Time System Training

1. Time System Training

2. Time System Training - Overview • Who: • All overtime eligible regular staff • Supervisors of overtime eligible regular staff • Why: • Fair Labor Standards Act - Federal law that requires records be kept on total hours worked each day and each work week (work period) for employees in overtime eligible positions to determine when they are eligible to receive overtime compensation. • Washington State Regulations related to record keeping. • Collective Bargaining Agreement - Overtime eligible employees will accurately report time worked in accordance with a positive time reporting process as determined by each employer. (Subject to ratification) • Where: • Online at my.evergreen.edu • When: • Weekly (once per work period for law enforcement) but more often if desired

3. More on the Fair Labor Standards Act (FLSA) • Originally passed by the Federal Government in 1938, • FLSA established a national minimum wage and guaranteed time and a half for overtime worked. It also set record keeping requirements. • How is this related to the Time System? • Using the system, employees enter their start times and hours worked. With this information, overtime (and compensatory time if granted) will be accurately calculated and provided to the employee in a consistent and timely manner. • This also fulfills the requirement that the College must record the dates and hours worked by all overtime eligible employees.

4. What are the Benefits and Goals? Accurate Enhance communication between supervisors and employees Eliminate errors due to manual inputting and tracking of paper documents Improve accountability and reduce financial risk by being auditable Easy to use Provide employees with a simple interface to report dates and times worked Secure Improve the security of payroll documents Reviewable Provide an automated certification process Sustainable Reduce the amount of paper used to process pay Timely Allow employees to timely report and get paid for overtime

5. Supervisors and employees must follow: • Fair Labor Standards Act • Washington State Regulations • Collective Bargaining Agreement • Timekeeping Policy and Procedures • Information Technology Appropriate Use Policy Employees are responsible for entering their start times and hours worked each work week (work period for law enforcement). Supervisors are responsible for reviewing and certifying the start times and hours worked each work week (work period for law enforcement). Supervisors will enter start times and hours worked for employees who are unable to do so. The Time System is not meant to replace communication between employees and supervisors Responsibilities

6. How is Overtime Calculated? Employees covered by FLSA must receive overtime pay for hours worked over 40 in a workweek. Work Week = A regularly re-occurring period of 168 hours consisting of 7 consecutive 24 hour periods. Therefore, we need to define the start and end of a work week. Examples of work week designations Regular work weeks: Start at 12:00 AM Sunday and end at 11:59 PM the following Saturday. Flex Schedules (9/80’s): Start at noon on Friday and end at 11:59 AM on the following Friday.

7. Work Schedule / Shift Change Form Reminder: Like the Leave System, the Time System uses each employee’s specific schedule. Human Resource Services must be notified in advance of all work schedule / shift changes via this form located at http://www.evergreen.edu/employment/forms/home.htm. (This does not include supervisor approved schedule adjustments.)

8. How to access the Time System: • Go to my.evergreen.edu • Select Work Certification

9. Select the appropriate work period from the list and click Load

11. Example of a Work Week with a Campus Holiday (Martin Luther King Jr. Day)

12. Leave Requests are Automatically Included in Time System

13. Save and Preview Options

14. Overtime Recorded

15. Add a Shift

16. Adding Compensation to a Shift

17. Adding Compensation to a Shift

18. Adding Compensation to a Shift

19. Alternate Holiday When Regularly Scheduled To Be Off Assumes the next day off

20. Add a shift; • Enter start time and duration; • Delete start time and duration for alternate holiday. Choosing an Alternate Holiday

21. Certifying the Work Period After the beginning of the last shift in the work period, an employee can certify their work. Hours entered into the Leave and Time Systems must add up to the number of scheduled hours. Paid hours + Unpaid hours = Scheduled hours Leave Requests Must Be Submitted and Approved in a Timely Manner

22. QUESTIONWhat if my Leave or LWOP has not been entered and approved by the time I need to certify my work period? • ANSWER • You will not be able to certify your work period. • Therefore: • You will not be paid during that pay period for any additional compensation including Overtime, Comp Time (if granted), Callback, Shift Premium or Standby. • If you had LWOP during that work period, you will be overpaid and end up owing the college money. • You will not be able to certify your work period, but you will still get paid your regular compensation.

23. Certifying Work Period

24. Overtime Requested as Compensatory Time – Automatically Added to Comp Balance in Leave System When Supervisor Certifies

25. Insufficient Hours at Certification

26. Employee Successfully Certified Work Period Can No Longer Edit

27. Supervisor’s View

29. Select an Employee from Dropdown Menu

30. Work Week Selected – Shows Employee’s Initials

31. Supervisor Edits

32. Supervisor Edits

33. Supervisor – When Adding Time, Enter Entire Shift

34. Supervisor – Certifies

35. Supervisor – Certifies (Before Employee in this Case) Employee and Supervisor May No Longer Make Any Changes

36. As always, Human Resource Services is available to provide assistance, answer question and hear your suggestions. Let us know if you find any glitches or have suggestions on how the system could be improved.

37. Questions…

38. Test Site: http://mytest.evergreen.edu Please shut down your computer before you leave. Thanks!