Payroll and Time & Labor Training Manual

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Payroll and Time & Labor Training Manual

School District of Palm Beach County

Accounting Services/Payroll

3300 Forest Hill Blvd, Suite A323

West Palm Beach, FL 33406

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Section A

Introduction

The purpose of this manual is to present and detail all activities related to Payroll and Time & Labor that you would carry out on a daily and/or weekly basis. The majority of your payroll and timekeeping activities are managed through PeopleSoft. Other activities are procedural in nature.

Integration between Budget, Human Resources, Time & Labor & Payroll in PeopleSoft

The District uses several PeopleSoft modules, such as Payroll, Time & Labor, Benefits, Budget, Workforce Administration, etc. These modules are separately processing sections of PeopleSoft which, when integrated with each other, provide a relational system that produces all of the human resources, benefits, payroll and financial data necessary to run the business operations of the District. Payroll cannot run for an employee if he or she does not have a job entered in PeopleSoft. We also cannot provide an employee with Benefits if they do not have a job.

Therefore, it all begins with an employee being hired into a position created by Budget. Once hired, the employee is placed in a job, given Benefits, set up in Time & Labor and then processed through Payroll to receive a paycheck. Before an employee can be placed into a job, there must be an active and approved Position in Budget. All regular jobs have positions and most temporary jobs do as well. If you are unsure if a position is required to enable you to report time, please contact Payroll or Budget and assistance will be provided.

The HR related data entered in the Job Data pages at the time of Hire, Rehire, Transfer, Promotion, Demotion, and Termination, among other Job Actions, play a critical role in the Time and Labor module.

The information entered in the Job Data pages controls the following: 1. The first day an employee can be paid through Time & Labor

2. Time & Labor Enrollment – Workgroup (how an employee gets compensated) 3. Duty Day Schedule

4. Groups for Time & Labor security and processing

For example, Calvin Custodian was hired on 7/15/2013 as a School Custodian as you can note from the screenshot on the following page of the Job Data page (specifically the Work Location page):

Navigation: Workforce Administration > Job Information > Job Data > Work Location

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1. Effective Date, Sequence, HR Status and Payroll Status fields:

1. HR Status: this field denotes whether an Employee is Active, On Leave, on Leave with Pay, Suspended, Terminated, Retired, etc. It is the status of the current Job record.

2. Payroll Status: this field denotes the payroll status of the current job record. Changes to this field trigger Retro Pay or Final Check processing.

3. Effective Date: the Date an Action takes effect. For example, in the screenshot above, the Effective Date of the Hire is “07/15/2013”.

4. Sequence: if various Actions take place on the same date, the Sequence number will indicate in which order the Actions need to take place.

2. Job Indicator, Action, Reason:

1. Job Indicator: this field indicates whether this job is an employee’s Primary or Secondary job. 2. Action/Reason: these fields denote what type of changes are taking place for the employee’s Job

record. For example, in the screenshot above, the Action is “Hire”, and the Reason is “First Job”

3. Position Number, Company, Department, Location:

1. Position Number: this field denotes the Position to which the employee is assigned. For example, in the screenshot above, the employee Time Polgano is assigned to Position Number “10009419” (“Custodian”).

2. Company: this field denotes to which Company the employee is assigned. For example, in the screenshot above, the employee Calvin Custodian works for Company “PBC” (“School District of Palm Beach County”).

3. Department: this field denotes which Department the employee is assigned. For example, in the screenshot above, the employee Calvin Custodian works for Department “0421” (“Palm Beach Public”).

4. Location: this field denotes which Department Location. For example, in the screenshot above, the employee Calvin Custodian’s Location is “0421” (Palm Beach Public”).

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Looking at the next page in the Job Data page group, the Job Information page, you will notice that this position is for a Regular employee, with Work Period of 260 Days (Duty Days), a Standard Hours of 40 hours a week, and a FTE (Full Time Equivalency) of 1.0. This means that the employee is working 40 hours a week (Full Time), on a year round Duty Day schedule, and is a Regular employee (not a Temporary employee).

Navigation: Workforce Administration > Job Information > Job Data > Job Information

1. Regular/Temporary and Full/Part fields:

1. Regular/Temporary: this field indicates whether an employee is a Regular or a Temporary employee. For example, in the screenshot above, the employee Calvin Custodian is a Regular employee. 2. Full/Part: this field indicates whether an employee works Full-Time or Part-Time for the School

District. For example, in the screenshot above, the employee Calvin Custodian works Full-Time. In other words, he works 6.0 or more hours per day.

2. Standard Hours, Work Period, and FTE fields:

1. Standard Hours: this field indicates the Standard Hours an employee works. For example, in the screenshot above, the employee Calvin Custodian works Full-Time.

2. Work Period: this field indicates the time period during which employees must complete their standard hours. For example, in the screenshot above, the employee Calvin Custodian is assigned a 260 Duty Day Work Period.

3. FTE (Full Time Equivalency): this field indicates the percentage of full-time work that an employee should normally work in this job. For example, in the screenshot above, the employee Calvin Custodian has a FTE of “1.0”, which means that he works 100% of his standard hours in this job.

3. FLSA Status field:

If you click on the arrow next to the small American flag at the bottom of the page, it will open the field. In the FLSA Status field it will show whether the job is “Exempt” or “NonExemptOT”. Employees who are exempt do not earn overtime in accordance with Fair Labor Standards rules. This would most typically be

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with Fair Labor Standards rules. This group includes but is not limited to bus drivers, custodians,

paraprofessionals, school secretaries, school food service workers, school police officers, and others. In the screenshot below, this information is displayed. For further information, please read the following document – “Fair Labor Standards Act (FLSA) “Things to Know” which is housed on the Payroll website at

http://www.palmbeachschools.org/accounting/Payroll.asp

When you click on the Employment Data hyperlink, at the bottom of the Job Information page, staff in Human Resources/Compensation will be taken to the Employment Information page, where they can access a link to view the Time and Labor enrollment. Payroll staff members have access to this page from another menu option since the information is typically ‘owned’ by the Payroll group.

Navigation: Workforce Administration > Job Information > Job Data > Job Information

On the following page we have displayed the content of the Time Reporter enrollment page.

This section on the employee’s Maintain Time Reporter Data is strictly for Information Purposes Only. Current security does not permit access to this page.

In the Maintain Time Reporter Data page (on the following page), you will notice that the employee is enrolled in the Workgroup “NCF&O-B” as of 07/15/2013, is Active and is a Punch Time Reporter. For those using the Time

Collection Device (TCD), the only option is “Punch”.

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1. Effective Date, Time Reporter Status, Send Time to Payroll, Time Reporter Type fields:

1. Effective Date: this field indicates as of what date the employee is enrolled in a particular Work Group, or what date any change takes effect, which affects time reporting for the employee. For example, in the screenshot above, the employee Calvin Custodian is enrolled in the “NCF&O-B” Workgroup and is Active as of “07/15/2013”.

2. Time Reporter Status: this field indicates whether a time reporter is Active or Inactive. For example, in the screenshot above, the employee Calvin Custodian’s Time Reporter Status is “Active”. If status is ‘Inactive’ you will not see them on your Timesheet summary page.

3. Send Time to Payroll: this field, if checked, sends this time reporter's payable time to Payroll. 4. Time Reporter Type: this field indicates whether a time reporter type is Elapsed or Punch. 5. TCD Group: this field indicates which TCD group the employee is enrolled in (worksite); in this

case it is PBP – 0421 for Palm Beach Public.

2. Workgroup field: this field identifies

the default Time Reporting Code program, time reporting period, holiday

schedule, rule program, and other information that the system uses when processing reported time for the employee.

When Human Resources hires an employee into a position and creates a job, an automated job runs which ‘enrolls’ them into Time & Labor. The information in the Maintain Time Reporter Data page is critical to Time and Labor tracking, input and processing. The Effective Date here determines the first day that the employee can be paid through Time & Labor. The Effective Date and the Active Time Reporter Status determines when an employee is able to be processed in T&L (Time and Labor) and the Send Time to Payroll flag allows all payable hours to progress to Payroll. If this flag is not checked, the hours will not transition to Payroll for payment.

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A1 - Work Groups

What is a Workgroup and why is it important?

A workgroup drives how the employee will be compensated.

** Note: This does not include Pay Rate. **

In the previous screen shot example, the employee Calvin Custodian is assigned to Workgroup “NCF&)-B”. The District generally groups employees in workgroups associated with their Bargaining Unit, since contract language frequently determines how they are paid. Employees who work in multiple jobs of which one of more are overtime eligible will be grouped into the same workgroup as their primary job for the purposes of calculating overtime. For instance, if you have a School Treasurer in a regular job that also has a clerical job with an After School program, both jobs will have ‘AESOP’ as the workgroup. This allows proper overtime processing when the employee works more than 40 hours combined in both jobs in one week.

For instance, for members of the Bargaining Unit FPSU (NCF&O), they are the only group that allows overtime to be paid if employees use Paid Leave during the 40 hour work week.

The Workgroup determines the following: 1. Comp Time Eligibility

2. Overtime Calculation (which hours make up the 40 hours to reach Overtime) 3. Holiday Schedule

4. Work Schedule Default (All Schedules will be assigned at the employee level) 5. Rounding Rules

6. Defaulted Time Reporting Codes (TRCs) for the Time Clock Data – “REG” vs. “RGR” (when implemented) 7. Other Time and Labor Rules

8. Defaulted Time Reporting Codes (TRCs) displayed on the Elapsed Timesheet

A2 - Work Schedules

This section on the employee’s Work Schedule is strictly for Information Purposes Only. Current security does not permit access to this page.

On the Job Information page, from the Job Data page group, the employee Calvin Custodian’s Work period was 260 (year round) Duty Days, and he was assigned a Full Time position.

For instructional purposes we will navigate to the Assign Work Schedule page.

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In the Assign Work Schedule page, the duty day schedule for the employee Calvin Custodian is 260 duty days, and he works 8 hours per day (Standard Hours = 40). He is also a non-exempt (overtime eligble) employee. The Effective Date here is the beginning of his schedule for the current year shown. PeopleSoft automatically

assigns the employee his/her Work Schedule.

Although the Duty Day Schedule does not determine if the employee gets paid (this comes from JOB DATA), it is extremely important that Scheduled hours appear in Time and Labor on an employee’s Timesheet. These hours are used for reporting purposes (to report absences) and also to calculate Overtime / Comp time for non-exempt employees.

If you see an employee is missing a schedule (ZERO hours of scheduled time on the Timesheet), or is on the wrong schedule (daily hours do not match what you expect the employee to be working), it is important to notify Payroll immediately.

Flexible Schedules –

EMPLOYEES SHOULD NOT BE ASSIGNED TO ALTERNATE WORK SCHEDULES WITHOUT APPROVAL. For instance, an employee is hired into a 20 hour per week, 5 day per week, and 4 hour per day position. This employee’s schedule will reflect 4 hours per day for Monday through Friday. During the periods when year round employees are subject to the Four Day Work Week schedule, this employee’s schedule will change automatically to 4 days at 5 hours per day for a total of 20 hours. Schools and departments who wish to provide an employee with an alternate work schedule or a ‘flexible’ schedule will be required to have this approved through a process designed for this purpose. Please see bulletin P-12794-CAO/COO-Flexible Work Schedule Request for full instructions in this matter. Once approved, the form will be routed to Payroll to set the employee up on an alternate schedule. This will avoid any undue overtime or extra straight time to be paid to the employee. Should you fail to follow procedures, the school or department will be responsible to cover any funding shortages.

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A3 - Groups

Employees are dynamically added/subtracted into and from groups based on their Department (DEPTID). In the Job Data page group, under the Work Location page, the employee Calvin Custodian is assigned to Department ID ‘0421’ (Palm Beach Public). Therefore, the employee will be assigned to Time Reporter Group ID ‘0421’ (Palm Beach Public) for Time & Labor purposes.

Employees are grouped together based on the Department ID and their Status in Time & Labor. At the School sites, the Principal is the only employee excluded from the group list. In the Departments, Directors and Chiefs are

excluded. They will appear in the Area Superintendents group, or higher level in the Department Tree.

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Section B

Time & Labor Overview

Please refer to the diagram below which details an Overview of the Time & Labor Process:

Time and Labor Overview

1. Time Reporting Sources: • TCD (Time Collection Device) external with 10

minute updates in PeopleSoft • Rapid Time (original/adjustments in

PeopleSoft

• Timesheet (original/adjustments in PeopleSoft

Employee Schedule (based on Job Data)

Successful processing through Time Admin creates “Payable Time”

3. Time Administration (TA) 5. Timesheet Approval 6. Payroll Processing 2. and 4. Exception:

• Review exceptions immediately following initial time entry

• Resolve Errors from prior Time Administration processing • Review/add hours worked beyond

schedule. Make adjustments or accept for TA processing

• Make adjustments related to TRC classification

Completing a time-sheet generates “Reported Time”

General Steps

1. Employees report work hours via various methods of entry. 2. Timekeepers will review the Exceptions page.

3. Time Administration (TA) runs periodically processing all reported activities. 4. The next day Exceptions from the Time Administration will be reviewed,

corrected and submitted a second time for TA processing. This step will be reported until the transaction is successfully processed by TA.

5. Approvers review and approve employee time.

6. Approved time information is sent to Payroll for payment processing.

B1 – Entering and Processing Time

Please refer below to the steps involved in Entering and Processing Time: 1. Time Administration Process:

Payroll runs the Time Administration process every two (2) hours. The Time Administration process analyzes all data entered or captured, and creates Payable Time and Exceptions (i.e. Errors).

2. Reviewing Reported Data:

Each day, the Payroll Contact should review time worked and reported absences previously entered or generated through the Time Collection Device (TCD). This can be done with online reports or developed queries.

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The Payroll Contact continues entering daily reported absences as needed and reports hours worked by Substitutes.

4. Managing Exceptions (i.e. Errors):

View and manage Exceptions (i.e. errors) created through Time Collection Device (TCD) transactions. 5. Repeating Process (Steps #1 through #4):

Process repeats daily until end of Time Reporting Period. 6. Timesheet Approval:

Timesheet Approval completed at the end of the Pay Period. 7. Payroll Processing:

Time loaded to Payroll for processing.

Regarding Exception Time, Payroll Contacts will oversee the input and collection of all employees’ regular attendance exceptions and additional time worked for biweekly periods.

B2 – Ways of Entering Time

Time will be entered and/or collected in a variety of ways. 1. Timesheet – Elapsed:

1.1. When employees are absent during the current time reporting period, you must record time exceptions for employees that report in sick, on annual leave, jury duty, etc.

1.2. The Elapsed Timesheet applies generally to Exempt employees. 2. Rapid Time:

2.1. This allows you to quickly enter time for an individual or multiple employees, specifically Substitute teachers. Enter data as accurately as possible as there are limited validations and edits. During the validation process, the system will check all the time reporting data entered. This should be validated by you on the Timesheet which is where this data is fed.

3. Time Collection Device (TCD):

3.1. Hours reported for non-exempt and certain hourly employees are captured through the District’s Time Collection devices. The data is then loaded to the Punch Timesheet page.

3.2. The Time Collection Device is used by non-exempt employees (those level 16 and below and other hourly workers, such as tutors, afterschool workers, adult/community education teachers, etc.)

4. Omniform:

4.1. Time & Attendance and other infrequent payments that cannot be recorded in PeopleSoft must be submitted to Payroll for processing using Omniform PBSD1767 and PBSD0121, available through the District Main Home Page http://www.palmbeachschools.org by clicking on the Forms &

Records section, then clicking on the Forms button, and entering the Form Number (i.e. 1767) in

the field from the Search Page. Please refer below to the screenshots of Omniforms PBSD1767 and PBSD0121.

4.2. Form PBSD1767 – Miscellaneous Employee Payment – this form is used to report payments that cannot otherwise be reported in PeopleSoft. Refer to the ‘Payment Processing Guidelines’ job aid for how to report.

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4.3. Important – It is critical that before you have any employee work in a capacity that is outside a job set up by Human Resources that you contact Payroll or Human Resources. Schools and Departments should never negotiate a flat rate of pay or an hourly rate of pay PRIOR to work being performed. The Division of Human Resources provides

compensation rates for several temporary jobs on their website. ‘Rule of thumb’ – refer to the ‘Payment Processing Guidelines’ job aid. If you do not find the work activity on the list OR you are not sure, contact your Payroll Analyst BEFORE the work is performed. You may also call HR/Compensation and they can assist with the rate. Once approved, be sure you include this information on the form when you request payment.

4.4. Form PBSD1767 must be signed by the principal or the area office if a principal is not assigned.

4.5. Form PBSD0121 – Payroll Time and Attendance Correction(s) Report – worksites have access to the current period and one prior period. Time not reported or time that needs to be adjusted prior to this four week period must be submitted on a time and attendance correction form. Please be aware that we may also request this form in situations in which hours are not reported timely and on demand checks are requested. This is for audit reasons.

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The purpose of the upper section of the form as shown below, is to report absences not previously reported or to adjust previously reported time:

The lower section of the form is for reporting of hours on temporary jobs and for signature:

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Section C

Methods of Reporting Time – Who, What, Where, When and How?

C1 - Entering Time and Labor – Timesheet Summary

This page displays all active jobs for any employee who is assigned to your work location/department. The automatic default on the page is by last name, descending. Employees who have multiple job records at your work location will have as many timesheet records as they have job records. You may sort this page on any field where an arrow is next to the description.

Site Secretaries will not be able to report their own time and therefore will not see themselves on the group summary list. The backup Timekeeper for that School/Department or the Area Office secretary will enter his/her time. The Site Administrator will approve the time. Additionally, the principal or department head that approves your location’s records will not appear on this group summary list. He or she will report their absences to their immediate supervisor for data entry and subsequent approval. For instance, in a school center, this would be reported to the Area

Office/Superintendent.

In order to ensure proper segregation of duties for audit purposes, timekeepers/payroll contacts are not authorized to approve time. Principals and department heads approve time and they are not permitted access to enter time or attendance.

If Human Resources has just created a job for an employee, an automatic process must be run to ‘place’ them on your timesheet summary page. This was previously discussed in the first section of the manual. This process is on a schedule. If HR has advised that they have set up a job, you will need to wait at least one hour before you are able to report time on their timesheet as the job record will not be displayed on the summary list. Once the scheduled job has run, you may select the record for reporting or time management.

** Note: If you or your Principal see an employee who is no longer at your location on your Timesheet list, that indicates they are still active in Job Data in Human Resources. If you have sent the appropriate paperwork/job action to Human Resources, it will more than likely take time to process, so until the job is actually terminated they will continue to get paid. Please enter hours on the timesheet as WOP (without pay) to prevent undue paychecks AND contact your Payroll Analyst to have the check ‘turned off’. If amounts are due the employee as a result of a mid period termination, it is always easier to issue a supplemental check than it is to collect an overpayment. We appreciate your attention to this situation as it helps prevent overpayments to employees. **

Navigation: Manager Self Service > Time Management > Report Time > Timesheet

The above navigation will bring you to the Report Time – Timesheet Summary page shown on the following page:

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Step Action

1.

Enter Time Reporter Group ID (i.e. Location #) or EMPL ID #

2.

Click on the Get Employees button

3.

Select an employee from the summary list by clicking on the name (hyperlink). This will take you to the employee’s elapsed or punch timesheet.

C1.a – Elapsed Timesheet

The elapsed timesheet page provides a means to report hours in total. Elapsed time reporters are typically exempt (do not earn overtime) employees. For example, an employee is absent for 7.5 hours due to illness. You will enter 7.5 hours of sick leave ‘in total’ for a date. It also allows the reporting of total hours worked, again, for example, a

substitute reports to your school and you report 6.5 hours of time worked. On the contrary, employees who are ‘punch time’ reporters will have their time managed on a ‘punch’ timesheet rather than the elapsed timesheet.

1

2

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When you select an employee, these actions will bring you to the Timesheetpage. This page defaults based on the Time Reporter Type – “Elapsed” or “Punch”. If “Punch” displays, you may click on the blue hyperlink to access the Elapsed Timesheet page as shown in the example below.

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The elapsed timesheet page will display as shown below. For employees who do not use the TCD to report their time, the elapsed timesheet page will automatically display. For instance, teachers will default to the elapsed timesheet page. To report absences, please follow the steps on the next page:

Step Action

1. Click on the ’Leave and Compensatory Time Balances’ link to view available Sick/Annual/Comp Time leave balances. (After reviewing balances, you may click the small down arrow to hide the details.) ** Note: Employee leave balances displayed on the timesheet page are shown in real time. **

2. The current date will default in the date field. Select the first date of the reporting work week to be updated/corrected. This will always be a Saturday. (if you selected by ‘Calendar Period’ for your view, it will display the full calendar/time period.)

3.

Click the small circular arrows to refresh the dates on the Timesheet. 4. Click the apply schedule button. The hours by schedule date will default.

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To Enter the Jury Duty and Sick Leave Absences as noted in the screenshot on the previous page, please take the following actions:

Step Action

1.

_{Click to add a new row at row 1 using the ‘add’}_button. _{Click the Time Reporting Code list} and select the code “REG – Regular Earnings”.

NOTE: Most employees will have three rows for time entry. If additional rows are needed, click the plus button. Additionally, if the user clicks the Apply Schedule button before adding all the time details, they must click the plus button for more row(s).

2.

Click in the Tuesday field in the added row and enter "7.5" in the new row.

3.

Click the Time Reporting Code list and click an entry in the list. For this example we will select “JUR – Jury Duty”. In row 1, ‘REG’ – Regular Earnings, space out the hours on Tuesday.

4.

_{Click to add a new row at row 2 using the ‘add’ button again.}

5.

Click in the Friday field in the added row and enter "3.75" in the new row.

6.

Click the Time Reporting Code list and click an entry in the list. For this example we will select “SCK – Sick Leave”.

7.

Click in the Friday field for row 1, “REG – Regular Earnings” and change 7.5 hours to 3.75 to balance the scheduled hours for the day.

8.

Click the Submit button. , and then on the “OK” button

.

Employees are allowed to use portions of days as absences. Employees may use time in no less than quarter hour increments. For instance, Teacher Jones needs to take half a day of sick leave for a doctor’s appointment. You will:

Step Action 1.

Click apply schedule button. 2.

Click the Add a new row at row 1 button. In new row enter Attendance Exceptions in hours. In this example, employee was reported ‘SCK” for 3.75 hours on Wednesday.

3. Select correct TRC for Attendance Exception (listing of eligible attendance exceptions is included in Section J) – “SCK”.

4. Edit Regular hours (‘REG row”) for date of attendance exception to 3.75 from 7.50 5.

Click the Submit button.

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The page below, Timesheet, appears after exceptions entered:

C1.b Punch Timesheet

Time collected through the Time Collection Devices (TCD’s) will be displayed on the punch timesheet page. Procedures to manage the time collected through the TCD’s are included in section ‘D’ of the manual.

To enter absences for employees who are ‘Punch’ time reporters you may do so using one of the following two methods:

A. Access the employee’s timesheet. If the employee is a punch time reporter, remain on the punch timesheet page. If the absence is for the full day you may enter the absence in the field by day of week. You do not need to add a row; use the one for the date of absence. For instance, the employee did not punch in and out for one day and reported ‘Sick’ – Sick Leave - you would enter 8.00 hours in the quantity field and click the Time Reporting Code list; select ‘SCK’ Sick Leave; click submit to save

B. Use the hyperlink at the bottom of the page to go the elapsed timesheet page. DO NOT CLICK APPLY

SCHEDULE BUTTON. Enter absence data for the date of the week employee did not report following the

steps for an elapsed time reporter.

Punch timesheet employees may also need to have time reported for partial days. Once payable time for the day has been generated you will add a row to the date using the add row button and enter the absence type in the TRC drop down field. Then enter quantity of hours in the quantity field. It is important to note that payable time will be discussed in a later section.

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Employees who have requested an absence for any purpose should complete Form PBSD0032 Leaves/TDE. Forms should be signed by the employee and the Principal/Director. Such forms are available either through Omniform or Liquid Office on the District website under ‘Forms’. Original forms should be maintained at the worksite location for a period no less than three (3) years in accordance with District Records Retention requirements. For additional information please access information on the District website at:

http://www.palmbeachschools.org/records/documents/RecordsRetentionSchedule.pdf

C1.c - Entering Additional Activities

Employees may perform other work activities from time to time and are paid per contract. This time is reported on the primary job and does not require a position or job. For example, you have a teacher who attends a mandatory workshop on a Saturday and is paid from special funding. Other types of activities or assignments include work outside the classroom, extra duty days, planning periods, etc.

Step Action

1. Click the ‘Apply Schedule’ button (this is critical, see section C1.d. Click the Add a new row at row 1 button. In new row enter the TRC for Workshop for instructional employee – “WSH” and the hours entered on the date attended. You will be required to enter ‘REG’ as the TRC on row 1.

2. Select the correct Combo Code for payment (see reference document on Payroll Combo Codes). 3.

Click the Submit button.

The page below, Timesheet, is displayed after additional work activities are submitted with combo code information shown below:

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C1.d - Additional Time Entry Tips

1. Hours entered for a day must equal an employee’s Scheduled Hours.

2. Do not enter in increments less than .25 (quarter) of an hour; enter in quarter hour increments only. For example, 6.30 is NOT 6 ½ hours, this should be entered as 6.50 hours.

3. Do not enter zeros – blank out all fields or delete rows using “-“(minus sign) button if no hours are to be reported.

4. When entering partial day absences, you must add a row and enter ‘REG’ as the time reporting code. For instance, a 7.5 hour teacher went home sick half day, enter 3.75 hours SCK – Sick Leave and 3.75 hours on the new row as REG – Regular Earnings. If they are a punch time reporter and they have partial day absences, DO NOT enter the REG hours.

5. Make sure that what you have entered on the Timesheet is what you intended to enter.  Use Payable Time Summary or queries in the Timekeeper’s or TCD Checklist

 Make sure that you have entered the proper funding – payroll combo code; any additional activity such as workshop, work outside the classroom, extra duty days must be offset to an alternate payroll combo code or it will result in charges to the incorrect funding source  Ensure the Time Reporting Code (TRC) is what you intended otherwise the rate of pay

could be incorrect.

6. Please check the Empl Rcd Nbr (Employee Record Number) and use the one associated with the employee’s job for which you are entering hours or absences. If an employee accidentally reports at the TCD on the wrong job, contact your Payroll Analyst before any action is taken. They will assist in the moving of punches from the incorrect job to the correct one.

7. When entering Rapid Time, the Empl Rcd Nbr (Employee Record Number) defaults to record ‘0’ (zero), but it may not always be the employee’s job for which you wish to enter Time or Exceptions.

Substitute entries should be validated on the timesheet page as discussed later in Substitute Tips. 8. Make sure you are using the “Apply Schedule” button on the Timesheet when paying additional hours

to those employees who are NOT using the Time Collection device (TCD). This is extremely important

to ensure accurate leave accrual.

9. If you have a year round employee who works on a holiday, they should punch ‘in’ and ‘out’. In order for the payable time to be correctly generated, you will need to enter the employee’s scheduled hours for the holiday worked. For instance, you have an 8.00 hour custodian who worked 6.00 hours Labor Day. You will access the punch time sheet and add a row for the date hours were reported. Select TRC ‘REG’ and enter 8.00 hours quantity and submit.

10. We are frequently asked “Why are days in the timesheet ‘blued out?” or ‘Why is there a different job description?” when an employee starts in the middle of the time period. To open up these fields, change your view to “By the Day” in the view by field and put in the start date of the job in the date field. Click the “Refresh” button. The fields will open up and you will be able to enter the hours. 11. When in doubt, follow the document ‘Payment Processing Guidelines’ to ensure you are using the

correct format to submit time or payment requests. This document is available on the District portal page to PeopleSoft under Job Aid section. If you have payments to be made that are not addressed, contact Payroll BEFORE employees begin to work. You should make sure that work performed is paid at a rate appropriate for the work performed. For example, teachers should not be paid their teaching hourly rate if they work as a custodian for a lease. HR/Compensation provides direction on

compensation rates. Rates for typical jobs are posted on their website and should be consulted before work is performed. If you do not find what you may be looking for on their website, please contact their offices. http://www.palmbeachschools.org/compensation/index.asp

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C2 – Time and Labor – Rapid Time

The Rapid Time page enables you to quickly enter time for an individual or multiple employees. Enter data as

accurately as possible. Online edits or rules will be applied during data entry, however, such edits or rules are limited. We suggest the use of the regular timesheet page to report substitutes but for those who prefer to use the rapid timesheet page, it remains an option. During the validation process, the system will check all the time reporting data entered and timekeepers are strongly encouraged to validate all data on the Timesheet which is where this data is fed. To enter time for Substitutes using Rapid Time (you may choose to enter Substitutes on the Elapsed Timesheet if you wish)

Navigation: Time and Labor > Report Time > Rapid Time

The above navigation will bring you to the page below:

1

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1. Click on the “Add a New Session” tab.

The Report Rapid Time page below will appear:

* Note: The system initially displays the session number – 9999999999 until the page is saved. Then the system automatically assigns a unique session number. **

Step Action

2. Click in the “Description” field and enter an identifying description.

See steps on following page.

* 2

3 4 5 6 7 8

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Step Action

3. Click in the EmplID field and enter the Employee ID number for the employee you are entering time. 4. Select the correct EMPL Rcd Nbr (Employee Record Number).

5. Click the Date field and enter the date in which you are entering time.

6. Click in the TRC (Time Reporting Code) field and enter “REG” for Regular work hours. 7. Click in the Quantity field and enter the number of hours the employee worked. 8. Click on the Look up Combo Code button (magnifying glass).

The Look Up Combo Code page will appear:

Step Action

9. Enter the location number in the Combination Code: begins with field and a list of location specific combo codes will be listed. Click on the appropriate combo code link and the system will automatically populate the field and take you back to the “Rapid Time” page.

10. In the “Rapid Time” page, click on the “Submit” button. The system will give you a Session Number. Always write down this number for future reference. Click on “OK”.

***Note – If you use the ‘Save’ button, you may continue to do so but this will only save your work. You must click the ‘Submit’ button to send it to the timesheet for processing.

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For full information and guidelines regarding the Time Collection Reimplementation effort please

read bulletin: P-13115 CAO/COO Automated Time Collection Devices (TCD’s)

Certain employees who are working in non-exempt/overtime eligible will report their time through the use of a Time Collection Device or TCD. Time reported through the TCD will be captured on the Punch Timesheet. For employees whose jobs are designated as ‘Punch’ time reporters, their Timesheet page will automatically default to the punch time format. Once time is reported and processed through Time Administration, ‘Exceptions’ or errors may occur. These will require resolution. You will find the steps to resolve in Section E – Managing Exceptions (Errors!). Below you will see three screenshots of an example of a Punch Timesheet for a time reporter. The page is a wide page which requires using the scroll bar at the bottom of your screen. Also, when the page is displayed in calendar period mode, the page may also scroll within itself. Make sure that you note this when you are viewing this page. Various fields include:

 Date

 In and Out Punch Fields  TRC – Time Reporting Codes

 Billable Indicator – used to bill for lease agreement work

 TCD location – where the employee punched in or out (TCD ID)

 Source of punch – whether the employee recorded or the timekeeper entered data or corrected  Combo Code field – to direct funding if needed

 Notes field (comments) – the ‘cloud’ – area to document any transactions entered for audit purposes

Absence reporting is included in section C1.b and all other management procedures related to time collected through the TCD’s are in Section D.

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Reviewing what you have entered and what has been captured through TCD’s is essential to produce accurate paychecks. For example, if you have accidentally entered 1.00 hour and intended to enter 10.00 hours, and an employee is underpaid, you must correct it or Payroll must be notified. If you enter the incorrect Combo Code (i.e. Funding), it will later result in Budget and Financial data transactions that will need to be researched and resolved. Employees may fail to punch ‘in’ or punch ‘out’, and time doesn’t process for them. You will view the time that processes after Time Administration runs. As discussed briefly in the Introduction and the Time & Labor Overview

Sections, Time Administration is the major process that runs every two hours to collect all the data entered to

produce payable time. When they occur, “Exceptions” (or errors) are also produced during this process, and must be resolved for employee time to be paid.

To ensure you have not missed anything, we have created a “Timekeeper’s Checklist” and a “TCD Checklist”. These checklists are quick reference tools that walk you through all the steps needed to perform your timekeeping activities in PeopleSoft. These are located on the PeopleSoft Portal page. In referencing the checklists, after you have completed Steps 1 through 8, you are in the Validation Stage. Validation requires that you run certain on-line reports or developed queries or you will view time in Payable Time Summary.

Steps to run queries and viewing Payable Time Summary will be discussed later in the manual.

Once you have completed entering all data and have validated what was input, you are ready to have your time approved by your Principal or Director.

 Timekeeper’s Checklist

This checklist is a quick reference tool that walks you through all the steps needed to perform your timekeeping activities in PeopleSoft.

 TCD Checklist

Quick reference guide to managing time collected through the TCD.

Please note: The Time and Labor pages will be unavailable while Payroll is processing District checks. Time

entry will become available for the next time period on Wednesday morning of payroll week.

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C5 – Changing Your Timesheet View

To change your Time Reporting Preferences, please navigate to the Time Reporting Preferences page. Please note that this is a one-time setup change.

Navigation: Self Service> Time Reporting> User Preferences

Step Action

1. Change the Default Timesheet Display from “Weekly” to “Time Reporting Period”. 2. Change the Start Day of Week from “1-Monday” to “6-Saturday”.

The screenshot below is what your page will look like after completing the above steps.

1

2

3

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Step Action

3. Click the Save button.

Your timesheet default view will now be for the entire current calendar period, as you can notice from the screenshot above.

However, you can always change your view temporarily to “Week” or “Day” by changing the “View By” field and clicking on the “Refresh” arrows.

For information, the District’s workweek begins on Saturday of each week at 12:00 midnight and ends the following Friday at 11:59PM.

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C6 – Reporting through Omniform

Not all time worked can be reported through Time & Labor in PeopleSoft. Flat amounts cannot be reported on line. Time that cannot be reported through Time & Labor must be reported using one of two forms in OmniForm – Miscellaneous Employee Payment (PBSD1767), or for Time & Attendance corrections, use Payroll Time &

Attendance Correction (PBSD0121). Screenshots of these forms are presented in Section B2 – Ways of Entering

Time, in this manual.

The list of time that cannot be reported through Time & Labor is as follows: 1. Game: internal account activities reported with flat amounts.

2. Bonuses: generally paid through departments, but may include other bonues 3. Planning Periods: Elementary Schools only

4. Workshops: Non-Instructional

5. Substitutes who work at your location but are funded through other sources – ESE or Labor Relations (information is sent to these departments for their approval to be entered)

The “Payment Processing Guidelines” quick reference guide (located on the PeopleSoft Portal), includes every type of payment and how to process them. The form is continuously updated as rates are changed or new codes are added.

Extra Tips for reporting through Omniform –

1) Please do not submit requests to Payroll for lump sum payments for stipends. Contract language precludes the payment of lump sums. Payments are based on hourly rates determined by the nature of the work. For instance, the mandatory workshop rate paid to teachers is $23.50 per hour by contract. For example, do not submit a request to pay a flat sum of $1,000.00 to Teacher Jones for a workshop she attended. Workshop payments should be entered on timesheet by date using the appropriate TRC – WSH in this case. Enter combo code information to ensure accurate funding charges. When in doubt, reference the ‘Payroll

Processing Guidelines’ document or call your Payroll Analyst BEFORE the workshop takes place if you have questions.

2) Hours should be entered by day on Form PBSD1767; enter appropriate combo code.

3) Please enter the correct Employee Record # in the field titled Job # on Form PBSD0121; comments or reasons should ALWAYS be included. Do not leave blank.

4) Use Form PBSD0121 for corrections to Time & Attendance only when it is previous to one prior period. You have access to one prior period. (see Section E on Adjusting Time – Prior Period)

5) Do not hold payments to employees covering a wide span of dates. We realize that employees occasionally want to receive a large lump sum for additional work for personal reasons, but this is a violation of labor laws.

Hours or payment amounts should be paid as employees work. This can also impact your budget if you wait to pay hours worked that occurred in a previous Fiscal Year. You could now encounter a closed budget line and need to move money from another source that you may not have. Should this payment require setting up a position and a job, this must be done first to avoid delaying payment to the employee.

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Section D

Managing Exceptions (Errors) and Time Recorded via the TCD

D1 – Managing Exceptions

A critical component of the Time Collection Device (TCD) Implementation is the management/resolution of Exceptions. Exceptions are classified into one of the three severities: Low, Medium, and High. The Payroll Contact/Timekeeper will be responsible for resolving the following three Exceptions: TLX01540, PB_ORDER and PB_HOURS.

Please refer to the table below for a brief description of these Punch Time Exceptions:

Exception Severity Allowable Description

TLX01540 High No More than 24 hours reported.

Example: Employee Clocked In and Didn’t Clock out for

the Job/Day.

PB_ORDER High No Invalid Punch Order.

Example: Employee has two consecutive IN or OUT

Punches per day per Job (Employee Record).

PB_HOURS High Yes Excessive Hours Reported (between 14 and 24 hours).

Example: Employee has more than 14 hours per

Job/Day (this is an exception which can be Allowed).

High Severity Exceptions that remain un-resolved will prevent payment for the employee for the Date Under Report (DUR).

Low Severity Exceptions are considered alerts/notifications, which can be Allowed. Low Severity Exceptions will NOT prevent payment.

Note: Extra care should be taken when correcting ‘punches’ on the timesheet page. When punches are

moved from ‘out’ to ‘in’ or vice versa, make sure duplicate punches do not remain in any of the fields. This frequently occurs when timekeepers use copy and paste. Punches left result in failed instances of Time Administration which must be resolved and a restart of the process is required.

Manage Exceptions by Group

When managing Exceptions by Group, there are Dynamic Group IDs that have been created. For example, Food Service Group IDs have an “F” preceding the Department ID (i.e. “F0021”). After School Programs have Group IDs with an “S” preceding the Department ID (i.e. “S0561”).

Effective 7/1/2010, employees who work in the School Food Service program will have their absences entered and time managed by the central School Food Service Department. Please see bulletins P-13541-COS/COO – Food

Service Staff Time Reporting and P-14655-COO-SFS Payroll/HR Functions for School Food Service Employees

for additional details.

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Please refer to the two screenshots below of the Food Service and SACC Group IDs:

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In order to Manage Exceptions, please find below the navigation to Exceptions page:

Navigation: Manager Self-Service > Time Management > Approve Time and Exceptions > Exceptions

Step Action

1. Enter the Time Reporter Group # for which you would like to review/resolve exceptions. 2. Press the Get Employees button to review the exceptions for the employee.

3. Get Employee Exception and identify Root Cause. 4. The following are Punch Time Exceptions:

1.

TLX01540: More than 24 hours reported

2.

PB_HOURS: Excessive Hours Reported (between 14 and 24 hours) - Allowable

3.

PB_ORDER: Invalid Punch Order

Enter Time Reporter Group #

High Severity Exceptions, which are Allowable Time Reporting Scenarios, can be checked as Allow(able).

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Manage Exceptions By Group – More Details

In order to review greater details about an Employee Exception(s), you can click on the “Details” tab in the Exceptions page, as shown in the screenshot above.

IMPORTANT - Punch time cannot be corrected on the manage exceptions page and must be managed on the punch timesheet itself. Therefore, you may work in one of two ways: 1) open two windows and copy and paste employee ID#’s from the exception page to the timesheet page or 2) print the exceptions and work from the printed page to the timesheet. Because this page is considered to be a scroll within a scroll page, it is not easy to use screen print. Instead, you may download the page to Microsoft Excel. Go to the blue bar titled:

Exceptions and find the small square that looks like a graph sign. . The data will open into Excel format which can then be printed and used to work from.

Adjusting Punch Time

This sub-section will detail how to adjust Punch Times for the following Exceptions: More than 24 hours Reported, Excessive Hours Reported, and Invalid Punch Order.

** Note 1: You cannot delete punch times generated by the TCDs; however, you can re-adjust Punch Times; this can be done by moving an ‘in’ punch to the ‘out’ field or vice versa or from one job to another if employee punches in incorrectly on the wrong job. You can only remove a Punch if the employee has two consecutive ‘In’ Punches in the same day (ie. 8:00 AM and 8:01 AM, and you can delete the 8:01 AM punch). This would indicate the employee clearly made a mistake and did not hear the beep or see the display message of a

positive recording of the punch. **

Click on Details Tab

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** Note 2: You cannot automatically dock an employee’s pay. In case an employee has not completed his/her scheduled hours, as in clocking in late and clocking out early, you can take the following actions, but must notify the employee first:

1.

The employee can make up the time during the week if notified early to do so and the work site

approves

2.

The employee may use leave: if the employee has Comp Time available, then enter Comp Time

Time Reporting Code or you may then verify if he/she has Leave Balance available (i.e. Sick, Personal, Annual, etc.). If so, then use the appropriate Leave Time Reporting Code.

3.

If the employee does not have Leave Balance available, then you can use the WOP (Without

Pay) Time Reporting Code.

4.

It is strongly encouraged that each worksite notify employees in advance of the work site

procedure so they are informed. **

The following section will detail the resolution of the exceptions:

“More than 24 hours Reported - TLX01540” (High) Exception

Please refer to the screenshot below for an example of a “More than 24 hours Reported - TLX01540” (High) Exception, as viewed in the Exceptions Page:

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Details of the Timesheet Page with the Employee Exception “More than 24 hours Reported - TLX01540” (High) Exception:

As you can notice from the above screenshot, this employee punched IN on Wednesday the 24th, but did not punch OUT and then failed to punch IN on Thursday the 25th, but successfully punched OUT that day.

Please refer to the table below to view the Root Cause and Resolution to this Exception.

Root Cause Resolution

Elapsed Time between the IN Punch at 7:34:50AM on Wednesday 7/24/2013, and OUT Punch at 3:19:25PM on Thursday 7/25/2013 is greater than 24 hours.

Employee should complete Missed Punch Report form PBSD2323 (MPR); timekeeper will input missing punches and notate this in the notes field (cloud). This will reduce Elapsed hours between Punches below 24 Hours.

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Please refer to the screenshot below with the changes made as part of the resolution:

Step Action

1. Manually enter Out time of 3:20PM on Wednesday 07/24/2013, since the employee is scheduled to work until this time. Manually enter IN time of 7:30AM on Thursday 07/25/2013 since the employee is

scheduled to come in at this time.

In the notes field (cloud) indicate ‘employee forgot to punch in and out’ 2. Click on the “Submit” button.

3. Once the Time Admin Process runs, these changes will be visible in the employee’s Timesheet. The Exception Icon (small clock) will no longer be visible, since the exception has been resolved.

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‘Excessive Hours Reported’ – PB_HOURS (High)(Between 14 and 24 hours):

Please note: this is the one exception that you may allow. On occasion, you may have a staff

member who will work excessive hours but the hours were warranted. However, if you do not allow

it, the employee’s hours will not be accurately calculated. If you are allowing the hours to be paid,

you will go to the Exceptions page, click the box on the row with the exception and then click allow;

at the bottom of the page click ‘save’.

As you can notice from the screenshot on the previous page, this employee punched ‘IN” on 07/15/2013 and out on 7/15/2013 but the total hours exceed 14 but are less that 24. Please refer to the table below to view the Root Cause and Resolution to this Exception.

Elapsed Time between the IN Punch at 6:50:33AM AM on Monday 07/15/2013, and OUT Punch at 11:04:00PM on Monday 7/15/2013 is between 14 and 24 hours.

If work performed is approved, you will allow the punch.

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“Invalid Punch Order - PB_ORDER” (High):

The above employee has invalid punch order for both 7/16 and 7/17/2013

Details of the Timesheet Page with the Employee Exception of “Invalid Punch Order - PB_ORDER” (High):

As you can notice from the above screenshot, this employee did not punch ‘OUT’ on 07/16/2013 and the employee used the ‘IN” button to punch out on 07/17/201

Please refer to the table below to view the Root Cause and Resolution to this Exception.

Consecutive IN Punches, without an OUT punch for Tuesday 07/16/2013 resulted in ‘invalid punch order’

Obtain a Missed Punch Report form

PBSD2323 (MPR) from the employee. Enter the proper out punch on 07/16/2013. You must also correct Wednesday as well and move the punch in the ‘IN’ column to the ‘OUT column. Notate in the ‘cloud’. Click ‘submit’.

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D2 – Lunch Periods

• District directive requires that all non-instructional employees whose position is equal to or greater than 4.5 hours FTE per day must take a minimum unpaid thirty (30) minute lunch break each day. Employees may not use their paid 15 minute break(s) for this purpose.

• Employees in non-exempt regular positions whose daily schedule is 4.5 hours or greater, will have an automatic thirty (30) minute unpaid lunch deduction.

• Lunch breaks are not paid time and failure to punch out if required could result in unauthorized overtime, budget deficits and disciplinary action.

• The same rules apply to employees such as custodians, Adult Education/Community School Secretaries that work during evening hours and their dinner break.

• Employees may not ‘skip’ their lunch break to make up time for other appointments of for coming in late or to leave early. 15 minute breaks are considered paid time. Employees should not punch in and or out for this time.

• Bulletin #P-14043-S/CFO Time Collection Devices (TCD’s) Lunch Punch Changes should be referred to regarding the automated lunch punches for the 30 minute lunch period.

• Employees who are working in temporary only jobs will NOT have an automatic lunch period deducted, if a lunch is taken, they must punch ‘in’ and ‘out’.

It is equally important to understand how the system calculates lunch periods within the Time & Labor system. The calculation of a lunch punch is determined by the following:

1. Round the time stamp of the lunch OUT punch and lunch IN punch using 7.5 minute rounding rule (section I8). Subtract difference to calculate the time of the lunch period.

2. Calculate the actual duration of time of the employees lunch period using 7.5 minute rounding rule (section I8) 3. Compare the punch calculation to the actual duration calculation.

4. Use the actual duration calculation based on 7.5 minute rule (section I8).

** Note: Lunch periods greater than 90 minutes will use the rounded calculation only.**

Examples:

Employee A punches OUT for lunch at 1:08 pm and returns back IN from lunch at 1:36 pm.

1. Rounded lunch is 15 minutes. (1:08 rounds to 1:15 and 1:36 rounds to 1:30 Difference 15 minutes) 2. Actual lunch is 26 minutes. (Difference between 1:08 and 1:36)

3. Compare

4. Use actual duration of 30 minutes. (Rounding of 26 minute lunch period)

Employee B punches OUT for lunch at 1:07 pm and returns back IN from lunch at 1:23 pm.

1. Rounded lunch is 30 minutes. (1:07 rounds to 1:00 and 1:23 rounds to 1:30 Difference 30 minutes) 2. Actual lunch is 16 minutes. (Difference between 1:07 and 1:23)

3. Compare 4. Use

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D3 – Workshop reporting

While TCD’s may be available at other locations, schedules for training and logistics may not allow employees to punch in and out when they are attending partial or all day training. It is suggested that the Payroll

Contact/Timekeeper manage the in and out punches for employees attending training. You may enter as in and out for the day with the use of form PBSD2323 Missed Punch Report as back up or it may be reported as elapsed time using a time reporting code of ‘TDE’.

D4 – Missed Punch Report Form

Employees should be advised that if they forget to punch in or out for their scheduled hours that they should neither punch in late at the TCD nor should they punch out late at the TCD. Instead, employees should notify their supervisor or the Payroll contact of the error. Based on procedures at your school, the Missed Punch Report form, PBSD2323 is available through Liquid Office or is available in PDF format. Both formats may be accessed under ‘Forms’ on the District website. No matter how you choose to make the form available, employees should be completing the forms when needed. Since they are a record of attendance, they should be retained at work sites for a period of three (3) years just as you would leave forms.

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Section E

Adjusting Time

E1 – Adjusting Compensatory Time

Compensatory time off is currently granted to eligible employees who meet the District standards as defined by policy and who are not compensated cash for overtime. Advance approval from the appropriate administrator/supervisor is required and must be consistent with the terms of the applicable collective bargaining agreement, if any. In PeopleSoft, timekeepers have the ability to update employee time to correctly classify an employee beyond their scheduled 40 hours as ‘Comp’ time for their use later. Below we will identify an over 40 hours situation and make an adjustment to the employee’s timesheet to reclassify the extra hours to ‘comp’ hours during the current open pay period.

Supporting Documents Concerning Compensatory Time

� Board policy 6.12 Overtime/Compensatory Time Off Under Certain Circumstances � Bulletin #P‐12162 – CAO/CCSB Compensatory Time Agreement

� PBSD 2212 Compensatory Time off In Lieu of Overtime Request – form � Bulletin P‐12902‐CAO/COO ‐ Tracking and Using Compensatory Time

� T&L Comp Time Adjustment – job aid which can be found on the PeopleSoft portal

Page

What is Compensatory Time or ‘Comp Time’?

Compensatory time off may be granted to eligible employees who meet the District standards as defined by Board policy 6.12 Overtime/Compensatory Time Off Under Certain Circumstances. In simpler terms, employees who

are approved to work additional time which will result in overtime may select comp time as an optional form of compensation. Advance approval from the appropriate administrator/supervisor is required and must be consistent with the terms of the applicable collective bargaining agreement, if any.

 In order to grant employees comp time in lieu of cash overtime, they must sign form PBSD 2212

Compensatory Time off In Lieu of Overtime Request in advance of working. This will allow you to offset the generated overtime to comp time hours. (for further details on this form, please see bulletin #P-12162 – CAO/CCSB Compensatory Time Agreement)

 What is Overtime? Overtime is hours earned after employees work or are compensated for hours in excess of 40 in a normal work week.

o Only one bargaining unit, SEIU/FPSU, allows employees to earn overtime if leave is used during the work week and therefore places them in a compensated status.

o All other bargaining units require employees to be present to earn overtime.

o If an employee works (or is compensated in the case of SEIU/FPSU employees) more than 40 hours in the work week, he or she will be paid cash overtime.

 What is Extra Straight Time? Employees whose normal schedule is less than 40 hours, for instance a 30

hour per week Paraprofessional, who work in excess of 30 hours but not over 40, are entitled to the additional time at their regular hourly rate of pay or what is called ‘Extra Straight Time’. These employees MAY NOT earn comp time unless their hours for the week exceed 40 and only for those hours over 40.

 Comp time is earned at 1.5 times the number of hours worked since overtime is paid at 1.5 times the hourly rate of pay.

 TO RECAP – COMP TIME IS ONLY IN LIEU OF OVERTIME HOURS OVER 40 IN A WORK WEEK AND

MUST BE APPROVED BEFORE IT IS WORKED.

Payroll and Time & Labor Training Manual