General information regarding self

Flint Timekeepers Meeting
Nov. 6, 2014
Human Resources
Self Service Time Entry
 Non-exempt
 Nearest 10th of an hour (see Exhibit A)
 Work week is Sunday through Saturday
 Must record actual hours worked (REG) plus any exception
time and meet workload effort. Example: Full time employee
is considered 100% effort, and must record 40 hours each
work week. A part time employee, at 32 hours per week, is
80% effort and must record 32 hours each work week.
Please note, all absences must be approved by your supervisor.
Self Service Time Entry
 Exempt Employees
 Only record absences from the regular work day as stated
 Report Exception Time to nearest half day. Example:
Employee working 8 hours each day (8am-5pm), leaves for a
doctor appointment at 2:30pm. Since this is 2.5 hours of time,
the employee will need to code the time away as 4 hours. If
they left at 3pm for an appointment, they would not record any
exception hours.
 The work week is Sunday through Saturday.
Please note, all absences must be approved by your supervisor.
Most Common Exception Coding
 Sick time (SCK, SCL, SKF…see Exhibit A or drop
down arrow on self service time entry panels)
Vacation (VAC)
Holiday (HOL) and Season Day (SEA or SEW)
Excused without pay (ETW)
Overtime at regular rate (OTR)
Overtime at time and a half rate (OTP)
Emergency Closing Day (ECA or ECW)
You can enter exception coding for a future pay period at any time.
No Variance Coding – Monthly Employees
 No variance from work schedule means that the
employee did not have any exception time to report
for that month.
 Holidays and Season Days are exception time and
need to be reported.
Completing Self Service Time Entry:
 Employees need to enter comments into their
timesheet in order to store important information
related to that entry.
Example: Overtime worked – Can add the description of the
work performed and perhaps the hours worked.
Once the comment is entered, it can be added to, but never
Vacation Accrual
 Normal Hire/Termination Accruals:
 Based on hire date or termination date at the University. See
SPG 201.64.
 Extended Sick Time Pay Usage:
Vacation continues to accrue on time paid under the short term sick
time plan. Vacation time does not accrue on time paid under the
extended sick time plan. A staff member who is scheduled to work
20% (8 hours) or more per week while receiving extended sick time
pay is eligible for vacation accrual for time worked on a
proportionate basis. Vacation accrual for partial calendar months of
work is governed by SPG 201.64.
Overtime Policy
 Reminder of overtime hours:
 Hours reported for overtime at time and a half rate, are based
on work hours only*, when over 40 hours in a week.
 Week is defined as Sunday 12:00am to Saturday 11:59pm.
 Bargained for employees are governed by their collective
bargaining agreement.
* See SPG 201.38 for details.
Example of Reporting Time:
 Employee works 40 hours per work week.
The employee doesn’t have any vacation and
is asking for a day off to attend their child’s
school activity.
Granting this time off is at the discretion of the
Since no vacation time is available and the reason
does not meet any other exception coding, the time
needs to be recorded as Excused without pay (ETW).
This will result in the employee receiving 8 less hours
of pay for that pay period.
The employee will see the deductions on their check
stub. There will be a line for each time reporting
Example of Reporting Time
 Employee works 40 hours per work week. The
employee, with permission from their supervisor,
worked an additional 2 hours on one of the work
Monday through Friday, the employee worked 8 hours each
day (no exception time was taken) except Thursday, they
worked 10 hours.
The additional time worked needs to be recorded as overtime
appropriately. In this case it is overtime at time and a half
rate (OTP), since the employee actually worked 40 hours in
the work week. If the employee had taken 2 hours or more of
any exception time during this same week, then the 2 hours
would be coded as OTR (overtime at regular rate).
Key – You must work 40 hours in a work week in order to
receive any additional hours at OTP (overtime at time and a
half pay) otherwise any additional hours coded in a work
week are considered OTR.
Flexible Work Schedules:
 It is possible to flex a work week, with approval from
the supervisor. Biweekly employees must flex within
the work week (Sunday through Saturday).
 Flexible schedules do not set a precedence and may
not be approved for every employee. Supervisors
have the discretion to set the work schedule in
accordance with the departmental needs.
 It is recommended that any change in schedule be
communicated in writing and in advance, two weeks
or more.
Storing or “Comp Time”:
 It is prohibited by the Fair Labor Standards Act
(FLSA) to “store”, “save” or add up “comp time” for
future use.
 All regular employees must code time away from
work and additional time worked during that work
week. Exempt employees are not allowed to receive
overtime pay (unless they are under 100% effort and
then they can receive OTR pay for work up to 40
hours per week).
Timekeeping Deadlines:
 Payroll’s website (see resource link page)
 Biweekly employees will receive their base salary each
biweekly pay period regardless of when the time is
HOWEVER, all exception coding (vac, sick, overtime)
cannot be paid/recorded until the entries are approved.
Late time approvals will result in late payments and lack of
correct accrual reporting until approved.
Notices will be sent to the supervisor when a regular
biweekly and monthly employee’s timesheet is not
approved. Notices will continue to be sent until that
employee’s next payroll run or until approved.
Temporary employees WILL NOT be paid if their timesheet
is not approved by the Payroll deadline for that pay period.
Temporary Employees:
 Temporary employees may have multiple records due to
working multiple appointments and possible multiple
 It is the responsibility of the approver in your unit to be
sure you are approving the correct time entry for your
temporary employee on the appropriate record.
 Keep in mind that temporary employees receive overtime
just like biweekly employees when their combined
appointments total more than 40 hours in one work week.
To avoid this, please work with your temporary employee
on their other appointment schedules.
 Corrections to temporary timesheets and off-cycle checks
require additional time by others outside of your unit.
Therefore, please plan ahead to make sure that temporary
employee’s timesheets are approved timely.
What Your Paycheck Reflects:
 Biweekly regular employees are paid a biweekly
rate which is their annual salary divided by 26.
 Regular and exception hours reflected on the
paycheck stub may not clearly sum or state the 80
hours (for a full time employee). This is a system
generated issue which is created through late
entries or prior pay period corrections.
 The key is to review the gross earnings as they
should be the same each pay period, unless your
appointment changes such as effort or salary.
Important Supervisor Notes:
 You are responsible for following the same practices
and policies of the University in order to be
supported in your decisions/approvals. It is
expected that you will not violate any of the
timekeeping policies and University SPGs.
 Only approve time which either you have direct
knowledge of time worked/absence or received
written/electronic authorization from that
employee’s supervisor to approve that specific pay
Approving Time:
 Path to approve time:
 Main Menu
 Manager Self Service
 Time Management
 Report Time
 Timesheet
Static Group Changes:
 Path to Maintaining Static Groups:
 Main Menu
 Set Up HRMS
 Security
 Time and Labor Security
 Static Group
Running Payroll Queries:
 Many queries available.
 Path to Queries (Wolverine Access):
 Main Menu
 Reporting Tools
 Query
 Query Viewer
 Type in MTL in the “Begins With” box
 Reports that should be ran every payroll process:
 Reported time queries can be run any time after an employee
reports their time.
 Additional queries are listed on Exhibit B.
Part Time Employees
 Vacation accrual is prorated based on appointment effort
 Holiday Reporting is prorated based on appointment
effort or paid based on scheduled workday the holiday
falls on
 Season Day Reporting is different than Holiday. It is
prorated based only on the employee’s appointment
effort. Example, an 80% appointment employee is only
eligible for 80% of 32 hours of Season time pay or 25.6
SEA hours over the 4 season days.
 Plan ahead. If not, you may pay the employee for extra
pay for off-schedule holidays/season days.
Holiday and Season Day Pay
 2014 / 2015 Thanksgiving & Christmas Holidays:
 Thanksgiving – Both Nov. 27th and 28th should be coded as
 Christmas and New Years – December 25th and January 1st
should be coded as “holiday”
 Season Days:
 December 26th, 29th, 30th, 31st should be coded as “season
days” Season day codes will not be active until Dec. 1st.
Important Note: There are early deadlines for entry and
approval for November and December paychecks. No
Holiday Pay – Temporary Employees
 Temporary employees are eligible to work on a holiday,
by supervisor approval. However, temporary employees
must receive time and a half (OTP) for all hours worked
on a holiday.
 Workstudy employees are not allowed to earn work study
funds on any holiday or season day.
 Important Workstudy dates:
Last day workstudy students can earn funds in the Fall 2014
semester is 12/20/2014.
First day workstudy students can earn funds in the Winter 2015
semester is 1/5/2015.
Last day workstudy students can earn funds in the Winter 2015
semester is 4/29/2015.
Paycheck Pickup
 Please encourage staff (regular and temporary) and
faculty to consider direct deposit now for the
December paycheck distributions.
 Paychecks normally distributed to the Cashier’s
Office will be available at the Safety Office between
December 24, 2014 and January 2, 2015.
 Check for the Dec. 26th biweekly paychecks will be
available at the Safety Office on Dec. 26th.
Odds and Ends
 Family Medical Leave Act (FMLA)
 Short Term and Extended Sick Time Cases
 Worker Compensation
 Bargained For Staff Members
 Timekeeper’s Responsibilities
7 Steps to a Successful Payroll Run
Maintain static groups
Implement and maintain consistent work
schedules each week
Review leave balances
Report time “on time”
Review reports
Avoid last minute changes - Plan Ahead!
Check GPR and make PPR adjustments timely
Links to Resources
 SPG Holidays
 SPG Sick Time
 SPG Vacation
 Payroll cutoffs & calendars
Outlook – Public Folders – Payroll-Timekeeping – Finance Payroll. This
Outlook calendar contains important Payroll and Finance cutoffs for the
entire University.
UM-Flint Contacts
 Regular Staff Timekeeping:
Dee Dee Hurley, [email protected], 810/237-6595
 Temporary Staff Timekeeping:
Tawana Branch, [email protected], 810/766-6772
 Questions Related to Sick Time/FMLA
Karen Arthur, [email protected] , 810/766-6658

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