Payroll & Work-Leave Reporting

Policy & Guidelines

June 8, 2015

Office of the ProvostFinance & Administration

http://www.washington.edu/provost/finance-administration/payroll//

HR Campus Operations: Contacts

HR OperationsBecky Seliga, Human Resource Specialistbseliga@uw.edu543-9407

HR RecruitmentJoanie Moran, Recruiterjmoran@uw.edu685-2528

HR ConsultantRenni Bispham, HR Consultantrbispham@uw.edu685-7576

Chris Pierce, Human Resource Specialistcpie433@uw.edu 616-4434

Provost F&A Contacts – Payroll & Work-Leave

Kim Dinh> FMLA management

Maria MacGregor> Payroll onboarding > Consulting/advising on leave usage & accrual> Underpayments & overpayments

Keith Brown> OPUS (UW Payroll System) entries> OWLS (Work-Leave Reporting) entries> Consulting/advising on completing timesheets

Time Reporting

Establishing Work Schedule

Based on the FTE (already established in the hiring approval), establish a standard work schedule for your employee that fits the service and operational needs of your unit.

BEST PRACTICE: Same number of hours per day (total hours per week / # of days worked)

Example: 100% FTE Work Schedule (5 x 8)

Example: 100% FTE Work Schedule (4 x 10)NOTE: Justification for non-traditional schedules (4 10s) must be documented

Example: 80% FTE Work Schedule (5 x 6.4)

Example: 80% FTE Work Schedule (4 x 8)

Establishing Work Schedule

Supervisor responsibilities:• Work schedule of the employee should ensure that the unit’s services and

operations are fully covered, 8 AM – 5 PM, Monday-Friday• Confirm that actual work schedule follows the established work schedule• Non-traditional work schedule should be documented between supervisor

and employee with a copy to Provost F&A.• Once established, the work schedule cannot be changed for personal

convenience.• Confirm that hours worked per week fit the employee’s FTE

• If it differs, review work schedule and the position’s duties/responsibilities

When to contact Provost F&A:• If the work schedule is non-traditional• If there are permanent changes in the work schedule• If there are changes in the FTE

Overtime (OT) Exempt

OT Exempt: Work, on average, a 40-hour week– Actual hours per day may differ, but should average to 40

hours per week overall

Supervisor Responsibilities:• In your regular meetings, evaluate your employees work load • If OT exempt is regularly working above average, check in with

employee. Is the work load too high? Are there efficiency issues?

When to contact Provost F&A:• If there may need to be a change in FTE • If there is a performance issue

Overtime (OT) Eligible

DEFINITION dependent on employment program:• Classified Staff OT: Hours worked + leave hours + holiday hours is

greater than 40 hours / week • Pro Staff OT: Hours worked is greater 40 hours / week• Hourly OT: Hours worked is greater than 40 hours per week

Supervisor Responsibilities:• Preapprove (in writing) any overtime hours and whether it will be paid

out or accrued as comp time. • Accrued comp time for classified or professional staff must be used by

or paid out by June 30th of each year.

When to contact Provost F&A:• To report OT hours to be paid out for an employee (must occur before

the end of the pay period in which OT occurred)

Leave Reporting

Leave Accrual

Accrual rates are dependent upon:

• Employment program• Prior service credit• FTE

Accrual Rates – Professional StaffNOTE: Amounts based on 100% FTE and are prorated for FTEs less than 100%

Accrual Rates – Classified StaffNOTE: Accrual rate may differ depending on labor contract

Prior Service Credit

Annual Leave:• Previous UW or state service in a monthly-paid position totaling at

least 48 months may be applied toward a higher annual leave accrual rate

Sick Leave:• Former state employees who are rehired as UW classified non-

union employees within five (5) years of separation are eligible to have their previous sick leave balance reinstated.

• Former state employees who are rehired as UW contract classified staff, professional staff or librarians within three (3) years of separation are eligible to have their previous sick leave balance reinstated.

Prior Service Credit Form: http://www.washington.edu/admin/hr/forms/crediting.request.docx

Leave Without Pay (LWOP)

Leave Without Pay (LWOP) occurs when:

• An employee does not have sufficient paid leave accrued to cover his/her absence

• A classified staff employee has not completed his/her probationary period

Important :

• LWOP be reported to Provost F&A within the pay period that the LWOP occurred or overpayment may occur

• If LWOP exceeds 10 work days in a given month, employee does not accrue leave for that month

• Classified staff and professional staff OT eligible can make up hours within the same work week rather than take LWOP

• Professional staff OT exempt cannot make up hours, must be taken as LWOP

• A holiday immediately following a day of LWOP is also a day without pay

Leave That is Accrued Can Be Used For:

Annual Leave

• Vacation• Education• FMLA or ADA-covered leave• Parental bonding• Childcare or eldercare emergencies• Other personal reasons

Sick Leave

• Illness or injury• FMLA-covered leave• Medical or dental appointments• Bereavement or condolence• Pregnancy and child birth• Childcare or eldercare emergencies

Accrual rates are dependent on employment program, length of service, and FTE.

Newly hired staff who start before the 16th accrue leave at the end of that month. Staff who start on or after the 16th will not accrue hours until the end of the next month. Same rule in opposite applies for separation date. Staff who end before the 16th will not accrue hours for that month. Staff who end on or after the 16th, will accrue leave hours in full for that month.

Contract classified staff must complete a probationary period prior to using any paid vacation hours. Probationary employees are eligible to use accrued sick leave, comp time or holiday credit, and Personal Holiday (if 4 months of service are already completed) during the probationary period. Usage will extends the end of the probationary period.

Leave That Is Granted

Bereavement Leave• Death of a family or household member• Max 3 shift days per event

Civil Leave• Paid leave for jury or other subpoenaed civil duties• Not for personal issues

Discretionary Leave (Professional Staff only)• Recognition of noteworthy achievement and work effort• Max of 6 days per calendar year• Must have prior approval of Dept Head:

http://www.washington.edu/provost/files/2015/02/Discretionary-Leave-Request-FILLABLE.pdf

Military Training Leave with Pay• Paid training leave for employees under military orders• Up to 21 working days per year

Requesting and Approving Leave

Employee Responsibilities• Know accrued leave balances and usage policies• Leave requested in advance and in writing to supervisor• Ensure business continuity

Supervisor Responsibilities• Understand leave usage policies• Make sure that employee has sufficient leave accrued or LWOP is

acceptable • Document approval of leave request in writing• Report LWOP to Provost F&A in advance of pay period end date• Ensure business continuity

Understanding partial day absences

Documenting Work-Leave

• Overtime Eligible Positions – Use OT-Eligible Work-Leave Form:

http://www.washington.edu/provost/files/2015/03/Work-Leave-Report-OT-Eligible-FILLABLE.pdf– Work-leave reports must be completed submitted at the end of each payroll

period (15th and 30th/31st of each month)– Note actual # of hours actually worked per day– Note actual # of hours of leave taken

• Overtime Exempt Positions – Use OT-Exempt Work-Leave Form:

http://www.washington.edu/provost/files/2015/01/Work-Leave-Report-OT-Exempt-FILLABLE.pdf – Work-leave reports must be completed submitted at the end of each month– Note days worked with an “X” – Note actual # of hours of leave taken

Example: OT Eligible Work-Leave Record(January 2015)

Example: OT Exempt Work-Leave Record (January 2015)

FMLARenni Bispham, HR Consultant

Office of the Provost Finance & Administration

Q & A

June 8, 2015

http://www.washington.edu/provost/finance-administration/payroll/