have a responsibility to limit such activities so that they do not conflict with their primary obligations as faculty members or with the goals and needs of the university During the period of contractual obligation to the university, faculty members are required to submit written requests for permission in advance of participating in outside professional activity. This is done by submitting Form OA-1 through the Department Chair to the Dean of the college. Forms may be obtained at the office of the appropriate dean or chair. Paid Vacation pay, if applicable; otherwise Leave without Pay

17 17 Type of OPA Pay Code Description Approval Cap Outside Professional Practice OPP Does not apply to the clinical practice of medicine, dentistry, nursing, and the allied health sciences. Under some circumstances, faculty members engage in independent professional practice, accepting patients or clients without university sponsorship and generally off campus. Such activity, whether undertaken for fees or on a pro bono basis, must be carefully limited and regulated to avoid conflict with university obligations and may be prohibited altogether by the policies of some departments or colleges. When it is allowable, the requirements of advance permission and subsequent reporting apply. If the relevant canons of professional practice preclude identification of individual clients, that information need not be disclosed, but the faculty member is required to describe at the beginning of the contractual year the nature and circumstances of the practice and the amount of time to be committed to the practice, and to report at the end of the year the actual time spent. How Activity is Paid Paid Vacation pay, if applicable; otherwise Leave without Pay