Table of Contents. Job Responsibilities Faculty/UPS/USS Non-Exempt Vs Exempt Fair Labor Standards Act... 5

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1 Table of Contents Job Responsibilities... 2 Faculty/UPS/USS... 3 Non-Exempt Vs Exempt... 4 Fair Labor Standards Act... 5 Workweek vs Pay Period and Breaks... 6 Timesheets... 7 Reporting Time and Leave... 8 Shift Differential... 9 Daylight Saving Time Overtime Compensation Rearranged Workweek to Reduce Personal Leave Used Vacation Leave Sick Leave Other Types of Leave Military Leave Holiday Reporting Veteran s Day Thanksgiving Day Martin Luther King Day Holiday Shut Down Inclement Weather Call-Back Pay Stand-By Pay Leave Without Pay Student Employees Time and Leave Entry Common Timesheet Errors Desk Aid... 57

2 The purpose of this manual is to provide participants an understanding of the different types of positions employed at Fort Hays State University, the importance of accurate time and leave processes as it relates to Fair Labor Standards Act (FLSA), and provide individuals with a working knowledge of payroll procedures. The manual can be used as a guide or desk aide as you enter time and leave or process payroll. Accounts Payable, Human Resources, and Student Employment are also resources available to answer questions (see page 2 to help determine which department to call with questions). Contact Information Accounts Payable Human Resource Office Sheridan Hall 106 Sheridan Hall 110 (785) (785) Student Employment Office Picken Hall 207A (785) Revised 6/30/16

3 What Does Accounts Payable do? Payroll Processing Calculate Garnishments W-2 Reissue Fringe Benefit Income Processing Paycheck Questions Time Sheet Questions What Does the Human Resource Office do? Employee Management Employment Eligibility Employee Contact Information Direct Deposit W-4, K-4 Compensation Performance Evaluations Benefit Administration Position Management Position Descriptions Organization Structure FLSA Interpretation Employee Relations Employee Assistance Program Dispute Resolution Evaluation Appeals Grievance Employee Development Tuition Assistance Medical Shared Leave Family Medical Leave Act Disability Workers Compensation Leave Without Pay ADA Background Checks Recruitment University Service Awards University Deductions United Way Donation Wellness Center Membership Encore Series Tickets Foundation Donation Athletic Season Tickets Union Dues Alumni Dues Student Employment Office handles the hiring of student employees. 2 Revised 6/30/16

4 ME Issued a Contract? YES NO Faculty (Teaching) UPS Unclassified Professional Staff (which includes Deans and Chairs) USS University Support Staff Exempt Exempt Non-exempt Exempt Non-exempt (salary) (salary) (hourly) (salary) (hourly) Benefit Eligible 50% or greater FTE Non-Benefit Eligible <50% FTE Benefit Eligible 50% or greater FTE Typically supervisors Benefit Eligible 50% or greater FTE None at this time Non-Benefit Eligible <50% FTE Benefit Eligible 50% or greater FTE Non-Benefit Eligible Virtual and PT Instructors Benefit Eligible 50% or greater FTE Non-Benefit Eligible <50% FTE Temps 3 Revised 6/30/16

5 Hourly Non-Exempt Exempt Salary The exempt status of an employee is determined by the duties of the position. Status is not based on the classification or the title of the position. The key distinction between exempt (salary) and non-exempt (hourly) is the overtime liability issue. The Human Resource office determines FLSA status. Exempt employees (Not Eligible for Overtime Compensation). Must meet the applicable Department of Labor tests. Exempt employees are paid a salary that covers the amount of time required to perform the job. Because of this, exempt employees are only required to report leave, not time worked. An exempt employee is exempt from the overtime liability regulations and will not receive overtime pay for hours worked in excess of 40 hours per workweek. Compensation is not determined by the specific number of hours worked; an exempt position normally requires a minimum of 40 hours per week to meet the needs of the University. Exempt employees must follow leave request procedures established for any time away from work. Even time away from work of less than a half day must have prior approval, though it is not reported as leave. Leave is only recorded when the employee uses leave in half- or full-day increments. An employee who abuses the procedures, by continuously taking less than a half-day of time away from work to avoid using vacation or sick leave, can be denied time away from work or be required to use half- or full-days of leave. Non-Exempt employees (Eligible for Overtime Compensation). All non-exempt employees are paid on an hourly basis; the number of hours worked in any given workweek is reported along with any leave time used in quarter-hour increments. Overtime is reached once an employee has worked beyond the 40-hour maximum allowable hours in a given workweek. Compensation for overtime hours must be paid at the one and one-half time rate for any hours in excess of 40 hours in any given workweek. In determining whether an employee has worked any overtime, only those hours actually worked will be considered. This is not the same as in-pay status which includes all paid leave hours no matter what type. An instance of in-pay status as opposed to overtime status is the scenario where the number of hours worked is less than or equal to 40, but when added to leave time taken becomes greater than Revised 6/30/16

6 The Fair Labor Standards Act (FLSA) is the federal law that sets minimum wage, overtime pay, equal pay, record keeping and child labor standards. Minimum Wage Requires employers of covered employees who are not otherwise exempt to pay these employees a minimum wage of not less than $7.25 per hour (06/14/09). Child Labor Restrictions Regulates the minimum age and maximum hours of employment of minors in certain occupations. Fort Hays State University requires that non-student employees be at least 18 years of age and student employees must be 16 years of age working in a non -hazardous position or 18 years working in a hazardous position. Record Keeping Requires employers to keep records for certain amount of time for exempt and nonexempt employees. Retain 5 fiscal years plus the current year. Overtime liability Only non-exempt employees are covered by the overtime liability regulations. A nonexempt employee earns overtime for time worked in excess of 40 hours. Exempt employees do not earn overtime. FLSA does not limit the number of hours that an employee can work in a day or in a week. It simply requires that overtime hours be compensated at a rate of not less than one and one-half times the non-exempt employee s regular rate of pay for each hour worked in a work-week in excess of 40 hours per week. Work time includes all the time an employee is required to be on duty. Work is defined as all efforts that are required or permitted by the employer. Working outside the approved work schedule without permission must still be compensated whether the supervisor has given permission or not. The mere existence/ announcement of a rule against such work is not enough to deny compensation. If a supervisor observes an employee working before or beyond the normal shift without prior authorization, supervisors may begin progressive discipline. 5 Revised 6/30/16

7 The standard work day for a full-time employee shall be 8 hours. The standard workweek shall be 40 hours during a given 7-day workweek. The workweek at FHSU begins from 12:01 AM Sunday through 11:59 PM Saturday. Fair Labor Standards Act (FLSA) is calculated based on the workweek and is used to determine overtime compensation. The pay period for the University is biweekly. A paycheck is issued 13 days after the end of the pay period on Friday (or the first day before a holiday). Count Toward Leave Accrual (CTLA) is calculated based on hours of in-pay status during the pay period. All full-time work schedules must include a 30 minute unpaid meal schedule. This period generally occurs in the middle of the work schedule. Two "break" periods are normally allowed during the regular eight-hour work day. The break period should not exceed 15 minutes for each fourhour period worked. Timing of the break is at the discretion of the supervisor. Breaks cannot be accumulated and used as compensatory time, nor may they be used at the beginning or end of a shift or work day or added to the meal break. 6 Revised 6/30/16

8 All FHSU employees, including students, will use the appropriate FHSU time sheet to report hours worked and leave taken. Each type of time worked or leave taken must be reported on separate lines of the time sheet using the appropriate earnings code on the day the hours are worked or leave taken. Time sheets may be downloaded at Non-Exempt staff are required to complete time sheets to include the signature of the employee and supervisor. These signatures certify that the information provided on the documents is true and correct. Any changes made by the supervisor or timekeeper must be acknowledged by the employee that the changes are valid and are a true representation of all the time worked. In the event of an absent supervisor, a designee who should be aware of the employee s attendance can verify and sign the time sheet. Verification and signatures on time sheets should occur prior to entry into Time and Leave Menu (TALM). It is inappropriate and subject to discipline to record time worked in any manner other than is described in this payroll resource. The supervisor is responsible to validate an employee s time sheet accurately reflects the time worked by his or her signature. Accounts Payable is available to answer all time and leave questions. Exempt Staff must complete a time sheet when leave is used and working a holiday. The time sheet must be signed by the employee and supervisor. Electronic reporting of time by the employee and electronic approval by the supervisor using an electronic system approved for time and leave reporting by Accounts Payable are considered as valid signatures. To add or remove a timekeeper, complete the Lotus Notes Workflow Account Changes form. A backup timekeeper is recommended. Timekeeper access will not be given until the timekeeper has been trained by Accounts Payable. Time and Leave Menu (TALM) user names and passwords shall NOT be shared with anyone but the assigned user. All time sheets must be entered in TALM by the end of the work day Tuesday unless notified by Accounts Payable with early deadlines. 7 Revised 6/30/16

9 Exempt Employees report only leave taken and holidays worked. Leave is reported in Half or Full day increments only. Non-Exempt Employees report time worked and leave time taken in quarter hour increments. See the chart below for assistance for quarter hour increment reporting Minutes Time Reported STOP: Informal, unofficial or under the desk time keeping. It is NEVER appropriate! Always report actual time worked and actual leave time taken! If leave time was missed being reported, contact Accounts Payable at Revised 6/30/16

10 The University's normal workweek to provide services is 8:00 am to 4:30 pm, Monday through Friday. Non-exempt employees whose shift commences before 6:00 am or ends after 6:00 pm on a regular basis are eligible to be paid shift differential, which is additional pay per hour worked. Earn Code Sunday Monday Tuesday Wednesday Thursday Friday Saturday 4/3 4/4 4/5 4/6 4/7 4/8 4/9 Week Total TOTAL HOURS Paid REG VAC SF I am a non-exempt employee whose regular schedule is M-F 2:00 pm 10:30 pm; therefore I am eligible for shift differential. I took 8 hours of vacation on Fri. I worked 32 hours within the week. Enter actual hours worked Earn Code Sunday Monday Tuesday Wednesday Thursday Friday Saturday 4/3 4/4 4/5 4/6 4/7 4/8 4/9 Week Total TOTAL HOURS Paid REG SF OTP (1.5) Enter actual hours worked I am a non-exempt employee whose regular schedule is M-F 2:00 pm 10:30 pm; therefore I am eligible for shift differential. I worked Mon, 8.00 Tues, 8.00 Wed, 8.00 Thurs, and 8.00 Fri. I worked 42 hours within the week. I am eligible for overtime compensation OTP as I worked over the 40 hour FLSA threshold. Working 2 extra hours on Monday puts me into overtime status on Friday after I have worked 40 hours. 9 Revised 6/30/16

11 Daylight saving time will result in some employees working one less hour because clocks are adjusted ahead one hour in Spring. Some employees will work one additional hour in Fall when clocks are set back at the end of daylight saving time. The salary of exempt employees will not be affected by daylight saving time. Non exempt employees will be compensated as follows: Non-exempt employees who work during the spring when the clock is set ahead will not have a reduction in pay for this lost hour. The lost hour will be reported on the time sheet and entered into TALM. This hour will not count towards overtime; however, it will count toward leave accrual. Non-exempt employees who work an extra hour in the Fall as the result of ending daylight saving time will report the extra hour of work in the usual manner as any other time worked. The extra hour may result in overtime. This hour may be rearranged within the work week in order to avoid overtime liability. Earn Code Sunday Monday Tuesday Wednesday Thursday Friday Saturday Week 3/8 3/9 3/10 3/11 3/12 3/13 3/14 Total TOTAL HOURS Paid REG Enter actual hours worked I am a non-exempt employee whose regular schedule is S-Thurs 7 PM-3:30 AM; therefore, due to daylight saving time I worked only 7 hours on Sunday, I record worked 8 hours. Earn Code Sunday Monday Tuesday Wednesday Thursday Friday Saturday Week 11/1/ 11/2 11/3 11/4 11/5 11/6 11/7 Total TOTAL HOURS Paid REG OTP (1.5) Enter actual hours worked I am a non-exempt employee whose regular schedule is S-Thurs 7 PM-3:30 AM therefore I worked 9 hours due to Daylight Saving time. I am paid for 1 hour overtime with approval. 10 Revised 6/30/16

12 Supervisors of non-exempt employees must approve overtime hours before they are worked. Departments are to use the Overtime Approval form available in Lotus Notes. The Overtime Approval form is required for all hours worked by an employee over 40 hours. All time worked must be reported on the day it is actually worked. If a non-exempt employee physically works more than 40 hours in a workweek, his or her supervisor must approve compensating hours worked over 40 with one of the following: 1. Overtime Pay is paid at the rate of 1.5 times regular rate of pay for each hour worked over Compensatory Time is currently not used unless approved by the Human Resource Director. 11 Revised 6/30/16

13 Submitted By: Requester Completed By: None Next Approver: Form #2B OVERTIME FORM STATE OF KANSAS ADMINISTRATION REGULATION #1-5-24(b) FORT HAYS STATE UNIVERSITY HAYS, KANSAS Instructions: This form must be submitted for any non-exempt employee requesting to work overtime and/or requesting call-back pay. The form also needs to be submitted for student employees requesting to work over 40 hrs/wk or requesting to work on a holiday. The student time sheet must be faxed to Accounts Payable at 4118 to be entered into Time and Leave. A separate form must be submitted for each pay period. The form must be routed through the supervisor of the employee(s) and the Vice President for Administration and Finance. Current Date: 10/27/2015 Pay Period Ending Date: Department Name: For the following reasons: Approval of overtime employment for: Employee(s) Date(s) To Work to to to to to to to to to to to to Estimated Hours To Work 12 Revised 6/30/16

14 Earn Code Sunday Monday Tuesday Wednesday Thursday Friday Saturday 4/3 4/4 4/5 4/6 4/7 4/8 4/9 Week Total TOTAL HOURS Paid REG OTP (1.5) Enter actual hours worked I am a non-exempt (hourly) employee. I worked 8.00 Mon, Tues, 8.00 Wed, 8.00 Thurs, and 8.00 Fri. I worked 43 hours within the week. I am eligible for overtime compensation OTP as I worked over the 40 hour FLSA threshold. Working 3 extra hours on Tuesday puts me into overtime status on Friday after I have worked 40 hours. Earn Code Sunday Monday Tuesday Wednesday Thursday Friday Saturday Week TOTAL 4/3 4/4 4/5 4/6 4/7 4/8 4/9 Total HOURS Paid REG OTP (1.5) Enter actual hours worked I am a non-exempt (hourly) employee. I worked 8.50 Mon, 7.50 Tues, 8.75 Wed, 8.50 Thurs, 8.75 Fri and 8.00 Sat. I worked 50 hours within the workweek. I am eligible for overtime compensation OTP as I worked over the 40 hour FLSA threshold. 13 Revised 6/30/16

15 Rearranged time is when an employee changes their normal work schedule within the workweek to remain within 40 hours. Rearranged time CAN NOT carry over from one workweek to another. The employee reports ACTUAL hours worked for each day on the time sheet. Earn Code Sunday Monday Tuesday Wednesday Thursday Friday Saturday Week TOTAL 4/3 4/4 4/5 4/6 4/7 4/8 4/9 Total HOURS Paid REG SCK Enter actual hours I am a non-exempt (hourly) employee. I worked 8.00 Mon, 8.00 Tues, 4.00 Wed, 8.00 Thurs, Fri. I requested 4 hours of sick leave on Wednesday but ended up working 10 hours on Friday. I worked 38 hours within the workweek. I reduce my original sick leave request from 4 hours to 2 hours to remain within a 40 hour workweek. Earn Code Sunday Monday Tuesday Wednesday Thursday Friday Saturday Week TOTAL 4/3 4/4 4/5 4/6 4/7 4/8 4/9 Total HOURS Paid REG VAC I am a non-exempt (hourly) employee. I worked Mon, 9.00 Tues, 8.50 Wed, and 8.00 Thurs. I requested 8 hours of vacation leave on Friday. Since I worked extra hours at the beginning of the week, I will reduce my vacation leave from 8 hours to 4.50 hours to remain within a 40 hour workweek. Enter actual hours Revised 6/30/16

16 Vacation leave is a benefit for employees and is intended for taking time away from work in an effort to maintain a healthy workforce. Employees are encouraged to take leave throughout the year instead of waiting until the maximum accumulation of 304 hours is reached when it may create a hardship for the department to allow time off. Employees and supervisors need to work together throughout the year to ensure that earned vacation can be used prior to reaching the 304 hour maximum. Excess vacation leave may not be converted to sick leave. However, an employee may use vacation leave when they are sick. A new employee appointed to a benefiteligible position is eligible to earn vacation at the end of his/her first pay period of employment. Vacation leave cannot be granted until after it has been earned. The rate for non-exempt staff is also determined on the basis of hours in-pay status in each pay period. The number of years of service also determines the number of hours earned. Exempt employees earn a specified amount if they are in pay status for any portion of the pay period. If a new employee does not have enough leave to use during the holiday shut down, they may request from Human Resource to advance some of their vacation leave. If approved, the employee s time sheet would need to be faxed to Accounts Payable who would enter their hours into TALM. Employees who earn vacation leave may receive, upon separation from employment, payment of no more than 176 hours of vacation leave. At retirement, or at separation of employment when retirement eligible, an employee may receive payment for up to 240 hours of vacation leave. Payment will be made on the final check. 15 Revised 6/30/16

17 Temporary appointments are not eligible to earn leave. Faculty do not earn vacation leave or comp time. Any absence must be approved by the supervisor and teaching responsibilities must be covered. No entry is made by timekeeper. The vacation accrual rate differs for Non-Exempt and Exempt Staff. Vacation Leave Accrual Schedule Non-Exempt Staff Vacation Leave Accrual Schedule Exempt Staff Hours in Pay Status Per Pay Period Vacation Leave Hours Earned per Pay Period Appointment FTE Vacation Leave Hours Earned Per Pay Period Maximum Hours Earned per Fiscal Year 176 Maximum Hours Earned per Fiscal Year 176 UPS and USS employees earn 176 hours each fiscal year. There are pay periods when these employees do not have vacation leave added to their vacation balance. The pay periods are the 3rd paychecks of a month and also the two paychecks in June. If a new employee has not yet accrued 176 hours in the fiscal year, he/she will earn vacation leave during the month of June, provided the total does not exceed the maximum allowed. 16 Revised 6/30/16

18 Paid sick leave is granted to an employee only for the necessary absence from duty because of personal or family illness, injury, or other medical related situations. Sick leave cannot be granted until after it has been accrued. Employees requesting sick leave must notify their supervisor as soon as possible. More information on the use of accrued sick leave can be found within the University Support Staff, the Faculty, and University Professional Staff handbooks. The rate of sick leave accrual is the same for University Support Staff (USS) and Unclassified Professional Staff (UPS). However, the rate of accrual differs between Non-Exempt and Exempt staff. Hours in Pay Status Per Pay Period Non-Exempt Staff Sick Leave Hours Earned Per Pay Period Exempt Staff Sick Leave Appointment FTE Hours Earned Per Pay Period Sick leave is accumulated on an unlimited basis. Unused sick leave is forfeited when employment is terminated, however, it will be restored should the employee be reemployed by the University and/or the State within one year of termination An employee who is retiring (or who separates from service and is retirement eligible) may be paid for a portion of unused accumulated sick leave based on length of service and sick leave balance at the time of retirement. Sick Leave Payment at Retirement Years of Service Hours Accumulated Maximum Hours Paid Revised 6/30/16

19 Discretionary Day (DDY) When authorized by the Governor for state employees generally, Unclassified Professional Staff and University Support Staff within the state university system who accrue annual leave shall be entitled to one additional holiday per year to be taken at their discretion, subject to the advance approval of the individual s administrative supervisor. Employees who are eligible for a discretionary day will earn it after six (6) months of service in a benefit eligible position. Part-time employees will receive a proportional number of hours for the discretionary day. The discretionary day may be scheduled like vacation but must be taken on a single work day. It cannot be carried from one calendar year to the next. It must be used by the last day of the pay period in the calendar year. This day is approved by the Governor on an annual basis. Donor Leave (DON) Donor leave is available to USS, UPS and Faculty employees with active appointments of 50% or more in a benefit eligible position. The donor leave program provides approved recovery time away from work for Faculty, Unclassified Professional Staff, and University Support Staff who choose to donate organs, tissue, bone marrow, blood or blood products. It may not be used to care for family members who are donors. If an employee donates blood, it should be reported as Donor Leave. Shared Leave (SHL) The Shared Leave Program allows eligible employees to donate sick or vacation leave to another qualified staff member who is experiencing a serious, extreme or life threatening illness or injury either personally or of a family member as determined by the Shared Leave Committee. Funeral Leave (FNL) USS, UPS, and Faculty may be granted funeral leave with pay upon the death of a close relative. Factors of relationship and necessary travel time will be considered in determining the proper amount of time that will be granted, not to exceed six working days per occurrence. Funeral leave may be granted in cases where a death affects other relatives residing in the employee's household. Funeral leave requests should be ed by the employee to the supervisor who will then forward the to the Human Resource Director for approval. Timekeepers will file the approval with employee s time sheet. Funeral leave should never be reduced on a time sheet due to overtime being worked during the week. 18 Revised 6/30/16

20 Jury Duty (JRY) USS, UPS and Faculty with active appointments of 50% or more in a benefit eligible position shall be granted leave with pay for the required jury duty or required court appearance before, and at the direction of, the Kansas Commission on Civil Rights, the United States Equal Employment Opportunity Commission, or a court. An employee shall not be entitled to leave of absence with pay in circumstances where the employee is called as a witness on the employee s own behalf in an action in which the employee is a party. Military Service Military Leave (MIL) Annual Training If an employee is a member of a reserve component of the military service of the United States or with the State or National Guard, he or she will, upon presentation of appropriate orders in advance, be granted leave with pay to attend annual active duty for training for a period not to exceed 15 working days in any one calendar year (calendar year starts in October). Such leave will not be counted as part of an employee s annual vacation leave. Active Duty If such an employee is called to active duty, the employee shall be granted leave without pay for the duration of active service. The employee will be restored to his/her former position or a similar position with like status and pay if application for rehire is made within 90 days after being discharged from military service under honorable conditions or from hospitalization if qualified to perform those duties. If an employee is not qualified to perform the duties of the former position by reason of disability sustained while on active duty, the employee shall be offered a position comparable in status and pay with duties he/she is qualified to perform. If there is not a position available, an employee may appeal to Human Resources Office for appropriate placement. 19 Revised 6/30/16

21 Legal versus Officially Observed If an employee works on either the legal holiday or the officially observed holiday, but not both, the day on which the employee works is considered the holiday for the purpose of holiday compensation. The officially observed holiday will still be the basis when determining the hours of holiday credit to be given. If an employee works on both the legal holiday and the officially observed holiday, the day in which the employee works the most hours is considered the holiday. If the employee works the same number of hours on both days, the employee will receive holiday compensation for the day which is most advantageous for the employee and will not receive holiday compensation for the other day worked. If the Governor designates two consecutive days during the normal regular workweek of Monday through Friday as holidays an employee who is required to work on both days shall receive the appropriate holiday credit and holiday compensation in accordance with K.A.R for both days. Holiday Pay-USS Temporary USS TEMPORARY employees are not paid holiday credit, so HDC will not be recorded. If the temporary employee works on the holiday, HDP (Holiday Pay 1.5) will be used to record actual hours worked. If the Governor grants a half day holiday, the temporary employee will be paid half the hours worked on the holiday at the 1.5 (HDP) Rate. HOLIDAY Earn Code Sunday Monday Tuesday Wednesday Thursday Friday Saturday Week TOTAL HOURS 11/10 11/11 11/12 11/13 11/14 11/15 11/16 Total Paid REG HDC HDP (1.5) Record actual time worked on the holiday USS Temporary are not paid holiday credit so HDC will not be recorded. If the temporary employee works on the holiday, HDP will be used to record actual hours worked. Must be approved by Supervisor and Human Resource Director. 20 Revised 6/30/16

22 Holiday Pay for Non-exempt Employee working FULL-TIME Holiday Credit is given. (HDC) The hours of holiday credit are equal to the number of hours the employee is regularly scheduled to work on that day. If the holiday falls on a day the employee is not regularly scheduled to work, see page 22 for a non-standard workweek to determine appropriate number of holiday hours. If the non-exempt employee works on the holiday, the employee shall also receive holiday pay (HDP) at 1.5 times the hours worked except for Veteran s Day. If a non-exempt employee works on Veteran s Day, holiday compensation (HCP) will be given for the hours worked. Compensatory credit earned for Veteran s Day should be used by the employee on or before the close of the fiscal year. The compensatory credit will be eliminated after the last pay period of the fiscal year if it has not been used. Holiday Pay for Non-exempt Employee working less than full-time on a regular schedule Holiday Credit is given if the holiday falls on a day the employee is regularly scheduled to work. You may need to adjust the defaulted hours in TALM for the (HDC) code. The hours of holiday credit are equal to the number of hours the employee is regularly scheduled to work on that day. If the non-exempt employee works on the holiday, the employee shall also receive holiday pay (HDP) at 1.5 times the hours worked except for Veteran s Day. If a non-exempt employee works on Veteran s Day, holiday compensation (HCP) will be given for the hours worked. Compensatory credited earned for Veteran s Day should be used by the employee on or before the close of the fiscal year. The compensatory credit will be eliminated after the last pay period of the fiscal year if it has not been used. Non-exempt employees will be paid when working on any holiday (including Veterans Day) for these departments: University Farm, University Police, Power Plant, and Sternberg Museum. 21 Revised 6/30/16

23 Holiday Pay for Exempt Employee Holiday Credit is given. (HDC) It is not a state or federal requirement to provide holiday compensation for an exempt employee who works on the holiday. K.A.R and KBOR allows exempt staff to receive holiday compensation (if required to work) at the direction of the Appointing Authority. If a exempt employee who accrues vacation leave is required to work on the holiday, the employee shall also receive holiday compensation (HCF) at 1.0 times the hours worked in half day increments, limited to no more than their normal schedule. Holiday Pay for Exempt Employees working less than Full-time Holiday Credit is given if the holiday falls on a day the employee is regularly scheduled to work. It is not a state or federal requirement to provide holiday compensation for an exempt employee who works on the holiday. K.A.R and KBOR allows exempt staff to receive holiday compensation (if required to work) at the direction of the Appointing Authority. If a exempt employee who accrues vacation leave is required to work on the holiday, the employee shall also receive holiday compensation (HCF) at 1.0 times the hours worked in half day increments, limited to no more than their normal schedule. Non-exempt and Exempt Employees Comp time must be used whenever the employee needs to claim personal leave time until no comp time remains, even if other leave time will be lost. Comp time should be used on or before the close of the fiscal year. The compensatory credit will be eliminated after the last pay period of the fiscal year if it has not been used. 22 Revised 6/30/16

24 Holiday Credit Regular Full-Time Position Non-standard workweek Kansas Administrative Regulations K.A.R states, for each holiday, each full-time employee shall receive holiday credit equal to the number of hours regularly scheduled to work, subject to the provisions of paragraph (b) (2). If an employee is normally scheduled to work 10 hours on a holiday, the employee will receive 10 hours of HDC. Employees cannot rearrange their normally scheduled workweek to get more hours of HDC. Earn Code Sunday Monday Tuesday Wednesday Thursday Friday Saturday Week TOTAL HOURS 11/10 11/11 11/12 11/13 11/14 11/15 11/16 Total Paid REG HDC HCP (1.5) Enter actual hours worked I am a non-exempt (hourly) employee. The holiday is on Monday. My standard schedule is 4 hours on Monday and 9 hours Tuesday Friday. I receive 4 hours of holiday credit for the holiday (HDC) on Monday and report my normal hours the rest of the week. Subsection (b) (2) of K.A.R states, Each full-time employee who works a nonstandard workweek shall receive holiday credit equal to the number of holidays in a calendar year as employees whose regular work schedule is Monday through Friday Earn Code Sunday Monday Tuesday Wednesday Thursday Friday Saturday Week TOTAL HOURS 11/10 11/11 11/12 11/13 11/14 11/15 11/16 Total Paid REG HDC HCP (1.5) Enter actual hours worked I am a non-exempt (hourly) employee. The holiday is on Monday. My standard schedule is 10 hours each day Tuesday Friday. I receive the holiday credit for the holiday (HDC) on Monday and report my normal hours the rest of the week. 23 Revised 6/30/16

25 Standard Workweek Holiday and claiming leave time during the week A non-exempt employee who has a standard workweek schedule and is required to work on the holiday will report their normally scheduled hours on the holiday as Holiday Credit (HDC) and the hours worked on the holiday as Holiday Worked Paid (HDP). If the holiday is Veteran s Day, the employee will record Holiday Worked Comp (HCP) for the hours worked. Leave time does not need to be reduced due to working on the Holiday. Earn Code Sunday Monday Tuesday Wednesday Thursday Friday Saturday Week TOTAL HOURS 5/29 5/30 5/31 6/1 6/2 6/3 6/4 Total Paid REG HDC HDP (1.5) VAC Enter actual hours worked I am a non-exempt (hourly) employee. The holiday is on Monday and I was required to work. My normal schedule is M-F 8:00-4:30. I receive 8 hours of holiday credit for the holiday (HDC) on Monday, as well as 8 hours of HDP for my hours worked on the holiday. I took off on Friday for Vacation. I will record 8 hours of VAC on Friday and will report my normal hours the rest of the week. Standard Workweek Holiday and claiming leave time during the week A non-exempt employee who has a standard workweek schedule and is not required to work on the holiday will report their normally scheduled hours as Holiday Credit (HDC). Leave time does not need to be reduced due to working on the Holiday. Earn Code Sunday Monday Tuesday Wednesday Thursday Friday Saturday Week TOTAL HOURS 5/29 5/30 5/31 6/1 6/2 6/3 6/4 Total Paid REG HDC VAC Enter actual hours worked I am a non-exempt (hourly) employee. The holiday is on Monday. My normal schedule is M-F 8:00-4:30. I receive 8 hours of holiday credit for the holiday (HDC) on Monday. I took off on Friday for Vacation. I will record 8 hours of VAC on Friday and will report my normal hours the rest of the week. 24 Revised 6/30/16

26 Non-Standard Workweek Holiday and claiming leave time during the week A non-exempt employee who is has a non-standard workweek schedule and is required to work on the Holiday that is not part of their normally scheduled day will earn the Holiday Credit (HDC) and the hours worked on the holiday as Holiday Worked Paid (HDP). If the holiday is Veteran s Day, the employee will record Holiday Worked Comp (HCP) for the hours worked. If leave time is claimed on a normally scheduled day, the leave time will need to be reduced. Earn Code Sunday Monday Tuesday Wednesday Thursday Friday Saturday Week TOTAL HOURS 5/29 5/30 5/31 6/1 6/2 6/3 6/4 Total Paid REG HDC HDP (1.5) VAC Enter actual hours worked I am a non-exempt (hourly) employee. The holiday is on Monday and I was required to work. My normal schedule is Tu-S 8:00-4:30. I receive 8 hours of holiday credit for the holiday (HDC) on Monday, as well as 8 hours of HDP for my hours worked on the holiday. I took off on Saturday for Vacation. I will reduce my VAC hours on Saturday from 8 to 0 to remain in a 40 hour workweek. I will report my normal hours for the rest of the week. Earn Code Sunday Monday Tuesday Wednesday Thursday Friday Saturday Week TOTAL HOURS 5/29 5/30 5/31 6/1 6/2 6/3 6/4 Total Paid REG HDC VAC Enter actual hours worked I am a non-exempt (hourly) employee. The holiday is on Monday. My normal schedule is Tu-S 8:00-4:30. I receive 8 hours of holiday credit for the holiday (HDC) on Monday. I took off on Saturday for Vacation. I will reduce my VAC hours on Saturday from 8 to 0 to remain in a 40 hour workweek. I will report my normal hours for the rest of the week. 25 Revised 6/30/16

27 Working Overtime on the Holiday When an employee is in overtime status for some of the holiday, the employee is compensated by recording overtime (HDP) for those hours worked on the holiday prior to being in overtime status for the week. Once the employee is in overtime status for the week, those hours are paid as Overtime Pay (OTP). The employee must be paid a holiday premium at the one-half time rate (0.5) (HDV) only for those overtime hours worked on the holiday. When an employee is in overtime status for the entire holiday, the employee is compensated by recording overtime pay (OTP) or compensatory time (CME). The employee is not paid holiday compensation (such as HDP); however, the employee must be paid holiday premium at the one-half rate (0.5) (HDV) for those overtime hours worked on the holiday. HOLIDAY HOLIDAY Earn Code Sunday Monday Tuesday Wednesday Thursday Friday Saturday Week TOTAL 11/23 11/24 11/25 11/26 11/27 11/28 11/29 Total HOURS Paid REG HDC HDP (1.5) OTP (1.5) HDV (.5) Enter actual hours worked I am a non-exempt (hourly) employee. I receive holiday credit (HDC) for the holiday. I am working 8 hours on Friday of the Thanksgiving holiday and will receive Holiday Pay (HDP) for working on the Holiday. I am paid overtime pay (OTP) for any hours worked on the holiday over the 40 hour FLSA threshold. I am also paid holiday premium (HDV) for those overtime hours worked on the holiday over 40 hours. My hours worked were Sun 8.00, Mon 8.00, Tues 8.00, Wed 9.50, and Fri 8.00 hours. 26 Revised 6/30/16

28 HOLIDAY Earn Code Sunday Monday Tuesday Wednesday Thursday Friday Saturday Week TOTAL HOURS 11/10 11/11 11/12 11/13 11/14 11/15 11/16 Total Paid REG HDC HCP (1.5) Enter actual hours worked I am a non-exempt (hourly) employee. I receive the holiday credit for the holiday (HDC). I am working on Veteran's Day and receive Holiday Comp Time (HCP) for working on the Holiday. When I use this time during holiday shut down, I use the code HCT. HOLIDAY Earn Code Sunday Monday Tuesday Wednesday Thursday Friday Saturday Week TOTAL HOURS 11/10 11/11 11/12 11/13 11/14 11/15 11/16 Total Paid REG HDC HDP (1.5) Enter actual hours worked I am a non-exempt (hourly) employee who is an essential employee listed on page 21. I receive holiday credit for the holiday (HDC). I am working on Veteran's Day so I earn additional holiday pay (HDP). 27 Revised 6/30/16

29 HOLIDAY Earn Code Sunday Monday Tuesday Wednesday Thursday Friday Saturday Week TOTAL HOURS 11/10 11/11 11/12 11/13 11/14 11/15 11/16 Total Paid REG HDC I am a non-exempt (hourly) employee. I receive holiday credit for the holiday (HDC). I am not physically working on Veteran's Day so I do not earn additional holiday compensation. I worked 9 hours on Thursday. I am not eligible for overtime compensation (OTP) as I don't meet the 40 FLSA threshold HOLIDAY Earn Code Sunday Monday Tuesday Wednesday Thursday Friday Saturday Week TOTAL HOURS 11/10 11/11 11/12 11/13 11/14 11/15 11/16 Total Paid REG HDC HCP (1.5) OTP (1.5) Enter actual hours worked I am a non-exempt (hourly) employee. I receive holiday credit for the holiday (HDC). I am working on Veteran's Day so I earn additional holiday compensation for working (HCP). When I use this time during the holiday shut down, I use the code (HCT). I worked 9 hours on both Thursday and Friday. I am eligible for overtime compensation (OTP) once I hit the 40 hour FLSA threshold. 28 Revised 6/30/16

30 HOLIDAY Earn Code Sunday Monday Tuesday Wednesday Thursday Friday Saturday Week TOTAL HOURS 11/10 11/11 11/12 11/13 11/14 11/15 11/16 Total Paid REG HDC HDP (1.5) OTP (1.5) Enter actual hours worked I am a non-exempt (hourly) employee who is an essential employee listed on page 21. My normal schedule is M-F 8:00-4:30. I receive holiday credit for the holiday (HDC). I am working on Veteran's Day so I earn additional holiday pay (HDP) for working. I worked 4.50 Sun, Mon, Tues, 8.00 Wed, 8.00 Thurs, 9.00 Fri, 3.00 Sat. I am eligible for overtime compensation (OTP) once I hit the 40 hour FLSA threshold. HOLIDAY Earn Code Sunday Monday Tuesday Wednesday Thursday Friday Saturday Week 11/10 11/11 11/12 11/13 11/14 11/15 11/16 Total TOTAL HOURS Paid HDC HCF (1.0) Up to but not to exceed a full day I am an exempt (salary) employee. My normal schedule is M-F 8:00-4:30. I receive holiday credit (HDC) for the holiday. I worked 10 hours on Veteran's Day and earn additional compensatory time (HCF) for working on the holiday. Because I am an exempt employee I am limited up to my full regular work day of extra holiday compensation. When I use this time during the holiday shut down, I use the code (HCT). 29 Revised 6/30/16

31 HOLIDAY HOLIDAY Earn Code Sunday Monday Tuesday Wednesday Thursday Friday Saturday Week 11/23 11/24 11/25 11/26 11/27 11/28 11/29 Total TOTAL HOURS Paid REG HDC HDP (1.5) Enter actual hours worked I am a non-exempt (hourly) employee. I receive holiday credit for the holiday (HDC). I am working on Thanksgiving Day and will receive Holiday Pay (HDP) for working on the Holiday. I also worked 25.5 hours. I am not eligible for overtime compensation (OTP) since I have not met the 40 FLSA threshold. HOLIDAY HOLIDAY Earn Code Sunday Monday Tuesday Wednesday Thursday Friday Saturday Week TOTAL 11/23 11/24 11/25 11/26 11/27 11/28 11/29 Total HOURS Paid REG HDC HDP (1.5) OTP (1.5) HDV (.5) Enter actual hours worked I am a non-exempt (hourly) employee. I receive holiday credit (HDC) for the holiday. I am working 8 hours on Friday of the Thanksgiving holiday and will receive Holiday Pay (HDP) for working on the Holiday. I am paid overtime pay (OTP) for any hours worked on the holiday over the 40 hour FLSA threshold. I am also paid holiday premium (HDV) for those overtime hours worked on the holiday over 40 hours. My hours worked were Sun 8.00, Mon 8.00, Tues 8.00, Wed 9.50, and Fri 8.00 hours. 30 Revised 6/30/16

32 HOLIDAY HOLIDAY Earn Code Sunday Monday Tuesday Wednesday Thursday Friday Saturday Week TOTAL 11/23 11/24 11/25 11/26 11/27 11/28 11/29 Total HOURS Paid REG HDC HDP (1.5) Enter actual hours worked I am a non-exempt (hourly) employee. My regular schedule is Tuesday through Saturday. I receive holiday credit (HDC) for the holiday. I am working on both holiday days and will receive Holiday Pay (HDP) for working on the Holiday. I worked Tues 8.00, Wed 8.00, Thurs 8.00, Fri 8.00 and Sat I am not eligible for overtime compensation (OTP) since I have not yet exceeded the 40 FLSA threshold. 31 Revised 6/30/16

33 HOLIDAY Earn Code Sunday Monday Tuesday Wednesday Thursday Friday Saturday Week TOTAL 1/20 1/21 1/22 1/23 1/24 1/25 1/26 Total HOURS Paid REG HDC Enter actual hours worked I am a non-exempt (hourly) employee. I receive holiday credit (HDC) for the holiday. I am not working on MLK Day. I worked hours within the week. I am not eligible for overtime compensation OTP as I have not yet met the 40 hour FLSA threshold. HOLIDAY Earn Code Sunday Monday Tuesday Wednesday Thursday Friday Saturday Week TOTAL HOURS 1/20 1/21 1/22 1/23 1/24 1/25 1/26 Total Paid REG HDC HDP (1.5) Enter actual hours worked I am a non-exempt (hourly) employee. I receive holiday credit (HDC) for the holiday. I am working on MLK Day and receive Holiday Pay (HDP) for working on the holiday. HOLIDAY Earn Code Sunday Monday Tuesday Wednesday Thursday Friday Saturday Week 1/20 1/21 1/22 1/23 1/24 1/25 1/26 Total TOTAL HOURS Paid REG HDC HDP (1.5) OTP (1.5) I am a non-exempt (hourly) employee. My normal schedule is M-F 8:00-4:30. I worked 2.00 Sun, 5.00 Mon, 8.00 Tues, Wed, 9.00 Thurs, and 8.00 Fri. I receive holiday credit (HDC) for the holiday. I receive 5 hours Holiday Pay (HDP) for working on MLK Day. I worked a total of 42 hours during the week. I am eligible for Overtime compensation OTP as my total hours worked exceed the 40 hour FLSA threshold. Enter actual hours worked Revised 6/30/16

34 HOLIDAY Earn Code Sunday Monday Tuesday Wednesday Thursday Friday Saturday Week 1/20 1/21 1/22 1/23 1/24 1/25 1/26 Total TOTAL HOURS Paid HDC HCF (1.0) Up to but not to exceed a full day I am an exempt (salary) employee required to work. I receive holiday credit (HDC) for the holiday. I worked 9 hours on MLK Day and earn additional compensatory time (HCF) time for working on the holiday. Because I am an exempt employee, I am limited up to my full regular work day of extra holiday compensation. HOLIDAY Earn Code Sunday Monday Tuesday Wednesday Thursday Friday Saturday Week 1/20 1/21 1/22 1/23 1/24 1/25 1/26 Total TOTAL HOURS Paid HDC HCF (1.0) Up to but not to exceed a full day I am an exempt (salary) employee required to work. I receive holiday credit (HDC) for the holiday. I worked 2 hours on MLK Day and earn additional holiday compensatory time (HCF) for working on the holiday. Because I am an exempt employee I must report in half-day increments, limited up to my full regular work day of extra holiday compensation. 33 Revised 6/30/16

35 HOLIDAY HOLIDAY Earn Code Sunday Monday Tuesday Wednesday Thursday Friday Saturday Week TOTAL 12/22 12/23 12/24 12/25 12/26 12/27 12/28 Total HOURS Paid REG VAC HDC HCT I am a non-exempt (hourly) employee. The University shut down from 12/22 thru 01/01. My normal schedule is M-F 8:00-4:30. I earned 12 hours of holiday compensation for working on Veterans Day so I will first use those hours as HCT on Monday and Thursday. I earn Holiday credit (HDC) on Tuesday and Wednesday and I will use vacation leave for the rest of the days to get to a 40 hour workweek. HOLIDAY HOLIDAY Earn Code Sunday Monday Tuesday Wednesday Thursday Friday Saturday Week 12/22 12/23 12/24 12/25 12/26 12/27 12/28 Total TOTAL HOURS Paid VAC HDC HCT I am an exempt (salary) employee. The University shut down from 12/22 thru 01/01. My regular schedule is Monday thru Friday. I earned 8 hours of holiday compensation for working on Veterans Day so I will first use those hours as HCT on Monday. I earn Holiday credit (HDC) on Tuesday and Wednesday and I will use vacation leave for the rest of the days to get to a 40 hour workweek. 34 Revised 6/30/16

36 When inclement weather is declared during the day, those employees who work a night shift will receive the inclement weather through the end of their shift. Essential Staff Function Essential employees are defined as those necessary to maintain emergency or vital services. The units identified as essential include employees in the Power Plant, University Police, University Farm, Grounds Department, and Residence Hall Custodial. USS and UPS non-exempt and USS exempt essential employees who work during a declared period of inclement weather will receive compensation on an hour-for-hour basis for the time covered by the inclement weather declaration as well as compensation for any hours worked. UPS exempt essential employees who work during a declared period of inclement weather will receive compensation on a half or full day basis for the time covered by the inclement weather declaration as well as compensation for any hours worked in half or full day increments. When an employees has 2 shifts during 1 inclement weather period, the employee should claim the inclement weather on the shift that is most advantageous to the employee and not receive additional compensation for the other shift. Non-Essential Staff Function Employees who are not designated as essential staff are granted Inclement Weather Non-exempt leave up to the hour(s) authorized during their regular work schedule. Non-essential staff not scheduled to work on the inclement weather day due to vacation, sick, discretionary or any other planned leave are not eligible for inclement weather time. Non-essential staff do not receive any extra compensation for any hours worked during the inclement weather period. Temporary Employees are not covered by the inclement weather provisions. If they come to work they receive their regular pay for hours worked; if they don t come to work, they won t receive pay for the hours missed. The Question for IWN eligibility is: Were you planning to be at work today if there had not been weather related issues? 35 Revised 6/30/16

37 IWN Earn Code Sunday Monday Tuesday Wednesday Thursday Friday Saturday Week TOTAL 1/5 1/6 1/7 1/8 1/9 1/10 1/11 Total HOURS Paid REG VAC IWN I am a non-exempt (hourly) non-essential employee. FHSU declared Inclement Weather at 1:00 pm on Monday. My schedule is 8:00 am - 4:30 pm. I reported to work at 8 am and left at 11 am for lunch. I did not return to work. I need to use vacation leave to bring my balance for the week to 40 hours. IWN Earn Code Sunday Monday Tuesday Wednesday Thursday Friday Saturday Week TOTAL 1/5 1/6 1/7 1/8 1/9 1/10 1/11 Total HOURS Paid REG IWN I am a non-exempt (hourly) non-essential employee. FHSU declared Inclement Weather at 1:00 pm on Monday. My schedule is 8:00 am - 4:30 pm. I reported to work at 8 am and left at 2 pm. I did not take a lunch break. Employees who choose to work during the Inclement Weather declaration do not get extra compensation or time off for the hours worked during the declaration. You would use the Regular (REG) code on your time sheet for the hours worked. IWN Earn Code Sunday Monday Tuesday Wednesday Thursday Friday Saturday Week TOTAL 1/5 1/6 1/7 1/8 1/9 1/10 1/11 Total HOURS Paid REG VAC IWN I had previously scheduled a vacation day on Monday prior to the declaration of inclement weather. If an employee requests leave in advance, he or she would continue to use their accrued leave. ( Both non-exempt and exempt ) 36 Revised 6/30/16

38 IWN Earn Code Sunday Monday Tuesday Wednesday Thursday Friday Saturday Week TOTAL 1/5 1/6 1/7 1/8 1/9 1/10 1/11 Total HOURS Paid REG IWN I am a non-exempt (hourly) non-essential employee. FHSU declared Inclement Weather at 1:00 pm on Monday. My schedule is 8:00 am - 4:30 pm. I reported to work at 8:00 am and left at 2:00 pm. I did take a lunch break. IWN Earn Code Sunday Monday Tuesday Wednesday Thursday Friday Saturday 1/5 1/6 1/7 1/8 1/9 1/10 1/11 Week Total TOTAL HOUR REG IWN I am a non-exempt (hourly) non-essential employee. FHSU declared Inclement Weather at 1:00 pm on Monday. My schedule is 6:00 am - 2:30 pm. I reported to work at 6:00 am and took a 30 minute meal break and left at 1:00 pm IWN Earn Code Sunday Monday Tuesday Wednesday Thursday Friday Saturday Week TOTAL 1/5 1/6 1/7 1/8 1/9 1/10 1/11 Total HOURS Paid REG IWN I am a non-exempt (hourly) non-essential employee. FHSU declared Inclement Weather at 1:00 pm on Monday. My schedule is 2:00 pm - 10:30 pm. I receive 8 hours of Inclement Weather time IWN. 37 Revised 6/30/16

39 IWN Earn Code Sunday Monday Tuesday Wednesday Thursday Friday Saturday Week TOTAL 1/5 1/6 1/7 1/8 1/9 1/10 1/11 Total HOURS Paid REG IWN I am a non-exempt (hourly) non-essential employee. FHSU declared Inclement Weather at 6:00 am on Monday. My schedule is 8:00 am - 4:30 pm. I did not report to work. I will record 8 IWN. IWN Earn Code Sunday Monday Tuesday Wednesday Thursday Friday Saturday 1/5 1/6 1/7 1/8 1/9 1/10 1/11 Week Total TOTAL HOUR S Paid REG IWN I am a non-exempt (hourly) non-essential employee. FHSU declared Inclement Weather at 6:00 am on Monday. My schedule is 4:00 am - 12:30 pm. I reported to work at 4:00 am and left at 6:00 am IWN Earn Code Sunday Monday Tuesday Wednesday Thursday Friday Saturday Week TOTAL 1/5 1/6 1/7 1/8 1/9 1/10 1/11 Total HOURS Paid REG IWN I am a non-exempt (hourly) non-essential employee. FHSU declared Inclement Weather at 6:00 am on Monday. My schedule is 2:00 pm - 10:30 pm. I receive 8 hours of Inclement Weather time IWN. 38 Revised 6/30/16

40 IWN Earn Code Sunday Monday Tuesday Wednesday Thursday Friday Saturday Week 1/5 1/6 1/7 1/8 1/9 1/10 1/11 Total TOTAL HOURS Paid IWN Exempt Non-Essential- FHSU declared Inclement Weather at 1:00 pm on Monday. My schedule is 8:00 am to 4:30 pm. I reported to work at 8:00 am and took a 30 minute meal break at 12:00. I did not return to work. As an Exempt employee, I must report my hours in half day increments, limited up to my full regular work day. Therefore, on Monday, I received 4 IWN. No additional compensation if the employee remains at work. IWN Earn Code Sunday Monday Tuesday Wednesday Thursday Friday Saturday Week 1/5 1/6 1/7 1/8 1/9 1/10 1/11 Total TOTAL HOURS Paid IWN Exempt Non-Essential- FHSU declared Inclement Weather at 1:00 pm on Monday. My schedule is 8:00 am to 4:30 pm. I reported to work at 8:00 am and did not take a meal break. As an Exempt employee, I must report my hours in half day increments, limited up to my full regular work day. Therefore, on Monday, I will record nothing on my time sheet nor TALM. No additional compensation if the employee remains at work. IWN Earn Code Sunday Monday Tuesday Wednesday Thursday Friday Saturday 1/5 1/6 1/7 1/8 1/9 1/10 1/11 Week Total TOTAL HOURS Paid IWN Exempt Non-Essential- FHSU declared Inclement Weather at 6:30 am on Monday. I did not report to work. As an Exempt employee, I must report my hours in half day increments, limited up to my full regular work day. Therefore, on Monday, I will record 8 IWN Revised 6/30/16

41 IWN Earn Code Sunday Monday Tuesday Wednesday Thursday Friday Saturday 1/5 1/6 1/7 1/8 1/9 1/10 1/11 Week Total TOTAL HOURS Paid REG IWN I am a UPS exempt essential employee. FHSU declared Inclement Weather at 1:00 pm on Monday. My schedule is 8:00 am to 4:30 pm. I reported to work at 8:00 am and took a 30 minute meal break. My day Monday ended at 7:00 pm. As an exempt employee I must report my hours in half day increments, limited up to my full regular work day; therefore on Monday I received 4 IWN. I am compensated for any hours worked during the inclement weather period in half day increments. I would record 8 REG for the hours worked during the inclement weather period. This time sheet would need to be faxed to Accounts Payable to be entered in TALM IWN Earn Code Sunday Monday Tuesday Wednesday Thursday Friday Saturday Week TOTAL 1/5 1/6 1/7 1/8 1/9 1/10 1/11 Total HOURS Paid REG IWN I am a UPS exempt essential employee. FHSU declared Inclement Weather at 1:00 pm on Monday. My schedule is 8:00 am to 4:30 pm. I reported to work at 8:00 am and took a 30 minute meal break. My day Monday ended at 4:30 pm. As an exempt employee I must report my hours in half day increments, limited up to my full regular work day; therefore on Monday I received 4 IWN. I am compensated for any hours worked during the inclement weather period in half day increments. I would record 4 REG for the hours worked during the inclement weather period. This time sheet would need to be faxed to Accounts Payable to be entered in TALM. 40 Revised 6/30/16

42 IWN Earn Code Sunday Monday Tuesday Wednesday Thursday Friday Saturday Week TOTAL 1/5 1/6 1/7 1/8 1/9 1/10 1/11 Total HOURS Paid REG IWN I am a UPS exempt essential employee. FHSU declared Inclement Weather at 6:30 am on Monday. My schedule is 8:00 am to 4:30 pm. I reported to work at 12:00 pm and left at 4:00 pm. As an exempt employee I must report my hours in half day increments, limited up to my full regular work day; therefore on Monday I received 8 IWN. I am compensated for any hours worked during the inclement weather period in half day increments. I would record 4 REG for the hours worked during the inclement weather period. This time sheet would need to be faxed to Accounts Payable to be entered in TALM. IWN Earn Code Sunday Monday Tuesday Wednesday Thursday Friday Saturday Week TOTAL 1/5 1/6 1/7 1/8 1/9 1/10 1/11 Total HOURS Paid REG IWN Enter actual hours worked I am a USS exempt essential employee. FHSU declared Inclement Weather at 6:30 am on Monday. My schedule is 8:00 am to 4:30 pm. I reported to work at 8:00 am and left at 7:00 pm with a 30 minute meal break. As an essential employee who worked during a period of inclement weather I am compensated for a hour-for-hour basis for the time covered by the inclement weather declaration as well as compensation for any hours worked. I would report 8 IWN as well as REG. Since exempt employee normally report my hours in half day increments, this time sheet would need to be faxed to Accounts Payable to be entered in TALM. 41 Revised 6/30/16

43 IWN Earn Code Sunday Monday Tuesday Wednesday Thursday Friday Saturday Week TOTAL 1/5 1/6 1/7 1/8 1/9 1/10 1/11 Total HOURS Paid REG IWN Enter actual hours worked I am a USS exempt essential employee. FHSU declared Inclement Weather at 1:00 pm on Monday. My schedule is 8:00 am 4:30 pm. I reported to work at 8:00 am and took a 30 min meal break. My day Monday ended at 6:00 pm. As an essential employee who worked during a period of inclement weather I am compensated for an hour-for-hour basis for the time covered by the inclement weather declaration as well as compensation for any hours worked. Since exempt employee normally report my hours in half day increments, this time sheet would need to be faxed to Accounts Payable to be entered in TALM. IWN Earn Code Sunday Monday Tuesday Wednesday Thursday Friday Saturday Week TOTAL 1/5 1/6 1/7 1/8 1/9 1/10 1/11 Total HOURS Paid REG OTP (1.5) IWN Enter actual hours worked I am a non-exempt (hourly) essential employee. FHSU declared Inclement Weather at 1:00 pm on Monday. My schedule is 8:00 am - 4:30 pm. I reported to work at 8:00 am and took a 30 min meal break. My day Monday ended at 6:00 pm. The total number of hours I worked exceed the 40 FLSA threshold so I am paid overtime compensation for hours worked over 40. As an essential employee who worked during a period of inclement weather I am compensated for an hour-for-hour basis for the time covered by the inclement weather declaration as well as compensation for any hours worked. 42 Revised 6/30/16

44 IWN Earn Code Sunday Monday Tuesday Wednesday Thursday Friday Saturday Week TOTAL 1/5 1/6 1/7 1/8 1/9 1/10 1/11 Total HOURS Paid REG OTP (1.5) IWN Enter actual hours worked I am a non-exempt (hourly) essential employee. FHSU declared Inclement Weather at 6:00 am on Monday. My schedule is 8:00 am - 4:30 pm. I reported to work at 8:00 am and took a 30 min meal break. My day Monday ended at 6:00 pm. The total number of hours I worked exceed the 40 FLSA threshold so I am paid overtime compensation for hours worked over 40. As an essential employee who worked during a period of inclement weather I am compensated for an hour-for-hour basis for the time covered by the inclement weather declaration as well as compensation for any hours worked. IWN Earn Code Sunday Monday Tuesday Wednesday Thursday Friday Saturday Week TOTAL 1/5 1/6 1/7 1/8 1/9 1/10 1/11 Total HOURS Paid REG OTP (1.5) IWN Enter actual hours worked I am a non-exempt (hourly) essential employee. FHSU declared Inclement Weather at 6:00 am on Monday. My schedule is 4:00 am - 12:30 pm. I reported to work at 4:00 am and took a 30 min meal break. My day Monday ended at 2:30 pm. The total number of hours I worked exceed the 40 FLSA threshold so I am paid overtime compensation for hours worked over 40. As an essential employee who worked during a period of inclement weather I am compensated for an hour-for-hour basis for the time covered by the inclement weather declaration as well as compensation for any hours worked. 43 Revised 6/30/16

45 K.A.R Call-in and call-back pay. (a) An appointing authority may call an employee in to work on a regular day off or may call an employee back to work after a regular work schedule. Except as provided in subsection (b), employees of the state who are eligible to receive overtime pursuant to K.A.R , and who are called in to work on a regular day off or are called back to work after a regular work schedule, shall be paid at the appropriate rate of pay for the hours worked. Except as noted below, such employees shall be paid for a minimum of two hours. The minimum of two hours shall not apply if the employee was on stand-by when called in or called back, nor shall it apply if the employee was called in or called back during the two hour period immediately prior to the beginning of the employee s next regularly scheduled work shift. Only the hours actually worked shall be used in determining eligibility for overtime compensation. When leave time is taken during the week, the leave time would be reduced by the number of call back hours worked, it does not affect the CBN hours. Employees must have approval from their Director/Supervisor before receiving call-back pay. The employee must physically return to the work site in order to be eligible for call-back pay. If a matter is resolved over the phone, the employee does not qualify for call-back pay, but they do earn REG pay in the appropriate hour increments. If an employee is already on stand-by, they may not also get call-back pay. Call-back Earn Code Sunday Monday Tuesday Wednesday Thursday Friday Saturday Week TOTAL HOURS 10/12 10/13 10/14 10/15 10/16 10/17 10/18 Total Paid REG CBP (1.0) CBO (1.5) CBN (1.0) I am a non-exempt (hourly) employee. I was Called-Back to work on Saturday after already working 40 hours during the workweek. I worked 2.5 hours on Saturday. I worked a total of 42.5 hours during the week. I am eligible for Call-Back Overtime compensation CBO (1.5) for the hours worked on Saturday as my total hours worked exceed the 40 hour FLSA threshold. 44 Revised 6/30/16

46 Call-back Earn Code Sunday Monday Tuesday Wednesday Thursday Friday Saturday Week TOTAL HOURS 10/12 10/13 10/14 10/15 10/16 10/17 10/18 Total Paid REG CBP (1.0) CBO (1.5) CBN (1.0) I am a non-exempt (hourly) employee. I was Called-Back to work on Saturday after already working 40 hours during the workweek. I worked.75 hours on Saturday. I worked a total of hours during the week. I am eligible for Call-Back Overtime compensation CBO (1.5) for the hours worked on Saturday as my total hours worked exceed the 40 hour FLSA threshold. I need to use code CBN to report a minimum of 2.0 Call-back hours compensated. Call-back Earn Code Sunday Monday Tuesday Wednesday Thursday Friday Saturday Week TOTAL HOURS 10/12 10/13 10/14 10/15 10/16 10/17 10/18 Total Paid REG CBP (1.0) CBO (1.5) CBN (1.0) OTP (1.5) I am a non-exempt (hourly) employee. I am Called-Back to work on Monday. I have not yet worked 40 hours. I work 1.50 hours when Called-back (CBP) on Monday. I work a total of hours during the week. I am eligible for overtime compensation OTP (1.5) for hours worked after my total hours worked exceed the 40 hour FLSA threshold. I need to use code CBN to report a minimum of 2.0 Call-back hours compensated. 45 Revised 6/30/16

47 At this time only Residential Life Maintenance is eligible to receive Stand-by pay and it is recorded using the code ST1. K.A.R Stand-by Compensation. (a) Any appointing authority may require a non-exempt employee to be on stand-by. "Stand-by time" means a period of time outside a non-exempt employee's regularly scheduled work hours, during which the non-exempt employee is required, at agency direction, to remain available to the agency within a specified response time. Each non-exempt employee on stand-by shall be available at agency direction for recall to perform necessary work. Stand-by assignments shall be limited to work situations where a probability of emergency recall of a non-exempt employee or employees exists. When an employer is able to contact employees by means of a paging device, the employer shall establish a policy stating whether such employees are eligible for stand-by compensation. (b) Except as provided in subsection (f), each non-exempt employee shall be compensated at the rate of one dollar per hour for each hour the employee serves on stand-by status. (c) Each non-exempt employee on stand-by who is called in to work shall be compensated for the actual hours worked at the appropriate rate of pay, but shall not be paid stand-by compensation for the hours actually worked. Only the hours actually worked by the non-exempt employee shall be credited in determining eligibility for overtime compensation. (d) Time during which a non-exempt employee is restricted to a particular telephone number at a location designated by the employer, or to the employer's premises, in order to remain personally available to the employer shall be considered hours worked and the employee shall be compensated at the employee's regular rate of pay instead of receiving stand-by compensation. (e) Any non-exempt employee on stand-by, or who is subject to the provisions of subsection (d), who is not available when called, and who does not present reasonable justification for failure to report when called, shall lose compensation for that stand-by period and may be subject to disciplinary action. (f) The head of each agency with employees engaged in law enforcement and firefighting Activities Revised 6/30/16

48 HOLIDAY Earn Code Sunday Monday Tuesday Wednesday Thursday Friday Saturday Week TOTAL 1/20 1/21 1/22 1/23 1/24 1/25 1/26 Total HOURS Paid REG HDC ST Reduce ST1 by number of hours worked I am a non-exempt (hourly) employee who receives Stand-by Pay ST1. I was on stand-by 01/20, 01/21 Holiday, and 01/22. I did not work on the Holiday, but do receive the holiday credit (HDC) for the holiday. I was called in the first day of my stand-by days for 1 hour. My stand-by pay (ST1) is reduced by the number of hours I worked. HOLIDAY Earn Code Sunday Monday Tuesday Wednesday Thursday Friday Saturday Week TOTAL 1/20 1/21 1/22 1/23 1/24 1/25 1/26 Total HOURS Paid REG HDC ST HDP (1.5) OTP (1.5) Reduce ST1 by number of hours worked Enter actual number of OTP hours worked I am a non-exempt (hourly) employee who receives Stand-by Pay ST1. I was on stand-by 01/20, 01/21 Holiday, and 01/22. I receive the holiday credit (HDC) for the holiday. I did work 4 hours on the holiday so receive Holiday Pay (HDP) for working on the holiday. I was called in the first day of my stand-by days for 3 hours. My stand-by pay is reduced the number of hours I worked. I worked a total of 42 hours in the week. My hours exceeded the 40 hour FLSA threshold so I am eligible for OTP at the end of the week after physically being at work 40 hours. 47 Revised 6/30/16

49 Employees who have no leave time (vacation, sick or discretionary) to use and who are not authorized for any of the leave types described on page 18, will use Leave Without Pay. The supervisor must consult with the Human Resource Director on all instances of LWP. Earn Code Sunday Monday Tuesday Wednesday Thursday Friday Saturday Week TOTAL HOURS 10/12 10/13 10/14 10/15 10/16 10/17 10/18 Total Paid REG LWP I am a non-exempt (hourly) employee. My normal schedule is M-F 8:00-4:30. I am a new employee; therefore I have not earned enough leave time to take any days off. I have a wedding to attend on Friday. My supervisor and the Human Resource Director approved for me to take the day off without pay. This will affect my leave accrual for this pay period Revised 6/30/16

50 All student employees are required to submit a bi-weekly time sheet or work verification form. This includes all hourly student employees as well as students employed under a contract such as resident assistants, graduate assistants, graduate teaching assistants, and graduate research assistants. Hourly student employees must complete and sign the Student Employment Time sheet for each pay period worked. Only hours actually worked should be recorded. In and Out times should be rounded to the nearest quarter hour (see page 9), and all daily totals should be recorded in quarter hour increments. The student employee and the supervisor must sign the time sheet to confirm that the reported hours were actually worked. Students employed under any type of contract or salaried basis (non-hourly) must sign a bi-weekly Contractual Student Employment Work Verification form each pay period for the duration of their contract. Specific hours worked are not recorded on this document. Supervisors must also sign this form verifying contract responsibilities were met. This requirement applies to all graduate assistants and to any other students who are employed on a salaried basis (non-hourly). Student employees are allowed to work on Veteran s Day in which the University is open. Students are not allowed to work on other official state holidays without prior approval from the Vice President of Administration and Finance. The Overtime Approval Form in Lotus Notes needs to be completed for each employee required to work on an official state holiday. Students are paid at the 1.5 overtime rate for hours worked on a holiday. Work hours should not be moved to another day to avoid the approval process. The officially observed holiday will still be the basis when determining the hours of holiday credit to be given. If an student employee works on both the legal holiday and the officially observed holiday, the day in which the student works the most hours is considered the holiday. If the student employee works the same number of hours on both days, the student will receive holiday compensation for the day which is most advantageous for the student and will not receive holiday compensation for the other day worked. Students must have prior approval to work overtime (more than 40 hours per week) from the Vice President of Administration and Finance. The Overtime approval form in Lotus Notes needs to be completed for each employee required to work overtime. Work hours should not be moved to another day to avoid the approval process. 49 Revised 6/30/16

51 Student employees are only paid for the actual hours they work on declared inclement weather days, i.e., snow days, not for what they may have been scheduled to work. Student employees are only to record the hours they actually work when the university closes early for weather; they are not eligible for inclement weather pay. Student employees should not be working when the university is officially closed unless it is essential for the continuance of university business. Prior approval from the Vice President of Administration and Finance is needed. The Overtime Approval Form in Lotus Notes needs to be completed for each employee required to work overtime. Work hours should not be moved to another day to avoid the approval process. All time recording documents must be kept on file for a minimum of five full fiscal years plus the current fiscal year. 50 Revised 6/30/16

52 Log into CICS and go to screen 19 (Time and Leave Menu) Then type 20 (for employee name search) and hit enter Tab to Dept CD and type in your department number (Ex: ) and hit enter Type U next to person you are entering time for and hit enter 51 Revised 6/30/16

53 Type in hours worked for students (can only type in green area). Be sure to enter the hours in the correct section as Regular or Work Study to match the time sheet. Hit enter and make sure Updates Performed appears at the bottom of the screen 52 Revised 6/30/16

54 Type Y or OK on OK to Pay line and hit enter. This will change the Y to OK. This employee is now complete. Hit the + to go back to main menu. 53 Revised 6/30/16

55 Non-exempt employees update hours worked if necessary in top portion of screen will appear in green Exempt employees never enter hours in top portion of screen Exempt and non-exempt employees Enter leave time and additional pay (when appropriate) in bottom portion of screen by typing in the day, number of hours of leave time, and leave code. Type Y on OK to Pay line and hit enter. The Y will change to OK and leave balances will be updated Hit + to go back to main menu Repeat for all employees NON-EXEMPT EXEMPT 54 Revised 6/30/16

56 Once all employees time sheets have been entered and OK d to pay, go to screen 20. Make sure all employees who are to be paid have OK in the OK column Make sure all student employees hours are accurate Make sure all non-exempt full-time employees Total column has or more if O/T was worked or employee earned any additional pay. Make sure all exempt employees have an OK in the OK column, their hours will be zero if they had no leave time to report. If an exempt employee has multiple jobs in TALM, only enter leave hours on Job 1, but all jobs must be OK d 55 Revised 6/30/16

57 Insufficient leave balance Not signed by employee and / or supervisor Incorrect leave codes Not using ¼ hour increments for non-exempt Not using ½ or full day increments for exempt Funeral leave approved by supervisors instead of Human Resource Director Non completion of Lotus Notes Overtime Approval form Comp time balance not used prior to use of Vacation leave Incomplete or incorrect information on the personal section of the time sheet Leave without Pay (LWP) used prior to exhausting all vacation (VAC ) 56 Revised 6/30/16