Payroll / HR Training for Office Managers & Supervisors ESS - PowerPoint PPT Presentation

Payroll / HR Training for Office Managers & Supervisors

ESS Time Entry & Approvals • Time entry basics • Employees enter their time • If an employee is not available, supervisor must enter their time and then must get time sheet signed by employee as soon as possible and send to HR. • Print out Munis time sheet screen; or • Use paper time sheet (on Staff Site) • Supervisors approve time • If supervisor is unavailable, supervisors may set up approval forwarding in ESS. If a supervisor is unavailable to set up forwarding, contact Sarah Rome.

ESS Time Entry & Approvals • Changes after employee submits time • Hours not yet approved • If a change needs to be made to hours entered, but not yet approved, the employee may edit the hours and resubmit. • If the employee is unavailable to correct hours entered, the supervisor may edit the hours, but the employee must sign a copy of the modified time sheet as soon as possible and file with HR. • Print out Munis time sheet screen; or • Use paper time sheet (on Staff Site)

ESS Time Entry & Approvals • Changes after supervisor has approved hours • If the supervisor has already approved submitted times, the supervisor will need to contact Sarah Rome to make corrections. • Email Sarah and cc the employee (if the employee regularly uses a computer in the course of their job); or • Submit a paper time sheet signed by the employee • Be sure to send a copy to HR for filing.

ESS Time Entry Deadline • The hard deadline for all time sheets to be approved and submitted to Finance is: Noon on the Monday immediately following the end of a pay period. No exceptions! • Larger departments have to submit their time in batches, which takes some time to process, so don’t wait until the last minute to approve employees’ time.

Overtime & Compensatory Time The Fair Labor Standards Act (FLSA) requires that overtime be paid to all non-exempt employees for all hours worked which exceed 40 in a work week* (not 80 hours in a pay period). Employees must enter all hours actually worked in a week. If the number of hours worked in one week exceeds 40, then overtime will automatically be computed at the rate of one-and-one-half times the employee’s regular rate of pay. DO NOT allow non-exempt employees to ‘make up hours’ in a different week if they fall short in another week. All hours must be reported in the actual week worked. *Note: Certified law enforcement officers’ overtime calculation is computed on a 160 hour threshold in a defined 28 consecutive day work period.

Overtime & Compensatory Time The FLSA does not include the following scenarios in the computation of total hours worked: • The few minutes before and after the set office hours used as preparation or cleanup time. • Breaks offered by the employer, but not taken by the employee. • The lunch period as long as the employee is not working during that period.

Overtime & Compensatory Time The FLSA includes these items in computing total hours worked: • Time worked at the work desk during the lunch period. • All hours worked before regular starting time or after regular quitting time are to be included in total daily and weekly hours worked regardless of whether approved by the supervisor or not. • Hours worked by the employee at home, either on the employee’s own initiative or at the request of the supervisor (except casual reading).

Overtime & Compensatory Time • Employees may elect to receive the payment of overtime in Compensatory Time. • Compensatory time is accrued at the rate of one-and- one-half hours for each hour of overtime worked. • Employees may accrue up to 45 hours of comp time. This limit represents 30 hours of work time at the established overtime rate of time and one-half. Once an employee has accumulated 45 hours, all further overtime hours are compensated as paid overtime.

Overtime & Compensatory Time • HR must have a Compensatory Time (Comp Time) Request form on file before an employee may enter hours as Comp Time. • Once ‘Comp Earned’ and ‘Comp Used’ is added to an employee’s pay types, the actual number of hours worked or taken off should be entered in the appropriate lines. • Do not enter 1 ½ times the number of hours worked; Munis does the calculation behind the scenes.

Compressed Workweeks aka Flex Schedules • Compressed Workweeks redefine the start and end time of an employee’s workweek to allow a flexible schedule while adhering to the overtime laws of FLSA. • Compressed Workweek requests should be for an indefinite length of time and not a temporary period of time simply to avoid paying overtime. Only the 2 nd Friday or 1 st Monday in a pay period is available as a day off • in a Compressed Workweek. • HR must have a signed and approved Compressed Workweek schedule on file before an employee can start working a flex schedule. • If an employee desires to return to a standard workweek, they must complete a new workweek agreement form. • Munis time entry must be done in a very particular manner for flex schedules. • Contact Julie Pickett in HR for more information.

Leave Times Annual Leave • Annual Leave is compensated time-off to be used at the discretion of the employee with prior approval from the employee’s Elected Official/Department Head for vacation time, holidays and other personal time-off. • Employees may begin using Annual Leave immediately after hire with prior approval, providing they have sufficient accrual hours available. • An employee may not use more Annual Leave than has been accrued (an exception is made when employees within their initial Introductory Period do not have enough Annual Leave accrued to be paid for scheduled holidays). • Annual Leave hours are not used in the calculation of overtime and may not be used to exceed an employee’s regularly scheduled hours in a regular workweek.

Leave Times Sick Leave • Sick Leave is compensated time-off to be used by the employee for a personal illness, medical care or treatment, or for an immediate family member’s illness, medical care or treatment. • If an absence is for a Sick Leave related reason, Sick Leave must be exhausted before using Annual Leave. • An employee may not use more Sick Leave than has been accrued. • If an employee is receiving Workers’ Compensation benefits or disability benefits for lost time, accrued Sick Leave may not be used. • Sick Leave hours are not used in the calculation of overtime and may not be used to exceed an employee’s regularly scheduled hours in a regular workweek.

Leave Times Other Leaves Applicable to all Leaves: Leave hours are not used in the calculation of overtime and may not be used to exceed an employee’s regularly scheduled hours in a regular workweek. Funeral Leave is compensated time-off to be granted to a regular employee to attend funerals of family, friends, neighbors and present and past workers of La Plata County. The Elected Official/Department Head will grant Funeral Leave, up to a maximum of 4 hours per funeral, provided that essential County services are being maintained. disability benefits for lost time, accrued Sick Leave may not be used.

Leave Times Bereavement Leave is compensated time-off to be granted to a regular employee, up to a maximum of the employee’s scheduled weekly hours (40 hours for full time employees), at the discretion of the Elected Official/Department Head, in the event of the death of a member of the employee's immediate family upon request of the employee. • An immediate family member is defined as an employee’s spouse, domestic partner, child, step-child, son/daughter-in-law, parent, step-parent, father/mother-in- law, sister, brother, brother/sister-in-law, step-brother/sister, grandparent, grandparent-in-law, grandchild or any other relative living in the household of the employee. Exceptions may be made at the discretion of the Elected Official/Department Head, County Manager and Human Resources Director.

Leave Times Jury Duty Leave is compensated time-off for an eligible employee to perform jury duty obligations that conflict with the employee’s regularly scheduled work time. Part-time, seasonal and temporary employees are eligible for Jury Duty Leave if regular employment hours can be determined by schedule, custom, or practice established during the period preceding juror's term of service. If an employee is excused from court prior to the end of his/her scheduled shift, he/she is expected to return to work. If an employee is selected as a juror, the employee must call his/her supervisor as soon as possible and advise the supervisor of the selection.

Leave Times • State law governs Jury Duty Leave and no benefits are denied to an employee who serves on a jury. La Plata County pays employees for jury duty performed for the first three days of service, which are not paid for by the court. After three days, the Court begins payment of $50 per day. An employee may elect to receive his/her regular wage for up to an additional 12 days by signing over his/her court pay for this time to the County. If the employee does not wish to sign over his/her court pay to the County or, if the jury duty assignment is longer than 15 days, the employee may elect to use accrued Annual Leave or Leave Without Pay for time missed.