FLSA Time Reporting - UIC

Transcription

1 FLSA Time Reporting - UIC Laura Barnett, Assistant Director, UPB Training 1

2 Time Reporting for Salaried Non-Exempt Academic Professionals, Postdocs and Graduate Assistants Additional Bi-weekly Academic Hourly Job Record Effective Date of 11/20/2016 Bi-weekly Timesheet MN and BW pay event records in Banner and PARIS 2

3 Time Reporting for Salaried Non-Exempt Academic Professionals, Postdocs and Graduate Assistants Two Separate Direct Deposit Transactions MN BW Based on Assign Salary on the job record Paid on monthly pay date Based on any FLSA-related pay entered in timesheet Paid on bi-weekly pay date Required Time Entry for BW Timesheets Record and pay FLSA-related earnings Record and track FLSA-related hours worked and leave taken 3

4 Time Reporting for Salaried Non-Exempt Academic Professionals, Postdocs and Graduate Assistants BW Time Entry Method Web Time Entry Employee enters overtime hours in the row labeled FLSA Time & Half Overtime on the date earned Supervisor / Time Entry Approver verifies and approves time Department Time Entry Employee records overtime hours on a paper timesheet Department Originator enters the overtime hours using earn code OPS (FLSA Time & Half Overtime) Department Approver verifies and approves the time 4

5 Time Reporting for Salaried Non-Exempt Academic Professionals, Postdocs and Graduate Assistants Time worked recorded in 15 minute increments 5

6 Time Reporting for Salaried Non-Exempt Academic Professionals, Postdocs and Graduate Assistants FLSA-related Pay Overtime Hours worked which exceed 40 hours a week Paid at time and half Earn code FLSA-Time & Half Overtime used Do not use Time & Half Overtime Additional Hours Worked Hours worked by a part-time employee in a bi-weekly pay period greater than the hours defined for the part-time job, but less than and/or up to 40 hours/week Paid as straight time 6

7 Time Reporting for Salaried Non-Exempt Academic Professionals, Post Docs and Graduate Assistants FLSA Tracking Hours Worked FLSA-Work Hours-Tracking Only earn code Hours worked, excluding overtime or additional part-time hours Tracking purposes only, does not pay Usually represents regular hours defined for the monthly job and paid as a monthly salary Do not use Regular Pay earn code this code will overpay the employee 7

8 Time Reporting for Salaried Non-Exempt Academic Professionals, Post Docs and Graduate Assistants FLSA Tracking (continued) Leave Time FLSA-Leave Hours-Tracking Only earn code Hours of leave taken per day Recorded in 1 hour increments Does not update leave balances in Banner Does not replace unit/department Academic Leave Reporting practices Tracking purposes only, does not pay Replaces State required Positive Time Reporting (PTR) 8

9 Example: Full-Time Salaried Non-Exempt Academic Professional Regular Pay hours should never be entered in the BW timesheet for a Salaried Non- Exempt Academic Professional. Regular salary will be paid by the existing monthly job record. 9

10 Example: Full-Time Salaried Non-Exempt Academic Professional Additional part-time work hours should never be reported for a full-time employee. 10

11 Example: Full-Time Salaried Non-Exempt Academic Professional Regular hours worked should be entered in the non pay code FLSA-Work Hours- Tracking Only in the BW timesheet for the Salaried Non- Exempt Academic Professional. 11

12 Example: Full-Time Salaried Non-Exempt Academic Professional Hours worked by a Salaried Non-Exempt Academic Professional in excess of regular full-time hours should be recorded and paid using the FLSA-Time & Half Overtime earn code, and not the Time & Half Overtime earn code. 12

13 Example: Part-time Salaried Non-Exempt Academic Professional Additional work hours should be reported and paid using the FLSA PT Add l Work Hours Paid earn code when a part-time Salaried Non- Exempt Academic Professional works beyond the scheduled hours for both weeks of the pay period but less than 40 hours per week. 13

14 Example: Part-time Salaried Non-Exempt Academic Professional Additional work hours do not have to be paid in the second week of the pay period since the employee and unit agreed to adjust the hours in the first week. The hours do need to be recorded in the non pay code FLSA- Work Hours- Tracking Only on the days the hours were worked. 14

15 Example: Part-time Salaried Non-Exempt Academic Professional FLSA-Time & Half Overtime should be recorded and paid when regular work hours and additional work hours combined exceed 40 hours for the week. In this example, the parttime employee worked the regular scheduled hours for both weeks of the pay period, plus an additional 24 hours in the second week. In addition to the 20 hours paid as straight time using the FLSA PT Add l Work Hours Paid earn code, 4 hours of FLSA- Time & Half Overtime will be paid. 15

16 Time Reporting for Salaried Non-Exempt Civil Service No Additional Bi-weekly Academic Hourly Job Record FLSA Time Reporting on Existing Bi-Weekly Timesheet Record and pay exception time, including FLSA-related earnings Hours worked recorded in 15 minute increments Leave hours taken recorded in 1 hour increments Salaried Non-Exempt Civil Service employees will always submit a timesheet with hours for FLSA-Work Hours-Tracking Only 16

17 Time Reporting for Salaried Non-Exempt Civil Service FLSA-related Pay Overtime Hours worked over 7.5 or 8.0 hours in a day and/or 37.5 or 40 hours per work week Paid at time and half Use Time & Half Overtime (OVR) earn code Additional Hours Worked Hours worked in a bi-weekly pay period greater than the hours defined for the part-time job, but less than and/or up to 37.5 or 40 hours/week Paid as straight time Use FLSA-PT Add l Work Hours Paid (OP1) earn code 17

18 Time Reporting for Salaried Non-Exempt Civil Service FLSA Tracking Hours Worked FLSA-Work Hours-Tracking Only earn code Leave Time Hours worked, excluding overtime or additional part-time hours Tracking purposes only, does not pay Usually represents regular hours defined for the bi-weekly job, but not visible on the timesheet No new FLSA-related leave code for Civil Service employees Recorded using the standard leave codes (e.g., VAR) Recorded in 1 hour increments or full days 18

19 Example: Full-time Salaried Non-Exempt Civil Service Additional part-time work hours should never be reported for a full-time employee. 19

20 Example: Full-time Salaried Non-Exempt Civil Service Regular hours worked should be entered in the non pay code FLSA-Work Hours- Tracking Only. Regular hours are paid based on the job record for the fulltime Salaried Non- Exempt Civil Service employee. 20

21 Example: Full-time Salaried Non-Exempt Civil Service For full-time Salaried Non-Exempt Civil Service employees, hours worked in excess of 7.5/8.0 hours per day and/or 37.5/40 hours per week should be paid using the Time & Half Overtime earn code. 21

22 Example: Part-time Salaried Non-Exempt Civil Service For part-time Salaried Non-Exempt Civil Service employees, additional Hours worked are recorded and paid as straight time using the FLSA PT Add l Work Hours Paid earn code if the default hours (e.g., 4 hours/day, M-F) for both weeks of the pay period were worked. 22

23 Example: Part-time Salaried Non-Exempt Civil Service Additional work hours do not have to be paid in the second week of the pay period since the employee and unit agreed to adjust the hours in the first week. The hours do need to be recorded in the non pay code FLSA- Work Hours- Tracking Only on the days the hours were worked. 23

24 Example: Part-time Salaried Non-Exempt Civil Service Time & Half Overtime should be recorded and paid when regular work hours and additional work hours combined exceed 7.5/8 hours for the day and/or 37.5/40 hours per week. In this example, the part-time employee worked the regular scheduled hours for both weeks of the pay period, plus an additional 21.5 hours in the second week. In addition to the 17.5 hours paid as straight time using the FLSA PT Add l Work Hours Paid earn code, 4 hours of Time & Half Overtime will be paid. 24

25 Time Reporting for Salaried Non-Exempt Civil Service Employees - Feeder No Additional Academic Hourly Job Record Exception Time and FLSA Time Reporting Record and pay exception time, including FLSA-related earnings Hours worked recorded in 15 minute increments Leave hours taken recorded in 1 hour increments Salaried Non-Exempt Civil Service time records will be included in all pay period interface files regardless of exception time hours since FLSA-Work Hours-Tracking Only must be reported every pay period 25

26 Time Reporting for Salaried Non-Exempt Civil Service - Feeder FLSA-related Pay Overtime Hours worked over 7.5 or 8.0 hours in a day and/or 37.5 or 40 hours per work week Paid at time and half Use Time & Half Overtime (OVR) earn code Additional Hours Worked Hours worked in a bi-weekly pay period greater than the hours defined for the part-time job, but less than and/or up to 40 hours/week Paid as straight time Use FLSA-PT Add l Work Hours Paid (OP1) earn code 26

27 Time Reporting for Salaried Non-Exempt Civil Service - Feeder FLSA Tracking Hours Worked FLSA-Work Hours-Tracking Only earn code Leave Time Hours worked, excluding overtime or additional part-time hours Tracking purposes only, does not pay No new FLSA-related leave code for Civil Service employees Recorded using the standard leave codes (e.g., VAR) Recorded in 1 hour increments or full days All Earn Code Hours Reported by Day Not Summed by Week 27

28 Missed Timesheets Pay adjustment Before CPA deadline Submit PARIS CPA After CPA deadline Submit PARIS PUA Track hours Superuser processes a timesheet in PHATIME Incorrect Timesheets Pay adjustment Before CPA deadline Submit PARIS CPA After CPA deadline Submit PARIS PUA Track hours Paper timesheet should be kept on file since completed timesheets cannot be edited 28

29 Time Reporting Considerations Timesheet organization Security for Time Entry Originators, Approvers, Proxies and Superusers Coordination with HR on Job Record Changes Time Entry Method Timesheet Organization Routing queues Routing queue overrides 29

30 FLSA Time Entry Open Labs 12/2/2016 Location: MAB S. Marshfield Ave Time: 9:00am to 4:00pm Audience: Affected Employees & Supervisors Registration Link: 12/5/2016 Location: AOB 11A, 1737 W. Polk Street, Basement Time: 9:00am to 4:00pm Audience: Affected Employees & Supervisors Registration Link: 12/6/2016 Location: AOB 11K, 1737 W. Polk Street, Basement Time: 9:00am to 12:00pm Audience: Supervisors Registration Link: 30

31 Questions after the webinar? Thank you! 31