Instructions for Form HR 08.210
Record of Hours Worked & Leave Taken Required for Wage-Hour Subject SPA Employees Use this form only for EPA and SPA employees holding permanent, probationary, and timelimited appointments. Only SPA wage/hour subject employees may be paid for overtime. EPA and SPA exempt employees may not be paid for working extra hours but with department head approval may be allowed to record comp time on an hour for hour basis. Use Form HR 2.30 for temporary employees. EMPLOYEE INFORMATION: Top blocks must be completed, including Banner ID. ALL TIME IS RECORDED IN HOURS & DECIMAL EQUIVALENTS. (# minutes/60 = decimal equivalent) HOURS WORKED: #1 #2 Regular Hours - Actual hours worked during the employee’s regular shift. Extra Hours – Actual hours worked outside the employee’s regular shift—including hours worked on University holidays or hours worked when called back outside the employee’s regular shift. Total at bottom of column. Shift Premium – Hours worked subject to shift premium pay (total hours worked in shift if half or more are between 4:00 pm & 8:00 am.) Total at bottom of column. Paid the 15th of the month at 10% of regular hourly rate. Holiday Premium – Actual hours required to work on a University holiday. Total at bottom of column. Paid the 15th of the following month at 50% of regular hourly rate. Also, record in column 6. Both SPA wage/hour exempt and SPA wage/hour subject employees may receive holiday premium pay; EPA employees may not. On Call – Number of hours on call outside of regular working hours. Reduce on-call hours by actual hours worked. Total at bottom of column. Paid on the 15th of the following month at rate of $3.00/hr for trades (H60) and $2.00/hr for services (H70). Comp Time Earned – Hours entered in this column should be based on Extra Hours Worked in column 2: • Straight time (hour for hour) is earned for extra hours worked that result in 40 hours or less in the workweek (Monday – Sunday). • Time and one-half is earned for extra hours worked that result in more than 40 hours in a workweek. (Wage hour subject employees only) • On-call time does not count as work time for the purpose of determining overtime. Total comp time at the bottom of the column. Comp Time Taken – Number of hours taken off. Total at the bottom of column
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Comp Time Forwarded or Paid – If total of column 6 is greater than column 7, comp time may be forwarded to following month or paid on the 15th of the following month. Comp time may be accrued up to a maximum of 240 hours for 12 months. Hours in excess of 240 and hours not taken within 12 months must be paid on the next mid-month payroll. (Wage hour subject employees only)
REGULAR HOURS NOT WORKED: #8 Vacation Leave – Record balance brought forward, current amount earned, hours taken in 10 minute increments, and balance to be forwarded. Vacation leave is earned if an employee is in a pay status for half or more of the work days in a month. Vacation leave is prorated if less than full-time. Sick Leave – Record balance brought forward, current amount earned, hours taken in 10 minute increments, and balance to be forwarded. Sick leave is earned if an employee is in a pay status for half or more of the work days in a month. Sick leave is prorated if less than full-time. Bonus Leave – Bonus leave is tracked separately from vacation leave. First award: 80 hours on 9/30/02 Second award: 80 hours on 07/01/03 Third award: 40 hours on 9/1/05 Pro-rated for part-time or less than 12 months Use same as vacation, except •Track separately from vacation •Rolls from year to year, does not convert to sick, does not convert to retirement credit. •Balance paid at separation. Community Service Leave – 24 hours of CSL (prorated for less than full-time) is credited on January 1 each year to be used in accordance to HR policy 2.10D. Leave not taken does not carry over to the next calendar year. Other – Record other regular hours not worked, using the following codes: C = Civil Leave CW = Catastrophic Weather ED = Educational Leave H = Holiday LWOP = Leave without Pay M = Military Leave w/pay ML = Military Leave w/o pay WC = Workers’ Comp Leave w/o pay V = Voluntary Emergency Service Note: Adverse Weather time off can be recorded as Comp Time Taken in col #7 (to be made up) and with the comment “Adverse Weather” in column 11. All leave without pay (LWOP, ML, WC) must be totaled in the “Leave Without Pay Summary” block at the bottom of the time sheet. #13 Comments - Use to explain entries in columns 1-12 if needed.
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CERTIFICATIONS: Both employee and supervisor must sign the time sheet. If shift premium, holiday premium, on call, or comp time is to be paid, the department must show the 6 digit Fund Number. Time sheets affecting employee’s pay (including any leave without pay) must be received in the Payroll Office on the first work day of the month.
3/2007