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Employee Timesheet Training - PowerPoint PPT Presentation

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Employee Timesheet Training. Human Resources. Agenda. Timesheet Overview How to Complete a Timesheet Types of Payments Overtime Compensatory Time Extra Time Shift Premium Holiday Premium On Call Emergency Call Back Adverse Weather Questions. Timesheet Basics.

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  • Timesheet Overview
  • How to Complete a Timesheet
  • Types of Payments
      • Overtime
      • Compensatory Time
      • Extra Time
      • Shift Premium
      • Holiday Premium
      • On Call
      • Emergency Call Back
      • Adverse Weather
  • Questions
timesheet basics
Timesheet Basics
  • Who completes the timesheet?
      • Only Non-Exempt Employees (SPA & EPA)
      • To check if you are non-exempt please reference the Fair Labor Standards Act (FLSA) Classification Title Listing website(http://www.fis.ncsu.edu/hr/classcomp/pdf/cb_salaryrange.pdf)
  • Why does the timesheet matter?
      • Legal Document
      • Enforced by U.S. Department of Labor under FLSA (http://www.dol.gov/esa/whd/flsa/)
timesheet overview
Timesheet Overview
  • What do I need to complete a timesheet?
      • Electronic Timesheet: (http://www.fis.ncsu.edu/hr/forms/hrim/timesheet.pdf)
      • Timesheet Instructions (http://www.fis.ncsu.edu/hr/hrim/pdf/timesheet_instr.pdf)
  • Work Week
      • Reference: ‘Time Sheet Inclusive Dates’ Schedule (http://www7.acs.ncsu.edu/hr/hrim/pdf/tsinclusive09.pdf)
      • Saturday 12:00 AM through Friday 11:59 PM
      • Overlapping shifts are paid on the day they started
  • Recording Time
      • Hours worked each day
      • In/Out Time is optional per department

Timesheet Overview

Rounding: Nearest Quarter Hour

(7 minutes or less rounds down, 8 minutes or more rounds up)

timesheet overview1
Timesheet Overview
  • Who signs the document?
      • Employees & Supervisors (sign & full date = Month/Day/4-digit year)
  • What about making corrections to the document?
      • Employee & Supervisor must both cross out & initial any correction
timesheet examples
Timesheet Examples

Recording Additional Pay:

  • Overtime/Compensatory Time
  • Extra Time
  • Shift Premium
  • Holiday Premium
  • On Call/Emergency Call Back
  • Adverse Weather
fair labor standards act flsa exempt vs non exempt
Fair Labor Standards Act (FLSA) Exempt vs. Non-Exempt

Non-Exempt from Fair Labor Standards Act:

  • Overtime/Compensatory (Comp) Time (time and ½)
  • Must complete time records
  • Earn Extra Time (hour for hour) for hours not physically worked over 40 hours in a work week

Exempt from Fair Labor Standards Act:

  • No Overtime/Comp Time/Extra Time (hour for hour)
  • Do not complete time records

Non-exempt vs. Exempt status under FLSA is determined by analyzing the duties, responsibilities and salary of a position.

  • Overtime is a premium rate paid for hours actually over the standard 40 hour work week (not counting leave)
  • Premium rate = 1.5 x Regular Hourly Rate
  • Supervisor approval is required prior to working over the standard work week
  • Non-exempt employees cannot volunteer to stay and work their job for free
compensatory time comp time
Compensatory Time (Comp Time)
  • Alternative to Paying Overtime
  • Departmental Policy
  • Earned at 1 ½ times the number of hours worked
  • Entered into the Web Leave System
comp time rules
Comp Time Rules
  • Earned by Non-Exempt Employees
  • Any available Comp Time must be used before taking Annual Leave
  • Employees may choose to use Sick Leave rather than available Comp Time
  • Supervisors can require employees to use all available Comp Time instead of paying out
comp time reminders
Comp Time Reminders
  • Cannot age past 12 months
  • Cannot accumulate over 240 hours
  • Comp Time is to be used timely
  • Supervisor can deny requests to use comp time if the leave will “unduly disrupt operations”
extra time
Extra Time

Hours worked are less than 40, but hours reported are greater than 40

Hours Reported = Time Worked + Leave Taken

  • Non-exempt (FLSA) employees earn when overtime/comp time does not apply
    • Departmental option to pay out for offer as leave request option
    • After 12-months, unused time is paid out at an hourly rate
  • Exempt employees do not earn Extra Time
  • Earned hour-for-hour
comp time balance
Comp Time Balance
  • Reconcile Comp Time Earned and Used Each Month
    • Monitored in the Web Leave System
    • Departmental Option to Complete
shift premium
Shift Premium
  • Scheduled 2nd or 3rd Shifts
    • Must be designated and documented by Manager
  • Applies Only to Actual Hours Worked
    • Premium is not earned on leave or lunch breaks
  • 10% Premium on Hourly Rate
  • Overtime Rate Applied After Shift Premium
holiday premium
Holiday Premium
  • Awarded to Non-Exempt and Exempt employees who are required by their Supervisor to work on a designated University Holiday
  • Paid at 1.5 Times Regular Hourly Rate
  • Earn equal time off for hours worked on Holiday
      • Up to 8 hours per day (hour for hour worked)
      • Earned as Extra Time
on call
On Call
  • Only Designated Jobs/Employees
      • Designated roles are reported to HR annually
      • Usually Non-Exempt, but some Exempt
  • On-Call Employees Must be Available
  • On-Call Compensation
      • $1.50 per hour
  • When Overtime is worked in the same pay week as On-Call time is paid, the On-Call payment must be used to calculate the Weekly Overtime Rate of Pay
emergency call back
Emergency Call Back
  • When an On-Call employee is contacted to respond on short notice to an emergency work situation
      • Includes working via telephone or computer
      • Includes travel time to work
      • Subtracted out from On-Call Hours Paid
emergency call back pay
Emergency Call Back Pay

Non-Exempt Employees:

  • Return to Work
    • Actual Time Worked or 2 Hours (whichever is greater)
    • Can be Paid out or awarded as Comp Time Off
  • Telephone/Computer Response
    • Actual Time Worked or 30 Minutes (whichever is greater)
    • Maximum 4 responses = 2 Hours
    • After 4 calls, employee receives credit for actual time worked
adverse weather
Adverse Weather
  • Status (call 513-8888)
    • University is Closed, Essential Personnel Only
    • University will Open Late, Essential Personnel Report Normally
    • Classes are Cancelled,Adverse Weather Advisory
    • Classes are InSession, Adverse Weather Advisory
  • Essential Personnel
    • Employees who have had prior written/verbal notification from their manager that they need to report to work under Adverse Weather conditions
adverse weather pay
Adverse Weather Pay
  • Essential Personnel
    • Closing/Late Openings
      • Must report to work as normal
      • Earn equivalent time-off
  • Non-Essential Personnel
    • Closing/Late Openings
      • Leave will be granted to cover hours missed
    • Adverse Weather Advisory
      • Employee determines whether or not they can safely report to work
      • Use annual leave, comp time, or bonus leave; or
      • Make-up time as “straight time” within 12 months
accumulative leave totals
Accumulative Leave Totals
  • Reconcile Leave Earned and Used Each Month
    • Monitored in the Web Leave System
    • Departmental option to complete
hour minute conversion
Hour/Minute Conversion

Decimal Time vs. Hour:Minutes

.00 = :00

.25 = :15 minutes

.50 = :30 minutes

.75 = :45 minutes

  • Angela Nicholson, Consultant
  • Angela_Nicholson@ncsu.edu
  • 515-4294
  • Eraina Weems, Specialist
  • Eraina_Weems@ncsu.edu
  • 515-7175
  • Deborah Wright, Director Classification & Compensation



  • Jenna Evenson, Consultant



  • Pamela Bragg, Consultant