PST110 Time & Labor

1. PST110 Time & Labor

2. Welcome! Cell Phones Introductions Fire Drill Roster Signing Materials Break Questions Rest Rooms

3. Evaluations! • To assist the University of Florida’s efforts in sustainability we have moved to electronic evaluations • Within next 3 days you should receive email request to provide feedback on today’s class • Please help us assess the quality of our training by completing the evaluation • Thank you!

4. Our ObjectivesToday • For payroll processors and approvers to understand • Overview of time & labor policy • Reporting and approving time and leave including time reporting codes, types of leave, eligibility, and accrual • Managing exceptions, time and labor tools and reports • Absence and leave of absence • Processing leave cash-outs • Security roles and further resources

5. UPK – What is it? • In today’s session we will use UPK (User Productivity Kit) which: • - Is a web-based training tool • - Provides instructions as you go It’s like working on the real system with the added feature of being guided through the task!

6. The Playback Modes Player modes are the different methods available to take you through each of the topics. In the classroom today, I will demonstrate in Try It! To navigate: Click on the first + (Module) then the next + (Lesson). This will expand the section to show all the Exercises. All the simulations you will practice today are available at www.hr.ufl.edu/training/myUFL/toolkits/default.asp

7. Did you know? Time and labor accounts for 70%of UF’s finances In 2008/2009: Almost $45 million paid out each pay period $53 million with benefits and taxes included That’s more than $1 billion each year!

8. Overview of Time & Labor

9. UF Time & Labor • Underpayments/overpayments costly in time it takes to correct and in financial terms for the University • Responsibility of each employee to ensure time and labor reported correctly BUT • Payroll processors and approvers have important role to play in ensuring errors are avoided

10. Fair Labor Standards Act (FLSA) • FLSA is one of the oldest labor laws in the United States • Non-exempt: Hourly employees (eligible for overtime pay or leave) • Exempt: Salaried employees (no overtime pay or leave)

11. Pay Plans • UF has 4 pay plans - Relate to position and job specific details TEAMS (Technical, Executive, Administrative, Managerial & Support) ACADEMIC PERSONNEL (Faculty) USPS (University Support Personnel System: no new USPS after 1/7/03) OPS (Other Personnel Services including students) Hiring Matrix at http://www.hr.ufl.edu/forms/default.asp#h

12. Work Week & Pay Calendar • Friday through Thursday • Bi-weekly (26 times per year) Payroll calendar and instructions to download to Outlook calendar at http://www.fa.ufl.edu/payroll/paydays-2011-2012.asp

13. Time and Labor Process Time and labor reported Time and labor reported Time administration runs Time administration runs Check for exceptions Check for exceptions Some Some None None Correct and clear exceptions Correct and clear exceptions Approve time and labor Time administration runs Process Payroll Approve time and labor Process Payroll

14. Reporting Time

15. Reporting Time: Non-Exempt • Non-exempt (hourly) employees enter time in and out, including any lunch breaks • Reported in Weekly Punch Time • Other options: • Web Clock • Paper Timecards Time recorded in 15 minute increments (rounding up or down). Instructions at http://www.hr.ufl.edu/leave/forms/timecard.pdf

16. Manager Self Service > Time Management >Time Management Home > Weekly Punch Time

17. Reporting Time: Exempt • Exempt (salaried) employees do not report time worked unless they are reporting leave • Exception for USPS exempt employees accounting for regular and special compensatory leave (more later…) • myUFL loads default schedule in Weekly Elapsed Time according to employee’s FTE (full-time equivalency)

18. Manager Self Service > Time Management >Time Management Home > Report Time This screen shows the default schedule for exempt (TEAMS) employee with FTE of 1.0 (8 hours per day of regular time through the UF workweek Friday – Thursday = 40 hours)

19. Time Reporting Codes (TRCs) • Designate time and labor in myUFL and assigned by employee’s workgroup • Examples: • TNE – Regular Teams Hourly • VAC – Vacation Leave Used • SCK – Sick Leave Used Complete listing of TRCs by Workgroup can be found at http://www.fa.ufl.edu/apps/payroll/trc-by-workgroup.aspx Instruction guide listing commonly used TRCs available at http://www.hr.ufl.edu/training/myUFL/toolkits/TimeLabor.asp

20. The “No Pay” TRC • Used to prevent system from loading additional hours for pay when exempt employee’s regular daily FTE not met • ‘NOPAY’ may also be used when terminations occur in the middle of a pay period to prevent overpayment (all exempt employees)

21. Manager Self Service > Time Management > Time Management Home > Report Time Exempt employee has FTE of 1.0. This week’s example schedule shows 26 hours regular pay, 8 hours holiday, 6 hours vacation = 40 hours. System needs to see 8 hours reported each day and on Wednesday there are 6 hours only. There is potential for overpayment if the system adds 2 hours regular pay… Solution! use 2 hours NO PAY

22. Reporting Time – Potential Problems! • Overpayments • Time-worked and leave reported equals more than 8 hours in one day • Time worked reported in both Weekly Punch Time and Weekly Elapsed Time • Underpayments • Employees forget to report time or leave • Approvers fail to review and approve time before payroll closes Note!Checking for exceptions before approving time will minimize these issues (more later!)

23. Exercise 1 • Exercise 1: Watch first. Then try it! Reporting Time (Weekly Punch Time) • Go to UPK Do not use the mouse scroll bar to navigate!

24. Any questions?

25. Reporting Leave

26. Types of Leave • In this section we will look at: • Policy • Vacation • Sick Leave • Holidays • Compensatory (Overtime/Regular/Special) • Administrative Leave • December Personal Leave • USPS Personal Leave

27. Time and Leave Policy • Leave accrues from hours approved for pay and cannot be used until posted to employee’s balance • Calculation used to determine accruals for part time employees: hours entered for pay Xaccrual rate • 80

28. Time and Leave Policy • Calculation can also be used to determine accruals for employee who has any unpaid leave in pay period • Accruals will be affected if employee is overpaid or underpaid Note!Checking for exceptions before approving time will minimize these issues (more later!)

29. Demonstration hours entered for pay Xaccrual rate • 80

30. Chart shows leave eligibility by salary plan and is located at http://www.hr.ufl.edu/training/myUFL/toolkits/TimeLabor.asp

31. Vacation • Reported in Weekly Elapsed Time • Vacation can be entered ahead of schedule, but will be encumbered • Can be taken when all accruals posted in employee’s leave balance • Requires approval. Supervisor may ask employee to use compensatory leave (if applicable) prior to approving vacation leave

32. Vacation • Hours accrued over maximum number of hours permitted to be kept in employee’s balance at calendar year end = converted to sick leave!

33. Sick Leave • Reported in Weekly Elapsed Time • Accrued at 4 hours per pay period for eligible employees (pro-rated for less than 1.0 FTE) • No maximum accrual • Sick leave must be authorized by supervisor • Can only be used when all accruals posted to employee’s leave balance

34. Holidays • Non-exemptemployees enter holidays in Weekly Elapsed Time • Exemptemployees not required to enter holidays • Exception: If default schedule is altered in a week in which a holiday falls, the holiday must be entered Annual holiday dates located at http://www.hr.ufl.edu/leave/holidays.asp

35. Overtime Compensation and Leave • Non-exempt employees only and must be approved in advance (but if worked it must be paid) • Applies to hours worked over 40 hours in workweek (Friday-Thursday) • One hour worked = 1.5 hours of overtime compensation (pay or compensatory leave) • 120 hours max accrual (= 80 hours worked)

36. Overtime Compensation and Leave • Overtime hours reported in Weekly Punch Time • Overtime compensatory leave taken is reported in Weekly Elapsed Time using appropriate TRC • Leave cash-out can apply if employee leaves non-exempt position or moves to another department • Balance must be cashed out by fiscal year end

37. Regular Compensatory Leave • USPS exempt employees only • Each hour over FTE = one hour of regular compensatory leave • 120-hour maximum • No cash value • Supervisor may ask employee to use compensatory leave (if applicable) prior to approving vacation leave

38. Special Compensatory Leave • TEAMS/USPS non-exempt & USPS Exempt • Earned through • Hours worked on a holiday • Certain types of administrative leave > FTE • Schedule can be adjusted within the workweek to prevent accrual • Paid as regular time (hour for hour) • Leave cash out occurs if employee leaves position that is eligible to accrue the leave • Fiscal year-end cash out

39. Administrative Leave • Reported in Weekly Elapsed Time using appropriate TRC • Leave with pay that is not charged against leave balances • Paid as regular time (hour for hour) • Requires Supervisor approval • Does not apply to Faculty (can use sick leave)

40. Administrative Leave • Includes but not limited to: • Jury duty • Death in immediate family • Some military leave • Official emergency closing • Use Application for Leave form located at • http://www.hr.ufl.edu/leave/forms/leaveapplication.pdf

41. December Personal Leave • TEAMS/Faculty in vacation-accruing salary plans eligible for four December Personal Leave (DPL) days per year (pro-rated for less than 1.0 FTE) • Exempt not required to report DPL unless any other type of leave taken during pay period • Non-exempt report DPL in Weekly Elapsed Time • Intended to be taken during December 26-31 • Essential employees can use in any increment from December 2 each year to June 30. No cash value (‘use or lose’)

42. USPS Personal Leave • In addition to paid holidays USPS employees receive one paid ‘personal day’ annually (pro-rated based on FTE) • Credited to employee at beginning of fiscal year • Must be taken (as whole day) by June 30 of that year

43. View Leave History Employees can find leave balances at My Self Service > Payroll and Compensation > View Leave History

44. Time & Labor Comp Leave Exercise!

45. 9 40 40 6 4 40 6 40 6 40 8

46. Exercise 2 • Exercise 2: Watch first. Then try it! Reporting Leave • Go to UPK Do not use the mouse scroll bar to navigate!

47. Any questions?

48. Managing Exceptions

49. Managing Exceptions • Exceptions are problems in Time and Labor which prevent time from processing correctly • Payroll processors and approvers view exceptions before approving time and labor and work with employees to fix the problems • Following data correction wait for overnight administration process • Review time and labor and approve!

50. Managing Exceptions • High level exceptions will not usually generate payable time • Means employee will not be paid until exception is corrected! • High level exceptions are: • Hours exceed 40 in a work week (exempt employees only) • Invalid punch order • More than 24 hours reported in one day • Invalid time reporting codes (TRCs)