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Time & Attendance Reporting

Patricia BaileyPaula BoettcherPayroll Services

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Topics for Discussion

Who should complete weekly time records

SPA “subject” & SPA “exempt” employees

Go over examples of completed time records and Application for Leave forms

Discuss overtime, holiday premium pay, compensatory time and leave without pay

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SPA Employees

“Subject” to FLSA”Required

Complete Weekly Time Records

Complete and submit Application for Leave form

“Exempt” from FLSA”Required

Complete and submit Application for Leave form

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Other Employee Types

Time Records – WTESPA Temporary Employees

(Non-Student)

Student Employees

Work Study Student Employees

Do Not Complete Time Records Graduate Assistants

Part Time Faculty

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Pay Days for Different Types of Employees

Type of Employee Pay Days Period Covered Web Time Entry /Time SheetSubmission Date

Permanent SPA /EPA 15th

Last day of month

1st thru 15th

16th thru end of month

Weekly

Non Student Temporary 15th All hours worked in previous month

WTE must be approved by the Supervisor no later than the 3rd working

day of the month

Work Study StudentStudent-- Temporary

Wage

15th All hours worked the previous month

WTE must be approved by the Supervisor no later than the 3rd working

day of the month

Graduate Students

15th

Last day of month

No time recordsuncc.edu/gradmiss/gs_assistantships.html

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General Rules for Time Records

Time Records are to be completed fully and accurately each week.

Time records must be signed by both the employee and supervisor.

The head of each department is responsible for retaining the original “Permanent Employee Weekly Time Record” for all FLSA subject employees.

Original “Permanent Employee Weekly Time Records must be retained for the current calendar year and five prior calendar years. (Time records can be destroyed on Jan.1st on the seventh year)

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Web Time Entry (WTE)

Training/Resources:

For information and training on Web Time Entry please visit the website link below:

http://finance.uncc.edu/financial-data-administration-fda/training/banner-web-time-entry/banner-web-time-entry

Employees and Students can access Web Time Entry ( WTE ) from anywhere, anytime.

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Timesheets

Download timesheets on the web at:

http://finance.uncc.edu/forms/payroll

.

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Examples of Timesheets

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Standard Time Record

UNCC ID

If the employee has signed his/her time record verifying the hours worked, the supervisor does not need to sign the time record.

1 2

0%0%

1. True2. False

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Nightshift/Premium Pay

UNCC ID

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UNC CHARLOTTE The- University of North Carolina at Charlotte

Charlotte. NC . 28223

Pre-Employment Agreement Regarding Overtime Compensation

This agreement is to be completed by job applicants selected for State employment in positions subject to hours of work and overtime pay standards. This agreement is a precondition of employment and shall be part of the employee's personnel file.

It has been explained to me and I understand that it is the policy of the State of North Carolina to give overtime compensation in the form of compensatory time off, rather than in monetary compensation, whenever possible. I also understand that the decision to give either compensatory time off or monetary compensation is a decision to be made by management, and is not my choice.

Signature

Printed Name

Date

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Compensatory Time Off

•The employee must receive approval from the supervisor PRIOR to working more than an eight hour work day.

•Compensatory time is earned at a rate of 1 ½ hours for every hour physically worked over 40.

•Earned Compensatory Time should be taken at a time convenient for the department but before the end of the following month if possible.

•Compensatory Time should be used before using vacation or bonus leave.

•In all cases, Compensatory Time must be used within 12 months or paid to the employee. The supervisor is responsible for tracking Compensatory Time.

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Compensatory Leave Log

“Holiday Compensatory Time” earned is to be taken at a later date.

All compensatory time earned should be noted on a “Compensatory Leave Log” and a copy kept by both the employee and supervisor.

If your employee exceeds 40 actual/physical hours worked during the week, they are also entitled to overtime pay for hours worked over 40. For all “exception pay” including holiday premium pay, you must attach a memo to the timecard.

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Compensatory Time

UNCC ID

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Overtime Pay

UNCC ID

If an employee has exceeded 8 hours in a given work day, they are entitled to overtime pay.

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0%0%

1. True2. False

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Overtime Memo….

A supervisor may authorize overtime pay in the following manner:

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0% 0%0%

1. By signing the time record

2. By attaching a memo signed by the department head along with the signed time record

3. By sending a memo signed by the department head to Payroll

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Holiday Pay

UNCC ID

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Holiday Premium Pay

UNCC ID

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Combined overtime & sick time

UNCC ID

If a 40 hour per week employee works overtime on Monday and then is out sick on Wednesday, they only use the amount of sick leave necessary in order to make a 40 hour work week.

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0%0%

1. True2. False

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Combination of regular hours, vacation & sick time

UNCC ID

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Leave without Pay

UNCC ID

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Application for Leave

Download Application for Leave on the web at:

http://hr.uncc.edu/forms/leave

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Application for Leave…

Departments must submit original Applications for Leave reflecting actual leave taken (for all leaving earning employees) to the Payroll Department on a weekly basis. This is to be done as soon as possible following the time off from work.

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Standard Application for Leave

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Leave with both vacation & sick time

Exempt SPA employees and EPA employees who earn leave submit the Standard Application for Leave form:

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0% 0%0%0%

1. Quarterly.2. On the first day

following the time off from work.

3. Are not required to submit leave forms.

4. At the end of the year for all leave taken during the year.

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Leave Without Pay

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Guidelines for Leave Without Pay

•If the employee is in Leave Without Pay status, you must submit a copy of the weekly time record AND an Application for Leave coded to “420” (leave without pay).

•This should be sent to Payroll on the Monday following the day that the employee goes into “LWOP” status.

•If you have an employee with more than 8 hours of LWOP, contact Payroll immediately to avoid an overpayment.

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“Exception” Leave

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Military Leave

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FMLA or Extended Leave

• If you have an employee who is out for more than three days, you are required to contact the Benefits Department.

• Employees out of work for more than three days for a FMLA qualifying reason must apply for FMLA or a leave of absence for which the employee is eligible.

• For more information on FMLA, contact the Benefits Department.

An employee automatically uses FMLA (Family Medical Leave Act), when they are out for more than three days.

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0%0%

1. True2. False

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Community Involvement Leave

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Employee leaving the University?

The employing department will send copies of the employee’s “Permanent Employee Weekly Time Record” for the final two months of employment.

If the employee is not subject to FLSA, the employing department will be responsible for verifying leave used for the final two months of employment.

These reports should be sent to the Payroll Department.

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Note: Department heads and supervisors are responsible for tracking and managing compensatory time earned by FLSA subject employees.

FLSA exempt employees (both SPA and EPA) are not entitled to hour for hour compensatory time for hours worked in excess of forty weekly.

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Time & Attendance ReportingQuestions?

Patricia BaileyPayroll Manager – 75795

Paula BoettcherAssistant Payroll Manager – 75794

Ann HieronymusSPA/EPA Permanent Payroll – 75796

VacantDeductions/Leave and Non-Student Temp Payroll – 75797

Renetta DarityWork –Study Students/Grad Students// EPA/SPA Temporary Payroll – 75799

Brenda MusselmanStudent Payroll and Payroll Receptionist -75798