TIME AND BENEFIT REPORTING

1. TIME AND BENEFIT REPORTING Hourly Time Entry Reporting and Benefit Usage Reporting for Salaried Employees

2. INTRODUCTION Purpose: • Introduce Hourly Time And Benefit Reporting Procedures. • Accurately Prepare Timesheets and Time Entry Summary Reports. • Accurately Prepare Benefit Usage Forms And Summary Reports.

3. MISSION STATEMENT The mission of Payroll and Compensation is to pay every employee accurately and on-time, every time.

4. DEFINITIONS Following are definitions for acronyms contained in the Hourly Time Sheet and Benefit Usage Report as well as the Time Entry Summary Report: • ACP---Additional Compensation Payment • CTE---Comp Time Earned • CTU---Copy/transfer Use Only • DFT---Differential Time

5. DEFINITIONS cont. • ECS---Exempt (from hourly wage and overtime rules) • FLSA--- Fair Labor Standards Act • FMLA--- Family Medical Leave Act • FAMILY Sick Leave -- (Salaried Only - Not Employee’s Illness )

6. DEFINITIONS cont. • FTE--- Full Time Employee (Percentage of employment during pay period) Percentages at NIU are: • 100%, 93%, 80%,67% and 53% and 50% • Extra Help employees are listed at 10% • Students are listed at 50%

7. DEFINITIONS cont. • Timesheets and Benefit Use Forms • Time and Benefit Summaries • SL--- Sick Leave • SOEEA-- State Officials and Employees Ethics Act • STX---Students and Extra Help • VAC---Vacation

8. Payroll Calendar • Identifies When: • Summaries Are Created (Available) • Payday • Due Dates For Summary Submissions • Payroll Deadlines For Employee Changes

9. The Payroll Calendar can be found at: http://www.hr.niu.edu/Resources/files/Other/Payroll/TimeBen_Presentation.pps

10. HOURLY TIME ENTRY REPORTING

11. Time Sheet Location and Procedures • Signing TimeSheets • Authorization (To Prepare Time and Benefit Summaries) • Access

12. Time Sheet Location and Procedures • Any Supervisor * May Sign A TimeSheet • * (or Supervisor’s Designee) • Authorization To Prepare and Submit Time and Benefit Summaries Is A Function Of NIU’s Novell Security System • Must Be Member of PSOFT.DK.NIU (All Financial and Human Resource Reports) • Or Psoft.HR.Dk.NIU (Time and Benefit Summaries Only)

13. Where to Find Blank Hourly Time Sheets

14. Download the Hourly Time Sheet from the Human Resources web site at: http://www.hr.niu.edu/resources/index.cfm HOURLY TIME SHEET:

15. HOURLY TIME SHEET

16. HOURLY TIME SHEET: A Time Sheet must be completed by each hourly employee. Completing this form using Excel will automatically total rows and columns, minimizing errors.

17. Parts Of The TimeSheet HOURLY TIME SHEET: The timesheet can be broken down into various “sections”. More detail regarding each timesheet section can be found in the notes to each slide of this presentation.

18. HOURLY TIME SHEET: Heading

19. HOURLY TIME SHEET: Regular, Pay, Sick, Vacation And Overtime

20. HOURLY TIME SHEET: Differentials And Compensating Time

21. HOURLY TIME SHEET: Totals (Automatic)

22. HOURLY TIME SHEET: Signature(s) Area

23. HOURLY TIME SHEET: Comments

24. HOURLY TIME SHEET: FMLA Hours

25. HOURLY TIME SHEET: Copy/Paste Section

26. HOURLY TIME SHEET: Instructions (TAB)

27. TimeSheet Sections, Cells &Instructions: HOURLY TIME SHEET: For each Time Sheet the following information needs to be completed. • Late Check Box: If this is a late time sheet that is being submitted, check the “late” check box. • Corrected Check Box: If this is a correction for a time sheet that was already processed in a previous pay period, check the "Corrected" check box. • Pay Period: Enter the beginning date of the pay period in the first field and the ending date of the pay period in the second field. Format for dates: MM/DD/YY • Employee Id: Enter the Employee ID which was assigned by the HRS PeopleSoft system. This is a six (6) digit number. (Do not confuse this with SSN or Student ID Number.) • Last Name, First, MI: Enter the employee's name in the format: LastName,FirstName MI. • Position Number: Enter the position number of the position held by the employee. This is critical when an employee is employed in more than one job at NIU. Different rates of pay may apply. • Department: Enter the Department ID. The Select Department button should be used to select your department.

28. TimeSheet Sections, Cells &Instructions: HOURLY TIME SHEET: For each day of the pay period, enter the appropriate number of hours in the correct row. • Regular Hours: Enter, in each column, the number of hours worked which will be paid at the employee's regular pay rate. • Comp Time Hours Used: Enter, in each column, the number of hours used from compensatory (comp) time previously accumulated by the employee. • Sick Leave Hours Used: Enter, in each column, the number of hours used from available accumulated sick time. • Vacation Hours Used: Enter, in each column, the number of hours used from available accumulated vacation time. • Lump Sum $: For lump sum payments, enter the payment in the column immediately to the right of the lump sum label. • Paid OT @ 1.5: Enter, in each column, the number of overtime hours worked that will be paid at time and one-half. • Paid OT @ 2.0: Enter, in each column, the number of overtime hours worked that will be paid at double time.

29. HOURLY TIME SHEET: Time Sheet Sections, Cells & Instructions: • DFT | $0.20: Enter, in each column, the number of hours which will be paid with a differential rate of $.20 per hour. Include the number of hours worked at this differential rate in the total of regular hours, in the regular hours row. This rate is primarily used as a night time differential. If this number is greater than the sum of regular hours, comp time used, sick leave hours, vacation leave and overtime hours worked as indicated, this number will turn red. • DFT | $0.25: Note: THIS DIFFERENTIAL IS FOR STUDENT USE ONLY. • DFT | $0.30: Enter, in each column, the number of hours which will be paid with a differential rate of $.30 per hour.Include the number of hours worked at this differential rate in the total of regular hours, in the regular hours row.

30. HOURLY TIME SHEET: Time Sheet Sections, Cells & Instructions: • DFT | user defined: Enter, in each column, the number of hours which will be paid with a user defined differential rate per hour. Enter the additional amount per hour in the column immediately to the right of the DFT label. Include the number of hours worked at this differential rate in the total of regular hours, in the regular hours row. If this number is greater than the sum of regular hours, comp time used, sick leave hours, vacation leave and overtime hours worked as indicated, this number will turn red. • DFT | user defined: Same As Previous. • ACP | user defined: Enter, in each column, the number of hours which will be paid with an administrative salary adjustment. Enter the additional amount per hour in the column immediately to the right of the DFT label. Include the number of hours worked at this differential rate in the total of regular hours, in the regular hours row. DO NOTuse this unless approved by HR. If this number is greater than the sum of regular hours, comp time used, sick leave hours, vacation leave and overtime hours worked as indicated, this number will turn red.

31. HOURLY TIME SHEET: Time Sheet Sections, Cells & Instructions: • Comp Time Earned @ 1.5: Enter, in each column, the number of hours worked which will be applied to comp time earned, at time and one-half. This is the actual number of hours worked. The 1.5 factor will be applied by the system and can be viewed in the rightmost column of this row. • Comp Time Earned @ 2.0: Enter, in each column, the number of hours worked which will be applied to comp time earned at double time. This is the actual number of hours worked. The 2.0 factor will be applied by the system and can be viewed in the rightmost column of this row. This box will also be used in case of administrative closures where one for one comp time hours are accumulated. Enter one half of the hours worked in the appropriate day's column. The system will then double this figure in the totals column. Indicate in the comments section that this date was an administrative closure day and that the comp time reflected in the comp time area is one half of the hours actually worked. • Total Comp Time Earned: The cell at the end of this row, indicates the total number of comp hours earned after the factors of 1.5 and 2.0 have been applied. This cell is read only and will be automatically calculated.

32. HOURLY TIME SHEET: Time Sheet Sections, Cells & Instructions: • Total Hours Accounted For: This row contains a sum of the total hours accounted for each day. It is automatically calculated and is read only. • Employee's Signature: The employee must sign, in ink, at this location to indicate that the hours listed above are an accurate representation of the pay period. • Supervisor's Signature: The employee's supervisor must sign this form, in ink.

33. HOURLY TIME SHEET: Time Sheet Sections, Cells & Instructions: Comments: This box is for comments that need to be communicated with the payroll department. For example: if an employee is using bereavement or funeral leave, military leave or jury duty, this should be written in this box, "12/11/2001 - 12/13/2001 - funeral leave, Father". In these cases, the number of hours of the regular work day should be indicated in the regular hours row for the specified days. The comments box is used for compliance with the SOEEA.

34. HOURLY TIME SHEET: Time Sheet Sections, Cells & Instructions:

35. HOURLY TIME SHEET: Time Sheet Sections, Cells & Instructions: Family and Medical Leave Act: Enter the number of leave hours (personal sick, family sick and/or vacation) used each day for an APPROVED leave under the Family and Medical Leave Act. The total will automatically be calculated when completed using Excel. Otherwise, add the total hours used and enter this number in the totals column.

36. HOURLY TIME SHEET: Time Sheet Sections, Cells & Instructions: For Copy/Transfer Use Only: This row is a copy of the totals found in the "Total Pay Period" column. It is designed to be identical to the corresponding row on the Time Entry Summary Sheet. The totals from this row can be copied and pasted on the Time Entry Summary Sheet. To do this: 1. Highlight the yellow colored cells from “REG HOURS” through “CTE 2.0”. 2. Copy these cells. 3. If not already open, open the Time Entry Summary worksheet. 4. Find the employee's row in the Time Entry Summary worksheet. 5. Position the cursor in the “REG HOURS” cell. 6. Go to Edit >> Paste Special in the menu system. 7. When the Paste Special box is displayed, select ”Values" and OK. This will transfer the totals from the Hourly Time Sheet to the Time Entry Summary Sheet.

37. HOURLY TIME ENTRY SUMMARY REPORT

38. Time Entry Summary Report: Time accounted for by all hourly employees must be submitted by the Department on the Time Entry Summary Form. A new copy of this form will be created by Payroll for every pay period. The department will complete this form and submit it electronically each pay period.

39. Time Entry Summary Report: The Time Entry Summary Report Has Two Functions: • It is a transmittal medium for documenting and submitting hours worked. • It is a historical record that shows the hours of benefits (sick and vaction) that the employee has available for use.

40. Access To The Time and Benefit Summaries Using the Dropdown Arrow, Select Your Department, And Click “GO”

41. NCS Note Division between pay groups STX Time Entry Summary Report:

42. Time Entry Summary Report: Zoom factor

43. Time Entry Summary Report:

44. Time Entry Summary Report:

45. Time Entry Summary Report: Authorization Section

46. WHAT TO DO WHENAN EMPLOYEE IS NOTLISTED ON THE TIME ENTRY SUMMARY REPORT??? Time Entry Summary Report:

47. Time Entry Summary Report: If an employee is not on the Time Entry Summary report, do not try to write in the employee on the sheet. Hold the Time Sheet until the employee is on the Time Entry Summary Report. When a Time Sheet is being submitted for a different pay period, or a correction to a previously submitted Time Sheet are encountered: • Fill out the Time Sheet as usual. If the time sheet is a late or corrected time sheet, check the Late or Corrected box on the Time Sheet. • Count the number of additional late Time Sheets. Record this number in the space provided next to “_____ # Late Time Sheets Attached” in the heading of the Time Entry Summary Report. • Count the number of additional corrected Time Sheets. Record this number in the space provided next to “_____ # Corrected Time Sheets Attached”in the heading of the Time Entry Summary Report. NOTE:If an employee is not listed on the Time Entry Summary Report and the Department thinks that they should be included, it is the Department’s responsibility to contact HR and try to determine why the employee is not listed.

48. Time Entry Summary Report: Send paper copies of the Summary Report and Time Sheets to Payroll! PAYROLL

49. Check List Time Entry Summary Report: • Collect Hourly Employees’ Time Sheets & Verify Totals. • Transfer Time Sheet Totals to the Time Entry Summary report. • Verify Totals. • Print the Time Entry Summary Report. • Obtain Supervisor Signatures. Continued:

50. Time Entry Summary Report: Check List: • Click the “Send to Payroll” button. • Indicate the number of late and /or corrected Time Sheets on the Time Entry Summary Report. • Arrange the Time Sheets as they appear on the Summary Report • Send the signed Time Entry Summary Report along with grouped and sorted Time Sheets to Payroll.