Time Report Time Report Training Training Presented by: Human - PDF document

Time Report Time Report Training Training Presented by: Human Resource Services Revised April 2015 Today’s Objectives Today’s Objectives • Department Responsibi Department Responsibili lity in in Time/Leave Time/Leave Reporting Reporting • Review Time/Leave Review Time/Leave Reporting Processes Reporting Processes HRS will incr HRS will increase ease co communicatio nication with ar with areas eas that have repeate that have repeated erro errors pro rs processing essing tim time/leav /leave r repo porting ing includ including ing ensur ensuring ng Appo Appointi inting ng Autho Authoriti ities, Deans Deans and and Vice Vice Pr Presid esident ents ar are e no notif tified ed o of co concer ncerns. ns. HRS HRS will no will notif tify WS WSU U Inter Internal al Aud Audit t of ser serious s and/or repeated and repeated co concerns. ncerns. 1

Policies and Policies and Regulations Regulations • Fair Labor Fair Labor Standards Standards Act (FLSA) sets Act (FLSA) sets and and regul re gulate tes s mi mini nimum wa mum wage ge, , hours work hours worked, , over ertim time and and reco cord keepin keeping • Washington Washington Administrati Administrative ve Codes Codes (WAC) (WAC) • Business Policie Business Policies and s and Proc Proced edur ures Manual es Manual (BPPM) (BPPM) Department Responsibility Department Responsibility • Establ Establish admi h admini nistrati strative re ve revi view proce process ss for for monthly time/leave monthly time/leave reports. reports. • Conduct Conduct periodic departmental audits. periodic departmental audits. • Audi Audit t re reports pri ports prior to r to submittin submitting to HRS. to HRS. • Require training Require training fo for r staff staff assig assigned ed the the duty ty of ti time me/l /leave a ve admi mini nistra stration. tion. • Rev Review BPPM ew BPPM 60.56, 60.56, 60.57, 60.60, 60.57, 60.60, 60.62 and 60.62 and 60.63. 60.63. Department Responsibility Department Responsibility • Em Emplo ployees are ees are required required to to co complete lete a a monthly time or monthly time or leave leave report. report. • Time Repor Time Report – – recor ecords attendance, ds attendance, leave and leave and over overtime time for for over overtime-eligible time-eligible civil civil ser service, ice, bar bargaining u aining unit it and and AP employees AP employees • Leave Repor Leave Report – recor ecords ds leave leave activity activity for for Facu Faculty lty and AP and AP employ employees who ees who ar are e ineligible ineligible to to ear earn over overtime. time. Facu Faculty lty on on annu annual appointments al appointments ear earn AL and AL and SL; SL; Facu Faculty lty on on academic appointment academic appointment (at least (at least a semester a semester) ) ear earn SL SL only only 2

Department Responsibility Department Responsibility • Depar partm tment m ent maintains intains o orig iginal leav inal leave/tim e/time repo port f for each each em emplo ployee. ee. • If If employee employee transfers to another transfers to another department, the leave department, the leave file is tr file is transfer ansferred d to to the new the new depar department ment • Depar partm tment m ent must st pr provid ide e em emplo ployee with ee with a copy of the copy of the completed completed ti time me/l /leave re ve report port each ch month month Annual Leave and Annual Leave and Sick Leave Sick Leave Accruals Accruals Civil Service Civil Service Employees Employees th of month ear • New employees hired 1-15 New employees hired 1-15 th of month earn fu full accr ll accruals ls at at th to end of month, do NOT earn FTE r FTE rate. If te. If hir hired d 16 16 th to end of month, do NOT earn accr accruals als • Employee separ Employee separating ting 1-15 1-15 th th , do , do NO NOT T ear earn accr accruals; ls; employee separating employee separating 16 16 th th -end of month, ear -end of month, earn fu full ll accr accruals. ls. • If If FTE changes FTE changes du during a single ng a single month, accruals month, accruals are are figured figured on the FTE on the last wor on the FTE on the last working day ing day of the month. of the month. Leave Accruals Leave Accruals Civil Service Employees Civil Service Employees • Em Emplo ployees canno ees cannot use t use AL AL or SL until until the f the first day of the day of the month AFTER it is accrued. month AFTER it is accrued. • Em Emplo ployees m ees may y NOT T use AL use AL until until they hav they have been em een emplo ployed ed f for 6 6 months nths • Em Emplo ployees m ees may y use S use SL during ring pro probatio ationary nary period perio • Em Emplo ployees m ees may y use Perso use Personal al Ho Holid liday d ay during ring probatio pro ationary perio nary period 3

Civil Civil Ser Service Annu ice Annual Leave al Leave Accr Accrual Rates l Rates for Full-Time Employees for Full-Time Employees (BPPM 60.57) (BPPM 60.57) Accrual Per Year Accrual Per Month Year 1 (of continuous state employment) 12 days 8.00 hrs. 2 (of continuous state employment) 13 days 8.67 hrs. 3-4 (of continuous state employment) 14 days 9.33 hrs. 5-7 (of total state employment) 15 days 10.00 hrs. 8-10 (of total state employment) 16 days 10.67 hrs. 11 (of total state employment) 17 days 11.33 hrs. 12 (of total state employment) 18 days 12.00 hrs. 13 (of total state employment) 19 days 12.67 hrs. 14 (of total state employment) 20 days 13.33 hrs. 15 (of total state employment) 21 days 14.00 hrs. 16 and longer (of total state employment) 22 days 14.67 hrs. Accr Accrual Char l Chart Continuous Employment Date: 10/14/06 Initial Hire Date: 10/14/06 DATE: RATE: MONTHS COMPLETED SERVICE: 10/06 8.00 0 10/07 8.67 12 10/08 9.33 24 10/09 9.33 36 10/10 10.00 48 10/11 10.00 60 10/12 10.00 72 10/13 10.67 84 10/14 10.67 96 10/15 10.67 108 10/16 11.33 120 10/17 12.00 132 10/18 12.67 144 10/19 13.33 156 10/20 14.00 168 10/21 14.67 180 Leave Accruals Leave Accruals Civil Service Employees Civil Service Employees - LWOP WOP • If a If an employe oyee ha has s 11 or more or more FULL da FULL days ys of of LWOP LWOP in a month: in a month: • they they do do no not ear t earn A AL or SL fo SL for that that mo month, and nth, and • their their AL AL accr accrual r l rate te incr increase ease will be defer will be deferred d by by one one month. month. 4

Accrual Char Accr l Chart t with with LWO LWOP Continuous Employment Date: 10/14/06 Initial Hire Date: 10/14/06 Employee had LWOP 1/5/08-3/7/08 and 10/2/09-11/7/09 DATE: RATE: MONTHS COMPLETED SERVICE: 10/06 8.00 0 10/07 8.67 12 *LWOP 1/5/08-3/7/08 – defer 2 months 12/08 9.33 24 *LWOP 10/2/09-11/7/09 – defer 1 month 1/10 9.33 36 1/11 10.00 48 1/12 10.00 60 1/13 10.00 72 1/14 10.67 84 1/15 10.67 96 1/16 10.67 108 1/17 11.33 120 1/18 12.00 132 1/19 12.67 144 1/20 13.33 156 1/21 14.00 168 1/22 14.67 180 5

Leave Accruals Leave Accruals AP AP and Faculty Employees and Faculty Employees • Employees ployees cannot use annot use AL AL or or SL SL until until the the first first day day of th of the e month AF AFTE TER R it is it is ac accrued. ued. • Facu Faculty on y on annu annual al 12 12 month appoi month appointments earn tments earn AL & & SL; SL; Fa Facu culty y on a academic emic appointments (at appointments (at least least a a semester) earn SL semester) earn SL only. only. • Fac aculty & lty & AP AP on on full- full-tim time appoin appointm tmen ents earn ts earn 8 8 hours SL and hours SL and 14.67 14.67 AL AL per per month month • Faculty lty & & AP AP less less th than an full- full-tim time ac e accrue ue leave leave at at their FTE their FTE rate (50% FTE rate (50% FTE = = 4 hrs 4 hrs SL, 7.34 SL, 7.34 AL) AL) Leave Accruals Leave Accruals AP and Faculty Employees AP and Faculty Employees • Faculty Faculty & AP hired & AP hired or separated separated within within the the month receive nth receive leave leave on a pro a prorated ated basis; sis; base ba sed d on on numbe number of of da days i ys in paid sta d status us • Faculty & Faculty & AP AP on on LWOP receive leave on LWOP receive leave on a prora orated ba basi sis; s; ba base sed on numbe d on number of of da days i ys in paid status paid status Prorating Leave Prorating Leave Accruals Accruals AP AP and Faculty Employees and Faculty Employees • Numbe Number of r of da days i ys in p paid d sta status us ÷ numbe umber r of of paid work d working da g days ys in the the month month = Fra Fracti ction; on; Fr Fractio action x 14.67 x 14.67 x FTE x FTE = = AL AL accr accrual ual Example: Example: 100% 100% FTE employee FTE employee works works 10 days out of 22 10 days out of 22 possible in the month 10/22=.454x14.6 possible in the month 10/22=.454x14.67x10 x100%=6.67 =6.67 AL AL • Numbe Number of r of da days i ys in p paid d sta status us ÷ numbe umber r of of paid work d working da g days ys in the the month month = Fra Fracti ction; on; Fractio Fr action x 8.00 x 8.00 x FTE x FTE = = SL accr accrual ual 6