Holiday Time and Leave Keeping Sample timesheets presented at Spring - PowerPoint PPT Presentation

Holiday Time and Leave Keeping Sample timesheets presented at Spring 2017 PRHSD Region Training Department of Natural Resources

Holiday Time and Leave Keeping • The following sample timesheets provide various holiday timekeeping scenarios for exempt and nonexempt employees. • The timesheets in the following presentation are actual employee timekeeping scenarios provided by DNR HR representatives throughout the state. • The timesheets examples contains issues that address how the correct amount of leave earned is determined. • In addition to support from OHR rep, field HR Representatives have the following resources regarding timekeeping:  This presentation (sample timesheets);  The Leave Program Guide at http://dnrintranet.org/hr/leave_holidays; and Standard Operating Procedures addressing time and leave issues (SOPs HR019-A –  HR019-J) http://dnrintranet.org/hr/standard-operating-procedures. Department of Natural Resources

Holiday Time and Leave Keeping (Premises) • When determining if Holiday Deferral, FLSA Compensatory Time and/or Georgia Compensatory Time credit should be given to an employee in a particular workweek leave keepers should keep the following premises in mind:  The number of hours worked and leave taken (minimum of 32 or 24) + number of holiday credits (8 or 16) must equal at least 40 hours. Some holiday work periods will be 32 + 8 = 40 and some will be 24 +16 = 40. If the hours worked, leave used and holiday credit equal 40, no holiday deferral or compensatory time is earned.  Whether or not 40 hours was physically worked is important to nonexempt employees to determine how many hours are GA CT and how many are FLSA CT. All hours physically worked over 40 hours will be FLSA. (FLSA hours are multiplied by 1.5 for entry in TeamWorks.)  Regular Day Off (RDO) is important because even though an employee does not physically work on that day, the employee will still receive holiday credit for a holiday that falls on their Regular Day Off. Regular Day Off (RDO) should be noted in the ‘Comments’ column of the timesheet.  Holiday credit taken the same work period, after the holiday (holiday credit for the current holiday cannot be taken before the date of the holiday) will not be entered into TeamWorks. The holiday is deferred but used the same work period so entry into TeamWorks is not necessary. Department of Natural Resources

Holiday Time and Leave Keeping (Premises) • Hours physically worked on a holiday will defer all or part of the holiday credit;  An employee physical worked on the holiday but did not account for the minimum number of hours for the work period (32 or 24), all or part if the holiday credit will be used to account for the 32 or 24 hours. (For example, in a one holiday week, an employee physically worked 8 hours on the holiday but only physically worked an additional 30 hours the remainder of the week. The employee earned 6 hours of holiday deferral.)  If an employee physically worked the required 24 or 32 hours, then worked any hours on the holiday, those hours worked are deferred. (For example, in a one holiday work period, an employee physically worked 32 hours + 2 hours on the holiday. The employee earned 2 hours of holiday deferral.) • Holiday Deferral Earned in a work period that has a holiday can be used but cannot be used before the date of the holiday (before it is earned). (For example, an employee could use 8 hours of Annual Leave on Monday, receive 8 hours of holiday credit on Tuesday that is deferred because the employee physically works 8 hours on the holiday and the employee physically works another 24 hours during the work period. 8 AL taken + 8 worked on the holiday + 24 additional hours worked = 40. Annual leave is used but Holiday deferral (8 hours) is earned in the same work week. Department of Natural Resources

Holiday Timekeeping (Definitions) FLSA Compensatory Time is earned when a nonexempt employee physically works hours and minutes in excess of the maximum hours in the designated work period. To earn FLSA compensatory time the hours and minutes must be physically worked. This compensatory time is earned at the rate of one and one-half times the hours and minutes physically worked over the maximum hours allowed for the work period. NOTE: Since time must be physically worked to earn FLSA compensatory time, it is not earned by the employee if paid leave, compensatory time off, or time off for a state holiday(s) causes the employee’s work hours for the work period to exceed the work period maximum (typically 40). State Compensatory Time for salaried exempt and nonexempt employees is earned when an employee’s credited work hours and minutes, and observed State Holiday time total more than the scheduled number of hours in a work period. (e.g., An exempt or nonexempt employee who observes the 8 hour holiday (does not work on the holiday) works 34 hours in the holiday week. Thirty-four hours of work + 8 hours holiday = 42 hours in the work week. The employee earns 2 hours of State compensatory time.) State compensatory time is earned at the rate of one-for-one for hours/minutes that exceed the work period maximum. Exempt employees also earn state compensatory time for time physically worked in excess of the maximum in a work period. Holiday Deferral (Holiday Compensatory Time) is earned when an eligible employee works for any hours and minutes on a day designated by the Governor as a state holiday or the holiday is the employee’s regular day off. Holiday Deferral is earned at the rate of one-for-one for all time worked, up to 8 hours maximum per holiday. When the Regular Scheduled Off Day (RDO) occurs on a holiday, the employee shall receive 8 hours of equivalent time off. The time off is in addition to the observance of the regularly scheduled off day. Department of Natural Resources

Holiday Timekeeping (Worksheet) HR Representatives may choose to use this worksheet to determine Compensatory Time and/or Holiday Deferral earned in a work week: Work Week Total: 1. Hours Worked (Record all hours physically worked during the work week.) + ______ 2. State Holiday Credit (Record 8 hours credited if 1 holiday is in the work week or 16 hours if 2 holidays are in the work week.) + ______ 3. Leave Used (Record total leave hours on the timesheet.) + ______ 4. Total Hours Credited (Total 1 + 2 + 3 above.) = ______ 5. Required Hours - 40 6. Hours that must be accounted for: (Subtract 5 from 4 above. Put the result in #11 below.) = ______ (#11 represents the total number of hours of CT/Holiday Deferral that HR Reps. will credit the employee for the work week.) Total Compensatory Time / Holiday Deferral Earned: 8. Holiday Deferral Earned (Record hours employee worked on holiday or 8 hrs. if falls on the RDO.) + ______ 9. Georgia CT Earned (Record hours over 40 not physically worked or hours worked over 40 by exempt employee.) + ______ 10 FLSA CT Earned (Record hours a Nonexempt employee physically worked over 40 hours in a work week.) + ______ 11. Hours that must be accounted for: = ______ Department of Natural Resources

Holiday Time Keeping – Nonexempt (Example #1) Friday – Thursday Department of Natural Resources

Holiday Timekeeping (Nonexempt Example #1) Work Week Total: 1. Hours Worked (Record all hours physically worked during the work week.) + 37 2. State Holiday Credit (Record 8 hours credited if 1 holiday is in the work week or 16 hours if 2 holidays are in the work week.) + 16 3. Leave Used (Record total leave hours on the timesheet.) + 0 4. Total Hours Credited (Total 1 + 2 +3 above.) = 53 5. Required Hours - 40 6. Hours that must be accounted for: (Subtract 5 from 4 above. Put the result in #11 below.) = 13 (#11 represents the total number of hours of CT/Holiday Deferral that HR Reps. will credit the employee for the work week.) Total Compensatory Time / Holiday Deferral Earned: 8. Holiday Deferral Earned (Record hrs. emp. worked on holiday or 8 hrs. if falls on the RDO.) + 13 9. Georgia CT Earned (Record hrs. over 40 not physically worked or hours worked over 40 by exempt emp.) + 0 10 FLSA CT Earned (Record hrs. a Nonexempt emp. physically worked over 40 hours in a work week.) + 0 11. Hours that must be accounted for: = 13 Department of Natural Resources

Holiday Time Keeping – Nonexempt (Example #2) Department of Natural Resources

Holiday Timekeeping (Nonexempt Example #2) Work Week Total: 1. Hours Worked (Record all hours physically worked during the work week.) + 34 2. State Holiday Credit (Record 8 hours credited if 1 holiday is in the work week or 16 hours if 2 holidays are in the work week.) + 8 3. Leave Used (Record total leave hours on the timesheet.) + 0 4. Total Hours Credited (Total 1 + 2 +3 above.) = 42 5. Required Hours - 40 6. Hours that must be accounted for: (Subtract 5 from 4 above. Put the result in #11 below.) = 2 (#11 represents the total number of hours of CT/Holiday Deferral that HR Reps. will credit the employee for the work week.) Total Compensatory Time / Holiday Deferral Earned: 8. Holiday Deferral Earned Record hrs. emp. worked on holiday or 8 hrs. if falls on the RDO.) + 2 9. Georgia CT Earned (Record hrs. over 40 not physically worked or hours worked over 40 by exempt emp.) + 0 10 FLSA CT Earned (Record hrs. a Nonexempt emp. physically worked over 40 hours in a work week.) + 0 11. Hours that must be accounted for: = 2 Department of Natural Resources

Holiday Time Keeping – Nonexempt (Example #3) Department of Natural Resources