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Portland State University Classified Online Timesheet Training. The Good, The Bad and The Oh- So- Ugly !. Complete and Accurate Time Matters:. Correct pay Correct hours Correct differentials Ability to reconcile to paycheck Ability to reconcile to dept. budget. Goals for this session: .

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Presentation Transcript
slide1

Portland State University

Classified Online Timesheet Training

complete and accurate time matters
Complete and Accurate Time Matters:
  • Correct pay
  • Correct hours
  • Correct differentials
  • Ability to reconcile to paycheck
  • Ability to reconcile to dept. budget
goals for this session
Goals for this session:
  • Define work week and work schedules
  • Recording use of Regular and Premium time.
  • Recording Paid Holidays and Holidays Worked.
  • Recording differentials.
  • Recording the use of paid and unpaid leave.
  • Review leave balances on Banweb
  • Review tools to complete time sheets and where to find them.
  • Review sample online timesheet.
psu work week is sunday saturday
PSU Work Week is Sunday -Saturday

Sunday

Monday

Tuesday

Thursday

Friday

Saturday

Wednesday

Work over 40 hours in a set 7 day work week is overtime

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If you work a “Regular” work schedule then the first 8 hours you work each day should be recorded as regular time worked.
slide11
If you work an “Irregular” work schedule then all hours you work up to 10 hours each day (or over agreed upon schedule) should be recorded as regular time worked.
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If you work a “Flexible” work schedule then all hours worked during your agreed upon schedule should be recorded as regular time
slide18

Follow along as we go through the time document. Add to your online timesheet each time you see this symbol:

©2007-2010 Roel Riphagen

recording use of regular and other regular time
Recording use of regular and other regular time.
  • The “Regular” earnings you enter should include your regular time worked. Remember to clock in and out for lunch breaks.
time in time out
Time in - Time out

Enter hours

SAVE

recording overtime pay or accrual
Recording Overtime Pay or Accrual
  • Overtime is earned when you work more than your “Regular Schedule”.
recording overtime pay or accrual1
Recording Overtime Pay or Accrual
  • There are two types of overtime: FLSA overtime which occurs when you actually work more than 40 hours in a work week.
slide23
And Non-FLSA or contractual overtime which is earned when you work more than the hours in your work schedule.
slide24
The second type is non-FLSA or contractual overtime which is earned when you work more than the hours in your work schedule.

Note: employee is choosing to accrue overtime

recording differentials
Recording differentials.
  • There are many differentials. Some are automatically included in your pay:
  • Lead Work
  • Work Out-of-Classification
  • Security Officers
  • Campus Dispatchers
  • Trades workers (some)
  • Bi-Lingual
slide26
Others

must be

recorded

on your

timesheet

as they

are

earned:

slide27
There is a row on the time sheet designed for recording Shift
  • Differential. Shift differential is paid not by the hour but as a unit for each major portion of the hour worked.
    • Record only whole units.
    • Do not add together portions of units from days that did not meet a full qualifying unit.
    • Shift differential units are determined day by day.

Click “Enter Units”

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Use the row on the timesheet designated for recording On-Call.
  • Click “Enter Hours”
  • Enter the time you were On-Call.
  • Remember to clock out and back in at Midnight
  • You will get an error if you are over 24 hours in a day.
slide30
All other differential pay that you earn should be recorded on the Other Differential row in the Differentials section of your timesheet.
  • Make a note in the comments section
  • Specify the type of work you were doing
  • The corresponding comment is required to indicate which pay to issue.
recording paid holidays and holidays worked
Recording paid holidays and holidays worked
  • 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. Hours are entered on the line, Holiday Leave Pay.
slide32
When you work on a holiday, please record the number of hours you actually worked on the line labeled "OT – Please Pay” These hours will be paid at 1.5 times your pay rate in addition to your regular holiday pay. Please make a comment “worked holiday”
recording the use of paid and unpaid leave
Recording the use of paid and unpaid leave.

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 for you to use in the following pay period.

slide39

Enter time worked or leave as taken. Hours in this top section should be your total regular hours for the week.

slide42

Labor Distribution Overrides

  • Labor distributions are pulled from what is in NBAJOBS in Banner
  • Approve Time Sheet Online
  • For Departmental Labor Changes – ENTER Change in the COMMENTS.
  • For Changes on a Grant:
  • Print out approved Time Sheet
  • Make needed Labor Changes
  • Route To Research Accounting for Signature
common issues
Common Issues:
  • Overlapping hours
    • Check time sheet for double entries in different time categories
  • Not able to enter time
    • Check under the job tab to make sure your job is in Banner
    • If no – contact your supervisor
    • If yes – contact HR
slide49
Copy

save

slide50
Copy

Copy

retrieve timesheet
Retrieve Timesheet

Click to Retrieve

comments
Comments

Click to Comment

helpful hints
Helpful hints:
  • Double check your work
  • Check hours for each week
  • Use your resources
  • When in doubt – call:
    • Gina x4945
    • Jennifer x5090
    • Vui x3755
  • It’s your timesheet
    • Make comments
helpful tools for payroll
Helpful Tools for Payroll:
  • HR Website: http://www.pdx.edu/hr/
  • BANWEB: http://www.banweb.pdx.edu
  • Timesheet Tips: http://www.pdx.edu/hr/timesheet_tips_classified
  • SEIU Contract: http://www.pdx.edu/hr/policies_contracts_forms
  • BOLI: http://www.oregon.gov/BOLI/TA/T_FAQ_Tafaq.shtml