leave &time reporting. employee categories faculty (benefits eligible) < 12 month (9 month):...
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Leave &Time Reporting
Faculty (benefits eligible) < 12 month (9 month):
summer appointments don’t count! 12 month
Staff (benefits eligible) Exempt Non-exempt
Student: student status required for employment
Non-Benefits Eligible: <50%, <4.5 months
Wage/Temporary
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< 12 Month
Accrues 8 hours of sick leave (proportionate to percent effort) every month effective with the first day of employment
Must enter time off missed from work for valid sick leave reasons into Leave Traq
12 Month
Accrues 8 hours of sick leave (proportionate to percent effort) every month effective with the first day of employment
Accrues 8 hours of vacation (proportionate to percent effort) every month which increases with longevity
Must enter time off from work into Leave Traq for sick leave and vacation
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Fall Employment dates:
September 1 – January 15 Pay dates:
October 1 – February 1 February 1st will be for half a month (1/1-1/15)
Spring Employment dates:
January 16 – May 31 Pay Dates:
February 1 – June 1 February1st will be for half a month (1/16-1/31) June 1st will be deducted for 4 months of summer
insuranceEPP (extended payment plan)
Will provide a refund of 3 months of insurance on June 1st to offset summer premiums
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Exempt
Accrues 8 hours of sick leave and 8 hours of vacation (proportionate to percent effort and longevity mths) each month
Can only earn State comp when required to work on a holiday
Not eligible for FLSA comp
Non-exempt
Accrues 8 hours of sick leave and 8 hours of vacation (proportionate to percent effort and longevity mths) each month
Can earn State and FLSA comp
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Students, Wage, and Non-Benefits Eligible employees are not eligible for any type of leave and are paid only for the hours worked
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TAMUS Regulation 31.03.02An employee does not accrue sick leave
for any full month in which he/she is on leave without pay
If an employee is on leave the first day of the month, they will not be able to use that accrual for that month until they return to work
Upon termination or retirement can donate to sick pool, keep for 1 year, or transfer to another state agency
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Not eligible to use until the employee has 6 months of continuous state service, which may include prior state service.
TransferablePaid out upon termination or retirement
and taxed at 25%An employee does not accrue vacation for
any full month in which he/she is on leave without pay
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Total State Employment of:
Hours Accrued per Month
Maximum Hours Carried Forward From One Fiscal
Year to the Next less than 2 years 8 180
at least 2 but less than 5 years 9 244
at least 5 but less than 10 years 10 268
at least 10 but less than 15 years 11 292
at least 15 but less than 20 years 13 340
at least 20 but less than 25 years 15 388
at least 25 but less than 30 years 17 436
at least 30 but less than 35 years 19 484
35 years or more 21 532
Any LWOP must be called in or emailed to payroll immediately, ext. 3706, [email protected]
LWOP can only be used after all other options have been exhausted with the exception of sick leave. Can only be exhausted if the employee is actually on sick leave.
This will cause the employees pay to be adjusted
Depending on date reported, and if we have processed the payroll affected, this may require a deletion of the employees direct deposit and a re-issue on a biweekly payroll.
If an employee is on LWOP for the entire month they will not accrue or be paid longevity.
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State Comp Time Earned when an employee has not physically
worked more than 40 hours in a work week, but the combination of hours worked, paid leave, and/or paid holidays exceeds 40 hours = Reported over 40
Employee is allowed equivalent comp time off for every hour paid in excess of 40 hours in a work week.
If the actual time worked was over 40 hours earning FLSA (1-1/2) time, and the total hours paid also exceeds 40 hours, the employee is allowed equivalent comp time off for every hour paid in excess of 40 hours, minus FLSA Comp time.
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State Comp time must be used within the following 12 months from the week the time was earned, or the time is forfeited. If an employee leaves system employment,
they may not be paid for accrued state comp time.
Exempt employees that were required to work on a holiday must have their department approval in advance and send an email to payroll with the hours worked to be entered manually into Leave Traq.
Non-exempt employees State comp will be posted to Leave Traq automatically.
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Date Regular
Work
Call
Back
Leave
(Paid)
Holiday/ Early
Release
Total
Hours
On
Call
Leave
(Unpaid)
Mon, Apr 23
8.50 0.00 0.00 0.00 8.50 0.00 0.00
Tue, Apr 24
8.00 0.00 0.00 0.00 8.00 0.00 0.00
Wed, Apr 25
8.00 0.00 0.00 0.00 8.00 0.00 0.00
Thu, Apr 26
8.00 0.00 0.00 0.00 8.00 0.00 0.00
Fri, Apr 27
0.00 0.00 8.00 0.00 8.00 0.00 0.00
Sat, Apr 28
0.00 0.00 0.00 0.00 0.00 0.00 0.00
Sun, Apr 29
0.00 0.00 0.00 0.00 0.00 0.00 0.00
Totals 32.50 0.00 8.00 Reg OT
0.00 Hours Hours
40.50 40.50 0.00
0.00 0.00
Fair Labor Standards Act (FLSA) When a non-exempt employee physically works
more than 40 hours in a work week, that employee is eligible for overtime compensation at the rate of 1-1/2 times each hour worked in excess of 40 hours.
System regulations specify that FLSA Comp time be banked (accrued for later use) rather than paid unless this is impractical.
Employees are permitted to use FLSA Comp time at any time unless doing so would unduly disrupt departmental or University operations.
Employees do not have to use accrued FLSA Comp time which can be transferred or paid out upon termination or retirement
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FLSA Comp time may be accrued up to a maximum of 240 hours, (160 hours of actual work times 1-1/2). Any FLSA Comp Time earned in excess of 240
hours must be paid until the balance again reaches 240 hours.
If an employee leaves system employment, they must be paid for accrued FLSA Comp time.
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Date Regular
Work
Call
Back
Leave
(Paid)
Holiday/ Early
Release
Total
Hours
On
Call
Leave
(Unpaid)
Mon, Apr 23
8.00 0.00 0.00 0.00 8.00 0.00 0.00
Tue, Apr 24
9.00 0.00 0.00 0.00 9.00 0.00 0.00
Wed, Apr 25
8.00 0.00 0.00 0.00 8.00 0.00 0.00
Thu, Apr 26
12.00 0.00 0.00 0.00 12.00 0.00 0.00
Fri, Apr 27
13.00 0.00 0.00 0.00 13.00 0.00 0.00
Sat, Apr 28
2.00 0.00 0.00 0.00 2.00 0.00 0.00
Sun, Apr 29
2.00 0.00 0.00 0.00 2.00 0.00 0.00
Totals 54.00 0.00 0.00 Reg OT
0.00 Hours Hours
54.00 40.00 14.00
0.00 0.00
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Date Regular
Work
Call
Back
Leave
(Paid)
Holiday/ Early
Release
Total
Hours
On
Call
Leave
(Unpaid)
Mon, Mar 12
8.00 0.00 0.00 0.00 8.00 0.00 0.00
Tue, Mar 13
8.00 0.00 0.00 0.00 8.00 0.00 0.00
Wed, Mar 14
8.00 0.00 0.00 0.00 8.00 0.00 0.00
Thu, Mar 15
8.00 0.00 0.00 0.00 8.00 0.00 0.00
Fri, Mar 16
0.00 0.00 0.00 8.00 8.00 0.00 0.00
Sat, Mar 17
10.00 0.00 0.00 0.00 0.00 0.00 0.00
Sun, Mar 18
0.00 0.00 0.00 0.00 0.00 0.00 0.00
Totals 42.00 0.00 0.00 Reg OT
8.00 Hours Hours
50.00 48.00 2.00
0.00 0.00
Supervisors are responsible for monitoring and managing the paid hours of their employees on a daily basis.
Supervisors can adjust an employees workweek to accommodate for expected overtime.
Official workweek: Monday 12:01 am thru Sunday 12:00 (midnight)
Total time reported for a week should not exceed 40 hours unless approved in advance.
Full time employees must account for a 40 hour workweek.
Complete the timecard daily and report exactly the hours worked & when worked.
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Timesheet Overview Quick Links: Reporting Period Review | Employees
Overview Work Events Leave Adjustments Approval Log Account Allocation
Cancel Timesheet
4/ 30/ 2012 To 5/ 6/ 2012
< Columns>
Date Regular
Work
Call
Back
Leave
(Paid)
Holiday/ Early
Release
Total
Hours
On
Call
Leave
(Unpaid)
Mon, Apr 30
0.00 0.00 0.00 0.00 0.00 0.00 0.00
Tue, May 1
0.00 0.00 0.00 0.00 0.00 0.00 0.00
Wed, May 2
0.00 0.00 0.00 0.00 0.00 0.00 0.00
Thu, May 3
0.00 0.00 0.00 0.00 0.00 0.00 0.00
Fri, May 4
0.00 0.00 0.00 0.00 0.00 0.00 0.00
Sat, May 5
0.00 0.00 0.00 0.00 0.00 0.00 0.00
Sun, May 6
0.00 0.00 0.00 0.00 0.00 0.00 0.00
Totals 0.00 0.00 0.00 Reg OT
0.00 Hours Hours
0.00 0.00 0.00
0.00 0.00
Leave Traq is the official time keeping document
Faculty Leave Document-does not satisfy requirements for official time keeping rules
Concur/Travel Leave Request (Authorization Request) – for travel purposes ONLY
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TAMU System Policies & Regulations, 31 Compensation and Benefits
http://www.tamus.edu/offices/policy/policies/index.html
TAMUK Rules & ProceduresProcedure 31.03.02.K1.01 Sick LeaveProcedure 33.03.01.K1.01 Vacation LeaveProcedure 31.03.03.K1.01 Leave of Absence With Payhttp://www.tamuk.edu/senate/_pdf_files/Handbook_final_2011.pdf,
paragraph C.4
Carina Gonzales, Asst. Director Payroll, ext. 3910
Albert Rios, Leave Traq & Weekly Time Traq Administrator, ext. 3706
Wilma Rojas, Biweekly Payroll & Time Traq Administrator, ext. 3006
Sandy Fischer, Monthly Payroll Administrator, ext. 3900
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