Slide 1 FastFacts Feature Presentation May 10, 2012 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code: 182500 To participate via VoIP… You must have a sound card You must have headphones or computer speakers © 2012 The Johns Hopkins University. All rights reserved. Slide 2 Today’s Topic We’ll be taking a look at… How to record hours worked and leave in the Electronic Time and Attendance form (E210) Processing overtime compensation in SAP Slide 3 Today’s Presenter Cynthia J Addison Manager, HR/Payroll Shared Services and HR Information Processing Center Slide 4 Session Segments Presentation Cynthia will provide detailed instructions on how time must be recorded in the Electronic Time and Attendance form (E210). She will also discuss how to properly process overtime compensation and pay reduction in SAP. During the presentation, your phone will be muted. Q&A After the presentation, we’ll hold a Q&A session. We’ll open up the phone lines, and you’ll be able to ask questions. Cynthia will answer as many of your questions as time allows. Slide 5 Contact Us If you would like to submit a question during the presentation or if you’re having technical difficulties, you can email us at: [email protected] You can also send us an instant message! GoogleTalk – [email protected] AOL Instant Messenger – HopkinsFastFacts MSN – [email protected] Slide 6 Survey Survey At the end of this FastFacts session, we’ll ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions. Slide 7 How To View Full Screen Slide 8 Recording Time in the E210 System & Processing Overtime Pay in SAP Slide 9 FastFacts Series on Compensation Topics Four 1. 2. 3. FastFact sessions: Hours Worked and Time Off Plans Understanding & Calculating Regular Rate Tracking Time in E210 & Processing Overtime in SAP (May 10, 2012) 4. Overtime Pay – Real Life Scenarios & Special Issues (June 7, 2012) This presentation applies to university, non-bargaining unit employees. Slide 10 Agenda Today we’ll be covering…. Overview of the E210 system Submitting timesheets for exempt and non-exempt employees Recording hours worked and leave Overtime (OT) Sick and vacation Time off plans Holidays With overtime During a nonstandard workweek Processing overtime compensation & other FLSA earnings in SAP Reporting on overtime Processing reduction of pay in SAP Slide 11 Timekeeping Requirement 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 E210 must be completed by non-exempt employees weekly. Supervisors of non-exempt employees must review their nonexempt employees’ completed timesheets weekly & submit OT payment no later than the next pay period. Slide 12 What Is the E210? 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 short-term 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. Slide 13 Who Is Required to Submit an E210? All JHU employees that are full or part-time Excludes executives, faculty, temporary, casual, and limited staff, as well as student employees Includes bargaining employees and clinical associates For more information on E210 set up and administration, see HR/Payroll Administration-FF4 - The Electronic Time and Attendance Form (E210) (Prerecorded) Slide 14 Is the E210 Integrated with SAP? The E210 is not fully integrated with SAP. Information in SAP is transferred to E210 semi-monthly after each payroll run. Changes to an employee record must be made in SAP. As a result, an employee’s pay is not affected by: Entering a “without pay” or disability code in E210 Entering overtime hours in E210 (Bonus/Supplemental ISR must be submitted) Failure to complete E210 affects an employee’s leave accrual, not an employee’s pay. Slide 15 E210 Timesheet – General Features Slide 16 E210 Timesheet – General Features Timesheet is pre-populated based on the work schedule. Staff may resubmit as many times as desired until approved. Supervisor and timekeepers cannot approve until the last day of the month. Accrued leave is displayed in days. May display in hours by clicking on the “Display as Hours” button. Slide 17 Entering Codes/Hours Exempt Non-Exempt (Hourly) The combination of leave and time worked cannot exceed the number of hours normally scheduled on that day. Slide 18 Entering Codes/Hours cont’d Holidays (except floating holidays and holiday prep day) are prepopulated and can be overwritten or removed. Requires Timekeeper to reset if needed. Short Term Disability codes reduce sick and vacation leave balances automatically. Long Term Disability codes can be entered. However, since they do not adjust leave balances automatically, must work with Divisional HR office to manually adjust leave balances. Slide 19 Codes Explanation AH: Alternative holiday Used when a University holiday falls on a day not normally scheduled to work Exempt employees only: Used when employee works on a holiday (H code removed and replaced with an X for working) Used when country of employment is different from US (different holiday schedules) H: Compensation when not working on a holiday Non-exempt employees: H and X – working on holiday and receiving holiday premium pay New code coming July 1, 2012 XO: Working offsite P: Other leave with pay C: Time off plan (non-exempt only) Earn premium overtime in the first week of the pay period; receive time off equivalent to one-and-a half times hours worked in the second week of the pay period Used when compensating for holiday hours worked. All of the codes above require comments except H. Observe privacy rules when inserting comments! Slide 20 Exempt vs. Non-Exempt Timesheets The E210 will look different for exempt (salaried) and non-exempt (hourly) employees. Exempt Non-Exempt Slide 21 Submitting Time for Exempt Staff Standard schedule is pre-populated. If scheduled hours are worked, only need to submit. Time worked is recorded as “X” * Enter codes from drop-down box to record time worked or leave. Leave codes may only be entered in half- or full-day increments. Only top box is required unless two different codes are used. *If working a non-standard workweek with an uneven schedule, the timesheet will display displays in hours. The same will occur when FMLA codes are used. Slide 22 Submitted Timesheet – Exempt Slide 23 Submitting Time for Non-Exempt Key Points – E210 must reflect hours worked on the actual day they were worked. E210 must be completed weekly by non-exempt employee. Supervisor must review non-exempt employee E210 for OT weekly. Slide 24 Submitting Time for Non-Exempt Standard schedule is pre-populated. If scheduled hours are worked, only need to submit. Time worked and leave usage are entered in hours. Enter codes from drop-down box to record time worked or leave. Enter two codes if AM is different from PM. Slide 25 Rounding Rules Acceptable so long as it does not, over a period of time, improperly compensate the employee for time worked. Round start and stop time to the nearest quarter hour using standard rounding principles. 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). Slide 26 Comments Section Enter explanations in this section. Codes requiring explanations are: P, C, W, AH, XO Please include dates and your initials. Observe privacy rules. No health details should be entered due to HIPAA laws and to preserve confidentiality. Document use of time off as follows: 3/14/12: used 5.25 hours comp time for 3.5 hours worked on 3/7/12 – dwr Slide 27 Footnotes – System Calculations When a month is entered, the E210 will use the current set up to process the month and calculate accruals. Some changes to the set up (e.g., standard day, FLSA status, and total hours) require a month to be reset and then resubmitted. Slide 28 Submitted Timesheet Non-Exempt Slide 29 Overtime Defined Overtime hours are all hours worked above and beyond those normally scheduled. Only actual hours worked are counted towards OT calculation. All types of leave are excluded from OT calculation (e.g., vacation, holiday, sick leave, personal day, bereavement leave). Standard overtime: total hours worked exceed scheduled hours but less than 40 in a workweek. Pay at standard/base rate. Premium overtime: total hours worked exceed 40 in a workweek. Pay at 1.5 times standard/base rate unless other FLSA earnings are paid during the same workweek, then use regular rate. Overtime compensation must be paid no later than the next pay period following the pay period when overtime hours were worked. Slide 30 Things to Remember All overtime must be paid regardless of departmental budget issues or absence of supervisor approval. Even if not approved, OT should be paid. E210 should not be completed in advance. Each workweek stands alone. Overtime calculation – Monday 12:01 a.m. through midnight Sunday OT premium (1.5 times) for hours worked over 40 in a week Averaging of two workweeks is not allowed. Non-exempt employees should complete E210 weekly. Supervisors must review the E210s of non-exempt employees weekly & submit overtime payment within the next pay period. Slide 31 Entering Overtime Manually change the hours worked on the day that additional hours were worked. This applies to all non-exempt employees – even those working less than full time hours. Slide 32 Entering Overtime on an Unscheduled Day Employee’s work schedule is Monday to Friday, 7.5 hours/day, 37.5 hrs/week but worked 10 hours on the 17th (Saturday). Enter the number of hours worked and choose the X code. Slide 33 Entering Overtime Hours during a Week Where Leave Was Taken Employee’s work schedule is Monday to Friday, 7.5 hours/day, 37.5 hours/week. Aug. 8-14: 7.5 vacation on 8/10, worked 10 hours on 8/12 Aug. 22-28: 7.5 sick on 8/26, worked 10 hours Monday through Thursday and 4 hours on Saturday Remember: Vacation leave is not included in calculating OT. 7.5 vacation should not be counted towards hours worked. Total hours worked is 32.5 hours (not 40). Employee is entitled to 2.5 hours of standard overtime pay. Remember: Sick leave is not included in calculating OT. 7.5 sick leave should not be counted towards hours worked. Total hours worked is 44 hours (not 51.5). Employee is entitled to 4 hours of premium overtime pay and 10 hours of standard overtime pay. Slide 34 Entering Overtime Hours during a Week Where Leave Was Taken Aug. 8-14 Total hours recorded Total hours worked = 40 hrs = total hours recorded – non-working hours = 40 hrs – 7.5 hrs vacation leave = 32.5 hours Total overtime pay = total hours recorded – standard work schedule = 40 hrs – 37.5 hrs = 2.5 hours overtime pay Because the employee only worked a total of 32.5 hours, the overtime is paid as standard overtime Aug. 22-28 Total hours recorded Total hours worked = 51.5 hrs = total hours recorded – non-working hours = 51.5 hrs – 7.5 hrs sick leave = 44 hours Total overtime pay = total hours recorded – standard work schedule = 51.5 hrs – 37.5 hrs = 14 hours overtime pay Because the employee worked a total 44 hours, 4 hours are paid as premium overtime and the remaining 10 hours are paid as standard overtime. Slide 35 Time Off in Lieu of Pay Time Off Plan – Allows time off during the same pay period in which an employee worked in excess of the employee’s standard work week. 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 Overtime hours can only occur in the first week of the pay period and the leave (time off) must be taken in the second week of the same pay period. Unless you can give time off in the same pay period in which the overtime occurred, the employee must be paid accordingly for all hours worked by submitting a Bonus/Supplemental ISR. If employee works additional hours at the beginning of the week and works less (same number of hours) during the same workweek, no additional compensation is required; no special coding on the E210 is needed. Slide 36 Time Off in Lieu of Pay – cont’d In example below, individual works 40 hours/week, and works 5 hours of overtime during the week ending 4/8/12. Time off earned equals 7.5 hours (used in second week of pay period). Slide 37 Entering Overtime Hours during a Holiday Week July 4-10: Employee’s work schedule is Monday to Friday, 8 hours/day, 40 hours/week. Worked 2 hours overtime on 7/5. Employee did not work on 7/4 holiday. Remember: Holiday is not included in calculating OT. 8 hours holiday should not be counted towards hours worked. Total hours worked is 34 hours (not 42). Employee is entitled to 2 hours of standard overtime pay. Slide 38 Entering Overtime Hours during a Holiday Week July 4-10 Total hours recorded = 42 hrs Total hours worked = total hours recorded – non-working hours = 42 hrs – 8 hrs holiday leave = 34 hours Total overtime pay = total hours recorded – standard work schedule = 42 hrs – 40 hrs = 2 hours overtime pay Because the employee worked a total of 34 hours, the 2 hours of overtime pay is paid as standard overtime. Slide 39 Working on a University Holiday Non-exempt employees only: receive their normal pay plus receive time and half for all hours worked (unless other FLSA earnings are paid during the same workweek, then use regular rate) or comp time equivalent to 1.5 times for hours worked Current practice: In the AM box, leave H code with the number of hours normally scheduled. In the PM box, enter number of hours worked and choose X code. Future: New code (HX) to track hours worked on a holiday. Will be available on July 1, 2012. Hours worked on a holiday are excluded from overtime calculation and calculation of the regular rate (no pyramiding). Slide 40 Working on a Holiday with Additional Overtime Hours during the Same Week Employee works 40 hours/week and worked 8 hours on Memorial Day Holiday (5/28/12) Worked a total of 4 additional hours during the same week 16 hours excluded from OT calculation (8 H and 8 X on 5/28) Total hours worked (excluding work hours on the holiday) = 36 (less than 40; no additional premium OT due) Total hours recorded for week = 52 (44 hours worked + 8 hours of holiday leave) 40 hours – regular work schedule (part of normal JHU pay) 8 hours – 1.5 times standard/base rate for working on the holiday 4 hours – paid as standard overtime Slide 41 Nonstandard Work Weeks Supervisors and their employees may arrange an alternative work schedule. A holiday is always equivalent to an employee’s standard day (total hours worked divided by 5) regardless of the type of schedule the employee works (normal or nonstandard). In order to get full pay during a holiday week, employees who work alternative schedules may: Use other leave time to supplement holiday hours, or Revert back to normal schedule during holiday week. Please note that leave usage is based on the total number of hours scheduled on a given day. Therefore, more than a full day of leave will be charged if a 40 hour/week employee uses10 hours of leave. Human Resources is available to assist in developing alternative work schedules. Slide 42 Nonstandard Work Weeks with Holiday Hours Here is an example where an employee charges more holiday hours than entitled. DO NOT DO THIS. Slide 43 Nonstandard Work Weeks with Holiday Hours – cont’d The employee’s schedule can be reverted back to a normal schedule during the holiday week: Slide 44 Nonstandard Work Weeks with Holiday Hours – cont’d Or additional hours above and beyond what employee is entitled to for holiday compensation must be coded as vacation or leave without pay: Slide 45 Processing Overtime in SAP The E210 is not fully integrated with SAP. Must submit Bonus Supplemental ISR to pay additional hours worked. Begin date of ISR must be on a Sunday. Workweek for OT calculation ends at 12:00 midnight on Sunday. Represents hours worked from Monday to Sunday. Multiple weeks may be entered on the same ISR. ISRs must be submitted by the posted deadlines: http://ssc.jhmi.edu/hr_payroll/deadlines.html Slide 46 Standard Overtime Paid when employee works additional hours above and beyond those normally scheduled and those additional hours do not exceed 40 hours worked in a workweek. Standard overtime rate is equivalent to the employee’s standard/base rate of pay. All leave, including holidays, are excluded from overtime calculation. Slide 47 Standard Overtime – cont’d In the example below, the employee is scheduled to work 37.5 hours a week and works 2 additional hours during the week ending 3/18/12. Slide 48 Premium Overtime Paid at 1.5 times employee’s standard/base rate when actual hours worked exceeds 40 in a workweek or 1.5 times the employee’s standard/base rate when working on a University holiday Select 205A wage type – represents 1.5 times employee’s standard/base rate of pay “OT Rate” column will automatically calculate and populate the rate equal to 1.5 times employee’s standard/base rate of pay. Do not enter any values in the rate-in-effect field. Slide 49 Premium Overtime – cont’d In the example below, the individual has a 40 hour work schedule and worked a total of 45 hours during the week ending 9/4/11. Slide 50 Other FLSA Earnings Used to process other compensation (i.e., shift differential & on-call pay) to non-exempt employees Note: This other compensation must be included in calculating a non-exempt employee’s regular rate and OT pay. The available wage types are: University Shift Differential (WT2290) The hours and amount fields must be filled in. University On Call Pay (WT3040) Hours are not entered for this wage type – just the total amount earned. Slide 51 Premium Overtime and Other FLSA Earnings Employee earns premium overtime pay and receives University Shift Differential and/or On Call pay in the same week. Complete the Premium Overtime Section of the Bonus Supplemental ISR. Use wage type 205M Amount – regular rate The example below assumes that premium overtime for this week has not been paid. Standard/base rate: $20 Standard work week: 37.5 Total hours worked week ending 9/18/11: 42.5 Total standard base pay: $850 ($20/hr x 42.5 hours) Shift differential: $200 On Call pay: $50 Total earnings: $1100 Regular rate: $25.88 (total earnings/total hours worked) -------------------------------------------------------------------Bonus Supplemental ISR: 2.5 hours standard overtime – 2084 (hours worked above those normally scheduled but less than 40) 2.5 premium overtime – 205M (($25.88 regular rate x .5) + $20 standard/base rate = $ 32.94) Specific questions on how to calculate regular should be referred to Div HR/HR Manager. Non-discretionary bonuses will also require re-calculation of premium overtime if earned in the same period. Slide 52 Premium Overtime and Other FLSA Earnings – cont’d Here is what the ISR should look like: Slide 53 Reporting and Viewing Overtime BW Reporting can be utilized to report on standard and premium overtime worked. Must use wage types 2084 for standard overtime and 2051 for premium overtime. For more detailed instructions on how to run this wage type report, you can click here. Overtime pay is displayed in hours with pay period end date and corresponding totals in the earnings/fellowship section of the paycheck. See screen shot below: E210 Overtime Report – FastFacts coming soon! Slide 54 Reducing Hours Codes beginning or ending with W entered into the E210 must be followed up with the appropriate ISR. Salary is not automatically reduced. Utilize the salary adjustment section of the Bonus/Supplemental ISR to reduce pay when accrued leave is not available and leave is intermittent or does not exceed 5 consecutive days. If leave does not meet this criteria, please submit a leave of absence without pay ISR. For more information on how to submit leave of absence ISRs, please contact Human Resources. Slide 55 Reducing Hours – cont’d Salary of exempt employees may only be reduced for the following reasons as per JHU Policy: One or more full days for personal reasons when accrued vacation leave is not available Absences of one or more full days occasioned by sickness or disability when accrued leave is not available Offset for fees received when on temporary military leave Unpaid disciplinary suspensions for one or more full days Unpaid leave under the Family and Medical Leave Act Slide 56 Reducing Hours – cont’d Manually calculate amount of reduction (use standard/base rate for non-exempt and daily rate for exempt employees) and enter amount and cost object. See screenshot below: Slide 57 For More Information For more information on coding and administering the E210, contact your Divisional Human Resources office. For more information on how to submit ISRs for overtime compensation, contact HR/Payroll Shared Services. Visit their website for contact information. Slide 58 FastFacts Series on Compensation Topics As a reminder, there is one remaining FastFacts in this series: Overtime Pay – Real Life Scenarios & Special Issues (June 7, 2012) Slide 59 Summary What we covered today….. All full time and part time employees must complete an E210 Non-exempt employees must enter actual hours worked and leave used weekly; supervisors must also review timesheets weekly in order to request overtime payments timely Apply appropriate rounding rules- nearest quarter hour (may not round standard hours, e.g., 5.6 hours/day) Explanations needed for certain E210 codes (AH, H, XO, P, C) Combination of leave time used and hours worked cannot be greater than scheduled daily hours Time Off in lieu of pay must be taken within the same pay period E210 is not fully integrated with SAPBonus/Supplemental ISR must be submitted to pay additional hours worked within the next pay period. Codes beginning or ending with W also required an ISR (Bonus/Supplemental or Leave of Absence) to reduce pay. Slide 60 Q&A We’re going to open the phone lines now! There will be a slight pause, and then a recorded voice will provide instructions on how to ask questions over this conference call line. We’ll be answering questions in the order that we receive them. We’ll also be answering the questions that were emailed to us during the presentation. If there’s a question that we can’t answer, we’ll do some research after this session, and then email the answer to all participants. Slide 61 Thank You! Thank you for participating! We would love to hear from you. Are there certain topics that you would like us to cover in future FastFacts sessions? Would you like to be a FastFacts presenter? Please email us at: [email protected] Slide 62 Survey Before we close, please take the time to complete a short survey. Your feedback will help us as we plan future FastFacts sessions. Click this link to access the survey… http://connect.johnshopkins.edu/fastfactssurvey/ Thanks again!