Special Session for
Human Resources, Time & Leave, and
Payroll Administrators
Date: June 27, 2012
Time: 3:00 – 5:00 p.m.
Location: Room B102, Eastern High School
Today’s Agenda
• Entering time in the E210 system
• The new HX Code and the new E210 Overtime
Report
• Review and answer questions on key concepts
presented in recent FastFacts on:
–
–
–
–
Hours Worked & Time Off Plans – March 28, 2012
Understanding and Calculating Regular Rate – April 24, 2012
Tracking Time in E210 & Processing Overtime in SAP – May 10, 2012
Overtime Pay – Real-Life Scenarios & Special Issues - June 7, 2012
Entering Time in E210
Timekeeping Requirements
• A complete and accurate record of employee’s work
and leave time is essential and required by:
– Wage & hour and employment laws
– Federal requirement regarding charging cost of vacation leave
taken by employees paid from sponsored funds
• Non-exempt employees must record their actual hours
worked weekly.
• Supervisors of non-exempt employees must review their
non-exempt employees’ completed timesheets weekly &
submit OT payment no later than the next pay period.
E210 System
• Official university time record
– Records time worked (including time off plan)
– Documents leave accrual and use (paid or unpaid)
– Automates deduction of leave needed to supplement shortterm disability benefit, if applicable
• Maintained by the Financial Systems Administrative
Department of the Controller’s Office
For policy questions regarding leave administration, consult
your
Divisional HR office.
Entering Time in E210
Problems with time entries
• Incomplete and inaccurate time records
• Late submission, review, and approval of E210
• Incorrectly recording time off used in lieu of pay
• Leave or the combination of leave and time
worked exceed the number of hours normally
scheduled on that day.
Entering Time in E210
Problems with time entries
• Confusion over the use of AH, XO, C codes
• Lack of/missing explanation for time in
the Comments section
• Submitting time way in advance
Entering Time in E210
Things to remember:
• E210 must reflect hours worked on the actual day they
were worked.
• E210 must be completed weekly by non-exempt
employees.
• Supervisor must review non-exempt employee E210 for
OT weekly. Supervisor approve time entries monthly.
Entering Time in E210
Things to remember:
• Round start and stop time to the nearest quarter hour
– 15 minutes increments are entered into E210 as:
• 0.25, 0.5, 0.75
• May not round standard hours (e.g., 5.6 hours per day for
working a 28 hour work week).
Entering Time in E210
Things to remember:
• When using time-off plan, record additional hours as X or HX
and record time-off in lieu of pay taken using C code.
Example:
Note:
Time off in lieu of pay must occur within same pay period.
- In excess of standard workweek but less than 40 hours: 1 hour worked
equals 1 hour time off
- In excess of 40 hours: 1 hour worked equals 1.5 hour time off
Entering Time in E210
Things to remember:
• Leave time and leave time + hours worked – cannot be greater than
scheduled work hours in a day
• When an Alternative Holiday (AH) is used, be sure to remove the
“original” H code on the university recognized holiday. IF an employee
works on a university recognized holiday, use HX code for hours
worked.
The New HX Code
and
The E210 Overtime Report
Introducing…Effective July 1, 2012
• The new HX code in E210
(use for working on a holiday)
• The new E210 Overtime
Report
E210 System HX Code
HX code
- To be used for working on a holiday beginning July 1,
2012
- Needed for the new E210 Overtime Report
- Resubmit E210 if time has been submitted in advance
for hours worked on or after July 1, 2012
E210 Overtime Report
What is it?
…a tool
designed to help supervisors and
timekeepers determine who worked overtime and the
number of overtime hours worked by non-bargaining,
non-exempt employees who enter leave and work time in
E210
…always uses the current information of the
employee with the exception of scheduled hours
E210 Overtime Report
Available to supervisors and timekeepers
to run by themselves within E210
starting on July 1, 2012
for
E210 entries from July 1, 2011 forward
E210 Overtime Report
Why is it important to run the report?
– Calculating overtime hours manually can be
involved, complicated and prone to errors
– Incorrect calculations
Incorrect payments
Non-compliance with law & JHU policy
– Automates overtime calculation as required by law
and JHU policy
E210 Overtime Report
What information does the report provide?
•
Identifies who worked overtime in a specific time period
•
Identifies number of overtime hours worked to be paid at standard rate vs.
premium rate
•
Identifies leave excluded from overtime calculation
•
Identifies hours worked on a holiday to be paid at premium rate and
excluded from FLSA premium overtime calculation
•
Identifies due date for Bonus/Supplemental ISR to ensure timely OT pay
processing and compliance with JHU policy and legal requirements
(http://ssc.jhmi.edu/hr_payroll/deadlines.html)
E210 Overtime Report
Key Features
• Department selection
– For example, U4321, U43, or U
• Date range for overtime reporting – E210 entries from July 1, 2011
• Sort capability by:
–
–
–
–
Department
Employee last name
Personnel number (pernr)
ISR processing date
E210 Overtime Report
Key Features
• Easy access to view E210 time entries by clicking on an employee’s
pernr
• Flags employees who had a change in hours or FLSA category during a
month
– Signals need to review E210 Overtime Report calculations closely
– May need to be manually re-calculated
Note: The header in the non-exempt employee’s E210 record will now
display the number of holiday hours the employee is eligible.
E210 Overtime Report
How to run the E210 Overtime Report?
Step 1: In an employee’s E210, click on Go to Reports.
E210 Overtime Report
How to run the E210 Overtime Report?
Step 2: In the Report Selection screen, choose Staff Report in
the Select Report Type section. Then choose OT Report in the
Select the Report section. Finally, choose Let me select the
dept/div in Use Default Dept/Div section. Then click Continue.
E210 Overtime Report
How to run the E210 Overtime Report?
Step 3: Enter Department(s) or Division(s) and Date Range
desired. Then, click Get Report.
E210 Overtime Report
E210 Overtime Report
Click one to sort
1
2
3
Columns 1-4
General
information
4
5
6
Columns 5-7
E210 submission
information
7
8
9
10
Columns 8-10
Scheduled
Hours; Hours
Recorded;
Hours Worked
11
12
13
14
Column 11 Column 12
Hours
HX Hours
excluded
from FLSA
calculation
15
16
Columns 13-16
Information for
submitting
bonus/supplemental ISR
E210 Overtime Report
Column Definitions
– Department – legacy department code
– Month Submitted Date – date last submitted
– Form Status – status of E210 record, i.e., S = submitted only, A =
submitted and approved, L = locked down
– Week Ending – last day of the workweek when overtime hours were
worked
– Scheduled Total Hours – employee’s standard total weekly hours
(not work schedule rule) when E210 for the month was submitted
E210 Overtime Report
Column Definitions
– Total Hours Recorded – all hours entered including non-worked hours, e.g.,
vacation, sick, holiday, personal day, time off in lieu of pay
– Total Hours Worked – all hours worked coded as X, HX, XO
– Leave & (HX) Hours Exempt from FLSA Premium
Overtime – non-worked hours, e.g., vacation, sick, all time not coded as X, XO
– Holiday Hours Worked (HX Code) – hours worked on a university
designated holiday. Paid or to be taken as leave at 1.5 times of actual number of hours
worked.
– Standard OT (WT 2084) – overtime hours paid at employee’s standard/base
rate. Use wage type 2084.
E210 Overtime Report
Column Definitions
– Premium OT Non-Holiday Worked (WT205A) –
number of overtime hours worked over 40 hours in the workweek paid at
1.5 times of employee’s standard/base rate. Use wage type 205A.
• If other FLSA earnings are also paid during the same workweek, then
use regular rate. Use wage type 205M.
– Premium OT Holiday Worked (WT205A) – hours
worked on a holiday paid at 1.5 times of employee’s standard/base rate.
Use wage type 205A or take as leave at 1.5 times for all actual hours
worked.
– Process ISR By – HR/Payroll Shared Services website cutoff dates
for Bonus/Supplemental ISR
E210 Overtime Report
Example 1: 40 hour standard workweek, 8 hours/day, 8:30 – 5:00 p.m., Monday – Friday
–
–
Worked on 5 hours on July 4th, which is a university holiday.
Also worked 1.5 additional hours each day from Tuesday to Friday
E210 time entries show:
The E210 Overtime Report shows:
E210 Overtime Report
•
•
•
Determining Standard & Premium Overtime Hours:
– Total Hours Recorded = 46 hours
– Total Hours Worked = 43 hours (excludes 3 hrs holiday leave on Monday)
– Leave & (HX) Hours Exempt from FLSA Premium OT = 8 (includes 3 hrs holiday leave + 5
holiday hrs worked)
– Total Standard OT = 6 hours
– Total Premium OT (Holiday) = 5 hours
Holiday Hours Worked: Employee is paid his/her normal pay plus one-and-one half times
his/her regular rate for all hours worked on a university holiday or receives equivalent timeoff at a future date at a rate of one-and-one half times.
No Pyramiding: Premium pay paid for working on a holiday is excluded from the calculation
of overtime for the week.
E210 Overtime Report
Taking time-off in lieu of pay for all hours worked
– Holiday Hours Worked: Since the employee worked 5 hours on July 4th, she may take 7.5 hours
time-off in lieu of pay (5 hours x 1.5 = 7.5 hours)
– Additional Overtime Hours Worked: For the additional 6 hours the employee worked for the
rest of the week, she may take 6 hours time-off in lieu of pay (6 hours x 1 = 6 hours)
– Time-off in lieu of pay = 13.5 hours (7.5 hours + 6 hours)
Remember to enter an explanation in the Comment section of the E210.
E210 Overtime Report
Example 2: 37.5 hour standard workweek, 7.5 hours/day, 8:30 – 5:00 p.m., Monday –
Friday
– Works additional hours on every day this week except Friday
– On Friday, he took 3.75 hours of vacation
E210 time entries show:
Overtime Report shows:
E210 Overtime Report
E210 Overtime Report
•
Determining Standard & Premium Overtime Hours:
– Total Hours Recorded = 47 hours
– Total Hours Worked = 43.25 hours (excludes 3.75 hrs vacation leave on Friday)
– Leave & (HX) Hours Exempt from FLSA Premium OT = 3.75 (includes 3.75 hrs vacation
leave)
– Total Standard OT = 6.25 hours
– Total Premium OT = 3.25 hours
Any time not worked (e.g., vacation, holiday) must be excluded.
E210 Overtime Report
Important To Note!
• Usefulness of the report depends on:
– Integrity and accuracy of your employees’ position data in
SAP and E210
– Correct usage of time and leave codes
– Accuracy and completeness of time recorded
– Timeliness of recording time worked and leave used
E210 Overtime Report
Important To Note!
• E210 Overtime Report calculations may not be accurate when
an employee’s:
– Scheduled hours change during the month
– FLSA status changes during the month
– E210 is submitted in advance
– Position information in SAP is inaccurate
Require close review!
May need to manually re-calculate hours
E210 Overtime Report
Important To Note!
• E210 Overtime Report calculations may not be accurate when
an employee:
– Works additional hours one week and takes time off in lieu
of pay the following week (Time Off Plan)
Require close review!
May need to manually re-calculate hours
E210 Overtime Report
Important To Note!
• Works as a required attendance personnel when the
university or office is closed (use X code).
• E210 Overtime Report calculations may not be accurate for
dates prior to July 1, 2012.
Require close review!
May need to manually re-calculate hours
E210 Overtime Report
Important To Note!
• Negative number in the Standard OT, WT2084 column signals
one of three things:
– Employee begins or ends in the middle of the week
– Time missing or entered incorrectly in E210; corrections in
E210 are required
– ISR may need to be submitted to reduce pay
E210 Overtime Report
Important To Note!
• When the Alternative Holiday (AH) code is used, the original H
code for a university recognized holiday must be removed
E210 Overtime Report
• Whom may I call if I need help in understanding
my department’s Overtime Report?
– Contact your Human Resources Divisional Leave
Administrator.
Review and Q&A
Key Concepts from FastFacts
1.
2.
3.
4.
Hours Worked & Time Off Plans – March 28, 2012
Understanding and Calculating Regular Rate – April 24, 2012
Tracking Time in E210 & Processing Overtime in SAP – May 10, 2012
Overtime Pay – Real-Life Scenarios & Special Issues - June 7, 2012)
To see all past FastFacts events, go to:
http://www.hopkinsfastfacts.org/
Review – FastFacts Key Concepts
Hours Worked & Time Off Plans
– Required to pay non-exempt employees for all time worked
• With or without supervisor approval
• Regardless of departmental budget constraints
– Generally include: wait time, on-call time, meal & rest periods,
sleep time, travel time, lectures, meetings, training, pre/post
activities
– May only grant time off in lieu of pay for overtime hours worked
during the same pay period (Time Off Plan)
– Any time not worked (e.g., vacation, holiday) must be excluded
from calculating overtime
Review – FastFacts Key Concepts
Regular Rate
– Key concept – Rate used to calculate premium overtime
pay. Premium OT pay is 1.5 times regular rate for hours
worked in excess of 40 in a workweek.
– Not always equal to an employee’s standard/base hourly
rate
Regular Rate = total earnings (minus exclusions)
total number of hours worked
Exclusions (Examples)
Inclusions (Examples)
Discretionary bonus, pay for
vacation and sick day, gifts,
holiday premium pay
Hourly wages, shift differential
pay, on-call pay, nondiscretionary bonus
Review – FastFacts Key Concepts
• Submit bonus/supplemental ISR to pay additional hours
To pay additional hours worked Use
What to enter in Bonus/Supplemental ISR
Up to 40 hours per week @ standard/
base hourly rate
Wage Type 2084 (Standard
Overtime)
Enter # of hours up to 40 hours in the week in "Hours"
column
Over 40 hours per week and hours
worked on a university recognized
holiday
It depends if "Other FLSA
Earnings" are involved.
- Without Other FLSA Earnings*
WageType 205A (Premium
Overtime) - automatically
calculate OT pay @ 1.5 times
employee's standard/base
rate
- With Other FLSA earnings*
WageType 205M (Premium
Enter # of hours over 40 hours in the week in "Hours"
Overtime) - calculates OT pay column and enter applicable rate-in-effect in "Rate-in@ specified “rate-in-effect,”
Effect" column.
requires the calculation of the
employee's regular rate and
rate-in-effect
* Examples of "Other FLSA Earnings" include on-call pay and shift differential pay.
Enter # of hours over 40 hours in the week in "Hours"
column. Calculated OT pay amount will display in the "OT
Pay Subtotal" column.
Review – FastFacts Key Concepts
• Calculate employee’s regular rate and rate-in-effect
when for processing overtime pay when Other FLSA
Earnings are involved such as shift differential pay,
on-call pay, non-discretionary bonus payments
Rate-in-Effect = (regular rate x 0.5) +
employee’s standard/base rate
Review – FastFacts Key Concepts
• Paying Retroactive Salary – FLSA Regulations
– An employer is required to pay one and one half times the
amount of the salary increase for each overtime hour
worked over the period of time covered by the retroactive
pay.
– If any previous overtime hours were paid using WT 205M,
must manually recalculate overtime pay due for previous
months and submit Bonus/Supplemental ISR using wage
type 205M. (Refer to 6/7/2012 FastFacts)
Avoid retroactive salary increases – manually calculating additional FLSA
Premium OT may be required and may be very involved.
Review – FastFacts Key Concepts
• Paying Non-Discretionary Bonus – FLSA Regulations
– Once bonus amount is ascertained, it must be apportioned
back over the workweeks in which it was earned.
– Employee receives additional pay for each workweek he
worked overtime equal to:
One half the hourly rate of pay allocable to the bonus amount
Multiplied by
Number of overtime hours worked over 40 hours in a week for bonus period
Please consult with HR for assistance.
Review – FastFacts Key Concepts
What are non-discretionary bonuses?
• Bonus is defined by contract, agreement, or promise to pay
• Employer retains no discretion to deny payment of bonus or
change the amount to be paid
Examples include:
• Bonuses that are announced to induce employees to work more
steadily, rapidly or efficiently
• Bonuses to remain with the employer
• Attendance bonuses
• Individual or group production bonuses
• Bonuses for quality and accuracy of work
• Monthly or quarterly bonuses paid that are in part measured by
or dependent on volume of work,
Review – FastFacts Key Concepts
What qualifies as a discretionary bonus?
• Is given solely at the discretion of management
in as far as:
- if it would be paid and
- the amount that will be awarded
Review – FastFacts Key Concepts
To see all past FastFacts events, go to:
http://www.hopkinsfastfacts.org/
1. Hours Worked & Time Off Plans – March 28, 2012
2. Understanding and Calculating Regular Rate – April 24,
2012
3. Tracking Time in E210 & Processing Overtime in SAP – May
10, 2012
4. Overtime Pay – Real-Life Scenarios & Special Issues - June
7, 2012