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Time
Sheet Tips for Classified Employees on the Monthly Pay Cycle
Why do I fill out
a time sheet when I am a ‘salaried’ employee?
What’s
the point of filling out this time sheet when I am paid on a
salary basis? It’s true that you are paid on a salary
basis each month, however because you are overtime eligible
according to federal overtime laws you must account for each
hour you work. So, the time sheet is the mechanism by which
we reconcile how you are paid (salary) versus how you actually
work (by the hour).
Add it up!
Please remember to add up all lines on your time sheet each
month. It really helps us out.
Month |
Number
of Paid Days |
Possible
Hours for the Month |
| October
2006
10/01/06 - 10/31/06 |
22 |
176 |
November
2006
11/01/06 - 11/30/06 |
19
+ 3 holidays = 22 |
152
+ 24 = 176 |
December
2006
12/01/06 - 12/31/06 |
20
+ 1 holiday = 21 |
160
+ 8 = 168 |
January
2007
01/01/07 - 01/31/07 |
21
+ 2 holidays = 23 |
168
+ 16 = 184 |
February
2007
02/01/07 - 02/28/07 |
20 |
160 |
March
2007
03/01/07 - 03/31/07 |
22 |
176 |
April
2007
04/01/07 - 04/30/07 |
21 |
168 |
May
2007
05/01/07 - 05/31/07 |
22
+ 1 holiday = 23 |
176
+ 8 = 184 |
June
2007
06/01/07 - 06/30/07 |
21 |
168 |
July
2007
07/01/07 - 07/31/07 |
21
+ 1 holiday = 22 |
168
+ 8 = 176 |
August
2007
08/01/07 - 08/31/07 |
23 |
184 |
September
2007
09/01/07 - 09/30/07 |
20
+ 1 holiday = 21 |
160
+ 8 = 168 |
| October
2007
10/01/07 - 10/31/07 |
23 |
184 |
November
2007
11/01/07 - 11/30/07 |
19
+ 3 holiday = 22 |
152
+ 24 = 176 |
December
2007
12/01/07 - 12/31/07 |
20
+ 1 holiday = 21 |
160
+ 8 = 168 |
Accrual and use of Vacation, Sick and Comp time – trip
ups to avoid …
Leave time cannot be used in the same month it is accrued.
For example, if you accrue 8 hours of vacation (or comp time)
on your time sheet you cannot use it to cover your time off
until the next pay period.
If you record more leave usage
on your time sheet than you have available to use the system
will dock your pay. For example, if you record 24 hours of
sick time used, but you only have 16 hours available then
your pay will be docked for 8 hours.
You can check your leave balances
on the PSU Information System (www.banweb.pdx.edu) at any
time. They also print on your earning statement each month.
Remember that leave taken is recorded with a one month lag.
Regular Other Pay –
What is it and why would I record hours there?
This line is used by employees
who are at less than a 1.0 FTE (less than full time). Your
FTE is the percentage of 40 hours per week your salary compensates
you for. For example, if you are at a .60 FTE then you salary
covers 24 hours per week. You record up to 24 hours of work
on the regular line of earnings. If you work more than 24
hours that week then you would record any time above the 24th
hour on the ‘Regular Other Hours” line. So, if
you worked 28 hours for the week you would record it this
way:
| HOURS |
M |
Tu |
W |
Th |
F |
Sa |
Su |
PAY |
| WORKED |
REGULAR |
6 |
6 |
6 |
6 |
|
|
|
24 |
| REGULAR OTHER |
|
|
|
|
4 |
|
|
4 |
| OVERTIME |
|
|
|
|
|
|
|
|
| HOLIDAY WORKED |
|
|
|
|
|
|
|
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Overtime – when do I get it and how do I record it?
Overtime in a nutshell for classified employees is anything
more than 10 hours in one day and/or more than 40 hours in
one week (sick, vacation, personal and comp time are included
with hours worked for this calculation); see SEIU contract
Article 25, Section 2.
The work week is defined as
Sunday through Saturday. For example, if you work 45 hours
one week and one of the shifts was 12 hours then you would
record the time this way:
| HOURS |
M |
Tu |
W |
Th |
F |
Sa |
Su |
PAY |
| WORKED |
REGULAR |
9 |
10 |
9 |
9 |
3 |
|
|
40 |
| REGULAR OTHER |
|
|
|
|
|
|
|
|
| OVERTIME |
|
2 |
|
|
3 |
|
|
5 |
| HOLIDAY WORKED |
|
|
|
|
|
|
|
|
What is premium and differential
pay? When do I get it and how do I record it?
There are many types of premium
and differential pay. Below is a list of the most common with
descriptions of what they are and what the qualification criteria
is for each:
| Type |
SEIU Contract Article |
Value of Premium |
Description |
| Shift Differential |
Article 20, Section 4 |
$0.50 per unit |
Units are earned when an
employee at salary grade 23 and below works anytime on
a weekend or between the hours of 6 pm to 6 am. Round
to the nearest whole unit (if you work until 6:30 pm then
you get 1 unit; if you work until 6:15 pm then you get
0 units). |
| Hazardous Materials Differential |
Article 20, Section 2 |
$1.00 per unit for regular
level; $1.50 per unit for supervisory level |
Units are earned for work
done with hazardous materials requiring a certificate
or license. |
| High Work Differential |
Article 20, Section 2 |
$1.00 per unit |
Units are earned for work
done more than 20 feet directly above the ground and safety
devices are required for support. |
Differential pay is recorded
in addition to the recording of hours worked. For instance,
if you worked a 40 hours week, but your work schedule is Tuesday
through Saturday and on Saturday you worked with hazardous
materials for 2 hours your week’s hours would be recorded
like this:
| HOURS |
M |
Tu |
W |
Th |
F |
Sa |
Su |
PAY |
| WORKED |
REGULAR |
|
8 |
8 |
8 |
8 |
8 |
|
40 |
| REGULAR OTHER |
|
|
|
|
|
|
|
|
| OVERTIME |
|
|
|
|
|
|
|
|
| HOLIDAY WORKED |
|
|
|
|
|
|
|
|
| PREMIUM |
Shift Differential |
|
|
|
|
|
8 |
|
8 |
| On Call |
|
|
|
|
|
|
|
|
| Other (Complete Remarks) |
|
|
|
|
|
2 |
|
2 |
** You would need to add a comment
in the remarks section to clarify what the 2 hours of Other
premium pay on the 6th were for. Please be specific in the
comment section, for example “Hazardous materials –
supervisory level – 2 hours.”
Holiday Pay - Q &
A
Question: How are holiday
pay hours calculated?
Answer: As per the SEIU contract, full time employees receive
8 hours of holiday pay. Part-time employees receive a prorated
share of the eight hours based on the percentage (FTE) they
are scheduled to work. To calculate the holiday pay hours
for a part-time employee we take the FTE and multiply that
by 8 hours. For example, .5 FTE multiplied by 8 hours equals
4 hours of holiday pay. For more information please refer
to Article 42, Section 3 of the SEIU contract.
Question: What if I consistently
work more than my FTE? Can I change the number of hours pre-printed
on my time sheet?
Answer: The holiday pay hours are based on your FTE. If you
consistently work over or under your FTE this indicates to
us that your job has changed. Please speak to your supervisor
about formally changing your FTE with Human Resources.
Question: I worked 5 hours
on the holiday, do I get paid extra?
Answer: Write the number of hours you actually worked on the
3rd line labeled “Holiday Worked.” These hours
will be paid at 1.5 times your rate in addition to your holiday
pay.
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