Standard Procedure (SP) Effective: November 1, 2015 Responsible Division: Human Resources

Transcription

1 Approved: Anne Fornshell Deputy Director, Human Resources Standard Procedure (SP) Responsible Division: Human Resources STANDARD PROCEDURE FOR WORKING HOURS, LEAVE APPROVAL AND TIME RECORDING PROCEDURAL STATEMENT: The Working Hours, Leave Approval and Time Recording Standard Procedure has been designed to provide a consistent framework for achieving the purpose of the Policy on Working Hours, Leave Approval and Time Recording. The standard procedure provides criteria and guidance on working hours, the leave approval process and the proper use of the Time Recording System, to include recording arrival and departure times, approving timecards, training, management discretion and delegation. This Standard Procedure is intended to assure ODOT s compliance with the federal and state law, Fair Labor Standards Act, and the Collective Bargaining Agreement. AUTHORITY: Fair Labor Standards Act 29 U.S.C. 201, et seq , and of the Ohio Revised Code (ORC) Code of Federal Regulations 29 CFR 516, 541, 553 Ohio Revised Code Ohio Revised Code Ohio Administrative Code 123:1-32; 123: ; 123: Contract between the State of Ohio and the Ohio Civil Service Employees Association, AFSCME, Local 11, AFL-CIO Policy and Standard Procedure on Overtime, Compensatory Time & Flex Time (P), (SP) Policy on Working Hours, Leave Approval and Time Recording, (P) REFERENCES: Policy on Working Hours, Leave Approvals and Time Recording, (P)

2 Page 2 of 10 SCOPE: All Districts, Divisions and Offices within the Ohio Department of Transportation will use this standard procedure to implement and administer the Policy on Working Hours, Leave Approval and Time Recording. BACKGROUND AND PURPOSE: The Department is required to establish a consistent procedure to ensure that core business hours, leave approvals and time recording are accurate and consistent with federal and state laws. Each District/Division Deputy Director is responsible for ensuring that the agency s core hours, leave approvals and time recording are conducted in a manner consistent with this policy and procedure. DEFINITIONS: Business Administrative Functions: Include but are not limited to, answering telephones, responding to inquiries from the public and other state agencies, etc. Compensatory Time (Comp Time): Leave hours earned in lieu of overtime compensation. Compressed Workweek Schedule: A schedule where employees work full-time hours in less than a traditional 5-day workweek by increasing daily hours worked. Customer Service Hours/Core Business Hours: Inflexible hours of the day and week during which an agency must be functionally staffed. Customer service hours are the same as core business hours. Fair Labor Standards Act (FLSA): FLSA is a federal labor law of general and nationwide application, including Overtime, Minimum Wages, Child Labor Protections, and the Equal Pay Act. Family Medical Leave Act (FMLA): Family Medical Leave Act, a federal law which requires certain job protections to employees when absent due to qualifying chronic or serious health conditions which may afflict them or a member of their immediate family. InTouch Device: A wall-mounted device used to record arrival and departure times, Time Off Requests (TORs), timecard approvals, and various other functions for employees. Kronos Mobile: A mobile application used to record arrival and departure times, Time Off Requests (TORs), timecard approvals, and various other functions for employees. Overtime-Eligible Exempt: Employees who are exempt from the Bargaining Unit and are designated by the Deputy Director of Human Resources as overtime-eligible.

3 Page 3 of 10 Overtime Exempt: Employees who are exempt from the Bargaining Unit and have not been designated as Overtime-Eligible. Prepopulating: The act of entering one s time in the Kronos system timecard before hours have actually been worked. Teletime: A phone system that may be used in lieu of the InTouch device or web application to capture the arrival and departure times for employees. Timecard: A two-week visual representation within the Time Recording System (Kronos) of the arrival, departure, and approved leave times for an employee on a given day of the week. Time Off Request (TOR): A process within the Time Recording System to request the use of leave. Schedule: The set hours of work for an employee. Standard Work Schedule: A standard five day work week. A non-compressed work week. Workforce Absence Manager (WAM): The Kronos application used for absence management and leave tracking. PROCEDURE: I. Core Business Hours A. ODOT has adopted customer service hours of 7:30 a.m. to 4:30 p.m. from Monday through Friday. At a minimum, the Deputy Directors of each Division and District must ensure that their divisions and districts have adequate staffing levels to perform all of their business administrative functions for both internal and external customers during these hours. II. Work Schedules A. Once a Division or District Office has ensured that it is adequately staffed during the established customer service hours, it may offer employees an alternative work schedule that offers flexibility in the scheduling of hours worked. All employee work schedules must be approved in advance by the employee s immediate manager/supervisor. Schedules and schedule changes for bargaining unit employees should comply with all applicable provisions of the collective bargaining agreement. Additionally, each supervisor is responsible for the enforcement of attendance and time recording procedures. B. Compressed work week schedules may be approved when a specific business process warrants such a schedule. If there are circumstances that warrant such a schedule, please consult with Central Office, Division of Human Resources. The appropriate

4 Page 4 of 10 District/Division Deputy Director can make the final decision on compressed work week schedules. III. Standard Work Schedules A. Standard work schedules shall not begin prior to 6:00 a.m. and shall not end later than 6:00 p.m., with start and ends times starting on the half hour or hour. Standard lunch times shall be either 30 minutes or 60 minutes. IV. Flexible Work Schedules A. Flexible work schedules may be established when necessary for the effective and efficient operation of the agency. Employees may request flexible work schedules and such work schedules must be recommended by an employee s immediate manager/supervisor. V. Leave Approvals A. Vacation 1. All employees are required to request vacation leave in advance. Approval of any vacation request is subject to the operational needs of the cost center or division. Managers/supervisors may use their discretion to approve requests for emergency vacation without advance notice if the supervisor determines the circumstances surrounding the request are such that the employee could not have requested leave in advance and the situation requires the employee to be absent from work. Please see the Collective Bargaining Agreement for additional information. B. Sick Leave and Leave in Lieu of Sick Leave 1. All employees must call and request the use of sick leave as soon as possible, but no later than one half hour after their scheduled start time. An employee may use sick leave for personal illness/injury or to care for a member of their immediate family. Leave in lieu of sick leave may be requested only when an employee has exhausted all available sick leave. This leave may be granted only in those circumstances in which the absence is determined to be an FMLA qualifying event, so long as the employee is eligible for FMLA leave. Please see the Collective Bargaining Agreement for additional information. C. Personal Leave 1. The use of personal leave for bargaining unit employees is governed by the Collective Bargaining Agreement. Exempt employees must request personal leave in advance unless the use is for an emergency situation. Please see the Collective Bargaining Agreement for additional information.

5 Page 5 of 10 D. Leave Without Pay 1. Employees shall ordinarily use all available sick, vacation, personal leave and comp time prior to making a request for unpaid leave not related to FMLA or disability. All requests for leave without pay may only be approved at the discretion of the appropriate divisional or district deputy director. i. There are exceptions to this requirement for employees who are in a waiting period for disability leave, adoption/childbirth leave or workers compensation, or the employee declines to supplement one of these programs. Contact your benefits coordinator with questions. 2. Unless the request is attached to an FMLA qualifying condition, employees submitting such requests shall be informed by their immediate manager/supervisor the request will be considered an unauthorized absence until such time as the appropriate Deputy Director makes a determination. When the request is attached to an FMLA qualifying condition, and all sick, vacation and personal leave balances are exhausted, the request will be approved contingent upon approval and eligibility of the FMLA claim. If the FMLA claim is disapproved the request for leave without pay will also be disapproved and the absence will be considered an unauthorized absence. VI. Time Recording Responsibilities A. The Time Recording system is set up to provide accountability of employees arrival and departure times and leave usage. B. Each manager is responsible for the oversight/review of their direct employees timecards. C. Each manager is responsible for approving their direct employees timecard by noon the Monday after the pay period closes. D. Every employee is responsible for the accuracy and approval of their own timecard. E. Non-managerial employees are not permitted to enter information for other employees. F. Each employee is responsible for entering their own TORs. G. Managers should allow adequate time for employees to enter TORs and approve their timecards. VII. Comp time

6 Page 6 of 10 A. Once the employee reaches 40 or 80 hours and comp time has been earned, the method for designating comp time is by day. Use the Transfer column on the Kronos Timecard to designate Overtime (OT) Hours as Comp Time. For detailed instructions, refer to the Job Aid located on the Kronos App Site on the intranet home page. Navigate to the Training area and select the folder titled Job Aids Web Application. Then choose the document titled Transfer OT to Comp Employee. B. The splitting of Comp Time is only available through the Kronos web application via a computer (i.e. This functionality is not available on the InTouch or Mobile devices). For detailed instructions, refer to the Transfer OT to Comp Employee Job Aid. See section A for instructions on how to navigate to this job aid. VIII. Time Recording Methods A. InTouch Devices 1. For facilities that have an InTouch Device available, employees should use the InTouch device for recording arrival and departure times, TORs, timecard approvals, and various other functions. 2. Snow & Ice For detailed instructions on how to use the Snow & Ice Transfer refer to the Job Aids located on the Kronos App Site on the intranet home page. Navigate to the Training area and select the folder titled Job Aids InTouch. Then choose the document titled Snow Ice Job Aid. B. Web Application 1. This application can be accessed through your computer by clicking on the Kronos icon on your computer s desktop. It is used for recording arrival and departure times, TORs, timecard approvals, and various other functions. Arrival and Departure Times can be manually entered by typing the times in the In and Out box, or by clicking the Record Timestamp button. C. Kronos Mobile 1. This application requires a license and is intended for employees who are regularly in a travel status. Kronos Mobile licenses must be approved by a Manager. Mobile license requests are available through the following link or h/mobile%20devices/home.aspx

7 Page 7 of 10 D. Teletime 1. This telephone time recording method can be used in lieu of Kronos Mobile, for employees who are in travel status. For detailed instructions refer to the Job Aid located on the Kronos App Site on the intranet home page. Navigate to the Training area and select the folder titled Teletime. Then choose the document titled TTE_JobAid. IX. Schedules & Flexing A. All overtime-eligible employees shall be placed on a schedule within the Kronos system. District or Division Deputy Directors may approve a schedule change. The criteria for the exception should be based on the duties of the overtime-eligible employee and the frequency of times that they are required to work outside their normal schedule. B. Employees shall not adjust or work outside their regularly scheduled hours without prior management approval. C. Flexing 1. The ability to flex time is left to management s discretion. Any employee on a schedule, flexing within the work week, will have time outside of their normal working schedule that needs to be approved in order for them to be paid appropriately for the week. Overtime-eligible (both bargaining unit and overtime eligible exempt) employees must flex their time within a single work week per FLSA. Overtime exempt employees may flex their time within a pay period. Refer to Standard Procedure for Overtime, Compensatory Time & Flex Time (SP) for more detail. D. Lunches during Snow & Ice 1. The Snow & Ice Transfer in Kronos cancels the lunch deduction. It is left to district/division discretion on whether or not to require a lunch during snow and ice operations. Contact your Business and Human Resources Administrator or Labor Relations Officer for specifics on this topic. X. Timecards A. Prepopulating 1. No employee shall prepopulate their timecard. The capture of arrival times as they occur, however, is not considered prepopulating. For example, if an

8 Page 8 of 10 employee (on a schedule) arrives at 7:30 and their scheduled start time is 8:00, if the employee punches in at 7:30, this will not be considered prepopulating. This is considered coming in early, and not considered prepopulating. B. Recording In and Out Times 1. Employees shall record their arrival and departure times as they occur. For example, if an employee arrives at 8:00am, they should not wait until noon to enter the 8:00am arrival time. Or if the employee is leaving at 4:30pm, they should not enter their departure time at 2:00pm. For occasions when an employee is traveling and unable to enter their time, it should be entered through the web application, teletime or mobile application as soon as possible. C. Time Off Requests (TORs) 1. When putting in TORs employees should put in the number of hours needed for each day. The TOR start time should match the beginning of the time away from the work location. For detailed instructions refer to the Job Aids located on the Kronos App Site on the intranet home page. Navigate to the Training area and select the folder titled Job Aids InTouch or Job Aids Web Application. Then choose the document titled Requesting Time Off. D. Employee existing In/Out Punches 1. Supervisors shall not alter an employee s existing In and Out times to match an employee s schedule or to avoid exceptions. E. Review Frequency 1. Managers are expected to review timecards and exceptions on a daily basis. Managers are also expected to approve or decline TORs daily. F. Approving Timecards 1. Employees must approve their timecards (for the previous pay period) by 10:00 AM on the Monday following a payday. In the event of an absence, an employee should approve their timecard upon their return to work. Employees can approve their timecards at the end of their final shift for the pay period. Managers must have timecards (for the previous pay period) approved by noon on the Monday following a payday. G. Unapproved Time

9 Page 9 of Managers should review all unapproved time and if necessary take the appropriate action to approve it so it is included in the employee s regular time or overtime. If employees actually work outside of their regular schedule, they should receive credit for this time. Refer to Standard Procedure for Overtime, Compensatory Time & Flex Time (SP). H. FMLA Pay Codes 1. Managers should not add FMLA Pay Codes to an employee s timecard. All FMLA will be entered by the employee or the benefits office through the Workforce Absence Manager (WAM). XI. Kronos System Delegation A. When managers are going to be out of the office they must delegate their Kronos responsibilities to another manager in their district or division. B. When managers are serving as a delegate, they shall not apply managerial approval to their own timecard or approve their own TORs.

10 Page 10 of 10 TRAINING: Training is required for all Managers. New employees will be provided training during new hire orientation. All employees can also attend training as needed. Contact Central Office Division of Human Resources for information on Time Recording training. Refer to the Training section on the Kronos App site located on the ODOT intranet home page. ( ) FISCAL ANALYSIS: Implementation of this procedure may have a positive fiscal impact. Uniformity and standardization of process knowledge, application, and enforcement are fiscally sound business practices and necessary to the success of the organization. By ensuring these processes are standardized the effect may result in a cost savings to the Department in the areas of overtime and comp time. In the interest of cost savings and accuracy of recordkeeping, all documentation required under this procedure, to the extent practicable, will be transmitted and stored electronically.