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FastFacts
Feature Presentation
May 10, 2012
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2012 The Johns Hopkins University. All rights reserved.

Slide 2

Todays Topic
Well 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

Todays 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, well hold a Q&A session.
Well open up the phone lines, and youll 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 youre having technical difficulties, you
can email us at: fastfacts@jhu.edu
You can also send us an instant message!
GoogleTalk HopkinsFastFacts@gmail.com
AOL Instant Messenger HopkinsFastFacts
MSN FastFacts@jhu.edu

Slide 6

Survey
Survey
At the end of this FastFacts session, well 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


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Slide 9

FastFacts Series on Compensation


Topics
Four FastFact sessions:
1. Hours Worked and Time Off Plans
2. Understanding & Calculating Regular Rate
3. 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 well 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

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
Controllers 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 istransferred to E210 semi-monthly
after each payroll run.
Changes to an employee record must be made in SAP.
As a result, an employees 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 employees leave
accrual, not an employees 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.

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Entering Codes/Hours contd


Holidays (except floating holidays and holiday prep day) are
pre-populated 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

Slide 20

Exempt vs. Non-Exempt


Timesheets
The E210 will look different for exempt (salaried) and nonexempt (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.

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Submitted Timesheet Exempt

Slide 23

Submitting Time for NonExempt

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 NonExempt

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

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 NonExempt

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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.

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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.

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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.

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Entering Overtime on an
Unscheduled Day
Employees 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
Employees 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

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

Slide 34

Entering Overtime Hours during a Week


Where Leave Was Taken
Aug. 8-14
Total hours recorded = 40 hrs
Total hours worked = 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
= 51.5 hrs
Total hours worked = 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 employees
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.

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Time Off in Lieu of Pay contd


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: Employees 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

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 employees 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 contd
The employees schedule can be reverted back to a normal
schedule during the holiday week:

Slide 44

Nonstandard Work Weeks with Holiday


Hours contd
Or additional hours above and beyond what employee is
entitled to for holiday compensation must be coded as
vacation or leave without pay:

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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

Slide 47

Standard Overtime contd


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 employees standard/base rate
when actual hours worked exceeds 40 in a workweek
or 1.5 times the employees standard/base rate
when working on a University holiday
Select 205A wage type represents 1.5 times
employees standard/base rate of pay
OT Rate column will automatically calculate and
populate the rate equal to 1.5 times employees
standard/base rate of pay.
Do not enter any values in the rate-in-effect field.

Slide 49

Premium Overtime contd


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
employees 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
Standard/base rate: $20
has not been paid.
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 contd

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 contd


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 contd


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
Were 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.
Well be answering questions in the order that we receive them.
Well also be answering the questions that were emailed to us
during the presentation.
If theres a question that we cant answer, well 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: fastfacts@jhu.edu

Slide 62

Survey
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survey.
Your feedback will help us as we plan future FastFacts
sessions.
Click this link to access the survey
http://connect.johnshopkins.edu/fastfactssurvey/
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