Employee, Manager and Timekeeper Responsibilities

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Distribution

Chief Human Resource Officer

HRMS Timekeeper^*

Related Procedures

Ownership

The Chief Human Resource Officer is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.

Employee Responsibilities

Non-exempt Salaried Employees

Definition: A non-exempt salaried employee does not occupy a bona fide executive, administrative, professional or academically related salaried staff position. A non-exempt employee must receive overtime compensation for all hours physically worked over 40 hours in a workweek. A workweek constitutes an established seven consecutive day period as governed by the Fair Labor Standards Act of 1938 (FLSA).

FLSA requires that non-exempt employees must be compensated for hours physically worked over 40 hours in a work week.

Non-exempt employees are required to enter both hours worked and hours taken.

It is the employee’s responsibility to complete and submit the timecard for the current pay period in a timely manner.

Prior pay periods (retro-active) cannot be entered into SSTL. A UVA Time Management form must be completed (refer to Chapter 4 for entry requirements), and submitted to the departmental Timekeeper. The form, along with a letter of explanation, will be faxed to the Central HR/Leave Center or Central HR/Payroll as appropriate. Retro-active requests should be minimal.

If the employee cannot complete the timecard, the employee must contact his/her manager so that the entries can be made prior to the deadline.

If the employee does not submit the timecard (and does not notify the manager or Timekeeper to complete the timecard) prior to the 5 p.m. Monday deadline, the employee will not be paid. However, the Timekeeper may manually enter the hours using the employee’s annual leave so that payment can be made.

Exempt Salaried Employees

Definition: An exempt employee is working in a bona fide executive, administrative, professional, or academically-related staff position and does not receive overtime compensation as governed by the provision of the Fair Labor Standards Act (FLSA).

Exempt employees are not compensated for hours worked in excess of 40 hours in the work week. (Exempt employees are referred to as being “auto-paid”). The exceptions are: if an exempt employee works the holiday or during an official agency closing.

If an exempt employee works the holiday, select Comp Special Holiday Worked.
Exempt employees will be paid for the holiday without making any holiday entry.

Otherwise, exempt employees only enter leave taken or confirm on the timecard that no leave was taken.

If an exempt employee does not complete and submit the timecard for the current pay period in a timely manner, the employee will be paid.

Wage (Hourly) Employees

Wage (hourly) employees are required to submit a timecard for all assignments for all hours worked. Wage (hourly) employees should complete all timecards for all assignments prior to submitting the timecard.

Wage employees do not earn leave. Wage employees are paid for hours worked. The hours worked in a week in excess of 40 hours are calculated by the system at the premium pay rate (Time and a half overtime rate).

If a wage employee does not complete and submit the timecard for the current pay period in a timely manner, the employee will not be paid.

Prior pay periods (retro-active) cannot be entered into SSTL. A UVA Time Management form must be completed (refer to Chapter 4 for entry requirements), and submitted to the departmental Timekeeper. The form, along with a letter of explanation, will be faxed to Central HR/Payroll (FAX: 924-6306). Retro-active requests should be minimal.

Manager Responsibilities

The Manager (supervisor of the employee) approves or rejects the SSTL timecard submitted by the employee. Managers will receive a workflow notification e-mail that a timecard has been submitted for approval. The Manager can review and approve or reject the timecard directly from the e-mail or use UVA Manager Self-Service.

Managers may submit time or time and leave for an employee if a timecard is not submitted.
Managers cannot change a submitted timecard, but can reject it back to the employee for correction.

Managers are required to approve timecards. Employee timecards can be reviewed and approved directly from the e-mail notification or from the notification in UVA Manager Self-Service.

After payroll has processed, Discoverer report IS.PAY_Unapproved Timecards is run to identify timecards for employees that have not yet been approved. First notice that action must be taken, will be sent by the Timekeeper. Subsequent notices (if no action taken) will be sent from Central HR/Payroll. If no action taken, the Executive VP’s and Audit will be notified.

Managers must remember to only Approve or Reject a timecard. Comments may be added in the Comment field on the timecard, but NO TEXT should be entered in the e-mail notification. Any added text in the body of the e-mail will create an error in workflow.

The HRMS Specialist

The HRMS Specialist is responsible for certain actions that will affect the SSTL employee. An overview of the primary duties are:

Terminate assignments that are no longer being used.
Initiate an action to place 9, 10, and 11 month SSTL employees on Leave Without Pay during the months they are on leave.
Maintain and/or update the Time Information details flex field for certain additions/changes:

Maintain the fields for: Rotation Plan, Earnings Policy and Shift Differential Policy
Shift Differential Policy information must be added/updated before the pay period begins. An employee cannot be paid for shift work unless the Time Information has been entered prior to the pay period.
The default for premium hours in OTL is for the employee to receive pay. If the department and employee agree to compensate with leave instead of pay, the HRMS Specialist must change the Time Information in the HRMS Assignment Record prior to the pay period. The Earning Policy should be changed to ## hrs (ie., 40 hour week) OT Leave.
HRMS Specialists should monitor changes in supervisor (Manager) in the HRMS Assignment record. The SSTL notification will be sent to the supervisor (Manager) that is indicated in the HRMS Assignment record.

If an employee has a primary assignment that is goal salary basis, plus a wage assignment, the HRMS Specialist must make the wage assignment primary; otherwise, the employee will not be able to enter time in wage timecard in SSTL.
If an employee has a primary assignment that is unit salary basis, plus a wage assignment, the HRMS Specialist must make the wage assignment primary; otherwise, the employee will not be able to enter time in wage timecard in SSTL.

Timekeeper Responsibilities Overview

The Departmental Timekeeper can be described as a Liaison, a Coach, and a Communicator. The Liaison will interact between HR Central, the department, and the employees. The Coach will assist employees and managers in knowing how to enter and approve time and leave. The Communicator will provide information to employees, managers and HR Central.

The Departmental Timekeeper responsibilities include:

Assist employees who need help in using Self Service to bring up a timecard and enter their time

Understand the differences between the timecard hours choices for wage employees, exempt employees , and non-exempt employees
Understand the difference between “auto-pay” for exempt employees and “time entry required” for non-exempt and wage employees
Attain a knowledge base of the policies associated with entering time and leave.

Understand SSTL workflow notifications and effectively communicate with managers and employees how the approval/rejection process works.

Monitor timecards prior to the deadline to ensure that all timecards have been submitted and approved in a timely manner

Run the OTL report named UVA PAY Missing and Rejected Timecard Report to identify missing and rejected timecards as well as those timecards that are ‘in process”
Run the OTL report named UVA Time and Leave Summary Exception Report (Under Report) to identify non-exempt employees who have submitted hours less than the 80 hours required for the pay period.
Manage the Time and Leave entry process so that retroactive actions occur very infrequently
Upon occasion, enter time for those employees who are unable to do so for the current pay period

Tuesday after the payroll deadline. Run the Discoverer report IS.PAY_Timesheets Reported OTL to monitor Comments and documentation for leave types that require these actions

One week after the Monday payroll deadline, run the Discoverer report named IS.PAY_Unapproved Timecard Report

Notify and work with the managers to obtain approval for those timecards that are not yet approved.

Serve as the departmental liaison between the employee and Central HR/Leave Center for Short Term Disability claims and Worker’s Compensation. Assist employees with leave types that require documentation faxed to the Central HR/ Leave Center. (Fax: 924-3149) (Refer to Chapter 3 for a list of specific leave types that require documentation in the Central HR/Leave Center.)

Effective: August 16, 2009