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Timesheet Tips for Overtime Subject

Classified Employees

Essential to the payroll function are accuracy, timeliness and consistency of timesheet completion and reporting. We believe that by delivering standard timesheet templates for hourly and monthly classified staff we will be able to reduce payment errors, improve processing times and provide a more reliable payroll service to our employees.

Accuracy in timesheet reporting requires your participation as well. We have developed the following “Tips” to assist you in understanding timesheet fields and reporting requirements.

Pay Period Reporting Calendars:

The following two tables provide information on payroll reporting periods including the number of work days, paid holidays and full-time regular work hours in a Monday through Friday work week. Full-time (1.0 FTE) employees are expected to record the full number of hours possible in the pay period when completing their timesheet. Part-time employees (those working below 1.0 FTE) will report a prorated amount of the possible hours for the pay period.

2014 Pay Period Reporting Calendar for “Hourly” Paid Employees

Month Number of Paid Days Possible Hours for the Month
January 2014
12/16/13-1/15/14
21 + 2 holidays = 23 168 + 16 = 184
February 2014
1/16/14-2/15/14
21 + 1 holiday = 22 168 + 8 = 176
March 2014
2/16/14-3/15/14
20 160
April 2014
3/16/14-4/15/14
22 176
May 2014
4/16/14-5/15/14
22 176
June 2014
5/16/14-6/15/14
20 + 1 holiday = 21 160 + 8 = 168
July 2014
6/16/14-7/15/14
21 + 1 holiday = 22 168 + 8 = 176
August 2014
7/16/14-8/15/14
23 184
September 2014
8/16/14-9/15/14
20 + 1 holiday = 21 160 + 8 = 168
October 2014
9/16/14-10/15/14
22 176
November 2014
10/16/14-11/15/14
21 + 1 holiday = 22 168 + 8 = 176
December 2014
11/16/14-12/15/14
19 + 2 holidays = 21 152 + 16 = 168

 

2014 Pay Period Reporting Calendar for “Monthly” Paid Employees

Month Number of Paid Days Possible Hours for the Month
January 2014
1/1/14-1/31/14
21 + 2 holidays = 23 168 + 16 = 184
February 2014
2/1/14-2/28/14
20 160
March 2014
3/1/14-3/31/14
21 168
April 2014
4/1/14-4/30/14
22 176
May 2014
5/1/14-5/31/14
21 + 1 holiday = 22 168 + 8 = 176
June 2014
6/1/01/14-6/30/14
21 168
July 2014
7/1/14-7/31/14
22 + 1 holiday = 23 176 + 8 = 184
August 2014
8/1/14-8/31/14
21 168
September 2014
9/1/14-9/30/14
21 + 1 holiday = 22 168 + 8 = 176
October 2014
10/1/14-10/31/14
23 184
November 2014
11/1/14-11/30/14
17 + 3 holidays = 20 136 + 24 = 160
December 2014
12/1/14-12/31/14
22 + 1 holiday = 23 176 + 8 = 184

 

The PSU work week is defined as Sunday through Saturday

The work week is used to determine overtime. For overtime subject employees all work performed over 40 hours in the set 7 day work week is overtime per federal and state law. At PSU this work week begins on Sunday and ends on Saturday. Additional information on overtime follows in the Overtime section below.

Recording Regular time worked:

The “Regular” row on your timesheet should include your regular time worked. The number of hours that you record as regular time is determined by your assigned work schedule within the PSU work week defined above.
There are three possible work schedules outlined in the SEIU agreement, Article 55, Section 1:

1. Regular, with the same starting and stopping times on five (5) 8-hour days;

2. Irregular, with the same starting and stopping times on four (4) 10-hour days (or other agreed upon set weekly work patterns like 4-9’s & 1-4);

3. Flexible, which varies the number of hours worked on a daily basis but not necessarily every day or every week.

If you work a “Regular” schedule then the first 8 hours you work each day should be recorded as regular time worked.

If you work an “Irregular” schedule then all hours worked up to your agreed upon schedule should be recorded as regular time worked.

If you work a “Flexible” schedule then all hours you work up to 10 hours each day should be recorded as regular time worked.

Here is an example of an employee on an Irregular work schedule who worked above their scheduled hours on Wednesday:

Hours
Sun. Mon. Tue. Wed. Thur. Fri. Sat. Pay
Worked Regular   10 10 10 10 0

40
Regular Other
 

 

 
Overtime -FLSA



2



2
OT- Non-FLSA and HOL. Wrkd








 

Regular Other:

This line is used to record additional regular hours (straight pay hours) worked by employees below 1.0 FTE. For example, a .5 FTE employee would record the first 20 hours worked during the week in the Regular row and then record any additional hours worked above 20 up to 40 in the Regular Other row.

Here is an example of a .5 FTE employee that worked 25 hours in the week:

 

Hours
Sun. Mon. Tue. Wed. Thur. Fri. Sat. Pay
Worked Regular   5 5 5 5

20
Regular Other
 

  5

5
Overtime -FLSA








OT- Non-FLSA and HOL. Wrkd








 


Overtime: When do I earn it and how do I record it?

Overtime is earned following the definitions of work week and work schedule described above. In addition, there are two types of overtime an employee may earn. The first is FLSA overtime which occurs when you actually work more than 40 hours in a work week. The Federal Fair Labor Standards Act (FLSA) and the Oregon Bureau of Labor and Industries (BOLI) both require an employer to pay overtime subject employees at time and one half for any time the employee works above 40 hours in a work week.

The second type is non-FLSA or contractual overtime which is earned when you work more than the hours in your work schedule as listed below:

1. Regular work schedule - more than 8 hours in a day;

2. Irregular work schedule - more than 10 hours in a day (or above the agree upon scheduled hours);

3. Flexible work schedule - more than 10 hours in a day and/or more than 40 hours in a work week.

For the purposes of earning non-FLSA or contractual overtime when you take your paid leave (sick, vacation, personal and comp time) the paid leave time is included as time worked for overtime calculations (see SEIU contract Article 25, Section 2).

Please be aware that you can only earn one type of overtime for time worked over 40 hours in the work week or excess hours worked in a day. Although overtime worked may be protected by multiple laws and the SEIU contract it is only paid once. An example of this is an employee on a Regular work schedule works 41 hours in the week and 9 hours on one day – the employee has worked one hour of overtime and that one hour is protected by three sources.

Here is an example of an employee on a Flexible schedule that used sick leave and earned non-FLSA overtime in that week:

 

Hours
Sun. Mon. Tue. Wed. Thur. Fri. Sat. Pay
Worked Regular
8.5
7.5
8.5
0
8

32.5
Regular Other
       


Overtime -FLSA





.5

.5
OT- Non-FLSA and HOL. Wrkd








Leave Sick Leave



7.5


7.5

 

 

What is premium or differential pay? When do I earn it?

There are many types of premium and differential payments. Some of these are paid automatically with your regular pay (after you qualify). These include differentials for Lead Work, Work Out-of-Classification, Security Officers, Campus Dispatchers and some Trades workers. Other differentials must be added to your timesheet for payment as they are earned.

Some of the more common differentials that you must record on your timesheet are outlined in the table below

Differential Pays Rate Description
Shift Differential $0.75 per unit
In order to qualify for the shift differential, an employee must be in a job classification which is allocated to Salary Range 23 or below. Payable units are earned for each hour or major portions of hour worked between 6 p.m. and 6 a.m. and for each hour or major portion of hour worked (thirty minutes (30) or more) on Saturday or Sunday. Round each shift to the nearest whole hour or unit and report only full units. For example, an eligible employee working until 7:25 p.m. would report one unit earned from 6 to 7 p.m. Article 20, Section 4 (A) and (B).
Nurse Shift Differential $1.35 per unit In order to qualify for the “nurse” shift differential an employee must be classified as a Registered Nurse, Nurse Practitioner or Licensed Practical Nurse. Payable units are earned between 6 p.m. to 6 a.m. and on weekends and reported as described above. Article 20, Section 4 (C).
On-Call Duty 1 hour of pay for each 6 hrs assigned as “On-Call”
An employee shall be assigned On-Call when specifically required to be “available” for work outside their working hours and not subject to restrictions that would prevent the employee from using the time while on-call effectively for their own purposes. On-call time is prorated for periods of less than 6 hours.
High Work Differential $1.00 per hour For work performed more than 20 feet directly above the ground or water and the use of safety ropes or other safety devices is required for support.
Hazardous Materials Differential – Certificate Required
$1.00 per hour For all time spent performing work with hazardous materials which requires a certificate or license. This differential only applies when Haz Mat duties are not included in the employee’s classification specifications.
Hazardous Material Differential - Supervisory Certificate Required $1.50 per hour For all time spent performing work with hazardous materials which requires a supervisory certificate or license. This differential only applies when Haz Mat duties are not included in the employee’s classification specifications.
Permit-required Confined Spaces Differential $1.00 per hour For all time spent working in OSHA “permit-required” confined space (permit space), currently defined at 29 CFR 1910.146.

For more detail and for information on additional differentials please refer to the SEIU contract, Articles 20, 26 and 30.

Recording premium and differential pays on your timesheet:

Pay rates for differentials are coded into our payroll system so you do not need to indicate the payment rate for these when completing your timesheet. When we issue the payment to you the system will perform all of the payment calculations.

There is a row on the timesheet designed for recording Shift Differential. When recording Shift Differential units, record only whole units. Shift differential is not paid by the hour but as a unit for each major portion of hour worked as described in the table above. You should not record any partial units of Shift Differential. It is also important to note that you do not add together those portions of units from days that did not meet a full qualifying unit. Shift differential units are determined day by day.

There is also a row on the timesheet designed for recording On-Call. When recording time that you were assigned to be On-Call, simply record the number of hours that you were on call. The payroll system will perform the calculations to convert your on-call hours for payment.

All other premium and differential pay that you earn should be recorded on the Other* row in the Premium section of your timesheet. You must also make a note in the Remarks section describing the type of premium or differential payment you are recording. Please be specific in the comment section, for example "Hazardous materials--supervisory level--2 hours." Without the corresponding Remark we do not know what type of payment to issue.

Differential pay is recorded in addition to the recording of hours worked. Here is an example of an employee in Salary Range 15 who works a 4-10’s schedule until 6:30 each day and also worked overtime on Saturday:

 

Hours
Sun Mon. Tues. Wed. Thur. Fri. Sat. Pay
Worked Regular
  10 10 10 10
40
Regular Other







Overtime-FLSA






6
6
OT -Non-FLSA and HOL. Wrkd







Premium Shift Differential

1
1
1
1 6
10
On Call







Other* (Complete Remarks)  






 

Recording the use of your paid leave balances (Sick, Vacation, Comp Time, Personal, and Other):

First, Check Your Balances. Please verify your leave balances in banweb or myPSU prior to completing your timesheet. In addition, leave time cannot be used in the same month it is accrued. Leave is earned at the end of the pay period and is available to use in the following pay period.

Do Not report more hours of leave on your timecard than you have available in your balance. If you do, the payroll system will deduct the excess hours recorded from your pay, just like leave without pay. For example, if you have a Vacation leave balance of 6 hours and you record that you used 8 hours, the payroll system will “DOC” 2 hours of leave without pay from your pay check. In a situation like this you should review your leave balances to see if you have comp time or personal leave available that you could use to cover the 2 hours you are short in Vacation.

You can check your leave balances on the PSU Information System using either banweb or myPSU at time. They are also listed on your earning

Add It Up!

Please remember to add up all rows and total the columns on your time sheet each month. The only way to ensure accurate timekeeping is to total your timesheet. Many errors and oversights can be caught with this one simple step. We have made this easier than ever by clearly marking the earnings codes and providing an appropriate section for totaling your timecard.

• The “Regular Pay” Colum Total should include row totals for Regular, Sick, Vacation, Comp Time, Furlough/President’s Leave, and LW1 (Jury Duty or other Leave with Pay).

• The “Other Pay” Column Total should include row totals for Other Regular Pay, Overtime, Holiday Worked, Premium Pay, and Leave Taken With-out Pay. (Note: Other Regular pay is used by employees below 1.0 FTE to report additional regular hours worked during the pay period.)

• The payroll overtime work week (Sunday – Saturday) is marked with a bold black box.

• Double check column totals to ensure they balance with the information in the rows above. All hours reported in the REG Pay column and the Other Pay column should be included in the Column Totals boxes.

• Although it is necessary to total Overtime Accruals (LEC, LEF) in the OT Accrue rows, these hours will not be included in the Column Totals boxes.

Labor Distribution:

The labor distribution box is used for effort reporting and labor distribution overrides primarily for grant and contract accounting. Employees paid on grant or contract funds must route their timesheet through Research Accounting, UFS-RA, for an expense approval. After approval Research Accounting will then submit your timesheet to Human Resources for payment.

Signatures:

After completing your timesheet both you and your supervisor are required to sign it, authenticating the hours worked and leave time reported as taken. By signing this official pay document both you and your supervisor are certifying that the hours recorded are correctly stated and that this timesheet is an accurate record of your work. If your timesheet is not accurate, do not sign it. Timesheet falsification is subject to disciplinary action up to and including termination.

Be sure to note your campus extension or other preferred phone number on the signature line. This will help us in contacting you if we have any questions about your timesheet.

Be On-Time, Go Direct & Go Green!

Not only is Direct Deposit the easiest, safest and fastest way to receive your paycheck, it is also a more efficient, inexpensive and sustainable approach to managing your pay. Currently over 85% of PSU employees receive direct deposit and nearly 75% are completely paperless. Please sign up for Payroll Direct Deposit/ACH and e-pay stub if you have not already.

Only timesheets received on time are eligible for direct deposit. To ensure you receive this benefit, please submit your timesheet to your supervisor by the date printed on the timesheet. Although the due date changes slightly each month, it is typically around the 15th of the month.

Supervisors are responsible for ensuring timecards are received by HRC on the due date. If supervisors cannot send timecards through campus mail at least three business days before they are due then please hand deliver them to HRC. We require original signatures, so please do not fax timesheets.

Holiday Pay - Q & A

Question: How are holiday pay hours calculated?

Answer: As per the SEIU contract, full time employees receive 8 hours of holiday pay. Part-time employees receive a prorated share of the eight hours based on the percentage (FTE) they are scheduled to work. To calculate the holiday pay hours for a part-time employee we take the FTE and multiply that by 8 hours. For example, .5 FTE multiplied by 8 hours equals 4 hours of holiday pay. For more information please refer to Article 42, Section 3 of the SEIU contract.

Question: What if I consistently work more than my FTE?

Answer: The holiday pay hours printed on your timesheet are based on your job FTE. If you consistently work over your part-time FTE or if you consistently work under your FTE this indicates to us that your job has changed. Please speak to your supervisor about formally changing your FTE with Human Resources.

Question: I worked 5 hours on the holiday. Do I get paid extra?

Answer: Record the number of hours you actually worked on the holiday on the 3rd timesheet row labeled "OT – Non-FLSA and HOL Worked." These hours will be paid at 1.5 times your pay rate in addition to your regular holiday pay.