Time Report for Overtime-Eligible Employees

Transcription

1 BUSINESS POLICIES AND PROCEDURES MANUAL PERSONNEL OVERVIEW The Report records attendance, leave, and overtime for overtime-eligible civil service employees, collective bargaining unit employees, faculty, and administrative professional (AP) staff. See the following for leave rules: BPPM 0.57 and WAC 357- for leave rules for civil service employees. BPPM 0.5 and the Administrative Professional Handbook for detailed leave regulations for APs. BPPM 0.5 and the Faculty Manual for detailed leave regulations for faculty. Appropriate collective bargaining agreements regarding leave rules for collective bargaining unit employees. A collective bargaining unit employee must refer to appropriate collective bargaining agreement regarding overtime. Overtime Exempt Completed Monthly Other Uses Administrative professional staff and faculty members who are not eligible to earn overtime report leave hours on the Leave Report (see BPPM 0.3). Civil service and collective bargaining unit employees who are overtime exempt complete a Leave Report for Classified Employees (see BPPM 0.2). Overtime-eligible employees submit completed and signed Reports to employing departments at the end of each month. The Report can serve as a pay document. The Report can be used to increase pay when overtime is recorded, decrease pay when leave balances are insufficient, discontinue pay when no balances exist, or report lost time that is the result of an on-the-job injury or illness. Overtime-eligible employees use the Report to initiate claims for payment of unused sick leave (see BPPM 0.41). Form Versions The Report is available in Excel and FileMkaer formats on the PR&F website at: policies.wsu.edu/prf/index/forms/

2 PERSONNEL BUSINESS POLICIES AND PROCEDURES MANUAL Alternate Record An alternate time record may be substituted for the Report if (HRS) approves the alternate time record prior to department use. maintains a record of all units requesting and using alternate time records; and HRS maintains a copy of the alternate time record used by each requesting unit. File Retention Overtime-Eligible Employees Employing departments retain each employee's official Report file for the term of employment for overtime-eligible administrative professional, faculty, civil service, and collective bargaining unit employees. Send the file of original Reports to HRS for audit when employment is terminated. Send the complete file to the new WSU department when an employee transfers employment. Dual Appointment Transfers Each employing department maintains a separate Report file for an overtime-eligible employee who has dual appointments. One of the departments is selected as the home department and that department maintains the official Report. If an employee transfers to another WSU department, the former department prepares a Report for the time the employee served in the department in that month, and forwards the official file to the new employing department. Mid-month Transfers For mid-month transfers, see the Figure1 and Figure 2. Old Department Prepare a partial Report for the current month through the employee's last day. State in Comments, "Transferred to (name of new department) on (date of employee's first day in new department)." Do not post the leave earned or the current balances unless paying off accumulated compensatory time. Route the signed Report and the employee's Report file to the new department. New Department Prepare a partial Report from the employee's first day in the department through the end of the month. State in Comments, "Transferred from (name of old department) on (date of employee's first day)." Post the leave earned and the current balances for the entire month. File both signed partial Report forms.

3 BUSINESS POLICIES AND PROCEDURES MANUAL PERSONNEL Compensatory The departments must resolve disposition of compensatory time. Compensatory time may be transferred with the approval of the new department or paid by the old department. A collective bargaining unit employee must refer to the appropriate agreement regarding transfer of compensatory time. Previous State Employment If a new civil service, administrative professional, or faculty employee has been previously employed by another state of Washington agency; HRS requests leave information from the former state employer. Refer to BPPM 0.19 regarding transfer of benefits. Collective bargaining unit employees refer to the appropriate agreements regarding transfer of benefits. Separation of Employment Partial Hours Cyclic-Year Appointments Cyclic-Year Appointments (cont.) Upon separation of employment, the department sends the overtime-eligible employee's complete Report file to HRS (see BPPM 55.49). Report partial hours as decimal equivalents not fractions. See Partial Hours for the conversion chart. During work periods, cyclic-year civil service employees report attendance and leave in the same manner as other civil service employees. See BPPM 0. for more information about cyclic appointments. Collective bargaining unit employees refer to the appropriate agreement regarding cyclic-year appointments. The employee's work cycle includes periods of leave without pay (LWOP), which are specified in an annual cyclic-year letter (see BPPM 0.). If the cyclic year employee is in pay status for the entire work shift on the last scheduled day preceding a holiday, submit a copy of the Report to Payroll Services to pay the employee for the holiday. If a cyclic year employee works during scheduled LWOP periods, the Report becomes the pay document for the employee. Submit a copy of the Report to HRS based upon Payroll Documents Calendar deadlines (see Figure 9).

4 PERSONNEL BUSINESS POLICIES AND PROCEDURES MANUAL Part- Errors Part-time includes any configuration of hours worked to correspond to a percent of less than full-time employment. Report hours worked in the same way as full-time employment (see Figure 12 and Figure 13). If an error is discovered prior to any distribution, make a correction and inform the employee of the change. The employee must sign the corrected Report. If an error is discovered after distribution: Prepare a corrected form. Enter an annotation of the correction in the Comments section. Obtain employee and supervisor signatures. Distribute the corrected Report. PARTIAL HOURS Report all partial hours as decimals. Use the following table. The first number in each column refers to minutes; the second is the decimal equivalent FORM COMPLETION WSU ID Number Name Month / Year Title Term (Basis of Service) The following pages include instructions for completing the Report. Form sections not described are considered selfexplanatory. Enter the employee's WSU ID number on the Report. Enter the employee's complete name from the Personnel Action Form. Do not use nicknames. Enter the month and year of the recorded time and leave. Enter the classification title from the Personnel Action or the Classification Schema. Enter the number of months per year the employee is expected to work. Refer to the Personnel Action.

5 BUSINESS POLICIES AND PROCEDURES MANUAL PERSONNEL % FTE Enter the percent of the employee's full-time equivalent (FTE). Refer to the Personnel Action. Employee Type Hours Worked Base Code Check the appropriate box describing the employee's employment type and/or work period designation or appointment period. Report the number of hours worked each day. Enter Total Hours for each Base Code and/or Account Code in the column at the left. is printed on the form and stands for regular pay. Most hours appear on the first line under the time base code of. Enter one of the following two-digit codes to report special pay circumstances. OP (Overtime Pay) PC (Premium Comp ) PP (Premium Pay) SB (Standby Pay) HC (Hazardous Conditions) CB (Call Back) TU (Temporary Upgrade) Overtime earned and paid at the straight time rate. Overtime earned at the time and one-half rate and taken as compensatory time off. See BPPM 0.59 and WAC Refer to the appropriate collective bargaining agreement regarding compensatory time, as applicable. Overtime earned and paid at the time and one-half rate. See BPPM 0.59 and WAC Refer to the appropriate collective bargaining agreement regarding overtime, as applicable. The current rate is 7 percent of the base hourly rate. An overtimeeligible employee who is required to restrict off-duty activities to be immediately available for duty must be compensated for time spent in standby status. (WAC , WAC ) Refer to the appropriate collective bargaining agreement regarding standby pay, as applicable. Civil service employees receive hazardous conditions pay in some work situations (see BPPM 0.2). Collective bargaining unit employees must refer to the appropriate collective bargaining agreement regarding hazardous conditions pay. Civil service employees are to refer to WAC regarding call back pay. Collective bargaining unit employees must refer to the appropriate bargaining agreements regarding call back pay. Civil service employees are to refer to WAC regarding temporary upgrades. Collective bargaining unit employees must refer to the appropriate bargaining agreements regarding temporary upgrades.

6 PERSONNEL 0.0. BUSINESS POLICIES AND PROCEDURES MANUAL HV Account Code Leave Hours Taken Used by Facilities Services, Operations only. Direct Payroll Services to charge extra pay to an account by entering the account code. This may or may not be the same account from which regular hours are paid. If no account code is entered, Payroll charges the employee's regular-pay account. Record leave hours for each day leave is taken. Add Total Hours taken for each type of leave in the column at the left. See BPPM 0.57 and WAC 357- for leave rules for civil service employees. See BPPM 0.5 and the Administrative Professional Handbook or Faculty Manual, as applicable, for detailed leave regulations for APs and faculty. Refer to the appropriate collective bargaining agreement regarding leave rules for collective bargaining unit employees. Record hours taken under the appropriate date(s). Record sick leave hours taken under the appropriate date(s). Record hours of compensatory time off taken under the appropriate date(s) and add across for the total hours. See BPPM 0.59 and the Administrative Professional Handbook for more information about compensatory time. Submit a copy of any Report that reports LWOP to HRS. Comply with the Payroll Documents Calendar deadlines (see BPPM 55.04). Overtime-eligible AP employees and faculty request and report LWOP as described in BPPM 0.5 and the Administrative Professional Handbook or Faculty Manual, as applicable. NOTE: Reporting LWOP by overtime-eligible APs and faculty causes the monthly accrual of annual leave and sick leave to be reduced on a prorated basis. Civil service employees request permission to use LWOP in accordance with WAC and leave regulations in BPPM Collective bargaining unit employees must refer to the appropriate agreement regarding leave without pay (see Figure ). Enter the work schedule for compressed workweek employees in Comments when reporting LWOP.

7 BUSINESS POLICIES AND PROCEDURES MANUAL PERSONNEL (cont.) NOTE: LWOP causes a reduction in the employee's gross earnings. Review the Payroll Expenditure Audit Report for any LWOP that has been submitted (see BPPM 55.22). Beginning LWOP First Half of the Month Second Half of the Month Missed Deadlines Leave Period Unknown Ending LWOP In Comments, enter, "LWOP from (first date of absence) to (date of return)." Copy the Report. Send a signed copy to HRS. Comply with the Payroll Documents Calendar mid-month payroll deadlines. Submit a copy of the Report that reflects the month's activity to HRS at the end of the month. Comply with the Payroll Documents Calendar month-end deadlines. In Comments, enter, "LWOP from (first date of absence) to (date of return)." Submit a copy of the Report that reflects the month's activity to HRS. Use month-end deadlines found in the Payroll Documents Calendar. Telephone or send an message to Payroll Services to report information about LWOP occurring too late to meet the Payroll Documents Calendar deadline. Follow up the telephone call or message by sending a copy of the Report to HRS. Note the Payroll contact in the Comments section including the dates and hours of LWOP. Record hours taken under the appropriate date(s) and the total for the pay period under Total Hours. Estimate a date that the leave period will be completed. In Comments, enter, "LWOP from (first date of absence) until (estimated date)." If that date arrives and the leave period must be extended, complete another Report using the same instructions. Do not indicate that leave is "until further notice." Prepare and route a copy of a Report to HRS to return the employee to pay status when the employee returns. Enter in Comments, "Returned from LWOP on (date)." Indicate whether this return date is a confirmation or a correction of the date reported when the employee went on leave without pay. Submit a copy of the Report showing the actual return date to HRS. Comply with deadlines on the Payroll Documents Calendar. Extended Appointment See BPPM 0. to extend appointments for cyclic year civil service employees accepting additional work during scheduled periods of LWOP. Record the hours worked on a Report. Payroll uses this Report to compute the employee's pay.

8 PERSONNEL 0.0. BUSINESS POLICIES AND PROCEDURES MANUAL Extended Appointment (cont.) Enter in Comments, "Extended Cyclic Year Appointment." Route a copy of Report to HRS using the deadlines on the Payroll Documents Calendar for Remaining Documents. Report the day taken under the appropriate date. See also BPPM 0.5 and See BPPM 0.7 for the schedule of University holidays. Reporting Not Worked Civil Service Employees (Working More Than -Hour Day) If the University holiday falls on a regularly scheduled workday, record the scheduled work hours under the appropriate date as and any annual leave, compensatory time, or LWOP hours needed to account for the workday schedule. For example, the employee works four ten-hour days per week and the holiday falls on a regularly scheduled workday. Record eight hours as holiday pay and two hours as annual leave, compensatory time, or LWOP to equal the scheduled ten-hour workday. If the University holiday falls on a regularly scheduled day off, refer to WAC Specify, "Regularly scheduled day off was on a WSU holiday" in Comments. When the employee is authorized to take holiday hours on an alternate date, record the hours taken under the date as. Specify which holiday was used in Comments. Civil Service Employees (Working -Hour Day) If the University holiday falls on a regularly scheduled workday, record the scheduled work hours under the appropriate date as. If the University holiday falls on a regularly scheduled day off, refer to WAC Specify, "Regularly scheduled day off was on a WSU holiday" in Comments. When the employee is authorized to take holiday hours on an alternate date, record the hours taken under the date as. Specify which holiday was used in Comments. Collective Bargaining Unit Employees Refer to the appropriate collective bargaining unit agreement regarding holiday pay.

9 BUSINESS POLICIES AND PROCEDURES MANUAL PERSONNEL Reporting Worked All Civil Service Employees Civil service employees receive holiday pay for regularly scheduled work hours plus time and one-half for the hours worked. (WAC ) Report PP (premium pay) or PC (premium compensatory time) under Base Code, add hours worked under the appropriate date(s). Also report the regularly scheduled work hours as and enter the monthly total. For PC, report time and one-half hours worked as Comp Earned (see BPPM 0.59). Direct questions regarding authorized holiday hours to HRS. Civil Service Employees (Working More Than -Hour Day) See Figure 10 for an example of how a civil service employee who works more than eight hours in a day must record working on a holiday. Civil Service Employees See BPPM 0.59 for instructions on reporting holiday hours (Working -Hour Day) worked (see also Figure 4). Collective Bargaining Unit Employees Bereavement Leave (Civil Service and Collective Bargaining Unit Employees) Refer to the appropriate collective bargaining unit agreement regarding holiday pay. Record bereavement leave taken by civil service employees under the appropriate dates. Refer to BPPM 0.57 for civil service bereavement policies. Refer to the appropriate collective bargaining agreement regarding bereavement leave, as applicable. Enter the relationship of the deceased family or household member in Comments. Emergency Leave (APs and Faculty) Record emergency leave taken by AP employees and faculty under the appropriate dates. See BPPM 0.5 and refer to the Administrative Professional Handbook or Faculty Manual, as applicable. Administrative professional employees and faculty note "Emergency Leave for (describe purpose)" in Comments. Enter the relationship of the family or household member in Comments.

10 PERSONNEL BUSINESS POLICIES AND PROCEDURES MANUAL Civil Leave Record the civil leave, including jury duty, taken under the appropriate date(s). Refer to BPPM 0.5, 0.57, the Administrative Professional Handbook, the Faculty Manual, and appropriate collective bargaining agreements regarding civil leave (including jury duty), as applicable. Training Leave While an employee is receiving shared leave, HRS prepares the Report, records the shared leave hours taken under the appropriate date(s), and routes a copy of the Report to the department at the end of the month (see BPPM 0.5). Enter "training leave" in one of the blank fields. Record leave taken under the appropriate date(s). NOTE: Training leave is considered time worked for the purpose of computing overtime. Record leave taken for personal and professional development. See BPPM 0.5, 0.57, 0.72, the Administrative Professional Handbook, the Faculty Manual, and appropriate collective bargaining unit agreements, as applicable. (NOTE: Do not record time taken for attendance of academic courses as Training Leave.) Military Training and Leave Enter "military training" or "military leave" in one of the blank fields. Record leave taken under the appropriate date(s). Provide a copy of military training orders to the employing official and forward a copy to HRS. See BPPM 0.5, 0.57, the Administrative Professional Handbook, the Faculty Manual, and appropriate collective bargaining unit agreements, as applicable. Bargaining Unit Total Hours Comp Earned For employees covered by a collective bargaining unit agreement, enter "bargaining unit" and the number of the bargaining unit and enter hours used for the purpose of contractual union training time under the appropriate date(s). Add hours in each daily column and enter the number on this line. Add the numbers across and down for the total hours in the reporting period. Enter the hours earned on each date. If the employee worked at the premium overtime (PC) rate, this figure is the adjusted hours earned. See Figures 3, 4, 7, 10, 13, 14, and 15.

11 BUSINESS POLICIES AND PROCEDURES MANUAL PERSONNEL Comp Earned (cont.) Indicate total hours of compensatory time earned for the month. To authorize payment for compensatory time earned in a previous period, indicate the number of hours to be paid and the months the hours were worked in Comments. Payroll pays the employee in a subsequent pay period. The same procedure is required for compensatory time payoff at the end of a biennium. Balances Previous Balance Review and enter the previous balance of annual leave, sick leave, shared leave, and compensatory time from the prior month's Report or from the report of previous state employment. Enter the number of hours of annual leave, sick leave, or compensatory time used during the month. Enter the number of hours of annual leave or sick leave donated by the employee under the shared leave program. Enter hours of annual leave, sick leave, and compensatory time earned for the month. While an employee is receiving shared leave, HRS enters hours of shared leave contributed from other WSU employees. APs and Faculty Civil Service Employees Calculate and enter the current balance. The previous balance, minus hours taken, plus hours earned equals the current balance which is effective the first day of the following month. Administrative professional employees and faculty may not exceed the maximum accrual of 352 hours (44 days) of annual leave. If a civil service employee elects to exceed the 240 hour maximum, enter "Excess annual leave has been accrued voluntarily" in Comments. If a "Statement of Necessity" defers use of leave over the 240 hour maximum, enter "Use of excess annual leave has been deferred" in Comments. See BPPM 0.57 regarding excess accumulation of annual leave. Collective Bargaining Unit Employees For collective bargaining unit employees, refer to the appropriate bargaining unit agreement regarding accrual of annual leave.

12 PERSONNEL BUSINESS POLICIES AND PROCEDURES MANUAL Separation Compensatory See BPPM for instructions regarding annual leave upon separation. The maximum amount of accrued compensatory time for civil service employees is 240 hours. Any overtime worked beyond the maximum accrued amount must be paid in cash until the compensatory time balance drops below 240 hours. For collective bargaining unit employees, refer to the appropriate collective bargaining unit agreement regarding compensatory time. s Comments This space is used by HRS to modify the report based upon an audit of the hours. Employees and departments are notified of these corrections. Enter anything not otherwise included that affects the pay of the employee. If appropriate, Comments may include: lost for on-the-job or work-related injury/illness, the date the injury/illness occurred and date(s) and hours lost as a result (see Figure ). Adjustments to leave balances such as a restoration of sick leave after a determination that the leave was due to a jobrelated injury or illness, or a loss of excess annual leave. Separation date and the fact that it is a separation. Hours of compensatory time to be paid off prior to the end of the fiscal year and the specific month(s) the compensatory time hours were earned. Leave without pay and estimated date of return. Transfers between departments. Transfers from/to employee types. Relationship of a deceased family member. Temporary schedule changes (see BPPM 0.33). Designation of leave as approved family medical leave (FML). Signatures/Approvals The signature or approval must be applied personally by the indicated individual. Facsimile or substitute signatures, e.g., signature stamps, are not acceptable.

13 BUSINESS POLICIES AND PROCEDURES MANUAL PERSONNEL Certification The employee certifies the report by signing and dating the form. The employee is responsible for the accuracy of the information he or she reports on the Report. The employee's supervisor verifies, signs, and dates the report. Employing departments are responsible for the accuracy of information reported on the Report. Required if supervisor's signature is not present. highly recommends that a representative of the department or area administrative staff review the Report information for accuracy. Human Resource Services notifies the appropriate vice presidents, deans and/or appointing authorities of repeated time reporting errors uncovered during audits; and HRS reports serious and repeated concerns to the Internal Auditor's Office. may require an area/department to establish an administrative review for repeated and persistent errors. ROUTING INSTRUCTIONS Employee Department Special Routing Employee receives a copy. The department files the original in the employee's official leave file. If the employee activity includes any of the following circumstances, route copies of the Report as indicated on the chart below. Comply with the deadlines on the Payroll Documents Calendar (see BPPM 55.04).

14 PERSONNEL BUSINESS POLICIES AND PROCEDURES MANUAL ROUTING CHART Occurrence Payment for overtime (civil service and collective bargaining unit employees) Payment for overtime (APs) Call back pay Comp time payoff (civil service and collective bargaining unit employees) (Specify the month time was earned in Comments.) Comp time payoff (APs) (Specify the month time was earned in Comments.) Any hours of time loss due to an occupational injury or disease (See SPPM 2.24.) Payment for unused sick leave (civil service and collective bargaining unit employees) Payment for unused sick leave (APs) Leave without pay Hazardous conditions pay Standby pay Extended cyclic appointment Family medical leave paid leave Family medical leave LWOP Temporary upgrade Separation of employment Human Resource Services* 1014 Refer to note below. *** Payroll Services** 1024 * PAYROLL COPY: HRS approves action and sends a copy to Payroll Services. ** HRS COPY: A copy for all overtime-eligible employees. *** ALL : Send the Employee's Official Leave File to HRS for audit when the employee separates from WSU employment. Include the letter of resignation if a letter is applicable. HRS audits these records to verify the hours the employee will be paid on the final paycheck and to establish the hours of sick leave. Departments send the Employee's Official Leave File to the employee's new department for an overtime-eligible employee who transfers to another overtime-eligible position within WSU.

15 BUSINESS POLICIES AND PROCEDURES MANUAL PERSONNEL FORM EAMPLES NOTE: The examples may apply to any of the overtime-eligible employee classifications. Change of Employing Department Figure 1 Old Department Figure 2 New Department Overtime-Eligible Civil Service or Collective Bargaining Unit Employee Figure 3 Overtime,,, and s Figure 4 Worked Figure 5 Not on Full- Status Day Before and (LWOP) Figure On-the-job Injury/Illness and LWOP Figure 7 Reporting Overtime Figure Overtime,, Cyclic-Year Employee Figure 9 Working During Scheduled LWOP Civil Service Employee Workweek Other than 5 Uniform and Consecutive -Hour Days Figure 10, Overtime, Compensatory Figure 11 Overtime Part-time Civil Service or Collective Bargaining Unit Employee Figure 12 and Figure 13 Overtime, Compensatory Overtime-Eligible Faculty Member Figure 14, Overtime, Compensatory Part-time Administrative Professional (AP) Employee Figure 15, Overtime, Compensatory Figure 1 Figure 17 Donation of Hours to Another Employee Receipt of Hours

16 PERSONNEL BUSINESS POLICIES AND PROCEDURES MANUAL Example: Change of employing department; Report prepared by the old department. See WAC for exceptions. Enter dates of Family Medical Leave in Comments; see e 0.0 for routing. NAME LAST, FIRST, AND MIDDLE MAIL CODE EMPLOYING DEPARTMENT xxxxxxxxxx Employee, Jane A. xxxx Admissions MONTH YEAR TITLE TITLE CODE % FTE TERM (Basis of Service) Annual Annual Alternate Summer Months Summer Summer Base Code July 201 Administrative Assistant 1 xxxx Account Code Total Program-Budget-Project Hours (Mac) Excel-Rev WSU112-GENE LEAVE HOURS TAKEN (Enter other leave types in blank lines as necessary. See BPPM Chapter 0.) BALANCES * Comp Comments Transferred to Animal Sciences on July 15, 201. Figure 1

17 BUSINESS POLICIES AND PROCEDURES MANUAL PERSONNEL Example: Change of employing department; Report prepared by the new department. See WAC for exceptions. Enter dates of Family Medical Leave in Comments; see e 0.0 for routing. NAME LAST, FIRST, AND MIDDLE MAIL CODE EMPLOYING DEPARTMENT xxxxxxxxxx Employee, Jane A. xxxx Animal Sciences MONTH YEAR TITLE TITLE CODE % FTE TERM (Basis of Service) Annual Annual Alternate Summer Months Summer Summer Base Code July 201 Account Code Total Program-Budget-Project Hours Administrative Assistant 1 xxxx (Mac) Excel-Rev WSU112-GENE LEAVE HOURS TAKEN (Enter other leave types in blank lines as necessary. See BPPM Chapter 0.) BALANCES * Comp Comments Transferred from Admissions on July 15, Figure 2

18 PERSONNEL BUSINESS POLICIES AND PROCEDURES MANUAL Example: Overtime, annual leave, sick leave and holidays. See WAC for exceptions. Enter dates of Family Medical Leave in Comments; see e 0.0 for routing. NAME LAST, FIRST, AND MIDDLE MAIL CODE EMPLOYING DEPARTMENT xxxxxxxxxx Employee, Jill W. xxxx Budget Office MONTH YEAR TITLE TITLE CODE % FTE TERM (Basis of Service) Annual Annual Alternate Summer Months Summer Summer Base Account Code Total Code Program-Budget-Project Hours July 201 Budget Analyst 2 xxxx PC 0D (Mac) Excel-Rev WSU112-GENE LEAVE HOURS TAKEN (Enter other leave types in blank lines as necessary. See BPPM Chapter 0.) BALANCES * Comp Comments Figure 3

19 BUSINESS POLICIES AND PROCEDURES MANUAL PERSONNEL Example: worked. See WAC for exceptions. Enter dates of Family Medical Leave in Comments; see e 0.0 for routing. NAME LAST, FIRST, AND MIDDLE MAIL CODE EMPLOYING DEPARTMENT xxxxxxxxxx Employee, Jill W. xxxx Conference Services MONTH YEAR TITLE TITLE CODE % FTE TERM (Basis of Service) Annual Annual Alternate Summer Months Summer Summer July 201 Conference Coordinator 2 xxxx Base Account Code Total Code Program-Budget-Project Hours PC 01C (Mac) Excel-Rev WSU112-GENE LEAVE HOURS TAKEN (Enter other leave types in blank lines as necessary. See BPPM Chapter 0.) BALANCES * Comp Comments Figure 4 July 4 -- All-University holiday

20 PERSONNEL BUSINESS POLICIES AND PROCEDURES MANUAL Example: This employee is not in full pay status the day before the holiday (November 10); the employee takes LWOP on the holiday (November 11). Base Code Program-Budget-Project NAME See WAC for exceptions. Enter dates of Family Medical Leave in Comments; see e 0.0 for routing. LAST, FIRST, AND MIDDLE MAIL CODE EMPLOYING DEPARTMENT xxxxxxxxxx Employee, Nathan W. xxxx Budget Office MONTH YEAR TITLE TITLE CODE % FTE TERM (Basis of Service) November 201 Budget Analyst 2 xxxx Months Account Code Total Hours Annual Annual Alternate Summer Summer Summer (Mac) Excel-Rev WSU112-GENE LEAVE HOURS TAKEN (Enter other leave types in blank lines as necessary. See BPPM Chapter 0.) BALANCES * Comp Comments Figure 5

21 BUSINESS POLICIES AND PROCEDURES MANUAL PERSONNEL 0.0. Example: On-the-job injury/illness and leave without pay. See WAC for exceptions. Enter dates of Family Medical Leave in Comments; see e 0.0 for routing. NAME LAST, FIRST, AND MIDDLE MAIL CODE EMPLOYING DEPARTMENT xxxxxxxxxx Employee, Jeff M. xxxx Dining Services MONTH YEAR TITLE TITLE CODE % FTE TERM (Basis of Service) Annual Annual Alternate Summer Months Summer Summer Base Code August 201 Driver-Whse Worker xxxx Account Code Total Program-Budget-Project Hours (Mac) Excel-Rev WSU112-GENE LEAVE HOURS TAKEN (Enter other leave types in blank lines as necessary. See BPPM Chapter 0.) BALANCES * Comp Comments Lost - Injury occurred / Lost /9 - /17 = 5 hours LWOP - /1 and /17 Telephoned to Payroll Office /22 Figure

22 PERSONNEL BUSINESS POLICIES AND PROCEDURES MANUAL Example: Overtime. This employee's workweek runs from Sunday through Saturday. A standard week is 40 hours within the workweek. See WAC for exceptions. Enter dates of Family Medical Leave in Comments; see e 0.0 for routing. NAME LAST, FIRST, AND MIDDLE MAIL CODE EMPLOYING DEPARTMENT xxxxxxxxxx Employee, Ellen E. xxxx MONTH YEAR TITLE TITLE CODE % FTE TERM (Basis of Service) Annual Annual Alternate Summer Months Summer Summer Base Account Code Total Code Program-Budget-Project Hours PC August 201 HRS Assistant xxxx C (Mac) Excel-Rev WSU112-GENE LEAVE HOURS TAKEN (Enter other leave types in blank lines as necessary. See BPPM Chapter 0.) BALANCES * Comp Comments Figure 7

23 BUSINESS POLICIES AND PROCEDURES MANUAL PERSONNEL Example: Overtime. This civil service employee used annual leave, and received holiday and personal holiday pay. On July 14, the employee worked 10 hours. On July 15, the employee took hours annual leave, which does not count as time worked; resulting in straight-time pay for the 2 hours of extra time on July 14. On July, the employee took a personal holiday. On July 22, the employee worked 2 hours of overtime, which are paid at time and one-half, as the personal holiday is considered time worked. On July 25 and 2, the employee worked 10-hour days. On July 27, the employee took 4 hours of annual leave. On July 2, the employee worked a 10-hour day. On July, the employee worked hours total; 2 hours considered regular pay, to make 40 hours worked for that week. 4 hours are paid at the straight time rate, as 4 hours were taken as annual leave in that week, which does not count as time worked. 2 hours are paid at the time and one-half overtime rate. See WAC for exceptions. Enter dates of Family Medical Leave in Comments; see e 0.0 for routing. NAME LAST, FIRST, AND MIDDLE MAIL CODE EMPLOYING DEPARTMENT xxxxxxxxxx Employee, James W. xxxx Registrar s Office MONTH YEAR TITLE TITLE CODE % FTE TERM (Basis of Service) Annual Annual Alternate Summer Months Summer Summer Base Code July 201 Admin. Assistant 1 xxxx Account Code Total Program-Budget-Project Hours (Mac) Excel-Rev OP 2 4 PP WSU112-GENE LEAVE HOURS TAKEN (Enter other leave types in blank lines as necessary. See BPPM Chapter 0.) BALANCES * Comp Comments Figure

24 PERSONNEL BUSINESS POLICIES AND PROCEDURES MANUAL Example: Cyclic year employee --Employee works during the scheduled LWOP period of the cyclic year appointment. Gross pay is based on the hours reported. See WAC for exceptions. Enter dates of Family Medical Leave in Comments; see e 0.0 for routing. NAME LAST, FIRST, AND MIDDLE MAIL CODE EMPLOYING DEPARTMENT xxxxxxxxxx Employee, Rebecca F. xxxx Dining Services MONTH YEAR TITLE TITLE CODE % FTE TERM (Basis of Service) Annual Annual Alternate Summer Months Summer Summer Base Code August 201 Food Service Worker Lead xxxx Account Code Total Program-Budget-Project Hours (Mac) Excel-Rev WSU112-GENE LEAVE HOURS TAKEN (Enter other leave types in blank lines as necessary. See BPPM Chapter 0.) BALANCES * Comp Comments Extended cyclic appointment Figure 9

25 BUSINESS POLICIES AND PROCEDURES MANUAL PERSONNEL Example:, overtime, compensatory time; workweek with other than five uniform and consecutive -hour days in a seven-day period. Civil service employee scheduled to work four 10- hour days on Monday-Thursday. s fell on regularly scheduled work days (11/10 and 11/24) and on a regularly scheduled day off (11/25). All hours of the work day are accounted for. Received hours of holiday pay for each holiday. worked: Employee worked regular 10-hour workday and received premium compensatory time credit for 10 hours. Employee also received hours of holiday credit and used 2 hours of annual leave to account for 10-hour workday schedule. not worked falling on regularly scheduled day: Employee received hours of holiday credit and used 2 hours of annual leave to account for 10-hour workday schedule. not worked falling on a regularly scheduled day off: Employee received hours of holiday credit to be used with 2 hours of annual leave, compensatory time, or LWOP on an alternate work day. Document in Comments that employee is to request an alternate workday to be taken as the holiday. This example includes straight-time overtime (OP) of 2 hours. Without an account code, the straighttime overtime pay is charged to the same account as the employee's regular pay. xxxxxxxxxx Employee, Roger M. xxxx Educ. & Public Media MONTH YEAR TITLE TITLE CODE % FTE TERM (Basis of Service) November 201 Broadcast Technician 3 xxxx Months Base Account Code 1 Code Program-Budget-Project Hours PC OP See WAC for exceptions. Enter dates of Family Medical Leave in Comments; see e 0.0 for routing. NAME LAST, FIRST, AND MIDDLE MAIL CODE EMPLOYING DEPARTMENT Total Annual Annual Alternate Summer Summer Summer (Mac) Excel-Rev WSU112-GENE LEAVE HOURS TAKEN (Enter other leave types in blank lines as necessary. See BPPM Chapter 0.) BALANCES * Comp Comments Regularly scheduled day off was on a holiday (11/25) Employee to request alternate workday to use holiday hours Figure 10

26 PERSONNEL BUSINESS POLICIES AND PROCEDURES MANUAL Example: This civil service employee is scheduled to work four 10-hour days per week, Monday through Thursday. On October 1 and, the employee worked 10-hour days when not normally scheduled to work. Both 10-hour days are paid at the time and one-half rate. See WAC for exceptions. Enter dates of Family Medical Leave in Comments; see e 0.0 for routing. NAME LAST, FIRST, AND MIDDLE MAIL CODE EMPLOYING DEPARTMENT xxxxxxxxxx Employee, David C. xxxx Educ. & Public Media MONTH YEAR TITLE TITLE CODE % FTE TERM (Basis of Service) Annual Annual Alternate Summer Months Summer Summer Base Code PP October 201 Broadcast Technician 3 xxxx Account Code Total 3 Program-Budget-Project Hours (Mac) Excel-Rev WSU112-GENE LEAVE HOURS TAKEN (Enter other leave types in blank lines as necessary. See BPPM Chapter 0.) BALANCES * Comp Comments Figure 11

27 BUSINESS POLICIES AND PROCEDURES MANUAL PERSONNEL Example: Part-time employee, including holiday and personal holiday. See WAC for exceptions. Enter dates of Family Medical Leave in Comments; see e 0.0 for routing. NAME LAST, FIRST, AND MIDDLE MAIL CODE EMPLOYING DEPARTMENT xxxxxxxxxx Employee, Hannah D. xxxx Health & Wellness Services MONTH YEAR TITLE TITLE CODE % FTE TERM (Basis of Service) Annual Annual Alternate Summer Months Summer Summer Base Account Code Total Code Program-Budget-Project Hours July 201 Medical Assistant xxxx (Mac) Excel-Rev WSU112-GENE LEAVE HOURS TAKEN (Enter other leave types in blank lines as necessary. See BPPM Chapter 0.) BALANCES * Comp Comments Comp time hours used to account for schedule. Figure 12

28 PERSONNEL BUSINESS POLICIES AND PROCEDURES MANUAL Example: In the week of October 10-14, this 50 percent FTE employee worked over 20 hours in the work week, resulting in straight time to be paid. Straight time must be paid and may not be accumulated as compensatory time. In the week of October 24-2, this part-time employee worked 50 hours in the work week. 20 hours are regular pay, 20 hours are paid at the straight time rate, and 10 hours are accumulated as compensatory time accrued at the time and one-half rate. The department may choose to give the employee either pay or compensatory time for the 10 hours of time and one-half overtime. See WAC for exceptions. Enter dates of Family Medical Leave in Comments; see e 0.0 for routing. NAME LAST, FIRST, AND MIDDLE MAIL CODE EMPLOYING DEPARTMENT xxxxxxxxxx Employee, James W. xxxx Registrar s Office MONTH YEAR TITLE TITLE CODE % FTE TERM (Basis of Service) Annual Annual Alternate Summer Months Summer Summer Base Code OP PC October 201 Admin. Assistant 1 Account Code Total Program-Budget-Project Hours xxxx (Mac) Excel-Rev WSU112-GENE LEAVE HOURS TAKEN (Enter other leave types in blank lines as necessary. See BPPM Chapter 0.) BALANCES * Comp Comments Figure 13

29 BUSINESS POLICIES AND PROCEDURES MANUAL PERSONNEL 0.0. Example: Overtime-eligible faculty member --, overtime, and compensatory time. See WAC for exceptions. Enter dates of Family Medical Leave in Comments; see e 0.0 for routing. NAME LAST, FIRST, AND MIDDLE MAIL CODE EMPLOYING DEPARTMENT xxxxxxxxxx Employee, Samuel T. xxxx Human Development MONTH YEAR TITLE TITLE CODE % FTE TERM (Basis of Service) Annual Annual Alternate Summer Months Summer Summer Base Code PC July Account Code Total 3 Program-Budget-Project Hours Professor xxxx (Mac) Excel-Rev WSU112-GENE LEAVE HOURS TAKEN (Enter other leave types in blank lines as necessary. See BPPM Chapter 0.) BALANCES * Comp Comments Overtime-eligible faculty worked holiday and earning compensatory time. Figure 14

30 PERSONNEL 0.0. BUSINESS POLICIES AND PROCEDURES MANUAL Example: Part-time overtime-eligible administrative professional employee --, overtime, and compensatory time. See WAC for exceptions. Enter dates of Family Medical Leave in Comments; see e 0.0 for routing. NAME LAST, FIRST, AND MIDDLE MAIL CODE EMPLOYING DEPARTMENT xxxxxxxxxx Employee, Mary Anne xxxx MONTH YEAR TITLE TITLE CODE % FTE TERM (Basis of Service) Annual Annual Alternate Summer Months Summer Summer 1 2 Account Code Total 3 Base Code Program-Budget-Project Hours OP PC July 201 Principal Assistant xxxx (Mac) Excel-Rev WSU112-GENE LEAVE HOURS TAKEN (Enter other leave types in blank lines as necessary. See BPPM Chapter 0.) BALANCES * Comp Comments Figure 15

31 BUSINESS POLICIES AND PROCEDURES MANUAL PERSONNEL 0.0. Example: This employee donated annual leave to a fellow WSU employee who was approved to receive shared leave. Enter "15 hours of annual leave donated for shared leave" in Comments. See WAC for exceptions. Enter dates of Family Medical Leave in Comments; see e 0.0 for routing. NAME LAST, FIRST, AND MIDDLE MAIL CODE EMPLOYING DEPARTMENT xxxxxxxxxx Employee, Donald Y. xxxx International Programs MONTH YEAR TITLE TITLE CODE % FTE TERM (Basis of Service) Annual Annual Alternate Summer Months Summer Summer Base Account Code Total Code Program-Budget-Project Hours August 201 Info Tech Specialist 2 xxxx (Mac) Excel-Rev WSU112-GENE LEAVE HOURS TAKEN (Enter other leave types in blank lines as necessary. See BPPM Chapter 0.) BALANCES * Comp Comments hours of annual leave donated to shared leave. Figure 1

32 PERSONNEL BUSINESS POLICIES AND PROCEDURES MANUAL Example: This employee was approved to receive shared leave. prepares the Reports for employees on shared leave. See WAC for exceptions. Enter dates of Family Medical Leave in Comments; see e 0.0 for routing. NAME LAST, FIRST, AND MIDDLE MAIL CODE EMPLOYING DEPARTMENT xxxxxxxxxx Employee, Jonathan G. xxxx Dining Services MONTH YEAR TITLE TITLE CODE % FTE TERM (Basis of Service) Annual Annual Alternate Summer Months Summer Summer Base Account Code Total Code Program-Budget-Project Hours August 201 Driver-Whse Worker xxxx (Mac) Excel-Rev WSU112-GENE LEAVE HOURS TAKEN (Enter other leave types in blank lines as necessary. See BPPM Chapter 0.) BALANCES * Comp Comments Figure 17