How to Determine an Employee's Pay Cycle and Timesheet

Transcription

1 How to Determine an Employee's Pay Cycle and Timesheet EMPLOYEE HAS: WITH THESE APPOINTMENTS: IN/OUT OF HBS EDB PAY CYCLE HBS TIMESHEET STAFF Appointments Academic AND ANY Staff Appointment IN MONTHLY Exempt Non-Exempt Appointments ONLY IN BI-WEEKLY Non-Exempt Exempt AND Non-Exempt Appointments (Employee considered Non-Exempt by L/ER)* Exempt Appointments ONLY Exempt AND Non-Exempt Appointments (Employee considered Exempt by HR)* IN BI-WEEKLY Non-Exempt Only FIXED IN MONTHLY Exempt Any VARIABLE IN BI-WEEKLY Exempt Only FIXED IN MONTHLY Exempt Any VARIABLE IN BI-WEEKLY Exempt * (1) HR Admin contacts Compensation and Rewards Analyst (C&R) to complete an FLSA assessment. (2) C&R Analyst decides if all employee appointments will be treated as Exempt OR Non-Exempt. (3) HR Admin contacts Campus Payroll to update exemption status for all appointments accordingly. (4) Based on exemption status and fixed/variable code HBS assigns appropriate timesheet. 1

2 How to Determine an Employee's Pay Cycle and Timesheet EMPLOYEE HAS: WITH THESE LEAVE ACCRUAL CODES: IN/OUT OF HBS EDB PAY CYCLE HBS TIMESHEET ACADEMIC Appointments ONLY Academic Appointments ALL = N OUT MONTHLY None ANY N IN MONTHLY Exempt Academic AND ANY Staff Appointment IN MONTHLY Exempt Special Titles or Appointments MSP Physicians, Dentists, OR Pharmacists* UPTE Healthcare Professionals (HX) AND ANY Academic Appointment ALL = N OUT MONTHLY None ANY N IN MONTHLY Exempt IN MONTHLY Exempt UPTE Healthcare Professionals (HX) AND NO Academic Appointment IN BI-WEEKLY Exempt Appointment Type 8 AND Home Dept = TEP (Temp Pool) OUT MONTHLY None ALL = N OUT MONTHLY None Students (Appointment Type 4) ANY N IN MONTHLY Exempt * See next slide for list of applicable title codes. 2

3 MSP Physicians, Dentists, and Pharmacists Title codes MSP Physicians 0768 SENIOR PHYSICIAN DIPLOMATE 0769 SENIOR PHYSICIAN 0770 ASSO PHYSICIAN DIPLOMATE 0771 ASSOCIATE PHYSICIAN 0772 ASSISTANT PHYSICIAN 0778 CONSULTING PHYSICIAN (SHS) 0779 STAFF PHYSICIAN MSP Pharmacists 0781 CHF, PHARMACEUTICAL SERVICES 0782 ASSOC CHF, PHARMACEUTICAL SERV 0783 ASST CHF, PHARMACEUTICAL SERV 0784 PHARMACIST SPECIALIST 8008 PHARMACIST, STAFF II-SUPVR 8009 PHARMACIST, SR-SUPVR 9246 PHARMACIST, SR 9247 PHARMACIST, STAFF II MSP Dentists 0773 SENIOR DENTIST DIPLOMATE 0774 SENIOR DENTIST 0775 ASSOCIATE DENTIST DIPLOMATE 0776 ASSOCIATE DENTIST 0777 ASSISTANT DENTIST 3

4 Monthly vs. Bi-Weekly Pay Cycle MONTHLY Pay Cycle BI-WEEKLY Pay Cycle Exception Time Reporting Employees Positive Time Reporting Employees 12 paychecks / year on 1 st of month Pay covers prior month (1 st to 31 st ) 26 paychecks / year every other Wednesday Pay covers prior 14-day pay period (Sun Sat) Same pay each month and does not fluctuate with hours worked Pay based on hours reported on timesheet, with specific pay rules applied Payment is 1 day after pay period ends and does not rely on HBS timesheet to compute current paycheck Payment is 11 days after pay period ends and relies on HBS timesheet to compute current paycheck Overused leave is deducted in following pay cycle Overused leave is calculated as unpaid hours during current pay cycle 4

5 Monthly vs. Bi-Weekly Timesheets MONTHLY Timesheets BI-WEEKLY Timesheets Employees record only leave taken Record in full day increments Employees record time worked and leave taken Exempt: full day increments Non-Exempt: quarter-hour increments Employees do not report daily work hours. Employees do report daily work hours Exempt: Total work hours per day Non-Exempt: In/Out & Meal Breaks Pay based on OLPPS appointments Pay based on hours recorded on HBS timesheet HBS creates pay transactions only for over used leave Usage of unpaid paycodes does NOT result in LWOP, HR Admin must process corresponding pay reduction using OPTRS HBS creates pay transactions for all hours on the timesheet Usage of unpaid paycodes DOES result in LWOP, OPTRS should NOT be used for biweekly employees All Employees have same timesheet style Timesheet styles vary: Exempt vs. Non-Exempt Restricted vs. Unrestricted Pre-populated Schedules vs. Blank Timesheets 5

6 Restricted vs. Unrestricted Timesheets Restricted Timesheets Title Code and DPA-Fund-Program CANNOT be edited UNrestricted Timesheets Title Code and DPA-Fund-Program CAN be edited Funding source based on: Funding source based on: active EDB distributions for all hours on timesheet fund/title edits for selected hours on timesheet active EDB distributions for hours with no fund/title edits on timesheet Employee s DPA-Fund favorites list updates nightly from EDB, but ANY active DPA-Fund can be selected Automatically assigned to ALL Non-Exempt Employees Manually assigned by HR Admin to individual Non-Exempt Employees Not available for Bi-Weekly Exempt Automatically assigned to ALL Bi-Weekly Exempt 6

7 Timesheet Assignment Decision When to manually assign UNrestricted timesheet to Non-Exempt Employee: Hours on timesheet must be charged differently than EDB distributions Specific hours must be directly charged to specific DPA-Funds-Program Codes and/or Title Codes (pay rates), and not split according to EDB distribution Important: HBS DOES NOT differentiate between fixed and variable appointment funding in EDB. All hours on timesheet are charged according to EDB distribution unless funding edited on UNrestricted timesheet. 7

8 Timesheet Schedule Decision Whenever possible, timesheets should be pre-populated with schedules of routine work hours Can be as standard as 8-5 daily with a 1 hour meal break Or complex with different hours on different days - as long as the hours are consistent from pay period to pay period Hours can be edited on timesheet when needed General Indicators: Fixed appointments generally indicate routine scheduled hours Variable appointments generally indicate random hours 8