LEAD TIME & ATTENDANCE PAYROLL SERVICES

Transcription

1 LEAD TIME & ATTENDANCE PAYROLL SERVICES 2012 John Ives & Patricia Bailey

2 TOPICS FOR DISCUSSION 2 Weekly time records Web time entry Time record general rules Night shift premium pay Overtime Compensatory time

3 TOPICS FOR DISCUSSION 3 Holiday premium pay Application for leave Leave without pay Retaining record guidelines Supervisor s responsibilities Payroll contacts

4 SPA EMPLOYEES 4 Required Forms Subject to FLSA Weekly time records Application for Leave Form Exempt from FLSA N/A Application for Leave Form TERMS: State Personnel Act (SPA) Fair Labor Standards Act (FLSA)

5 OTHER EMPLOYEE TYPES 5 Time Records entered in Web Time Entry (WTE) SPA Temporary Employees Student Employees Work Study Student Employees

6 OTHER EMPLOYEE TYPES 6 NOTE: Graduate assistants and part-time faculty DO NOT complete time records.

7 EMPLOYEE PAY DAYS 7 Type Pay Date Period WTE/Time Submission Date Permanent SPA/EPA 15 th Last of month 1 st 15 th 16 th month end Weekly SPA Temporary 15th All hours worked in previous month WTE Training Students: Work Study Temporary 15 th All hours worked the previous month WTE Training Graduate Students/ PT Faculty 15 th Last of month No time records

8 TIME RECORD GENERAL RULES 8 Complete accurately each week Employee and supervisor sign

9 TIME RECORD GENERAL RULES 9 The head of each department is responsible for retaining the original Permanent Employee Weekly Time Record for all FLSA subject employees.

10 TIME RECORD GENERAL RULES 10 Original Permanent Employee Weekly Time Records must be retained for: Current calendar year Five prior calendar years NOTE: Time records can be destroyed January 1 st of the seventh year.

11 WTE USERS 11 For WTE information and training, right click and open the hyperlinks below: WTE Approver Video Banner WTE Training Employees and Students can access WTE anywhere, anytime.

12 TIMESHEETS 12 Download timesheets from Payroll forms web page: NOTE: Time sheets submitted to Payroll cannot be returned.

13 13 EXAMPLES OF TIMESHEETS

14 STANDARD TIME RECORD 14 The University of North Carolina at Charlotte PERMANENT EMPLOYEE WEEKLY TIME RECORD Night Shift Name John Doe UNC Charlotte ID Period: From 11/14/2011 To 11/18/2011 Department Financial Services Less Time Hours Other Total Paid Day In Out For Lunch Worked Hours Reason Hours SUN FOR HOURS WORKED IN EXCESS OF FORTY (40) MON Actual hours worked - overtime hours to be TUE paid. (Authorization memo required) WED THU Actual hours worked - compensatory time FRI to be taken. SAT COLUMN TOTALS CERTIFICATION: by employee indicating the time claimed is correct. APPROVAL: by supervisor John Doe 10/25/2011 Mary Smith 10/25/2011 Signature date SIGNATURE DATE NOTE: this record must be completed daily, signed by the employee and the employee's supervisor and retained in a central location in the department. Must be typed or completed in ink. Overtime submissions may not be paid until the next payroll period because payroll is run in advance of dates worked. If you have a question regarding overtime payment, contact payroll-ext Conversion Table ( minutes-100ths of an hour) Payroll Form Updated Banner 11/10

15 NIGHTSHIFT/PREMIUM PAY 15 The University of North Carolina at Charlotte PERMANENT EMPLOYEE WEEKLY TIME RECORD Night Shift Name John Doe UNC Charlotte ID Period: From 11/14/2011 To 11/18/2011 Department Financial Services Less Time Hours Other Total Paid Day In Out For Lunch Worked Hours Reason Hours SUN FOR HOURS WORKED IN EXCESS OF FORTY (40) MON 10:30 7: Actual hours worked - overtime hours to be TUE 10:30 7: paid. (Authorization memo required) WED 10:30 7: THU 10:30 7: Actual hours worked - compensatory time FRI 10:30 7: to be taken. SAT COLUMN TOTALS CERTIFICATION: by employee indicating the time claimed is correct. APPROVAL: by supervisor John Doe 10/25/2011 Mary Smith 10/25/2011 SIGNATURE DATE SIGNATURE DATE NOTE: This record must be completed daily, signed by the employee and the employee's supervisor and retained in a central location in the department. MUST BE TYPED OR COMPLETED IN INK. OVERTIME SUBMISSIONS MAY NOT BE PAID UNTIL THE NEXT PAYROLL PERIOD BECAUSE PAYROLL IS RUN IN ADVANCE OF DATES WORKED. IF YOU HAVE A QUESTION REGARDING OVERTIME PAYMENT, PLEASE CONTACT PAYROLL-EXT Conversion Table ( minutes-100ths of an hour) Payroll Form Updated Banner 11/

16 OVERTIME PAY 16 The University of North Carolina at Charlotte PERMANENT EMPLOYEE WEEKLY TIME RECORD Name John Doe UNC Charlotte ID Period: From 11/14/2011 To 11/18/2011 Department Financial Services Night Shift Less Time Hours Other Total Paid Day In Out For Lunch Worked Hours Reason Hours SUN FOR HOURS WORKED IN EXCESS OF FORTY (40) MON Actual hours worked - overtime hours to be TUE paid. (Authorization memo required) WED THU Actual hours worked - compensatory time FRI to be taken. SAT COLUMN TOTALS CERTIFICATION: by employee indicating the time claimed is correct. APPROVAL: by supervisor John Doe 10/25/2011 Mary Smith 10/25/2011 SIGNATURE DATE SIGNATURE DATE NOTE: This record must be completed daily, signed by the employee and the employee's supervisor and retained in a central location in the department. MUST BE TYPED OR COMPLETED IN INK. OVERTIME SUBMISSIONS MAY NOT BE PAID UNTIL THE NEXT PAYROLL PERIOD BECAUSE PAYROLL IS RUN IN ADVANCE OF DATES WORKED. IF YOU HAVE A QUESTION REGARDING OVERTIME PAYMENT, PLEASE CONTACT PAYROLL-EXT Conversion Table ( minutes- 100ths of an hour) Payroll Form Updated Banner 11/

17 OVERTIME MEMO 17 Memo To: Payroll Office From: (Department Chair/Director) Subject: Request for Overtime Pay Date: XX, XX, XXXX The following employees worked in excess of 40 hours with my approval and should receive overtime pay: Name Week ending Overtime hours Norm Niner XX, XX, XXXX X

18 COMPENSATORY TIME 18 The University of North Carolina at Charlotte PERMANENT EMPLOYEE WEEKLY TIME RECORD UNC Charlotte ID Name John Doe Period From 11/14/2011 To 11/18/2011 Department Financial Services Night Shift Less Time Hours Other Total Paid Day In Out For Lunch Worked Hours Reason Hours SUN FOR HOURS WORKED IN EXCESS OF FORTY (40) MON Actual hours worked - overtime hours to be TUE paid. (Authorization memo required) WED THU Actual hours worked - compensatory time FRI to be taken. SAT COLUMN TOTALS CERTIFICATION: by employee indicating the time claimed is correct. APPROVAL: by supervisor John Doe XX-XX-XX Mary Smith XX-XX-XX SIGNATURE DATE SIGNATURE DATE NOTE: this record must be completed daily, signed by the employee and the employee's supervisor and retained in a central location in the department. Must be typed or completed in ink. Overtime submissions may not be paid until the next payroll period because payroll is run in Advance of dates worked. If you have a question regarding overtime payment, please contact payroll-ext Conversion Table ( minutes-100ths of an hour) Payroll Form Updated Banner 11/10

19 OVERTIME COMPENSATION 19 The University of North Carolina at Charlotte Charlotte, NC Pre-Employment Agreement Regarding Overtime Compensation This agreement is to be completed by job applicants selected for State employment in positions subject to hours of work and overtime pay standards. This agreement is a precondition of employment and shall be part of the employee's personnel file. It has been explained to me and I understand that it is the policy of the State of North Carolina to give overtime compensation in the form of compensatory time off, rather than in monetary compensation, whenever possible. I also understand that the decision to give either compensatory time off or monetary compensation is a decision to be made by management, and is not my choice. Signature Printed Name Date

20 COMPENSATORY TIME OFF 20 An employee that exceeds 40 actual physical hours worked during the week is entitled to overtime pay for hours worked over 40. Attach a memo to the time sheet for all exception pay including holiday premium pay.

21 COMPENSATORY TIME OFF 21 More than 8 hours requires prior approval Earn 1½ hours per hour worked over 40 Take before end of following month, if possible Use within 12 months or paid to employee Tracked by supervisor Comp leave log (employee & supervisor) Holiday comp time is taken at later date

22 COMPENSATORY LEAVE LOG 22

23 HOLIDAY PREMIUM PAY 23 The University of North Carolina at Charlotte PERMANENT EMPLOYEE WEEKLY TIME RECORD Night Shift Name John Doe UNC Charlotte ID Period: From 11/14/2011 To 11/18/2011 Department Financial Services Less Time Hours Other Total Paid Day In Out For Lunch Worked Hours Reason Hours SUN FOR HOURS WORKED IN EXCESS OF FORTY (40) MON Holiday 10 Actual hours w orked - overtime hours to be TUE paid. (Authorization memo required) WED THU Actual hours w orked - compensatory time FRI to be taken. SAT Remarks: 10 hrs. Holiday Premium Pay COLUMN TOTALS hrs. Overtime CERTIFICATION: by employee indicating the time claimed is correct. APPROVAL: by supervisor 8 hrs Holiday Comp time to be taken at a later date John Doe 10/25/2011 Mary Smith 10/25/2011 SIGNATURE DATE SIGNATURE DATE NOTE: This record must be completed daily, signed by the employee and the employee's supervisor and retained in a central location in the department. MUST BE TYPED OR COMPLETED IN INK. OVERTIME SUBMISSIONS MAY NOT BE PAID UNTIL THE NEXT PAYROLL PERIOD BECAUSE PAYROLL IS RUN IN ADVANCE OF DATES WORKED. IF YOU HAVE A QUESTION REGARDING OVERTIME PAYMENT, PLEASE CONTACT PAYROLL- EXT Conversion Table ( minutes-100ths of an hour) Payroll Form Updated Banner 11/10

24 COMBINED OVERTIME & SICK TIME 24 The University of North Carolina at Charlotte PERMANENT EMPLOYEE WEEKLY TIME RECORD Name John Doe UNC Charlotte ID Period: From 11/14/2011 To 11/18/2011 Department Financial Services Less Time Hours Other Total Paid For Day In Out Lunch Worked Hours Reason Hours FOR HOURS WORKED IN SUN MON TUE EXCESS OF FORTY (40) Night Shift Actual hours worked - overtime hours to be paid. (Authorization memo required.) WED 6 sick THU Actual hours worked - compensatory time to be taken. FRI SAT COLUMN TOTALS CERTIFICATION: by employee indicating the time claimed is correct. APPROVAL: by supervisor John Doe 10/25/2011 Mary Smith 10/25/2011 SIGNATUR E DATE SIGNATURE DATE NOTE: this record must be completed daily, signed by the employee and the employee's supervisor and retained in a central location in the department. Must be typed or completed in ink. Overtime submissions may not be paid until the next payroll period because payroll is run in advance of dates worked. If you have a question regarding overtime payment, contact payroll-ext Conversion Table ( minutes-100ths of an hour) Payroll Form Updated Banner 11/

25 25 COMBINED REGULAR HOURS VACATION & SICK TIME The University of North Carolina at Charlotte PERMANENT EMPLOYEE WEEKLY TIME RECORD Name John Doe UNC Charlotte ID Period: From 11/14/2011 To 11/18/2011 Department Financial Services Night Shift Less Time Hours Other Total Paid Day In Out For Lunch Worked Hours Reason Hours SUN FOR HOURS WORKED IN EXCESS OF FORTY (40) MON Actual hours worked - overtime hours to be TUE paid. (Authorization memo required) WED 8 Sick THU Vac Actual hours worked - compensatory time FRI Vac to be taken. SAT COLUMN TOTALS CERTIFICATION: by employee indicating the time claimed is correct. APPROVAL: by supervisor John Doe 10/25/2011 Mary Smith 10/25/2011 SIGNATURE DATE SIGNATURE DATE NOTE: this record must be completed daily, signed by the employee and the employee's supervisor and retained in a central location in the department. Must be typed or completed in ink.overtime submissions may not be paid until the next payroll period because payroll is run in advance of dates worked. If you have a question regarding overtime payment, contact payroll-ext

26 LEAVE WITHOUT PAY 26 The University of North Carolina at Charlotte PERMANENT EMPLOYEE WEEKLY TIME RECORD Name John Doe UNC Charlotte ID Period: From 11/14/2011 To 11/18/2011 Department Financial Services Night Shift Less Time Hours Other Total Paid Day In Out For Lunch Worked Hours Reason Hours FOR HOURS WORKED IN EXCESS OF SUN FORTY (40) MON Actual hours worked - overtime hours to be TUE paid. (Authorization memo required) WED 8 Sick THU LWOP Actual hours worked - compensatory time FRI LWOP to be taken. SAT COLUMN TOTALS CERTIFICATION: by employee indicating the time claimed is correct. APPROVAL: by supervisor John Doe 10/25/2011 Mary Smith 10/25/2011 SIGNATUR E DATE SIGNATURE DATE NOTE: This record must be completed daily, signed by the employee and the employee's supervisor and retained in a central location in the department. MUST BE TYPED OR COMPLETED IN INK.OVERTIME SUBMISSIONS MAY NOT BE PAID UNTIL THE NEXT PAYROLL PERIOD BECAUSE PAYROLL IS RUN IN ADVANCE OF DATES WORKED. IF YOU HAVE A QUESTION REGARDING OVERTIME PAYMENT, PLEASE CONTACT PAYROLL-EXT Conversion Table ( minutes-100ths of an hour) Payroll Form Updated Banner 11/

27 APPLICATION FOR LEAVE 27 Download application for leave:

28 APPLICATION FOR LEAVE 28 Submit original application for leave Reflect actual leave taken Submit weekly, following leave from work

29 29 APPLICATION FOR LEAVE

30 30 LEAVE WITH BOTH VACATION & SICK TIME

31 31 EXCEPTION LEAVE

32 32 MILITARY LEAVE

33 FMLA OR EXTENDED LEAVE 33 Out of work 3 or more days for a qualifying FMLA reason: Supervisor is required to contact the Benefits Department Employee must apply for FMLA or a leave of absence for which the employee is eligible Contact the Benefits Department for more information on FMLA.

34 34 LEAVE WITHOUT PAY

35 GUIDELINES LEAVE WITHOUT PAY 35 Leave Without Pay LWOP (420) status: Submit time record weekly Submit application for leave coded 420 Send to Payroll the Monday following LWOP status Contact Payroll immediately LWOP > 8 hours

36 COMMUNITY INVOLVEMENT LEAVE 36

37 LEAVING THE UNIVERSITY 37 Employing department is to verify and send copies of the final two months of employment to Payroll: Copies of permanent employee weekly time record Copies of leave (if not subject to FLSA)

38 38 LEAVE LOG EXAMPLES

39 39 LEAVE LOG EXAMPLES

40 TRACKING COMP TIME 40 Who is responsible for tracking and managing comp time earned by FLSA subject employees? Department heads and supervisors NOTE: FLSA exempt employees (both SPA and EPA) are not entitled to hour for hour compensatory time for hours worked in excess of forty weekly.

41 RETAINING RECORD GUIDELINES 41 Who retains and submits time records?

42 RETAINING RECORD GUIDELINES 42 Who retains and submits leave records?

43 RETAIN TIME RECORDS 43 Retain time records for the current calendar year and five prior calendar years. Time records can be destroyed on January 1 st of the seventh year.

44 SUPERVISOR S RESPONSIBILITY 44 Verify time worked is true and accurate Retain original permanent employee weekly time records in department Maintain compensatory time earned and used Maintain available leave balances

45 SUPERVISOR S RESPONSIBILITY 45 Contact HR/Benefits when an employee: Is out for 3 or more days for a qualifying FMLA reason Terminates

46 SUPERVISOR S RESPONSIBILITY 46 Provide Payroll with copies of the employee s final two months of employment: Permanent Employee Weekly Time Records (subject to FLSA) Leave taken (exempt from FLSA)

47 SUPERVISOR S RESPONSIBILITY 47 Web Time Entry WTE Approve by 3 rd working day of the month (can Access WTE anywhere, anytime) Submit time records to Payroll for prior months only Must be signed by employee & supervisor Verify fund/account/employee name/id/hours Must be legible

48 TIME & ATTENDANCE REPORTING 48 Patricia Bailey Payroll Manager x Paula Boettcher Assistant Payroll Manager x Ann Hieronymus SPA/EPA Permanent Payroll x Theresa Harrison Deductions/Leave and Non-Student Temp Payroll x Renetta Darity Work Study Students/Grad Students/ EPA/SPA Temporary Payroll x Brenda Musselman Student Payroll and Payroll Receptionist x Questions?

49 49 BUSINESS MANAGERS IN ACADEMIC AFFAIRS DIVISION Name Unit Phone # Anderson, Sandra International Programs x Armes, Marsha Urban Institute (Metro) x Barber, Pat ITS x Burris, Juandra Academic Services x Do, Trang Library Administration x Duplessis, Ann Extended Academic Programs x x Durham, Chris College of Health and Human Services x Evans, Yvonne Enrollment Management x Fennimore, Lori Extended Academic Programs x Fraser, Deborah Research and Federal Relations x Garland, Nancy Belk College of Business x Jay, Linda Jean Graduate School x Keene, Gail Charlotte Research Institute x LaCross, Paula University College x McMahon, Lori College of Arts and Architecture x Morton, Bonnie College of Education ( ) x Sinclair, Patricia College of Computing and Informatics x Stafford, Eleanor College of Liberal Arts and Sciences x Stewart, Jane College of Engineering x7-8243