SUPERCEDED Ohio University Policy and Procedure

Payroll Time Reporting Procedure for Classified and Student Employees

SUPERCEDED on January 6, 2004

Current Version




Procedure No.:   40.050

Page No.:        1,2,3,4,5,6,7 and 8 of 8

Date Issued:     05/01/96

Issued By:       W.L. Kennard



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PURPOSE:

To establish a procedure for payroll time reporting for classified and hourly student employees.


PROCEDURE:

TIME SHEETS OR CLOCK CARD

All time sheets and/or clock cards must be received by the Payroll Office no later than 5 p.m. of the Tuesday following the end of each pay period. Time sheets for Classified employees (Exhibit A) must have all pertinent items completed legibly.

A. EMPLOYEE'S NAME PRINTED

B. EMPLOYEE'S SOCIAL SECURITY NUMBER

C. BEGINNING AND ENDING DATES OF THE PAY PERIOD - MONTH, DAY AND YEAR

D. NAME OF THE EMPLOYING DEPARTMENT

E. DEPARTMENT ACCOUNT NUMBER

F. TIME IN/OUT

  1. Indicate the actual time the employee starts and stops working. However, when an employee reports early or leaves late, but actually works only during his normal work schedule, the normal starting and/or quitting time is to be reported.

  2. In the event an employee works a "split-shift," double entries should be made to reflect the separate periods in which hours are worked.

  3. Hours worked past midnight are to be reported for the day on which the work-day begins. (Example: an employee starting at 10:00 p.m. on Friday who works until 5:00 a.m. on Saturday is to report all hours as being worked on Friday.

  4. "Time in and out" should not be reported for any day on which sick leave, vacation, compensatory time, jury duty or holiday hours are reported a portion of the day was actually worked.


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G. HOURS WORKED

  1. The reporting of hours worked is to the nearest tenth (.1) of an hour. Employees reporting early or leaving late who are either required or permitted to work in excess of the normal schedule are entitled to credit for each tenth of an hour in which 4 minutes or more are worked, (6 minutes equals one tenth). The time of an employee reporting late or leaving early also is to be computed to the nearest tenth of an hour. For this purpose, each work-day stands alone and minutes may not be accumulated in determining the total hours worked.

  2. The time of some employees is reported on a clock card which shows the actual time in and out, but may not reflect the actual hours worked. As in G. 1. above, credit for actual hours worked must be determined but minutes may not be accumulated and/or offset on different days.

  3. If "hours worked" are reported on the same day as "sick hours," "vacation hours " or "other hours" the total for the day may not exceed 8 hours. EXCEPTION: If the normal scheduled work day is more than 8 hours (e.g. a part-time employee regularly scheduled for two 10-hour days each week) the total of hours worked and sick hours may exceed the 8 hours. If "hours worked" are reported on a day designated as a holiday, the total for the day may not exceed the number of hours worked plus a maximum of 8 holiday hours.

H. OVERTIME HOURS

  1. Overtime hours are calculated on a weekly basis only and will be paid on that basis.

  2. Overtime hours are calculated by subtracting 40 from the sum total of weekly hours worked, vacation hours, sick hours, holiday hours and other hours. The hours over 40 are to be noted by day and shown in total in the weekly overtime hours space.


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I. VACATION, SICK OR HOLIDAY HOURS

  1. Sick leave may not be reported for any day designated by University Policy as a holiday. If sick on a holiday, the employee will be paid for the holiday and not charged with sick leave.

  2. Vacation hours may not be reported for any day designated as a holiday. If on vacation when a holiday occurs, the employee will be paid for the holiday and not charged with vacation time.

  3. If an employee is required to work on a holiday they will receive holiday pay plus overtime pay at one and a half times the regular hourly rate. Eight (8) hours worked on a holiday should be reported on time sheets/clock cards and time summary sheets as follows:

    8 hours in the holiday hours column

    8 hours in the overtime hours column

    16 hours in the total hours column

    Hours worked on a holiday will be paid at the overtime rate regardless of the total number of hours reported in the week, for all eligible employees.

  4. Report only the amount of sick leave and vacation hours for which the employee has sufficient accrual (including that earned in the period being reported) to cover the absence. A full time employee who reports less than eighty (80) compensable hours (excluding overtime) for any pay period must indicate in the remarks column the reason for any unreported hours (e.g. late, authorized absence, etc.).
  5. Hours may not be reported when an employee is on leave of absence.

J. OTHER HOURS

  1. Enter jury duty, military leave, compensatory time, personal hours, funeral leave, or other hours to be paid but not worked in this column and insert the code in the other hours code column. (Note: Personal hours for non-bargaining unit only and funeral leave up to 3 days for bargaining unit only.)


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K. TOTAL ALL COLUMNS IN WHICH ENTRIES HAVE BEEN MADE.

L. TOTAL EACH HORIZONTAL LINE ON WHICH ENTRIES HAVE BEEN MADE AND INSERT IN THE "TOTAL HOURS" COLUMN.

M. THE EMPLOYEE'S SIGNATURE.

N. TIME SHEET OR CLOCK CARD MUST BE SIGNED BY SUPERVISOR.

SIGNATURE STAMPS ARE NOT ACCEPTABLE.

O. MEAL AMOUNT

  1. The supervisor is to indicate "meal amount" in the box on the lower left side of the form. The meal amount is the amount to be deducted from the employee's pay for meals.

P. HOURLY RATE OVERRIDE

  1. The hourly rate override amount is the rate of pay for an employee for a particular pay period which is different from the rate preprinted on the summary sheet. A separate time sheet must be submitted for each different hourly rate for each employee in one department (account number). If a student is to be paid an hourly rate different than that indicated on the preprinted summary sheet, the correct hourly rate is to be entered in the box marked "hourly rate override". If the new rate is to be permanent, a new authorization card must be completed indicating the new rate for your department. An authorization card is required for all new student employees.

Q. STUDENT TIME REPORTS

Students will report time on a "student time report" (Exhibit B). Instructions for filling out this report are the same, where applicable, as the classified employee time report outlined in the preceding section. Student employees are compensated for actual time worked. Payment is not made for sick time, holidays, vacation or other time off. In accordance with the Fair Labor Standards Act, the times in and out must be the actual starting and quitting times. Workstudy and PACE student time reports must be sent to the Student Financial Aid Office. All other student time reports are to be routed directly to the Payroll Office.

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If a student is to be paid a different hourly rate from that preprinted on the summary sheet see Section P on hourly rate overrides.

DEPARTMENT TIME SUMMARY SHEET

A. Two copies of the "Departmental Time Summary Sheet" (Exhibit C) will be distributed along with pay checks at the end of the pay period.

B. The summary sheet will be used for classified employees, as well as Student Employees. All employees to be paid on a bi-weekly basis must be entered on this sheet.<

C. The summary Sheet will be preprinted with the following:

  1. DEPARTMENT NAME
  2. DEPARTMENT ACCOUNT NUMBER
  3. PAY PERIOD ENDING DATE
  4. NAME
  5. SOCIAL SECURITY NUMBER
  6. OBJECT CODE
  7. PREVIOUS PAY PERIOD HOURS
  8. PREVIOUS PAY PERIOD RATES
  9. AVAILABLE VACATION HOURS
  10. AVAILABLE SICK HOURS
  11. AVAILABLE PERSONAL HOURS (NON-BARGAINING ONLY)

D. Pay period totals for the following columns are to be entered by the department from supporting time sheets or clock cards. Care should be taken to indicate this information under the proper column.

  1. DOCUMENT COUNT(# of time sheets/cards attached)
  2. MEAL AMOUNT
  3. HOURLY RATE OVERRIDE COUNT
  4. TOTAL REGULAR HOURS
  5. TOTAL VACATION HOURS
  6. TOTAL SICK HOURS
  7. TOTAL HOLIDAY HOURS
  8. TOTAL OTHER HOURS
  9. TOTAL OVERTIME HOURS
  10. TOTAL HOURS


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E. Each page is to be totaled. It is necessary to summarize hours worked by employees on this form. Total the information at the bottom of the form in the ten boxes and attach all time sheets and cards in the same order in which the employees are listed on the summary sheet.

You should use the green shaded areas to assist you in summarizing the data. The information in this area helps payroll to locate errors when the summary sheet totals do not agree with the time sheets or clock cards. All hourly data will be entered directly into the computer from each employee's time sheet or clock card. It is essential that each time sheet and clock card be accurate. It is the supervisor's responsibility to insure the accuracy and completeness of each time sheet and clock card. Sheets and cards must be legible.

F. The Summary Sheet must be signed by the appropriate supervisor. Signature stamps are not acceptable. Departments having multiple summary sheets need to approve only the last sheet for each account number.

G. The original copy of the "Department Time Summary Sheet" and the individual time sheets or clock cards must be returned to the Payroll Office by 5 p.m. on Tuesday following the end of the pay period. Late submission of time sheets or cards will result in a delay in issuing the employee's pay check/direct deposit.

H. New employees in a department must have their name and Social Security Number added to the end of theSummary Sheet. If no hours are reported for student employees preprinted on the summary sheet their name will continue to be preprinted on the summary sheet until you line them off.

Employees will be paid at the rate which is preprinted on the Summary Sheet. If a student employee is to be paid at a rate different from that which is pre- printed, the correct rate must be indicated in the hourly rate override box on the time sheet or clock card. (See Section P on page 4 of this policy.)


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I. If an employee works in more than one department during a pay period, he/she must fill out a time sheet for each department in which he/she works and should be entered on the Summary Sheet for each department. Under this system, each department is authorizing the time to be charged to their department and the distribution of payroll will be consistent with the data turned in on the Summary Sheet. If an employee is paid more than one rate by a department, they must fill out a separate time sheet or card for the hours worked at each rate.

CLASSIFIED EMPLOYEE - NEW HIRES

Classified employees (employees other than student employees and contract employees) are hired through the Personnel Office. Questions concerning the employment of new people should be directed to the Human Resources Department.

STUDENT - NEW HIRES

Student employees are hired through the Student Financial Aid Office. Forms for hiring students are available at the StudentFinancial Aid Office and must be returned there for approval signature before the Payroll Department can enter the employee into the system.

SUPPLEMENTARY INFORMATION

A. Sick leave credit is earned at the rate of .0575 hours for each hour of service in active pay status. Active status refers to all time for which the employee is paid.

B. Sick leave may be used only on days for which the employee is scheduled to work. Payments for sick leave will not exceed the normal scheduled workday earnings or a maximum of 80 hours during a pay period. Classified sick leave forms (Form No. UPS 15) should be sent directly to University Human Resources by each department.

C. Holidays falling on Sunday will be observed on the following Monday; those falling on Saturday will be observed on the preceding Friday. Payment will not be made for Holidays occurring when an employee is on leave of absence. For further Holiday information refer to Policy Number 41.126.


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D. Full pay shall be granted by a department when an employee is subpoenaed for court or jury duty by the United States, the State of Ohio, or a political subdivision. Time reporting should be submitted showing the regular number of hours an employee would otherwise work, if not called for jury duty; report the hours in the "Other Hours" column and the proper code in the "Other Hours Code" column. Do not make entries under "Time in/Time out" or "Hours Worked" unless a portion of a given day was actually worked. (Note: All compensation received for court or jury duty shall be remitted by the employee to Ohio University through University Human Resources.)

E. Vacation Hours are earned at the following rates:

All Eligible Classified Employees:

     Years of Service          Vac. Hrs. Earned per Hr. Paid

              0-5                           .0388
             8-10                           .0575
            10-20                           .0775
         20 and Over                        .0963

Vacation Hours are earned on a maximum of 80 paid hours (except overtime) per pay period. Employees may use accumulated vacation after their initial probationary period. (Also refer to Policy41.000 for more information.)

F. Any errors should be reported immediately to the Payroll Office.

G. Employees may receive their check prior to pay day providing the checks are printed. The employee must be on vacation, sick leave or travel status on pay day and must have written permission from their supervisor.

H. Refer questions or special situations to the Payroll Office.



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Dick Piccard revised this file (http://www.ohiou.edu/policy/s40-050.html) on January 6, 2004.

Please E-mail any comments or suggestions to "polproc@www.ohiou.edu".