Timekeeping Reference Guide
This reference guide is designed to provide guidance regarding timekeeping procedures but is subject to interpretation under University policy and applicable state and federal regulations.
The department's timekeeping representative will enter any leave time or extra time worked on the computer time screen. The entries on the screen must agree with the entries on the exception report. *Also see Banner Earn Codes Used by Department Timekeepers.
An alpha index of terms used in the timekeeping procedure follows:
- Absence Reporting -- It is University policy to require employees to report expected and unexpected
absences and to provide an expected date of return; however, an individual department
may impose additional absence reporting requirements that are appropriate to the efficient
conduct of the department.
- Unauthorized absences will result in leave without pay. Unauthorized and unexplained
absence from work for a period of 5 workdays is considered abandonment of the job.
The Director of HR will inform the absent employee by U.S. Mail of the requirement
to report and the consequence of not reporting.
- Unauthorized absences will result in leave without pay. Unauthorized and unexplained absence from work for a period of 5 workdays is considered abandonment of the job. The Director of HR will inform the absent employee by U.S. Mail of the requirement to report and the consequence of not reporting.
- Actual Hours Worked (REG) -- Report actual hours worked each day as regular hours until 40 hours are reached.
- Additional Compensation -- Exempt employees of the University are advised of the established salary or rate
of pay for their respective position in the annual notice of appointment. It is the
expectation the established salary or rate of pay will be the only compensation paid
to the employee and additional compensation salary is the exception and only to be
paid in limited and approved circumstances.
- Additional Straight Time (extra straight time to be paid) (OTM) -- Additional straight time is paid when additional hours are worked by a non-exempt
employee during a week containing a legal/official holiday, discretionary holiday
or jury duty.
- The supervisor must authorize additional hours worked during a workweek.
- Additional hours cannot be carried and will be paid at the regular straight-time rate.
- Leave used (i.e. vacation, sick, etc.), should be adjusted against additional hours worked in the same week.
- When OTM is being paid from the previous pay period, a comment is necessary on the exception report. The timekeeping representative should enter hours for previous pay period on the first Sunday of the new pay period.
Example: Additional Straight Time Paid (OTM) -- for time entry based on exceptions to a 40-hour workweek with a holiday or other paid leave. A non-exempt employee worked 2 extra hours on Tuesday after the legal/official holiday on Monday. Timekeeper will adjust regular hours with OTM as in the example below.
Adjusted Leave -- Adjusted leave is adjustment of paid leave and regular hours during the workweek. Extra hours worked in a week should be adjusted against leave time used except a legal/official holiday, discretionary holiday, donor leave or jury duty.Non-exempt employees must record all extra hours worked and leave taken on their exception report to document actual day(s) of occurrence in no less than quarter-hour (.25) increments.
Military leave, vacation leave, sick leave, funeral leave and compensatory time taken are the only types of paid leave that can be adjusted. State of Kansas employee holidays, the discretionary holiday, donor leave, and jury duty must be paid in full and cannot be adjusted. To adjust time, the timekeeping representative will enter on the time screen the extra hours worked on the appropriate day as regular hours; but will adjust the leave time taken (on the day it occurs) in that week if the total hours physically worked are less than 40. (The timekeeping representative must show any adjustments on the exception report.)
Example: Adjusted Leave -- An employee works 38 regular hours and used 4 hours of vacation or sick leave within that same week. According to the Adjusted Leave guidelines, the timekeeping representative would adjust the hours by deducting 2 hours of vacation or sick leave to meet the 40-hour workweek requirement.
- Adjusted Schedule -- It is the policy of the University to require employees to adjust their work schedules
to avoid or minimize overtime and/or compensatory time liabilities. Employees who
earn overtime or compensatory time should have approval from their supervisor in advance
of the accrual.
- Administrative Leave [ADM -- non-exempt] [ADE -- exempt] -- Administrative leave allows the Office of Equal Employment Opportunity, Office
of Human Resources, or the divisional Vice President to authorize leave with pay for
an employee. Pending the outcome of an investigation of an employee, or other situations
in which the University determines administrative leave with pay is in the best interests
of the University, leave will be authorized. In all instances of administrative leave,
the Office of Human Resources must be notified. Administrative leave shall not be
used as a reward.
- Supervisor should record date and hours of authorized [ADM or ADE] in the “Other Leave” section of the employee’s exception report.
- Timekeeping representative does not enter [ADM or ADE] on the time screen; but will approve the employee's time screen for payment.
- HR timekeeping staff will enter hours for Administrative Leave [ADM or ADE] per information
provided by the Director of HR and/or the affirmative action officer.
- Approved -- When all information is complete and the time record has been Submitted for Approval and Approved Time, the record in the Status column of (PHIETIM) will show Approved.
- Benefits Eligible -- Employees who earn vacation and/or sick leave are considered to be benefits eligible. (See benefits available per type of appointment.)
- Call-in / Call-back Pay -- Non-exempt employees who are called in to work on a regular day off, or called
back to work after a regular work schedule, should note the actual hours worked in
the "Extra Time Worked" column of the exception report. The timekeeping representative will adjust time so that a minimum of 2 hours will
be paid at the appropriate rate of pay; but only the actual hours worked will be credited
in determining eligibility for overtime compensation (OTP or CME).
The minimum of two hours shall not apply if
- The employee was on stand-by when called in or called back,
- The employee was called in or called back during the two hour period immediately before or after the employee's regularly scheduled work shift.
Example: Call-In / Call-Back -- Shown below is time entry based on exception to a 40-hour workweek. Employee was called in on Sunday for 1 hour with no adjustments to schedule -- REG hours are adjusted as shown with OTP or CME and 1 hour OTM is recorded to comply with the minimum 2 hour call-in.
- COMMENTS Line/Exception Report -- Used by the employee and/or timekeeper to note adjustments (i.e. SCK to VAC, adjust
OTM with VAC/SCK, etc.) Also, to note other comments to assist timekeeper and/or
- Compensatory Time Earned (when time to be carried) (CME) -- Compensatory time is for additional hours physically worked over 40 hours per week and is earned at the rate of one and one-half (1.50) hours. The appropriate supervisor should approve compensatory time in advance. A maximum of 120 hours of accrued compensatory time can be carried forward for a period not to exceed 1 year. It is the department's responsibility to manage a potential liability and to assure the compensatory time is used within the 1-year time frame or it should be paid. During the sign-up process in OHR, non-exempt employees are required to sign an acknowledgment that while employed with the University they will accept compensatory time in lieu of overtime payment.
Example: Compensatory Time Earned or Overtime Paid -- If an employee is required to work additional time that could result in the employee
receiving overtime, the supervisor may adjust the employee's schedule (provided the
employee is notified in advance) or, as approved by the supervisor in advance, the
employee would receive Compensatory Time Earned (CME) or Overtime Paid (OTP) as shown
in the following example.
- Compensatory Time Taken (used) (CMT) -- Compensatory time is time taken when an employee has a previous compensatory balance
and wishes to use it in place of vacation and/or sick leave. Timekeeper will enter CMT hours in .25 increments on actual day used -- adjust regular
- Compensatory Time Payout (CTP) -- Compensatory time payout occurs when an employee has a previous compensatory balance
and wishes to be paid rather than to use it as leave time. Compensatory time payout
(CTP) must be authorized by the departmental budget officer and paid in quarter hour
(.25) increments except at resignation or retirement when the total balance is paid
If the employee has compensatory time at the time of transfer or other separation, the employee will be paid by the agency from which the employee is transferring per K.A.R. 1-9-13. However, upon request, an employee may transfer accumulated compensatory time and holiday compensatory time if approved by both the agency from which the employee is leaving and the agency to which the employee is going.
- Daylight Savings Time Begins (Spring) (OTM) -- Enter an additional 1 hour of OTM to non-exempt employees on 3rd shift who would
only work 7 hours of REG the evening Daylight Saving time begins.
- Daylight Savings Time Ends (Fall) (OTM, CME, OTP) -- Non-exempt employees on 3rd shift would work a 9-hour shift. Record their time
as REG hours up to a total of 40 hours and then additional time would be recorded
as Additional Straight Time (OTM), Compensatory Time Earned (CME) or Overtime Paid
- Disaster Service Volunteer Leave [DIS] -- The Director of HR may authorize leave with pay to any employee who is a certified
disaster service volunteer of the American Red Cross, and is requested by the American
Red Cross to provide disaster services.
The timekeeping representative will approve time screen and send written notice to firstname.lastname@example.org for OHR to enter hours for Disaster Service Volunteer Leave. Include employee's name, myWSU ID, position number, organization number, dates and hours absent and reason for leave. Fax copy of certification to ext. 3201.
- Disciplinary Leave -- Disciplinary Leave is leave with or without pay that is authorized by the Director
of HR. (Also see Relief from Duty with Pay and Suspension.)The Director notifies the
employee in writing of Disciplinary Leave and copies of the letter are sent to the
employee's supervisor, budget officer, HR Benefits Manager, Associate Director of
HR/Employee Relations and HR timekeeping staff.
- Discretionary Holiday (DDE - exempt) (DDY - non-exempt) -- Employees who accrue vacation leave shall be entitled to a discretionary holiday
each year, if authorized by the governor, to be taken at their discretion subject
to the advance approval of the individual's supervisor. Each eligible employee shall
receive hours equal to the number of hours regularly scheduled to work on that day.
To be eligible for a discretionary holiday, the employee must have been in benefits
eligible status for at least six months.
The discretionary holiday must be taken between the beginning of the first pay period of the calendar year and the last pay period of the calendar year. An employee shall not be paid for the discretionary holiday in lieu of taking the time off. All hours for a discretionary holiday shall be taken on the same day and in no case is an employee eligible for more than one discretionary holiday in a year. The discretionary holiday cannot be used on the employee's last day of work.
- Banner is configured to display 12 hours rather than 8 in an eligible employee's leave balance to accommodate the wide variety of WSU work schedules. When the discretionary holiday has been used (regardless of the employee's schedule) the balance will convert to 0 hours.
- Timekeeper will enter discretionary leave hours equal to number of hours regularly
scheduled to work -- adjust regular hours. Check employee’s leave balance for availability
of discretionary holiday. Discretionary holiday cannot be adjusted.
- Donor Leave [DNE - exempt] [DON - non-exempt] -- Donor Leave is paid leave time from work for employees who choose to donate organs,
tissue, bone marrow, blood or blood products. Exempt and non-exempt employees will
note leave in quarter-hour (.25) increments on the COMMENT line of the Exception Report.
Departments are responsible for documenting and keeping track of donor leave usage.
(Refer to donor leave policy.)
The timekeeping representative will approve time screen and send written notice to email@example.com for HR to enter donor leave. Include employee's name, myWSU ID, position number, organization number, dates and hours absent and reason for leave.
- Education Release Time -- The release of an employee to attend University classes during regular work hours
is subject to the requirements of the employee's department. Release time may be
granted to regular and probationary employees (full-time or part-time) to take one
course per semester. Makeup time is not required for academic classes related to
job duties or as preparation for promotion within the University. Release time for
classes that are unrelated to the employee's job or performance must be unpaid, made
up or charged to vacation leave with supervisor's approval. OHR informs and counsels
departments regarding the education release time policy.
- Emergency Close Down (as declared by the President) -- The President may authorize an emergency close down due to safety and/or health
hazards – also see Inclement Weather. Non-exempt employees in non-essential operations may be released by their supervisor
and granted leave with pay. Non-exempt employees who are in essential operations
and are required to work some or all of their regular shift during an emergency close
down will be granted pay equivalent to the employee's rate of pay. This is in addition
to the employee's regular pay or the supervisor and employee may agree to an adjustment
of work schedule to avoid a budget hardship. Only the hours actually worked will be
credited in determining eligibility for overtime compensation.
- Exempt employees are not eligible for additional pay.
- Timekeeper will record emergency close down leave on actual date(s) for benefits eligible
employees who are scheduled to work (IWE - exempt) (IWN - non-exempt) but don't because
of an emergency close down - adjust regular hours for non-exempt employee.
- Emergency Close Down Pay -- Emergency close down pay is received for actual hours worked during an emergency
close down (IWN) by non-exempt employees who are required to work when employees in
non-essential operations have been released from duty and granted leave with pay.
- Those required to work must note the actual hours worked during the emergency close down on their exception report in the "extra time worked" column as OTP, OTM, or CME. The time would be paid (OTP) if the employee has physically worked a 40 hour week. If the supervisor and employee have agreed to an adjustment of work schedule, the employee would show time off on the exception report as vacation leave and note request for adjusted leave on COMMENTS line. The timekeeping representative would indicate an adjusted schedule (see example in "Adjusted Leave"). All employees would record Emergency Close Down hours as (IWE - exempt) (IWN - non-exempt) and adjust with regular hours.
- Enter actual hours worked by essential non-exempt employee during close down on date of close down as OTM. University Support Staff temporary or student employees do not receive Emergency Close Down pay.
Example of Emergency Close Down - Paid -- Emergency Close Down or Inclement Weather declared 3.5 hours into employees shift on Tuesday. All employees would record the remaining hours of their normal shift as IWN and those non-exempt employees in essential operations, who remain on duty, will record actual hours worked during the close down as additional straight time (OTM).
- Emergency Overtime Reporting -- Emergency Overtime Reporting is when an employee in essential operations is called
to report in response to a building, public highway, or public safety emergency.
Official state holidays that occur within a regularly scheduled workweek will be counted
as time worked in determining the amount of overtime worked for state employees if:
- The employee is asked to report to work in response to an emergency as determined by the Director of HR or designated agent, and
- The work is performed outside the employee's normal work schedule or work period.
- Error Message -- Errors in time entry are noted in the bottom left corner of the screen.
- Essential / Non-Essential Operations -- Essential operations are those duties determined by the Budget Officer and/or supervisor
as necessary to keep the University functioning (i.e. University Police and Power
Plant and emergency situations such as snow removal, etc.). Non-essential operations
are those duties that do not absolutely have to be performed each day or are not directly
involved with the emergency situation.
- Exception Reporting -- Report exceptions to a regular work schedule -- leave time taken and/or extra time
- Exempt Employees -- Exempt employees are not eligible to earn overtime credits. The exemption status
of each employee is based on the assigned duties and responsibilities of the position.
Exempt employees cannot have leave without pay for less than a full day and will report
any other type of leave in 4 or 8-hour increments with the exception of donor leave.
- Exempt Leave -- Enter leave hours only; if the exempt employee has no exceptions in the pay period,
timekeeper must enter 1 hour in the 1st Sunday or Monday of the pay period as OKP
to approve employee for payment. All leave for exempt employees should be recorded
in 4 or 8-hour increments with the exception of donor and jury leave.
- Extract Records -- Timekeepers are required to extract records at the beginning of each pay period
for entry of time for their organization(s).
- Extra Hours Worked (non-exempt) -- Timekeeper enters extra hours worked on the appropriate date as REG hours until 40 hours have been recorded. Hours worked in addition to the regular 40 hours should be coded appropriately (i.e., OTP=overtime to be paid, CME=compensatory time to be carried, or OTM=extra straight hours to be paid). The budget officer's signature is required on the exception reporting form for any overtime or extra straight hours to be paid.
- Family & Medical Leave Act -- Family and Medical Leave (FMLA) is a federal program that allows eligible employees
to take up to 12 weeks of paid/unpaid, job protected leave, in a 12-month period for
*specified family and medical reasons. The University and state policies require
employees to use all accrued sick leave and vacation leave prior to leave without
pay for all leave that meets FMLA qualifying reasons.
When an employee is absent from work 3 or more consecutive days, or it appears an absence might qualify for FMLA, it is imperative that the employee or supervisor contact HR so the time can be designated as FMLA and counted toward the 12 week entitlement. When practicable, the leave should be designated prior to the employee's actual leave. To comply with federal and state guidelines for recording and tracking FMLA time, the timekeeping representative and/or supervisor must ask the employee the reason for the leave. This information should be provided to HR within 2 business days of the employee notifying the department of the need and reason for the leave. (Refer to frequently asked questions.)
*Specified family for purposes of FMLA would include: employee, spouse, children and parents (does not include in-laws).
When an employee has been approved for FMLA leave, it is his/her responsibility to notify the supervisor and to write the codes shown below on the timesheet for the timekeeper.
- (FSE) - Salaried employees use sick hours to cover FMLA approved leave. Must be taken in 4 or 8 hour increments.
- (FCE) - Salaried employees use compensatory hours to cover FMLA approved leave. Must be taken in 4 or 8 hour increments.
- (FVE) - Salaried employees use vacation hours to cover FMLA approved leave. Must be taken in 4 or 8 hour increments.
- (FSN) - Hourly employees use sick hours to cover FMLA approved leave. Can be used in .25 hour increments.
- (FCN) - Hourly employees use compensatory hours to cover FMLA approved leave. Can be used in .25 hour increments.
- (FVN) - Hourly employees use vacation hours to cover FMLA approved leave. Can be
used in .25 hour increments.
- Full-time Equivalency (FTE) -- Equivalent to a standard number of working hours.
- Funeral Leave (FNE - exempt) (FNL - non-exempt) -- University employees will be granted leave, with pay, to attend a funeral and/or
make funeral arrangements for *close relatives. The employee's relationship to the
deceased and necessary travel time will be among the factors considered in determining
whether to grant funeral leave and the amount of leave to be granted. Such leave
will in no case exceed 6 working days. For additional time off, vacation leave or
compensatory time should be requested from and approved by the supervisor.
*Close relatives would include: spouse, parents, grandparents, children, grandchildren, brothers, sisters, aunts, uncles, nieces, nephews, or those of similar close relationship by blood, marriage, or adoption.
- History -- Timekeeper may review previous time entry by requesting the correct Payroll Number
in the key block of PHATIME.
- Holidays -- Regents institutions shall observe the following holidays:
New Year's Day Labor Day Martin Luther King, Jr. Day *Veterans Day Memorial Day Thanksgiving Day Independence Day Christmas Day
The Governor may authorize additional days in a particular year (i.e. day following Thanksgiving and/or Christmas Eve Day – also see Discretionary Holiday). Official state holidays that occur within a regularly scheduled workweek will be counted as time worked in determining the amount of overtime for state employees if the employee is asked to report to work in response to an emergency as determined by the Director of HR or designated agent.
- Legal holiday is when the holiday is observed on the actual holiday.
- Officially observed holiday is when the legal holiday falls on a Saturday and is officially observed on the previous Friday or when the legal holiday falls on Sunday and is officially observed on the following Monday.
*Classes are in session; therefore, University Support Staff employees and unclassified non-exempt employees required to work shall be afforded compensatory time or compensation at the rate of one and one-half time for each hour worked. Faculty and unclassified professional exempt staff who accrue annual leave and who are required to work on any listed or special holiday shall be afforded equivalent time off at a later date.
- Holiday Compensatory Time -- Holiday compensatory time is equal to the number of hours normally scheduled for
all benefits eligible employees. All non-exempt employees and exempt University Support
Staff employees required to work on a legal or officially observed holiday shall receive
holiday compensation at time and one-half for hours physically worked in addition
to the employee's regular pay. Exempt employees are permitted to take holiday compensatory
time in half-day or full-day increments only. Holiday compensation may be carried
(HCP - any University Support Staff employee) or paid (HDP - non-exempt), as authorized
for non-exempt employees only.
If a non-exempt employee or exempt University Support Staff employee is required to work on 2 consecutive holidays (legal and officially observed) during his/her normal workweek, the employee shall receive the appropriate credit of time and one-half for only one of the 2 days, whichever one is greater (i.e. if Christmas fell on Sunday, it would be officially observed on Monday and the employee who worked both days would receive time and one-half for only one of the 2 days). When Thanksgiving and the following day are both legal holidays the employee shall receive time and one-half for both days worked.
Eligible employees who work the holiday will receive time and one-half compensatory time or overtime pay regardless of any other paid leave used during the week of the holiday.
Example: Holiday Compensation when Holiday Worked. Eligible employee works 8 hours on the holiday and receives time and one-half compensatory time (HCP) regardless of any other paid leave used during the week of the holiday or non-exempt employees may be paid overtime (HDP).
Enter hours physically worked on actual date of holiday as CME to carry as comp time. The program will calculate at the 1.5 rate.
- Holiday Comp Time Taken - Exempt Unclassified (HCE) -- Enter hours taken in 4 or 8-hour increments on exception report from hours previously
worked on a designated holiday (i.e. Veterans Day).
- Holiday Comp Worked - Exempt Unclassified (HCF) -- Exempt unclassified staff required to work on a designated holiday would enter
hours physically worked in 4 or 8-hour increments as HCF on their exception report.
This leave is earned at straight rate (i.e. 8 hours worked=8 hours banked leave) and
can be carried forward to be used within twelve months.
- Holiday Credit (HDC) -- Legal and/or officially observed holidays are automatically posted on the non-exempt
employee's time screen when holiday is in regular work schedule. Only benefits eligible
employees are eligible for holiday pay.
Holiday credit (HDC) is time off with pay for all non-exempt employees and exempt University Support Staff employees. An employee must be in pay status the entire workday before and the entire workday after the holiday in order to receive holiday credit.
Each employee is to receive holiday credit equal to the number of hours they would normally have been scheduled to work. Each full-time employee who works a nonstandard workweek shall receive the same number of holidays in a calendar year as employees whose regular work schedule is Monday through Friday. This applies to all state holidays, including the discretionary holiday.
Employees in less than full-time positions will earn as follows:
|50% = 4 hours||60% = 5 hours|
|75% = 6 hours||100% = 8 hours|
A less than full-time employee who works an irregular schedule shall receive holiday compensation only if the employee physically works on the holiday.
- Holiday Credit, holiday not in regular work schedule (HCN) -- Timekeeper records holiday hours for legal and/or officially observed holidays as HCN in addition to regular work schedule for benefits eligible employees when the holiday doesn't fall in their regular work schedule.
- Holiday Pay (HDP) -- Timekeeper enters hours physically worked on a holiday as HDP when time is to be paid. The program will calculate at the 1.5 rate.
- Inclement Weather Leave (IWE – exempt) (IWN – non-exempt) (also see "Emergency Close
Down") -- All state employees are expected to be at work during their regular periods of
work regardless of weather conditions. This is a condition of employment.
- Inclement Weather Leave is granted to benefits eligible state employees who are scheduled to work but don't because of a declaration of inclement weather.
- During a Declaration of Inclement Weather (declared by the Governor of the state or President of the University), employees in non-essential operations may be released by their supervisor, and are to be granted leave with pay.
- Extra hours worked during a week of Inclement Weather Leave must be adjusted or paid as OTM.
- Employees on leave the day before and the day after a Declaration of Inclement Weather would be considered to be on scheduled leave -- they will continue using their accumulated leave and will not be allowed to change their leave status.
- Temporary and student employees do not receive Inclement Weather Pay.
- Inclement Weather Pay – Is not paid to exempt or temporary employees. Non-exempt employees who are in essential
operations and are required to work some or all of their regular shift during a Declaration
of Inclement Weather, will be granted Inclement Weather Pay or the supervisor and
employee may agree to an adjustment of work schedule to avoid a budget hardship.
- Only the hours actually worked will be credited in determining eligibility for overtime compensation.
- Pay is equivalent to the employee's rate of pay and is in addition to the employee's regular pay. Hours of declared inclement weather are recorded as (IWE - exempt) or (IWN - non-exempt). Those required to work must note the actual hours worked during the Declaration of Inclement Weather on their exception report in the "extra time worked" column as (OTM).
- If the supervisor and employee have agreed to an adjustment of work schedule, the employee would show time off on their exception report as vacation leave and note request for adjusted leave on COMMENTS line.
- The timekeeping representative would indicate an adjusted schedule (see example in "Adjusted Leave")
Example of Inclement Weather - Paid -- Emergency Close Down or Inclement Weather declared 3.5 hours into employees shift on Tuesday. All employees would record the remaining hours of their normal shift as IWN and those non-exempt employees in essential operations, who remain on duty, will record actual hours worked during the close down as additional straight time (OTM).
Irregular Schedules -- Regular hours (REG) must be entered manually for any non-exempt employee on an irregular schedule. (Employees on an irregular schedule do not receive holiday pay.)
- Jury Duty (JRE - exempt) (JRY - non-exempt) -- All employees will enter in quarter-hour (.25) increments on actual date(s) used.
Cannot be adjusted by additional hours worked within the same week.
Jury duty is leave with pay that is granted for jury duty or required appearance before a court, legislative committee, or other public body, if the Director of OHR deems the granting of leave in the best interest of the state. Leave with pay will not be granted when an employee is called as a witness on the employee's behalf in an action in which the employee is a party or voluntarily seeks to testify as a witness against a state agency.Jury duty/work hours should not exceed the employees normal work schedule. (For example: 2nd or 3rd shift employees who have served on jury duty would not be expected to work a full shift the same day.)
- Leave: Leave for benefits eligible positions must be recorded in 4 or 8-hour increments for
exempt employees and in quarter-hour (.25) increments for non-exempt employees. The
exceptions to this policy are jury duty and donor leave, which are taken in quarter
hour increments by all staff and the discretionary holiday hours, which must all be
taken on the same day. The provisions of the Memorandums of Agreement affect some
- Adjusted -- Leave can be adjusted to avoid overtime liability at the employee's request. All extra hours worked in a week can be adjusted against leave time used except a legal/official holiday, discretionary holiday, donor leave or jury duty. Leave times that can be adjusted are: military leave, vacation leave, sick leave, funeral leave and compensatory time taken.
- Administrative [ADM] -- Administrative leave allows the Office of Equal Employment Opportunity, Office of Human Resources, or the divisional Vice President to authorize leave with pay for an employee. Pending the outcome of an investigation of an employee or other situations in which the University determines that administrative leave with pay is in the best interests of the University, leave will be authorized. In all instances of administrative leave, the Office of Human Resources must be notified. Administrative leave shall not be used as a reward. Employee or supervisor would record date and hours of authorized ADM in the "Other Leave" section of the exception report and note reason for leave on COMMENTS line.
- Authorized -- Authorized leave is leave approved by the supervisor prior to actual date. (Employee must report an unexpected accident/illness to the supervisor as soon as possible.) Leave for good and sufficient reason in excess of 30 days may be approved by the Director of HR if deemed to be in the best interest of service to the University.
- Earnings -- Refer to schedule. Leave is earned according to appointment type.
- Transferred -- Leave is transferred when an employee separates from one state agency and is appointed to another state agency on the following working day; the employee's discretionary day, accumulated vacation, and/or sick leave shall be transferred with the employee. If the employee has any compensatory time credits at the time of transfer, he/she will be paid for such credits by the agency from which he/she is transferring.
- Unauthorized -- Unauthorized leave is leave that is not requested or is not approved and is grounds for disciplinary action, up to and including dismissal. Contact the Associate Director of Human Resources/Employee Relations for assistance with procedures for unauthorized leave.
- With Pay -- Leave with pay is leave that may be authorized for holidays, accumulated vacation or sick leave, donor leave, funeral leave, jury duty, military leave, compensatory time and the discretionary holiday. Employees who become ill while on vacation leave may use accumulated sick leave.
- Without Pay [LWP] -- Leave without pay of 31 days or longer will require completion of an OHR 200/Change of Status (or pdf file) or OHR 220/Research Change (or pdf file) form by the department and the supervisor will call the Benefits Manager of HR.
(Exempt employees must use LWP in 8-hour increments.)
Leave without pay is recorded for the following reasons:
- Lack of accrued time. Leave without pay is recorded for employees when the employee has a lack of accrued time for the following reasons: illness or disability including pregnancy, the adoption of a child by the employee, the initial placement of a foster child in the home, care for a family member who has a serious health condition or for other good and sufficient reason when the Director of HR deems leave to be in the best interest of service to the University.
- New hire employees in a regular position without permanent status may be granted leave (with or without pay or a combination of the two) for a period not to exceed 60 calendar days.
- Regular employees may be granted leave (with or without pay or a combination of the two) for a reasonable period of time consistent with the effective fulfillment of the University's duties, not to exceed one year.
- Employee's request. Leave without pay request must be made in writing to the employee's immediate supervisor and forwarded to the Director of HR for final approval. The director will determine whether approval of each request is for the good of the University and will approve or disapprove the request. The director may require use of accumulated vacation and/or sick leave before approval of leave without pay. The discretionary holiday may be used at the employee's discretion.
- Unauthorized leave. A supervisor may require the use of leave without pay when an employee takes unauthorized leave (i.e. late to work, unscheduled vacation, etc.). Leave without pay for unauthorized leave should be noted on the exception report, with comment for documentation, by the supervisor.
- Maternity/Paternity Leave -- Maternity/paternity leave is accumulated leave taken with and/or without pay for
childbirth, the adoption of a child by an employee, or initial placement of a foster
child in the home of an employee. Twelve weeks of leave is allowed.
Employee will contact FMLA representative at extension 3065 to complete a Family and Medical Leave Employee Request Form before going on leave.
All maternity/paternity leave should be recorded on employee's exception report using FMLA codes (see FMLA).
- employee may use available vacation/sick leave balances and/or accrued comp time to
report maternity/paternity leave.
- employee may use available vacation/sick leave balances and/or accrued comp time to report maternity/paternity leave.
- Military Duty (MIE - exempt) (MIL - non-exempt) -- Military leave is leave with pay for active reserve duty, which is granted to members
of a reserve component of the Armed Forces or National Guard. A copy of the military
orders must be attached to the exception report in the department's files and a copy
sent to timekeeping staff in HR for filing in personnel file.
Military leave with pay is limited to 15 working days (120 hours) per 12 month period beginning October 1 thru September 30. If military leave exceeds this time, vacation leave can be used or leave without pay can be granted.
The timekeeping representative will send a copy of military orders to HR timekeeping staff. In addition, if leave without pay [LWP] is required for military leave, audit time screen and send written notification to HR at firstname.lastname@example.org for them to enter LWP hours. Include employee's name, myWSU ID, position number, organization number, dates and hours absent and reason for leave.
- Non-Exempt Employees -- Non-exempt employees are eligible for overtime compensation and will report time and leave in quarter hour (.25) increments..
- Overtime Pay (OTP) – Overtime is pay received by non-exempt employees for over 40 hours physically worked in the workweek. The departmental budget officer must authorize overtime pay and
his/her signature designates hours to be paid at time and one-half and not carried.
Hours worked on an official state holiday will be counted as time worked in determining the amount of overtime.When calculating overtime, fractions of hours of 15 minutes or more can be compensated in quarter hour (.25) increments. The following chart can be used to calculate overtime worked and to maintain an accurate daily record:
TIME WORKED RECORD 01 to 07 minutes .00 hour 08 to 22 minutes .25 hour 23 to 37 minutes .50 hour 38 to 52 minutes .75 hour 53 to 67 minutes 1.00 hour
Timekeeper will enter all hours physically worked as REG hours up to 40 hours; enter actual hours over 40 to be paid as OTP and the program will calculate at 1.5 rate.
- Pay Status -- Time in pay status includes the following:
- actual hours worked
- compensatory time
- donor leave
- funeral leave
- holidays and the discretionary holiday, when authorized by the Governor
- jury duty
- military reserve for annual active duty for training
- sick leave
- State or National training, such as leave to attend official meetings and other authorized leave with pay (i.e. certified disaster service volunteers of American Red Cross)
- vacation leave
- PHATIME -- Banner time entry screen.
- Position Numbers -- Each active position has its own time screen. Employee should confirm their position number is correct for any hours reported on their exception report. Timekeeper should verify time entry matches position number on the exception report.
- Quarter Hour Increments (.25, .50, .75) -- All leave time and all time worked for non-exempt employees should be reported in quarter hour increments.
- Record Retention -- Timekeeping records (individual time reports and departmental reports) must be
kept on hard copy or microfilm for 5 calendar years. Records should be filed by pay
period per calendar year. For simplicity, we suggest establishing a routine of keeping
records for the current year plus the five previous years, purging the oldest records
at the end of each year.
- Regular Hours/Schedule (REG) -- Regular hours default into PHATIME (time entry screen) for non-exempt staff on
a regular work schedule. Timekeeper will adjust REG hours to reflect adjusted schedules. Verify the REG hours
in the Totals by Earn column to check that there are 80 hours if full-time employee
or appropriate FTE.
- Resignation/Retirement -- Employee should submit to the timekeeping representative his/her original exception
report form on their last day of work. The representative will enter all exceptions
and sign off the record.
- Compensatory time -- If the employee has compensatory time at the time of transfer or other separation, the employee will be paid by the agency from which the employee is transferring per K.A.R. 1-9-13. However, upon request, an employee may transfer accumulated compensatory time and holiday compensatory time if approved by both the agency from which the employee is leaving and the agency to which the employee is going
- Sick leave payout – University Support Staff and Unclassified employees who are eligible to retire will
be paid a portion of sick leave upon retirement (per K.S.A. 75-5517) if the balance
- 800 to 999 hours with 8 or more full years of service - 240 hours will be paid
- 1000 to 1199 hours with 15 or more full years of service - 360 hours will be paid
- 1200 + hours with 25 or more full years of service - 480 hours will be paid
Eligible employees who resign/retire with no sick leave balance paid can donate entire balance to the shared leave program. If an employee is retiring from state service and receiving compensation for sick leave upon retirement, the donated sick leave cannot include those hours needed to reach the sick leave payout. For example, a retiring employee who has accumulated 1400 hours of sick leave and has 26 years of service may donate 200 hours to the shared leave program. Since the employee has accumulated the 1200 hours required to fulfill K.S.A. 75-5517 subsection (a)(3), the employee can donate all hours in excess of 1200.
- Vacation payout -- an employee may receive, upon termination from employment or upon moving from a
position earning annual leave to a faculty position for less than twelve months, payment
for no more than 176 hours of vacation leave, and, at retirement or termination of
employment when retirement eligible, an employee may receive payment for up to 240
hours of vacation leave.
- Only University Support Staff employees may donate vacation leave. Donors must have a vacation leave balance of at least 80 hours after donation. Any unpaid vacation leave balance can be donated to the shared leave program upon resignation/retirement of the University Support Staff employee.
- Sabbatical Leave -- Sabbatical Leave is an approved leave of absence with full or partial pay for a
full-time faculty member on a regular appointment who has served continuously for
a period of 6 years or longer. (Refer to WSU Policies & Procedures Manual or Board
of Regents Policy Manual.) A faculty member applying for sabbatical leave is required
to file an official Application for Sabbatical Leave and sign a Sabbatical Leave Agreement.
(Application packets are obtained from Office of Academic Affairs.) Once the leave
has been approved, the department should complete and route OHR 200/Change of Status (or pdf file) or OHR 220/Research Change (or pdf file).
- There should be a time screen for faculty who are on Sabbatical Leave. Before signing
off on the employee's record, the timekeeping representative must enter OKP code and
1 hour on Sunday or Monday of the first week of the pay period so the employee will
- There should be a time screen for faculty who are on Sabbatical Leave. Before signing off on the employee's record, the timekeeping representative must enter OKP code and 1 hour on Sunday or Monday of the first week of the pay period so the employee will be paid.
- Shared Leave -- (Refer to complete guidelines.) All University Support Staff employees appointed
to a regular position and unclassified employees who accumulate sick leave, shall
be eligible for participation in the shared leave program.
- Shared leave may be granted to an employee if the employee or a family member is experiencing a serious, extreme or life-threatening illness, injury, impairment or physical or mental condition which has caused, or is likely to cause, the employee to take leave without pay or to terminate employment.
- Shared leave may be granted for a maximum of 6 months from the date the employee began using shared leave. If an employee receives worker's compensation, long-term disability payments or both, they are not eligible for shared leave.
- Employees must use all accrued leave (i.e. vacation, sick, all compensatory time and discretionary holiday) each pay period before shared leave can be applied. While using shared leave, an employee will continue to accrue leave at the regular rate.
- Exempt employees use shared leave in half or full-day increments.
- Shared leave may be applied retroactively for a maximum of two pay periods preceding the date the employee signed the shared leave request form.
- Entering Shared Leave:
- The timekeeping representative will record all sick leave on the employee's exception report as sick leave hours.
- HR timekeeping staff will enter shared leave hours as needed. [SHL - non-exempt]
[SHE - exempt]
- Shift Differential -- Time screen automatically reflects those individuals in positions eligible for
shift differential and generates pay for actual hours worked. A normal day shift
will fall entirely within the hours of 7:00 A.M. and 7:00 P.M. Hourly employees who
work a regularly scheduled shift of hours other than the standard workday may be paid
a shift differential of $.60 per hour for second shift or $.75 per hour for third
shift for all hours worked.
- Employees do not receive shift differential pay for hours credited on any type of
leave or holiday.
- Employees do not receive shift differential pay for hours credited on any type of leave or holiday.
- Sick Leave (SCE - exempt) (SCK - non-exempt) -- Sick leave is accumulated paid leave allowed for illness, doctor appointments and
disability of an employee or employee's immediate family member. Immediate family
includes persons related to them by blood, marriage or adoption, and minors residing
in their home as a result of court proceedings pursuant to the Kansas code for care
of children or the Kansas juvenile offenders code. After the first 3 days, FMLA requirements
limit coverage to employee, spouse, children and parents. (Also see Family and Medical Leave.)
Each probationary and regular employee earns sick leave beginning with his/her first day of employment. Leave earned during a pay period cannot be used until the first day of the following pay period. When an employee is not in pay status an entire pay period, the computer will calculate sick leave hours proportionately for the pay period. (See sick and vacation leave earning schedules.)Employees who use all their accumulated sick leave should still record on their exception report all sick leave as sick leave. The timekeeping representative will enter all hours on the time screen as sick leave.
- Sick leave over the employee's balance will automatically be deducted from available
- Sick leave over the employee's balance will automatically be deducted from available vacation leave.
- Stand-By Pay (ST1) -- Stand-by pay is pay for time outside a non-exempt employee's regularly scheduled
work hours, during which the non-exempt employee is required to remain available to
the University within a specified response time. Only the hours actually worked will
be credited in determining eligibility for overtime compensation. Stand-by status
will not be authorized without the knowledge and prior approval of the immediate supervisor.
- Stand-by pay is additional compensation at $2 per hour for non-exempt employees while serving in stand-by status. An employee on stand-by who is called in to work will be compensated for the hours actually worked. The $2 per hour stand-by compensation will not be paid for hours physically worked.
- Any non-exempt employee who is not available when called, and who does not present reasonable justification for failure to report when called, shall lose compensation for that stand-by period and may be subject to disciplinary action.
- Employee should record hours on stand-by as (ST1) on the positive reporting section
of the exception report. If the employee on stand-by is called in to work, the actual
time worked is recorded in the "extra time worked" column. The employee would receive
Compensatory Time Earned (CME), Overtime Paid (OTP) or Additional Straight Time (OTM)
for additional hours physically worked over 40 hours in the workweek.
Example: Stand-by -- The timekeeping representative records the stand-by hours as positive time (ST1) on the days in stand-by status.
For example, an employee is in stand-by status from 5:00 p.m. Friday through 12:00
midnight on Saturday and is called in to work on Saturday for 1 hour. The employee
records 7 hours of ST1 on Friday and 24 hours on Saturday. The 1-hour physically
worked on Saturday is recorded as 1 hour of CME, OTP or OTM. The timekeeping representative would adjust the exception report to 23 hours of ST1
on Saturday to allow for the 1-hour physically worked.
- Student Regular Earnings (SP1) -- Enter actual hours on day(s) worked as SP1.
- Suspension [LWP] -- is leave without pay for disciplinary reasons. When an employee is to be suspended
without pay, a letter is sent to the employee by the Associate Director of HR notifying
him/her of the suspension and the number of days of the suspension.
- The HR timekeeping staff will record any leave without pay.
- Temporary Appointments, University Support Staff (999 hrs) -- Actual hours worked each day must be entered on the time screen as regular hours.
An employee in one or more temporary positions cannot exceed 999 total hours of employment
in state service for a period of 12 consecutive months, even if the employee holds
temporary positions in more than one state agency. The appointment can be renewed
for another 999 hours in the next consecutive 12 months by processing an OHR 200/change of Status (or pdf file) or OHR 220/Research Change (or pdf file) form. The same form would be used to terminate the appointment.
- Time Change -- See Daylight Savings Time.
- Trades Incentive Pay -- A $0.30 per hour retention incentive pay rate differential will be paid for employees in designated trade positions. >>See Trades Positions.
- Vacation Leave (VAE - exempt) (VAC - non-exempt) -- Vacation leave is the use of accumulated paid leave with prior approval of the
supervisor. Employees earn vacation leave for hours worked in pay status. When an
employee is not in pay status for an entire payroll period the computer will calculate
the vacation leave proportionately. Overtime worked and additional payments for holidays
worked are not counted in determining vacation leave earned. (See vacation and sick leave earning schedules.)
- Employees who become ill while on vacation may use accumulated sick leave.
- Employees who become ill while on vacation may use accumulated sick leave.
Maximum vacation leave payout upon resignation/retirement for University Support Staff employees is based on their years of service. (Also see Resignation/Retirement.) Unclassified employees may receive, upon termination from employment or upon moving from a position earning vacation leave to a faculty position for less than 12 months, payment for no more than 176 hours of vacation leave. At retirement, or at termination of employment when retirement eligible (age 55 to 59 must have at least ten years of service in a benefits-eligible position at a Regents institution), an unclassified employee may receive payment for up to 240 hours of vacation leave per Board of Regents policy.
- University Support Staff probationary and regular employees who are eligible to earn vacation leave may accumulate
a maximum of 304 vacation hours. If employee's balance is at the maximum, they will
no longer earn vacation hours. Leave earned during a pay period cannot be used until
the first day of the following pay period.
- Unclassified Professional Staff who have a 12 month appointment earn vacation leave. Leave earned during a pay period
cannot be used until the first day of the following pay period. The maximum vacation
earned is 176.00 hours (22 days) per fiscal year and the maximum balance to carry
is 304.00 hours (38 days).
- Voting -- Department supervisors are required to excuse a non-exempt employee with pay for up to 2 hours for voting purposes, provided the polls are open less than 2 hours during the period before or less than 2 hours during the period after the employee's scheduled work hours. (K.S.A. 25-418)
- Workers' Compensation [WCA] -- Workers' Compensation is an insurance plan provided by the employer to pay employee
benefits for job-related injuries, illness, disability, or death. Benefits are paid
at the employer's expense. Coverage begins the first day on the job. The employee
must report accidents promptly to their supervisor who in turn will notify the Associate
Director of HR/Employee Relations at ext. 3068 within 3 calendar days of the accident.
(For a copy of the University's policy on Workers' Compensation contact the Employee
Relations section in HR.)
Entering Workers' Compensation:
- HR timekeeping staff will adjust sick leave hours as Workers' Compensation, vacation,
and/or Leave Without Pay.
- Work Schedule -- The standard workday for each full-time employee is eight (8.00) hours. The standard workweek for each employee is forty (40.00) hours, Sunday through Saturday.
Revised: 10/06/2014 NT