Modified Work Week Manual (APO, AUPE & ESS)

Modified Work Week Manual (APO, AUPE & ESS)

Table of Contents Overview... 3 What is a Non-Modified Work Week?... 3 What is a Modified Work Week?... 3 When is an Employee Working a Modified Work Week?... 4 Entering Modified Work Week Schedule... 5 Accounting for Leaves... 6 Accounting for Provincial and Federal Paid Holidays... 8 Entering Paid Holidays on Timesheets... 8 Paid Holiday Examples:... 9 Overtime & Extra Hours Worked (AUPE, ESS)... 11 Entering Overtime or Extra Hours Worked... 12 Overtime Examples... 12 Working Overtime on a Paid Holiday... 15 Glossary... 16 Page 2 of 16 Departmental Shared\Manuals and Procedures 4/2015

Modified Work Week Modified Work Week APO, AUPE & ESS Overview The purpose of this document is to explain what a modified work week is and how to report the modified hours of work, leaves, paid holidays and extra hours on your timesheet. Timesheets are submitted monthly using the Bridge. What is a Non-Modified Work Week? A non-modified work week is considered to be a schedule of Monday through Friday 7, 7.5 or 8 hours per day (depending upon employee group and/or classification) or their part-time equivalent. What is a Modified Work Week? Upon agreement between an employee and their supervisor, an employee can work a modified work week. The modified work week may be a schedule that consists of working differing hours per day or different scheduled days of work (i.e. Tuesday to Saturday). When an agreement is made, the supervisor must notify the Payroll department by email. The supervisor must notify the payroll department because the process for entering the employees modified work week differs from a non-modified work week. Please note than an AUPE employee will need to receive written notice of a shift change, please contact your Sr. HR Consultant regarding adherence to Article 16.04 of the Collective Agreement. Our BANNER payroll system assumes an employee is working the same daily hours from Monday to Friday (a non-modified work week). For employees on a modified work week the payroll system requires the employee to enter their: 1. Monthly work schedule, AND; 2. Leaves taken etc. This will allow for the correct time reporting of vacation, leaves and overtime. Timesheets are submitted monthly using the Bridge. Page 3 of 16 Departmental Shared\Manuals and Procedures 4/2015

When is an Employee Working a Modified Work Week? Alberta Union of Provincial Employees (AUPE), Exempt Support Staff (ESS) or Administrative Professional Officer (APO) employees are working a modified work week, if ANY of the following conditions apply: i. The employee works less than five days per week as part of their regular work week; ii. The employee works on weekends as part of their regular work week; iii. The employee works a differing number of hours per day as part of their regular work week. Those employees who work a modified work week will be required to enter all leaves, premium pays as well as their modified work week schedule on the monthly timesheet. Page 4 of 16 Departmental Shared\Manuals and Procedures 4/2015

Entering Modified Work Week Schedule The modified work hours (employee s schedule) are to be entered on the timesheet under the Earnings titled Modified Work Day/Week. Figure 1 (part-time AUPE employee working 28 hours per week, 4 days per week) Figure 2 (full-time AUPE employee working 35 hours per week with hours on a weekend) Standard daily hours vary depending on the employment group: i. AUPE 7, 7.5 or 8 hours per day (depending on classification) ii. ESS 7 hours per day iii. APO 7.5 hours per day When an employee is working a Modified Work Day/Week, they are required to enter their work schedule, which is not adjusted for any leaves (see figure 1 and figure 2 above). Again, as noted above, leaves (vacation, casual illness, etc.) are entered separately. The total Modified Work Day/Week hours for each week must equal the employee s total weekly hours. For example, if an employee is part time (.8 FTE), and the normal work week is 7 hours per day for 5 days for that classification, the total amount of hours entered for each week will equal 28 hours. The 28 hours is calculated by multiplying 7 hours per day by the.8 FTE and then multiplied by 5 days (7 X.8 X 5 = 28). The weekly Modified Work Day/Week entered on the timesheet should always add up to the 28 hours per week. Page 5 of 16 Departmental Shared\Manuals and Procedures 4/2015

Accounting for Leaves Leave entitlements are typically given in work days, based upon the employees governing handbook or collective agreement, but are converted to hours in the BANNER payroll system. Leave entitlements are pro-rated based upon FTE (the employee s leave entitlements are not adjusted for a modified work week). The leave balances, identified in the AUPE Collective Agreement Article 16.06(d), are available on the Bridge. An employee that takes a leave(s) will enter the full hours taken under the appropriate leave Earning Code. Refer to figure 3 below to see how a part time employee enters a week of vacation and a sick day on the timesheet. Figure 3 (AUPE employee entering vacation and sick day on timesheet) Employees can only enter hours up to their available leave entitlement. Employees may have to use vacation or CTO for the remaining portion of the day not covered by their leave entitlement (see figure 4 below). Alternatively, the employee, with their supervisor s approval, may want to work the additional hours (to avoid using vacation or CTO) as an alternative way of making up the shortfall in hours (see figure 5). Figure 4 (AUPE employee working a.8 FTE which equates to 5.6 hours per day leave entitlement) Page 6 of 16 Departmental Shared\Manuals and Procedures 4/2015

Figure 5 (AUPE employee working a.8 FTE which equates to 5.6 hours per day leave entitlement) Be aware that leaves are granted by FTE and modified employees will be using their balances faster as their daily hours are now greater than their FTE day. In figures 4 and 5 above, an AUPE employee is entitled to one day (5.6 hours) moving day but typically works 7 hours on that day. The employee is required to make up the 1.4 hour shortfall by either using another leave or changing their work week scheduled hours. Page 7 of 16 Departmental Shared\Manuals and Procedures 4/2015

Accounting for Provincial and Federal Paid Holidays Modified work week employees must enter the holiday on their timesheet as part of the Modified Work Day/Week schedule. The employee is only eligible for the standard hours per day multiplied by their FTE for paid holidays. An employee s hours of work may need to be adjusted to account for a holiday based on their eligible hours. See the Entering Paid Holiday s on Timesheets section below for explanation and examples. Employees who are normally scheduled to work weekends (Saturday and/or Sunday) will enter different paid holidays if the holiday falls on the weekend. These employees do not get the holiday moved to the Friday or Monday. As an example, say Remembrance Day falls on a Sunday. For the employees who work the weekend, Sunday is the paid holiday not the following Monday. Entering Paid Holidays on Timesheets An employee working a modified work week during a week that includes a paid holiday will need to modify their work schedule to account for the paid holiday. Remember the total Modified Work Day/Week hours for each week must equal the employee s total weekly hours. This will require an employee s hours of work to be adjusted to account for a holiday based on their eligible hours. 1. Entering modified work week schedule (total weekly hours) The employee and their supervisor need to decide, in advance, how to deal with the paid holiday depending upon the following conditions: i. The paid holiday falls on a scheduled day of work a. Modification of the work schedule by entering additional hours on different days of the week to provide the correct number of weekly hours; or ii. The paid holiday falls on a scheduled day of rest a. Modification of the work schedule by working less hours on different days of the week to provide the correct number of weekly hours. 2. If the employee s actual hours worked differ from the work schedule above, a leave or extra hours worked needs to be entered. See below for some examples. Page 8 of 16 Departmental Shared\Manuals and Procedures 4/2015

Paid Holiday Examples: The below examples are to be used as a guideline to account for the paid holiday. The examples are based on an AUPE employee working a.8 FTE (full time equivalent is 7 hours per day, 35 hours per week). For these examples, 7 hours per day X.8 FTE X 5 days per week = 28 hours per week for their modified work week schedule. Figure 6 (AUPE employee accounting for paid holiday by working an additional 1.4 hours) Figure 6: The employee works full days Monday to Thursday. The paid holiday on February 16 th is entered as the daily FTE hours only; the difference of 1.4 hours is made up in the rest of the week in agreement with the supervisor. Each week the Modified Work Day/Week needs to add up to 28 hours. Figure 7 (AUPE employee accounting for paid holiday by 1.4 hours of vacation used) Figure 7: Same example as figure 6 but no extra hours were worked during the week of the paid holiday. The hours worked plus the allowable paid holiday hours did not add up to the total weekly hours of 28 hours. The shortfall in hours was added to the Friday so the modified work week schedule equals 28 hours. The hours are also entered as Vacation Used on the timesheet (CTO could be used, if available). This ensures that each week of the Modified Work Day/Week adds up to 28 hours. Page 9 of 16 Departmental Shared\Manuals and Procedures 4/2015

Figure 8 (AUPE employee accounting for paid holiday on day of rest by working 5.6 hours less) Figure 8: In this example the employee works full days (7 hours per day) Tuesday to Friday. The 5.6 eligible hours is entered on the paid holiday which is Monday February 16th. Remember the eligible hours for this employee for the paid holiday is 5.6 hours (.8 FTE X 7 hours per day). The remaining 22.4 hours (28 hours minus 5.6 eligible hours) is worked on the other days of the week, in agreement with the supervisor. In this example the employee and the supervisor agreed to work no hours on the Tuesday and work the remaining hours Wednesday to Friday. This ensures that each week of the Modified Work Day/Week adds up to 28 hours. Figure 9 (AUPE employee accounting for paid holiday on day of rest and work hours are NOT adjusted) Figure 9: In this example the employee works full days (7 hours per day) Tuesday to Friday. The 5.6 eligible hours are entered on the paid holiday which is Monday, February 16th. Remember the eligible hours for this employee is 5.6 hours (.8 FTE X 7 hours per day). The employee and their supervisor decide not to adjust the employee s work schedule which results in the employee working 5.6 extra hours. The remaining 22.4 hours (28 hours minus 5.6 eligible hours) is worked on other days of the week. On the Tuesday the Modified Work Day/Week is entered as 1.4 hours so the Modified Work Day/Week would equal 28 hours. The hours worked over the 1.4 hours are recorded as Overtime or Extra Hours Banked. This ensures that each week of the Modified Work Day/Week adds up to 28 hours. The employee receives 5.6 hours of CTO, banked as straight time, as the daily hours are not over 7 and the weekly hours are not over 35 (the maximums for the position classification). Page 10 of 16 Departmental Shared\Manuals and Procedures 4/2015

Overtime & Extra Hours Worked (AUPE, ESS) All AUPE and ESS employees who work above and beyond their modified work week schedule are eligible to receive compensation for the additional hours. All additional hours require prior authorization from their supervisor. Any worked hours above the employees modified work week hours are considered either overtime or extra hours worked. Hours worked are entered on the time sheet and the payroll process will convert the hours as required according to the governing handbook or collective agreement. There are two options for entering overtime or extra hours; 1. Overtime or Extra Hours Paid Pays the entered hours as double or straight time depending on the daily and weekly hours worked. 2. Overtime or Extra Hours Banked - Credits the entered hours as double or straight time depending on the daily and weekly hours worked into the employee s compensating time off (CTO) balance. Page 11 of 16 Departmental Shared\Manuals and Procedures 4/2015

Entering Overtime or Extra Hours Worked The employee needs to enter their modified work week as normal (see figure 1). Employees working above their weekly modified hours need to then enter the hours as extra hours on the day they actually worked. Overtime Examples The AUPE employee who works a.8 FTE position normally works full 7 hour days Monday to Thursday (equal to 28 hours per week). The employee s position classification has a maximum of 7 hours per day or 35 hours per week. The employee has agreed to work an additional 24 hours over the first 3 weeks of March (each week the Modified Work Day/Week needs to still add up to 28 hours.). Figures 10, 11, 12 and 13 show how to post the overtime. Figure 10 (AUPE employee entering the additional hours worked for the week of March 2 nd ) Figure 10: Modified Work Day/Week equals 28 hours but the employee works two additional days. Friday March 6th it was decided to bank and enter the hours using Overtime or Extra Hours Banked (this will bank 7 hours CTO). The weekly maximum for the position classification was not reached (35 hours) so the CTO will be banked at straight time (7 hours). Saturday March 7th it was decided to bank and enter the hours using Overtime or Extra Hours Banked (this will bank 14 hours CTO). The weekly maximum for the position classification was reached (28 modified work week plus 7 extra hours = 35 hours) so the CTO will be banked at double time (14 hours). Since Saturday is a weekend, the hours need to be entered as Weekend Shift Article 21 (this will pay the weekend shift premium on 7 hours). Page 12 of 16 Departmental Shared\Manuals and Procedures 4/2015

Figure 11 (AUPE employee entering the additional hours worked for the week of March 9 th ) Figure 11: Modified Work Day/Week equals 28 hours but the employee works one additional day. Saturday March 14th it was decided to bank and enter the hours using Overtime or Extra Hours Banked (this will bank 7 hours CTO). The weekly maximum for the position classification was not reached (35 hours) so the CTO will be banked at straight time (7 hours). Since Saturday is a weekend, the hours need to be entered as Weekend Shift Article 21 (this will pay the weekend shift premium on 7 hours). Figure 12 (AUPE employee entering the additional hours worked for the week of March 16 th ) Figure 12: Modified Work Day/Week equals 28 hours but the employee works some additional hours. Tuesday March 17th it was decided to bank and enter the 2 hours using Overtime or Extra Hours Banked (this will bank 4 hours CTO). The daily maximum for the position classification was reached so the CTO will be banked at double time. Wednesday March 17th it was decided to pay and enter the 1 hour using Overtime or Extra Hours Paid (this will pay 2 hours of overtime). The daily maximum for the position classification was reached so the overtime pay will be paid at double time. Page 13 of 16 Departmental Shared\Manuals and Procedures 4/2015

Figure 13 (AUPE employee adjusting the modified work week schedule for the week of March 23 rd ) Figure 13: Modified work week schedule weekly hours have been adjusted in agreement with the supervisor, there is no overtime or extra hours. In this example, the employee has exceeded the position classification daily hours; this is permitted when the modified work week schedule does not exceed the employees weekly hours (.8 FTE X 35 hours = 28 hours). Page 14 of 16 Departmental Shared\Manuals and Procedures 4/2015

Working Overtime on a Paid Holiday When an employee is working on a paid holiday, hours will be entered as Modified Work Day/Week as well as either Overtime or Extra Hours Banked or Overtime or Extra Hours Paid, this will compensate the employee by banking or paying these hours at double time. Figure 14 (AUPE employee working on a paid holiday) Figure 14: The AUPE employee who works a.8 FTE position normally works full 7 hours days Monday to Thursday (equals 28 hours). The paid holiday is on February 16th and the employee adjusts their modified work week schedule to account for the paid holiday. The employee worked 7 hours on the paid holiday. The hours worked on the paid holiday are entered Overtime or Extra Hours Banked. In this example the employee will bank 7 hours at double time (this will bank 14 hours CTO). Figure 15 (additional example when AUPE employee working on a paid Holiday) Figure 15: The paid holiday is on February 16th and the employee does not alter their normal schedule to account for the paid holiday. In this example the employee will bank 7 hours CTO at double time then takes 1.4 hours of CTO (the net result of banked CTO 14 hours - 1.4 hours = 12.6 hours of CTO). Page 15 of 16 Departmental Shared\Manuals and Procedures 4/2015

Glossary Collective Agreement Collective Agreement between the Governors of the University of Lethbridge and the Alberta Union of Provincial Employees on behalf of Local 053. Compensating Time Off (CTO) Hours that an employee has earned and can be used to take time off with pay. When CTO is not used it will be paid out according to the employees governing handbook, manual or collective agreement. Employee - Alberta Union of Provincial Employee (AUPE), Exempt Support Staff (ESS) or Administrative Professional Officer (APO). Extra Hours Worked Additional hours worked over the work week scheduled hours. Full Time Equivalent (FTE) Percentage of full time position that is shown in a decimal format. For example 1.0 is 100% of a full time position and.8 is 80% of a full time position. Governing Handbooks The most current Administrative Professional Officer (APO) Manual and the most current Exempt Policy and Procedure Manual. Leave Entitlements Available hours that can be used to take time off with pay. All leave entitlements are for specific reasons and must be used in accordance with the governing Handbooks, Manuals or Collective Agreement. Modified Work Day/Week An earning code on the timesheet that is used to enter and record an employee s work schedule, for an employee that works a modified work week. Modified Work Week Schedule An employee s weekly hours based on their FTE. Non-Modified Work Week - A non-modified work week is considered to be a schedule of Monday through Friday 7, 7.5 or 8 hours per day (depending upon employee group and/or classification) or their part-time equivalent. Overtime - Additional hours worked over the work week scheduled hours which are compensated at double the regular rate. Overtime or Extra hours Banked - An earning code on the timesheet that is used to enter and record extra time worked for future compensating time off. Overtime or Extra hours Paid - An earning code on the timesheet that is used to enter and record extra time worked for additional pay. Paid Holiday All statutory and University of Lethbridge deemed holidays. Refer to the relevant payroll calendar for exact days. Timesheet An employee s record of their modified work week schedule, extra hours worked and leaves taken, that are submitted monthly using the Bridge. Page 16 of 16 Departmental Shared\Manuals and Procedures 4/2015