HBS Bi-Weekly Non-Exempt Employee Job Aid This Job Aid is a supplement to the HBS Bi-Weekly Non-Exempt Employee Training course (available online at UC Learning Center or through your department HR Admin). Contact your HR Admin with questions on Bi-Weekly pay cycles, pay rules, or timesheets. Questions addressed in this Job Aid: Where do I go for help? How do I access HBS? When do I complete my timesheet? When can I use HBS to request leave? How are leave accruals calculated? How do I record hours on my timesheet? WHERE DO I GO FOR HELP? 1. Your Management Group Owner or HR Admin is your starting point for questions about pay rules, policies, and HBS timesheets. In HBS, navigate to your Message Menu for contact information on your Management Group Owner. 2. Customer Support is an additional resource for questions about how to use HBS. Call Customer Support at 415-514-4100, Option 2, Option 2 or create a help ticket online at: http://help.ucsf.edu. HOW DO I ACCESS HBS? When is HBS available? HBS is available 24/7/365 except for planned downtimes, beginning September 1, 2010. What are the computer requirements? HBS can be directly accessed from computers within the UCSF network. To access HBS remotely, you must use VPN. For a VPN account, go to https://vpn.ucsf.edu and click Request a VPN Account. For optimum performance and support, ensure the recommended browser is installed on your computer: o PCs with Windows XP or Windows 2000: Internet Explorer (version 6.0 or higher) o MACs with OS X and higher: Firefox (version 3.0 or higher) Other technical requirements: o Pop-Ups: enabled o Cookies: enabled o HTTP ports and HTTPS ports: OPEN if using SSL How do I log on? Go to: https://hbsweb.ucsfmedicalcenter.org/tpweb/ To log on for the first time: 1. Enter your Last Name in Help I Forgot My Login ID field and click Find. 2. In User List pop-up window, select your User ID. This populates your Logon ID. 3. Leave password blank and click Log On. 4. Follow prompts to set your new password. Note: If you forget your password, contact your Approver or HR Admin to reset. Updated January 27, 2011 HBS Bi-Weekly Non-Exempt Employee Job Aid Page 1 of 5
WHEN DO I COMPLETE MY TIMESHEET? How often do I go into HBS? Bi-Weekly pay periods cover 14 days, Sunday to Saturday. You must complete/certify your timesheet for each pay period, generally logging into HBS at least once every two weeks to record your work hours. When is my timesheet available? Timesheets OPEN 10 days prior to the pay period begin date. What is the deadline for completing my timesheet? Timesheets generally CLOSE from editing by Employees at Monday Midnight following the pay period (exceptions noted below). BEST PRACTICE: edit and complete your timesheet before leaving work on the last day of the pay period either Friday or Saturday. What is the deadline for my Approver to approve my timesheet? Timesheets CLOSE from editing by Approvers at Tuesday Midnight following the pay period. BEST PRACTICE: Approvers should approve ONLY completed timesheets (after Employee has certified accuracy) on Tuesday following the pay period. Sep-10 Oct-10 Nov-10 S M T W TH F S S M T W TH F S S M T W TH F S 1 2 C PPE C PPE D 2 3 4 5 6 5 6 D 8 9 10 11 3 D 5 6 7 8 9 7 8 9 10 11 C PPE 12 13 14 15 16 C PPE 10 11 12 13 14 C PPE 14 D 16 17 18 19 20 19 D 21 22 23 24 25 17 D 19 20 21 22 23 21 22 23 24 25 C PPE 26 27 28 29 30 24 25 26 27 28 C PPE 28 D 30 31 Dec-10 Jan-10 Feb-10 S M T W TH F S S M T W TH F S S M T W TH F S 1 2 3 4 1 1 2 3 C PPE 5 6 7 8 9 C PPE 2 3 4 5 6 7 PPE 6 D 8 9 10 11 12 12 D 14 15 16 17 18 9 10 11 12 13 14 15 13 14 15 16 17 C PPE 19 20 21 22 23 24 PPE 16 17 18 19 20 C PPE 20 D 22 23 24 25 26 26 27 28 29 30 31 23 D 25 26 27 28 29 27 28 30 31 PPE Pay Period End PPE These pay periods have a short close cycle with early system lockouts. When you log in to HBS, your Message Menu will notify you of the lockout dates for each pay period. C Complete timesheet before leaving work on last work day of Pay Period (Friday or Saturday). D Employee deadline (Midnight) to edit and complete current timesheet. What if I miss the deadline for completing my timesheet? YOUR PAYCHECK is calculated on the HOURS ON YOUR TIMESHEET. Missing a timesheet deadline could result in inaccurate or NO PAY. If you miss the deadline on Monday midnight, submit an approved Timesheet Change Request Form to your HR Admin. How do I edit my timesheet after it s completed or approved? Contact your Approver and submit an approved Timesheet Change Request Form to your HR Admin if the deadline for editing has passed. Updated January 27, 2011 HBS Bi-Weekly Non-Exempt Employee Job Aid Page 2 of 5
WHEN CAN I USE HBS TO REQUEST LEAVE? Submit Leave Requests in HBS to request time off in current or future pay periods. Leave Requests can be submitted in HBS up to 12 months in advance (for long-term appointments). Approved leave hours automatically populate onto timesheet. Populated leave hours can be edited and deleted on timesheet if needed. IMPORTANT: Approvers MUST approve Leave Requests before the Approvers Lock Out in order for hours to populate onto timesheet. HOW ARE LEAVE ACCRUALS CALCULATED? Leave accruals calculate and post every four weeks (13 times a year) in HBS. Accrued leave is available for use on Monday following the accrual period, and viewable in your HBS balances on Thursday. Leave accruals display in factors in HBS, and are based on (1) hours on your timesheet over the previous two pay periods (4 weeks), and (2) your UC months of service credits. 4-Week Factor Accruals appear lower than monthly accruals because there are 13 accrual cycles (one every 4 weeks) instead of 12 accrual cycles (one every month). o Over a calendar year, 4-week factor accruals and monthly accruals total to the same amount. The following chart provides 4-Week Factor Accrual equivalents, based on full-time 100% employment. Example: A full-time Employee used to seeing 10 hours accrued vacation per month will see 9.231 hours accrued vacation every 4-weeks. Leave Monthly Accruals (12/yr) 4-Week Factor Accruals (13/yr) 10 hrs/mo 120 hrs/yr 9.231 hrs/cycle 120 hrs/yr 12 hrs/mo 144 hrs/yr 11.077 hrs/cycle 144 hrs/yr 14 hrs/mo 168 hrs/yr 12.923 hrs/cycle 168 hrs/yr 16 hrs/mo 192 hrs/yr 14.769 hrs/cycle 192 hrs/yr Sick Leave Monthly Accruals (12/yr) 4-Week Factor Accruals (13/yr) 8 hrs/mo 96 hrs/yr 7.385 hrs/cycle 96 hrs/yr HOW DO I RECORD HOURS ON MY TIMESHEET? How do I convert hours to a 24-hour (military) clock? Simply add 12 to all hours after Noon. For example, Midnight displays as 00:00 in HBS, Noon as 12:00, 3:00 pm as 15:00, 5:00 pm as 17:00, and 10:00 pm as 22:00. How do I record hours? IMPORTANT: Your pay is based on hours recorded on your HBS timesheet. No hours on your timesheet = No pay. Wrong hours on your timesheet = Wrong pay. Your timesheet may be pre-populated with your routine work hours. If so, simply edit any changes to your work hours and indicate any hours of leave you have taken (if not populated from your Leave Request). Round all of your hours on your timesheet (i.e., Time In/Out, Meal Breaks, Leave) to the ¼ hour. Meal breaks represent unpaid time. DO NOT include paid breaks as part of your unpaid meal breaks on your timesheet, or the time will not be paid. What Pay Codes do I use? Pay Codes indicate how to charge hours on your timesheet. IMPORTANT: Select Normal Hours Work to record hours worked and let HBS compute any overtime. Updated January 27, 2011 HBS Bi-Weekly Non-Exempt Employee Job Aid Page 3 of 5
Employees on a reduced schedule in the START program MUST select Time on START and record hours on timesheet to ensure accurate leave accruals. Each Bargaining Unit has a unique set of Pay Codes, so you may not see all of the codes listed on your specific timesheet. See your HR Admin for questions regarding specific Pay Codes. Bi-Weekly Non-Exempt Pay Code Authorized Unpaid Leave Break Relief RN Call-In/Back In Charge/Lead Call In/Call Back Worked CTU Comped Holiday CTO Comped Overtime Furlough Furlough FMLA* In Charge/Lead Jury Duty Late Unpaid Military Duty Normal Hours Work Other Paid Leave/Absence Sick Bereavement Sick Family Member Sick FMLA* Sick Intermittent FMLA* Sick Personal Sick Supplemental FMLA * TIME ON START Unauthorized Unpaid Leave Unpaid FMLA* Unpaid Supplemental FMLA* FMLA* Intermittent FMLA* Supplemental FMLA* When to Use Pay Code in HBS Personal time off without pay, e.g., unpaid LOA, Worker s Comp. Applies to nurses only: When you fill in during another nurse s break. When you are called in beyond your normal shift to work in a lead capacity. When you are called in to work after the end of your regular shift. Used after you comp a holiday and now want to record the day off using those holiday hours. When you use your accrued Comp Time for personal time off. When you use accrued furlough hours for personal time off. When you work your regular shift in a lead capacity. When you are summoned for jury duty. When you arrive late and you cannot make up the time so it is unpaid. Military service. Your hours of work. Used to attend legal proceedings or for administrative leave. Requires an explanatory note on the timesheet. Absent due to the death of a family member. Sick time used to care for family member(s). Sick time off taken for self. START hours used. Absent from work without authorization. Regular vacation day(s). Updated January 27, 2011 HBS Bi-Weekly Non-Exempt Employee Job Aid Page 4 of 5
How do I correct s and s on my timesheet? HBS flags errors and warnings of potential issues on your timesheet. The following chart (listed in alpha order by code) lists messages that will most likely require correction when they appear on your timesheet. Timesheets with errors cannot be completed or approved. Bi-Weekly Non-Exempt Code C D Timesheet Message Paid Leave Greater than Shift Hire Date, Sep. Date, LOA F Total Hours > 24 hours/day H Paid Leave > 40/80 When You ll See It What to Do Type Time entered exceeds scheduled shift length, and will be unpaid. Paid time entered on an invalid day. Time entered in a single day exceeds 24 hours. Leave hours exceed 40 hours for the week or 80 hours for the pay period. I Notes Required Required notes were NOT entered for Other Paid Leave/Absence Pay Code. L Invalid Alt Dept HBS is not recognizing the information on the timesheet. O P Insufficient Insufficient Sick Hours entered exceed available balance and will not be paid. Only the portion that exceeds the balance will be unpaid. Correct timesheet entry: leave length cannot exceed normal shift length. Correct timesheet entry or contact your HR Admin if day is valid. Correct timesheet entry. Correct timesheet entry: total leave hours must be less than 40/80. Add explanatory note. No action needed if you agree to unpaid leave. S Insufficient CTO 8 Insufficient CTU- Comp Holiday T Invalid Title Code HBS does not recognize information on the timesheet. U Pay Code not on File IMPORTANT: Hours displaying this error message in HBS will not be paid! Updated January 27, 2011 HBS Bi-Weekly Non-Exempt Employee Job Aid Page 5 of 5