Time Record Training

1. Time Record Training Human Resources

2. Agenda • Timesheet Overview • Types of Payments • Overtime • Compensatory Time • Extra Time • Shift Premium • Holiday Premium • On Call • Emergency Call Back • Adverse Weather • Questions

3. Timesheet Overview • Why does the timesheet matter? • Fair Labor Standards Act (FLSA) • Uses duties and salaries to determine exempt vs. non-exempt status • Sets minimum wage, hours worked, overtime and time record standards • Enforced by the Department of Labor • Legal Document • Who completes the timesheet? • Only Non-Exempt Employees (SPA & EPA)

4. Timesheet Overview • SPA vs. EPA (University Designation) Any EPA or SPA employee can be Exempt or Non-Exempt • Exempt vs. Non-Exempt (Federal Designation) • Exempt from Fair Labor Standards Act: • No Overtime • Do not complete time records • Non-Exempt from Fair Labor Standards Act: • Overtime • Must complete time records • Earn extra time when overtime does not apply (hour for hour)

5. Timesheet Overview • Are in/out times required? • Departments can decide to make In/Out times mandatory • If In/Outs are used in a department, they must be used consistently for all employees and all pay periods • Who signs the document? • Employees & Supervisors (sign & full date = mm/dd/yyyy) • How do I make corrections? • Employee & Supervisor must both cross out & initial any correction

6. Timesheet Specifics • Work Week • Begin and end dates may not match up to calendar months See ‘Time Sheet Inclusive Dates’ Schedule • From Saturday 12:00 AM through Friday 11:59 PM • Overlapping shifts are paid on the day they started • Rounding • Nearest Quarter Hour • See Rounding/Conversion Example • Recording Time • Hours worked each day • Electronic Timesheet

7. Overtime • Premium rate for hours physically worked in excess of 40 in a single work week • Physically Worked (not counting leave) • Must be recorded on timesheet • Compensation • Paid at 1.5 times Regular Hourly Rate • Supervisory Approval • Prior permission to work overtime is required • No Voluntary Time • Non-Exempt employees cannot volunteer to work

8. Compensatory Time • Alternative to Paying Overtime • Department Heads Decide whether to pay out overtime or award Compensatory Time • Earned at 1.5 times the number of hours worked • Entered into the Web Leave System

9. Comp Time Rules • Earned by Non-Exempt Employees • Any available Comp Time must be used before Annual Leave • Employees may choose to use Sick Leave rather than available Comp Time • Supervisors can require employees to use Comp Time

10. Comp Time Supervisor Reminders • Cannot age past 12 months or accumulate over 240 hours • Comp time that exceeds these limits must be paid out by the department in the next regular paycheck • Allow Comp Time to be used timely • Supervisor should not deny requests to use comp time unless the leave will “unduly disrupt operations”

11. Extra Time • Non-Exempt Employees • Exempt Employees do not earn Extra Time • Hours worked < 40 but hours reported > 40 • Hours Reported = Time Worked + Leave Taken • Straight Time • Paid out at hourly rate; or • Entered into Leave System on hour for hour basis • Must be used within 12 months • Non-Exempts: Unused time is paid out

12. Shift Premium • 10% Premium on Hourly Rate • Scheduled 2nd or 3rd Shifts • Shifts must be designated & documented by Manager • Only Actual Hours Worked • Premium is not earned on leave or lunch breaks • Shift Premium Overtime

13. Holiday Premium • Awarded to Non-Exempt and Exempt employees who are required to work on Designated University Holidays • Paid at 1.5 Times Regular Hourly Rate • Equal time off for time worked on Holiday • Up to 8 hours per day • Entered as Extra Time

14. On Call • Only Designated Jobs/Employees • Designated roles are reported to HR annually • Usually Non-Exempt, but some Exempt • On-Call Employees Must be Available • On-Call Compensation • $1.50 per hour

15. Emergency Call Back • When an On-Call employee is requested to respond on short notice to an emergency work situation • Includes working via telephone or computer • Includes travel time to and from work • Counted towards Overtime Pay • Subtracted out from On-Call Hours Paid

16. Emergency Call Back Pay • Non-Exempt • Returned to Work • Actual Time Worked or 2 Hours (whichever is greater) • Can be Paid out or awarded as Comp Time Off • Telephone/Computer Response • Actual Time Worked or 30 Minutes per Response (whichever is greater) • Maximum 4 responses = 2 Hours • After 4 calls, employee receives actual time worked • Can be Paid out or awarded as Comp Time Off

17. Adverse Weather • Status • University is Closed, Essential Personnel Only • University will Open Late, Essential Personnel Report Normally • Classes are Cancelled,Adverse Weather Advisory • Classes are InSession, Adverse Weather Advisory • Essential Personnel • Employees who have had prior written/verbal notification from their manager that they need to report to work under Adverse Weather conditions

18. Adverse Weather Pay • Non-Essential Personnel • Closing/Late Openings • Leave will be granted to cover hours missed • Adverse Weather Advisory • Employee determines whether or not he/she can safely report to work • Use annual leave, comp time, or bonus leave; or • Make-up time as “straight time” within 12 months • Essential Personnel • Closing/Late Openings • Must report to work as normal • Earn equivalent time-off (or overtime if applicable for non-exempt employees

19. Rounding Examples • Nearest Quarter Hour 8:05 AM to 4:58 PM with 55 Minute Lunch Break Rounded: 8:00 AM to5:00 PM with 1 Hour Lunch, Hours Worked: 8 8:09 AM to 5:06 PM with 71 Minute Lunch Break Rounded: 8:15 AM to 5:00 PM with 1 Hour, 15 Minute Lunch Hours Worked: 7 Hours, 30 Minutes 7:50 AM to 5:08 PM with 50 Minute Lunch Break Rounded: 7:45 AM to 5:15 PM with 45 Minute Lunch Hours Worked: 8 Hours, 45 Minutes

20. Hour/Minute Conversion • Decimal Time vs. Hour:Minutes .00 = :00 .25 = :15 .50 = :30 .75 = :45

21. Contacts • Angela Nicholson, Consultant • Angela_Nicholson@ncsu.edu • 515-4294 • Eraina Weems, Specialist • Eraina_Weems@ncsu.edu • 515-7175 • Deborah Wright, Director Classification & Compensation Deborah_Wright@ncsu.edu 515-4290 • Jenna Evenson, Consultant Jenna_Evenson@ncsu.edu 515-4291 • Pamela Bragg, Consultant Pam_Bragg@ncsu.edu 515-4293

22. Additional Resources Electronic Timesheet: http://www7.acs.ncsu.edu/hr/forms/#timesheets Leave Policies: http://www7.acs.ncsu.edu/hr/hrim/leave.asp

23. Questions