Body
Audience
This article is intended for employees who enter time and supervisors who approve employee timecards. The purpose of the article is to provide prompts for time type selection during specific events.
Contents
Definitions
Part 1. Inclement Weather
Part 2. College Holidays
Part 3. College Wellness Days (Restorative Fridays and Wednesday before Thanksgiving)
Part 4. New Year's Eve
This article makes a distinction between Regularly Scheduled Hours and Actual Hours Worked, as defined below:
Regularly Scheduled Hours means regularly scheduled hours on the days the employee is regularly scheduled to work and the hours between the start and end time of the employees regularly scheduled shift (ex: If an employee works Monday – Friday; 7:00 am – 3:30 pm, the “regular hours” are the number of hours that fall on a Monday – Friday between the hours of 7:00 am and 3:30 pm or 40 hours in this case)
Actual Hours Worked means the actual hours during which work is performed -- whether scheduled or not.
When an emergency closing or fully remote status due to inclement weather is in effect, non-exempt employees designated as “essential” and who report to campus will be compensated at their regular rate for their regularly scheduled hours and will receive an additional one and one-half times their regular rate for all actual hours worked.
Recording time on day when the college is closed or in a fully remote status due to inclement weather
Essential, non-exempt, benefit-eligible employees working a on a regularly scheduled work day when the college is in a closed, open – remote operations, or delayed opening status:
- # regularly scheduled hours worked using Regular Hours time type (paid at their regular rate)
- # actual hours worked using Emergency Closing - Essential time type (paid at time and one half)
Essential, non-exempt, benefit-eligible employees working a on a day that is NOT a regularly scheduled work day when the college is in a closed, open – remote operations, or delayed opening status:
- # actual hours worked using Emergency Closing - Essential time type (paid at time and one half)
Essential, non-exempt, benefit-eligible employees working a partial day on a regularly scheduled work day when the college is in a closed, open – remote operations, or delayed opening status:
- # actual hours worked using Regular Hours time type (paid at their regular rate)
- # actual hours worked using Emergency Closing - Essential time type (paid at time and one half)
- # hours not worked (up to total number of regular scheduled hours) using Emergency Closing time type (paid at regular rate)
Essential, non-exempt, benefit-eligible employees working a partial day on a day that is NOT a regularly scheduled work day when the college is in a closed, open – remote operations, or delayed opening status:
- # actual hours worked using Emergency Closing - Essential time type (paid at time and one half)'
Non-exempt, benefit-eligible employees whose jobs cannot be performed remotely and not working on a regularly scheduled work day* when the college is in a closed, open – remote operations, or delayed opening status:
- # regularly scheduled hours using Emergency Closing time type (paid at their regular rate)
*Non-exempt, benefit-eligible employees whose jobs do not permit them to be done remotely and not working on a day that is NOT a regularly scheduled work day when the college is in a closed, open – remote operations, or delayed opening status, should not record any time for this day.
Non-exempt, benefit-eligible employees working remotely on a regularly scheduled work day* when the college is in a closed, open – remote operations, or delayed opening status:
- # actual hours worked using Regular Hours time type (paid at their regular rate)
*Non-exempt, benefit-eligible employees who do not work on a day that is NOT a regularly scheduled work day when the college is in a closed, open – remote operations, or delayed opening status, should not record any time for this day.
When a non-exempt, benefit-eligible employee is required to work on a day that is designated as a college holiday, that individual will be paid their regular rate for their normally scheduled hours AND paid time and one-half for the actual hours worked on the holiday. In the event, the individual works a partial shift on a day designated as a college holiday, they will be paid their regular rate for their normally scheduled hours AND paid time and one-half for the actual hours worked. For example, if an individual is regularly scheduled to work 8 hours and works 3 hours, the individual would be paid 3 hours at time and one-half and 8 hours at their regular rate. Employees who are not benefit-eligible will be paid time and one half their regular rate for actual hours worked on a day designated as a college holiday.
Effective March 13, 2023, the Banked Time message has been removed. To enter hours worked on a College holiday, please review the following scenarios.
Recording time on day when the college is closed due to a holiday
Non-exempt, benefit-eligible employees working on a college designated holiday that is a regularly scheduled work day:
- # actual hours worked using the Holiday – Worked time type (paid at two and one half times)
Non-exempt, benefit-eligible employees working a on a day that is NOT a regularly scheduled work day and is a college designated holiday:
- # actual hours worked using Regular Hours time type (paid at their regular rate)
Non-exempt, benefit-eligible employees working 10 hours on a day that is a regularly scheduled work day and a day designated as a college holiday:
- Employees should enter the first 8 hours based on the shift they work. For example, an employee whose regular shift is Day, would enter 8 hours Holiday - Worked Day and 2 hours Holiday - Worked Evening.
- 8 hours using the Holiday - Worked [Day, Evening, Night] time type (paid at time and one half)
- 2 hours using the shift time type that the additional hours occurred. Holiday - Worked [Day, Evening, Night]
Non-exempt, benefit-eligible employees working 10 hours on a day that is a NOT a regularly scheduled work day and a day designated as a college holiday:
- 10 hours using the Regular Hours time type (paid at their regular rate)
Non-exempt, benefit-eligible employees working 4 hours on a day that is a regularly scheduled work day and a designated as a college holiday:
- Enter 4 hours using the Holiday - Worked time type (paid at 2 and half times the regular rate).
- Enter 4 hours using the Holiday - Not Worked time type (paid at their regular rate).
Non-exempt, benefit-eligible employees working 4 hours on a day that is a NOT a regularly scheduled work day and a designated as a college holiday:
- 4 hours using the Regular Hours time type (paid at their regular rate)
Non-exempt, benefit-eligible employees not working on a day that is a regularly scheduled work day* that is designated as a college holiday:
- # regularly scheduled hours using the Holiday - Not Worked time type (paid at their regular rate)
*Non-exempt, benefit-eligible employees not working on a day that is NOT a regularly scheduled work day that is designated as a college holiday, should not record any time for this day. The employee may record Holiday – Not Worked on one of their regularly scheduled work days as long as the number of holiday hours not worked does not exceed the # regularly scheduled hours on that shift and the total number of holidays given for that particular holiday.
Non-benefit-eligible* employees working on a day designated as a college holiday:
- # actual hours worked using the Holiday Worked (Day, Evening, Night) time type (paid at time and one half).
*these employees are not eligible for Holiday – Not Worked.
Review your shift pay amount on your payslip:
Shift Pay for the Evening Shift will appear on the payslip as “Shift Pay” and/or “Shift Pay Overtime”.
Shift Pay for the Night Shift will appear on the payslip as “Shift Pay Night” and/or “Shift Pay Night Overtime”.
Shift Pay for UGSOA employees will appear on the payslip as "IC UGSOA Shift Pay" and/or "IC UGSOA Shift Pay Overtime".
Wellness Days are NOT considered college holidays. All non-exempt, benefits eligible employees who work on a Wellness Day, will be compensated at their regular rate for hours worked plus receive supplemental hours equal to the hours worked to use at a later date. These hours expire at the end of the calendar year in which they were accrued. Employees who are not benefit eligible will be paid their regular rate for hours worked on a Wellness Day, but will not receive any supplemental hours to be used at a later date.
Recording time on a Wellness Day
Non-exempt, benefit-eligible staff that worked their full regularly schedule shift on Wellness Day, should record their hours worked using two lines:
- Wellness Hours Worked (day, evening, night) – 7.5 or 8.0
- Supplemental Time Earned (day, evening, night) – 7.5 or 8.0
Non-exempt, benefit-eligible staff that worked a partial shift on a Wellness Day, should record their hours worked* and hours not worked using three lines:
- Wellness Hours Not Worked (day, evening, night) – 4.5
- Wellness Hours Worked (day, evening, night) – 3.0
- Supplemental Time Earned – 3.0
*In this example, the employee worked 3 hours of their regularly scheduled 7.5 hour shift.
Non-exempt, benefit-eligible staff that did not work on Wellness Day, should record hours not worked as:
- Wellness Hours Not Worked (day, evening, night) – 7.5 or 8.0
Employees who are not benefit-eligible, including student employees, are not entitled to the Wellness Hours benefit. Student employees and non-benefit-eligible staff who work on a Wellness Day, will be paid at their regular rate for hours worked. Employees who are on medical leave will not have these hours converted to Wellness Hours.
This section covers payments for employees who work on New Year's Eve to switch the lights in the Towers.
Non-exempt, benefit-eligible employees working on New Year’s Eve and if that day is a regularly scheduled work day:
- # regularly scheduled hours using the Holiday - Not Worked time type (paid at their regular rate)
- 4 hours worked using the Holiday – Worked time type (paid at time and one half)
Non-exempt, benefit-eligible employees working on New Year’s Eve and that day is NOT a regularly scheduled work day:
- 4 hours worked using Regular Hours time type (this will be paid at time and a half)