Employee Time and Attendance Overview

Local 35 Payroll Process

The University uses the Kronos Timekeeping System (KTS) to record time and attendance information for Local 35 Service and Maintenance employees, including students working in Local 35 jobs. This timekeeping system incorporates the Service and Maintenance pay rules and pay obligations covered by the bargaining agreement between F.U.E. Local 35 and Yale University.

KTS is tightly integrated with the Oracle Human Resources (HR) System and Oracle Payroll. The HR System maintains employee data and populates KTS with vital information for timekeeping processes, which the Supervisor is then able to view in the Kronos desktop application. Time and attendance information in KTS is considered the official University record.

Time and attendance information is gathered at the electronic terminals, or timeclocks, placed at various locations around the campus. (For a list of timeclock locations, see Appendix B) The Supervisor verifies time and attendance entries daily using the Kronos desktop application, and is able to edit pay codes as necessary. It is also the Supervisor's responsibility to perform weekly "sign off" routine for the day shift by 5:00 PM Monday and for the night shift by 8:30 AM Tuesday, prior to the scheduled weekly payroll check run. The Local 35 Payroll Office is responsible for performing the Payroll Lock function. Time and attendance information is then fed to the payroll system, where payroll checks are actually generated. The department supervisor distributes weekly paychecks to department employees.

New employees are required to complete several forms (W-4 Federal, W-4 CT, and I-9) prior to the start of their employment. As soon as that paperwork is complete, the Department of Human Resource Services will enter the necessary information into the employee database.

Yale Photo Identification Cards (ID Cards) for Permanent Employees

After the required information is set up in the database, the employee must obtain a Yale photo identification card. The ID Centers cannot issue a card to a new employee until the hiring paperwork has been processed and the employee is set up in the database.

The ID card bears a bar code that is used to record time in the Kronos timeclocks located at various work sites, and it may be necessary to use the card to enter some secure buildings.

ID cards must be turned in to the department supervisor at the end of employment at Yale.

Note: Students should use their Yale student ID cards to record time worked in Local 35 jobs.

ID Card Procedure for Permanent Employees

1. Communicate with HR to make sure that employee setup happens in a timely manner.

2. When you are sure that the employee's information is in the database, instruct the employee to obtain a photo identification card. [Students obtain ID cards through the student ID card process]

  • Central Campus permanent employees may obtain ID cards at the Central Campus ID Center at 246 Church Street.
  • Medical School permanent employees may obtain ID cards at the School of Medicine ID Center, 333 Cedar Street, IE 41.

NOTE: Make sure that employees understand that they are responsible for obtaining a new card if the original is lost; and the employee is responsible for the cost of replacing a lost ID card.

Time Badges for Local 35 Casual Employees

Yale University Time Badges are issued to assigned Service and Maintenance casual employees per articles 30.4b and c of the Local 35 contract, and to active casual employees who have worked more than 390 hours in Service and Maintenance jobs. Casual employees who are not eligible for time badges will use the Log of Activity Sheet (see page 22and Appendix A1: Log of Activity Sheet).

Time Badge Procedure for Eligible Casual Employee
  • Submit via e-mail to (currently) Paul Broniek at the Central ID Center a listing of casual employees who may be eligible for Yale time badges. Include each employee's Social Security number.
  • Paul will respond via e-mail when the badge is ready for pick-up. This request will be processed within two business days after the day the request is made. The casual employee can then report to the ID Center to pick up the badge.
  • Medical School casuals will also go to Central ID Center.

Casuals Working Special Functions

Only during special functions where large numbers of casual workers are assigned, such as Walter Camp in Dining Halls and the opening of school for Custodial Services, the timeclock will be changed to accept the entry of social security numbers on the clock keypad.

Regular employees must continue to use their ID cards, even when such a temporary adjustment has been made to the clock's functionality.

Department heads should allow sufficient time to notify their support team in order to make sure that this added functionality is ready when needed.

Paying Casuals With Time Badges in Kronos:

Casual workers can be found in the hyperfind called Casuals.

There are also hyperfinds for specific departments: provided the employee hits the function key.

  • Casual Worked Dining Services
  • Casual Worked - Facilities (this also includes TRS and Athletics)
  • Casual Worked - Med.

If the employee hits the # key at your timeclock it will default to your department charging. You can then find the employee under your hyperfind worked or transfer.

Employees who have time badges should swipe the Kronos timeclocks for each shift.

If the employee hit the #key at the beginning of the shift, you will see the transfer of accounts in the "transfer column" on the timecard. Right click on the transfer line and add position or any other Labor Level transfer.

Example:

Paying Casuals Who Do Not Have Time Badges

Casual employees who do not have time badges should sign in and out for their shifts on the log sheets (see Payroll for blanks). Supervisors should then enter a pay code for each shift worked. For overtime situations use the overtime pay codes. For pay code entries you must also apply the organization, award, project, task, supervisor (if other than na), position.

You must also apply a pay code to the timecard to track why this casual is working (cas absent employee, cas spec function, etc)

Procedure for Processing Casual Hires

1. Unit managers will assist casuals in preparing new hire paperwork such as the Casual Payroll Form I-9, W-4, application, etc.

2. Managers will e-mail the Technical Assistant at the Student/Employee ID Center (currently Paul Broniek) and request that a time badge be issued to the casual. The system requires that casual's first name, last name and Social Security number. The manager will be notified by e-mail when the badge is ready for pick-up by the casual. The badge will be prepared within 2 business days after the day the request is submitted.

3. First Line Supervisors should fill out a Data Collection Sheet the first day the employee reports to work to allow for proper processing and send to:

Dining Hall Employees - 246 Church Street, Dining Hall Staff Office

Facilities- 2 Whitney Ave, 7th Floor, Larry Firrantello

All other Local 35 Departments - Michele Chipello, Payroll Office.

4. I-9 and w4 forms are to be sent to the Main Payroll Office, 155 Whitney Ave promptly.

5. The casual's information will be entered into the Oracle HR system and the remaining paperwork will be distributed as necessary. Prompt forwarding of the paperwork to the above is essential since the time badge will not be effective for payroll purposes if the casual is not entered in the Human Resources system.

6. Testing will be scheduled for the new casuals. In no case should a casual be allowed to work beyond 100 hours without being tested.

7. When casual employee terminates, collect time badge and return to the ID Center.

Supervisor Coverage

KTS access capabilities have been assigned to make it possible for supervisors within the same department to cover time and attendance responsibilities for one another during periods of absence. The covering supervisor can use his or her regular password for time and attendance maintenance in any of the assigned work units. Supervisors are able to see the areas that they are authorized to cover by using the hyperfind query option. Do not give your password to any other supervisor. If you believe someone has your password, please notify Payroll and change password immediately

Updating a Permanent Employee in Kronos

To change an existing permanent employee's status, you must contact Human Resource Services. This includes adding, terminating or changing an employee on your payroll.

The employee file in Kronos will be updated by Payroll "Superusers" once they have been notified of the change by Human Resource Services.

Timeclock Guidelines

Overview

Timeclocks are installed throughout the Yale campus for use by employees in recording the hours they work. See Appendix B for a complete list of timeclock locations.

  • The timeclock installed nearest the department or location where an employee normally works is called the employee's home station.
  • Employees should use their home station at the beginning and end of a shift unless authorized by the supervisor to do otherwise.
  • If necessary, an employee can punch in and out at any timeclock in any campus location, EXCEPT for Dining Halls, Power Plants, Art Galleries and Yale Psychiatric Institute (YPI).
  • Timeclocks located in the above areas are restricted for reasons of Health and Safety or Security requirements. [Note: The SOM Dining Hall clock is not restricted]

Each timeclock is equipped with a display screen, a keypad, and a vertical slot through which the employee swipes his or her Yale University ID card to punch in and out. The timeclock records the employee's identity and the time that the employee punches in or out.

Requirements for Timeclock Use

Employees, including students working in Local 35 jobs, are required to use the timeclock to record all time worked for:

  • standard hours
  • overtime hours
  • additional straight time hours
  • alternative work hours

Failure to adhere to established clocking procedures (card swipes) will result in improper time recording, improper payment and disciplinary action.

Employees must swipe their ID cards:

  • at the beginning of the shift (punch in)
  • out and in from a 30-minute meal break (if entitled to such a break)
  • at the end of the shift (punch out)

Note: Casual employees who are not eligible for Yale time badges will record time in and out on the Log of Activity Sheet (see page 22 and Appendix A1: Log of Activity Sheet).

Clock display for accepted punches:

  • When functioning normally, the timeclock will briefly display the employee's name when the employee swipes the ID card.

If an Employee's Card Does Not Work in the Timeclock - or the Employee Does Not Have an ID Card
  • The employee must notify the supervisor immediately.
  • The timeclock may not be able to read worn or damaged ID cards and the employee may need to obtain a new card. There is no charge for the replacement of a worn or damaged card, as long as the old card is turned in at the ID Center when the new card is obtained.
  • The employee must record time in and out on the Log of Activity Sheet (see page 27).
  • Punch times must be documented and authorized by the supervisor.
  • The supervisor is responsible for entering the hours from the log sheet into the Kronos system.

Use of the Timeclock

At the beginning and end of each shift, and when beginning or ending a meal break, an employee must swipe his or her Yale University ID card through the timeclock.

  • Swipe the card from top to bottom in the slot on the timeclock
  • To confirm its acceptance, the clock will briefly display the employee's name, and will then display the words Transaction Accepted.

Using the Timeclock for Alternative Work Assignments

Employee must hit the F1 key on your timeclock at the beginning of their shift every day. This should ONLY be done at the beginning of every shift and NOT for any other punch throughout the day. This will charge the shift to your alternative work account.

If the Dining Hall employee does not hit the F1 key, the hours will default to the Dining Hall account. Please note that the F1 key on each timeclock is programmed to charge the shift to the alternative work number for the home department that normally uses the clock. Therefore, to avoid confusion, it is important that alternative work employees begin their shift at the clock belonging to the department that they will be working for.

  • Example:

A Science Area Grounds alternative work employee should begin his/her shift by hitting the F1 key on one of the Science Grounds timeclocks, as its F1 key is programmed to charge the shift to 931019.

If, instead, the employee begins his/her shift by hitting the F1 key at the timeclock in Silliman Custodial Service, the Custodial alternative work account 990033 will be charged and not the Grounds alternative work account.

Therefore, make sure that alternative work employees in your area use your home timeclocks.

To View Alternative Work Timecards

Supervisors who will have Dining Hall employees during the Alternative Work Program will have access privileges change during the AWP so that you will have the ability to view your AWP employees through the Dining Hall hyperfinds.

  • The hyperfind to choose: Din- 945,946,947,948, 990- ALL UNITS. You may then choose your employees from the drop-down menu. This hyperfind will be the fastest in retrieving the timecards.

You may also view timecards for your alternative work employees by choosing several other types of hyperfinds:

1. Your budgetary unit followed by Transfer. This hyperfind will show you only non-home department employees who have any time charged to your home department. (Custodial Services cannot use this option to see alternative work employees, but must use option # 3 instead.)

2. Your budgetary unit followed by Worked, which will show you all home employees and non-home employees who have time charged to your home department.

3. Your budgetary unit followed by Alternative Work. This hyperfind will show you only employees who have time charged to your alternative work account. There is only one of these hyperfinds for all of Custodial Services (and this is the ONLY option that they can use to see alternative work employees) because there is only one alternative work account (990A 65 00004) for Custodial Services.

* Please note that each of the above hyperfinds (1-3) takes significantly longer to open than your regular home department hyperfind. Unfortunately, they are the only way to see non-home department employees who have time charged to your home department.

Alternative Work Assignments: Paid Time Off (Sick, Vacation, and Floating Holiday

Paid time off is charged to Dining Halls (with the exception of holidays such as July 4th, which does not occur during this alternative work program). When you enter a pay code on the timecard editor, it will automatically be charged to the employee's Dining Hall.

  • Remember
  • The number of sick hours the employee should be paid during alternative work is whatever they are scheduled for on that day of work.
  • Vacation and Floating Holiday should be the hours the employee is scheduled in Dining Halls.

Example:

Employee from DH is scheduled at the DH 32.50 hours/6.50 per day. He/she is scheduled during alternative work 8 hours a day/ 4 days a week.

If this employee were sick, he/she would get 8 hours sick pay for the day. If the employee requested a vacation or floating holiday, he/she would receive 6.50 hours for the day.

  • Some Dining Hall employees have been pre-paid. If this was done correctly, the timecard should read VAC PREV PAID.

Alternative Work Assignments: Pay Code Edits:

Pay code edits such as adj in, adj out, straight meal, clock no punch, clock no ID, straight meal all need to be charged to the alternative work account. When you enter these pay codes, you should also apply the labor level transfer at this time.

  • Rates of pay for hours worked: Most Dining Hall employees receive the same rate of pay as they do in the Dining Hall.
  • If you have an employee who needs to receive a higher rate for alternative work, you will have to apply the proper position code on the trasfer line (timecard) to pay employee proper rate. This position code should be applied to all hours worked during alternative work.
  • Rate of pay for paid time off: Most Dining Hall employees receive the same hourly rate during alternative work as they do in Dining Halls.
  • If you have one of the few employees who does receive a higher rate during alternative work, vacation and floating holiday are paid at the Dining Hall rate, all other paid time off is at the alternative work rate.
  • Schedules for Dining Hall employees during alternative work: We are attempting to schedule the Dining Hall employees off in Kronos during the alternative work program. Due to the time limit and number of employees, we will probably not enter their alternative work schedules; therefore, their attendance violations will NOT show up as exceptions and will need to be captured by the alternative work supervisors via pay code edits.

Alternative Work Program: Post Sign Above Timeclock

Please POST the attached sign above your timeclock before the start of alternative work. It would also be helpful if you discuss with your alternative work employees the clock procedures the first day of alternative work.

Transfer to Another Unit

If an employee reports to a location other than the home unit, it may be necessary for the employee to press the pound key (#) on the timeclock prior to swiping the ID card to charge those hours to the correct account.

  • When reporting to a unit other than their home units, employees are encouraged to check with the supervisor for instructions about pressing alternative keys prior to punching the clock.
  • If the employee is not in a work unit to which you normally have Kronos access, the home supervisor must charge these hours to your account number before you, as the temporary supervisor, can view them.

Vacations, Holidays, Floating Holidays

All officially designated University holidays are scheduled into the Kronos system by the database administrator. These hours will automatically be credited to eligible employees.

Employees are entitled to receive prepayment for vacation time on the payday prior to the beginning of the vacation if they request it in advance. An employee should inform the department supervisor no later than the Monday prior to the Thursday payday in advance of intended vacation or floating holiday so that the supervisor is able to set up the paid time off before it is actually taken, and in time for prepayment, if requested.

Timecard Editor

Any information that cannot be documented by card swipes will be edited via the timecard editor. Punches entered on the electronic timecard must never be deleted. The supervisor may override them, changing them from in, out, lunch, etc, by performing a punch edit, but must never add a punch that was not entered by the employee or delete an existing punch. All changes must be corrected by entering a timecode.

Rounding Rules and Expectations for Punctuality

Overview

Information gathered through the timeclocks is used in generating the employee's paycheck. The Timekeeper system tracks beginning and ending shift punches as well as punches for meal breaks. The timekeeping system uses an employee's weekly work schedule, departmental work rules, and the following rounding rules to calculate an employee's pay automatically.

To allow some flexibility in recording the time used for a timeclock punch, state-approved rounding rules have been established.

  • Punched time is rounded to the nearest 15-minute increment using a 7-minute window.
  • If the employee punches in up to 7 minutes before the time he/she is scheduled to start work, or up to 7 minutes after the scheduled start time, the Timekeeper system rounds the punch-in time to the scheduled shift starting time.
  • If the employee punches out 8 minutes prior to the start of the schedule, it will round to the lower quarter and he/she will receive 15 minutes of extra pay.
  • If the employee punches in 8 minutes after the scheduled start time, it will round to the later quarter and deduct 15 minutes of pay.

General Guidelines
  • If a work schedule begins at 8:00 and the employee punches in at 7:53 - seven minutes early - Timekeeper will round the punch-in time to 8:00, and the system will consider the employee an "on time" arrival.

 
  • If the employee punches in at 7:52 - eight minutes early - the punch-in time will be rounded to 7:45, fifteen minutes early, and the employee will be paid for the extra 15 minutes.

Caution: this practice is unacceptable unless authorized by a supervisor.

 
  • If the employee punches in at 8:07 - seven minutes late - Timekeeper will round the arrival time to 8:00 and pay will not be docked, but the employee will be considered a late arrival.

Caution: this practice is unacceptable unless authorized by a supervisor.

 
  • If the employee punches in at 8:08 - eight minutes late - Timekeeper will round the punch-in time to 8:15, and the employee will lose 15 minutes of pay for that day.

Caution: this practice is unacceptable unless authorized by a supervisor.

 

You should inform your employees of Yale's policies concerning early and late punches for shift starting and ending times.

Schedules

Changes or updates to schedules will be handled by Michele Chipello - Central Campus or Julia Alves - Medical School.

When schedules are missing or inaccurate, card swipes will show as exceptions in red on the Kronos timecard editor. Designated persons should perform schedule updates regularly to ensure the accuracy of attendance transactions.

Meal Breaks

Depending on the authorized shift length, each employee is entitled to a certain range of meal breaks. The meal periods are 30 minutes. Dining Hall units may include more than one meal break.

Examples of the Way the Timekeeping System Rounds Punch Times

The timeclock records transactions to the nearest quarter of an hour at the start and end of the shift, and at the start and end of a meal break. For example:

Causes for Disciplinary Action

Although employees will receive payment for late arrivals (of less than 7 minutes), punching in early (more than 7 minutes), extended meal breaks, and so on, these practices may lead to disciplinary action.

  • Questions pertaining to employee discipline should be referred to Labor Relations.

Temporary Upgrades or Promotions for Permanent Employees

Individuals who are temporarily promoted shall not be entitled to the promoted incumbent rate.

  • Long term temporary upgrades (30 days or more) should be handled through Human Resources (currently by Trish Mucha) and the rate increase will be automatically recorded.
  • Short-term temporary upgrades will require that the supervisor make the adjustment using the timecard editor.

Table of Pay Code/Category Descriptions and Usage Rules

In addition to coding hours to various payroll accounts and pay rates, the hour may also be coded to a particular. There can be several different pay codes for any given shift.

In many cases, it will be necessary to code hours to different pay categories. The following contains detailed listing of pay categories as well as their usage rules.

Throughout this listing:

P = payable code A = attendance code only (non-payable)

Pay Code/Category

Descriptions and Usage Rules

NOT ABSENT

To code remainder of shift when employee has worked different schedule and schedule was not changed.

ABSENT NO NOTICE

Employee does not show up for a shift and did not notify the supervisor / manager. (A)

ABSENT WITH NOTICE

Employee does not show up for shift but notifies supervisor/manager prior to shift. (A)

ADJUST IN TIME

Use to adjust beginning of shift when employee has punched too early. (P)

ADJUST OUT TIME

Use to adjust end of shift when employee as punched out late. (P)

ADV FLOAT HOL

Request floating holiday in advance for payment. (P)

ADV HOLIDAY

Prepayment of Holiday. (in conjunction with vacation pay). (P)

ADV VAC (1-5 WKS)

Request vacation payment prior to start of vacation. Number (1-5) represents number of weeks to be taken. (P)

ADV VAC DAY

Request payment of vacation day in advance. (P)

CALL BACK

Employee is called back to work after leaving the work premises. (P)

CALLBACK DOUBLE

Employee is called back to work after leaving the work premises. (Double time for seventh consecutive day of work). (P)

CALLBACK DOUBLE TRAVEL

If employee workers more than 4 hours on a callback, that employee is entitled to travel time (not more than 45minutes) and the time worked is double-time(P).

CALLBACK NOT AVALB

  

CALLBACK REFUSED

  

CALLBACK PREM LEAD

To add 45 cents for lead person at double time to call back.(P)

CALLBACK PREM LEAD TRAVEL

Callback travel + premium lead

CALLBACK TRAVEL

If employee workers more than 4 hours on a callback, that employee is entitled to travel time (not more than 45minutes).

CALLBACK 2T PREM LEAD

To add 45 cents for lead person at double time to call back. (P)

CALLBACK 2T PREM LEAD TRAVEL

Callback travel + premium lead at doubletime

CAS ABSENT EMP

CAS OTHER REASON

CAS POSTD VACANCY

CAS SPEC FUNCTION

To be used in addition to casual punches and/or pay codes to track why casual is working. (A)

CLOCKTM ADJUSTMENT

Used to adjust clocktime. (P)

CLOCKTM NO ID

Employee has reported to shift and does not have ID. (P)

CLOCKTM NO PUNCH

Employee forgot to punch for any part of shift. The employee may have ID. (P)

DOUBLETIME

Employee receives double time for hours worked for seventh consecutive day. (P)

DOUBLETIME MEAL

Employee receives a 30-minute meal for working 2 hours or more at beginning or end of shift. Meal paid at double time. (P)

DOUBLE ADJUST IN TIME

Use to adjust in time for double time day. (P)

DOUBLE ADJUST OUT TIME

Use to adjust out time for double time day. (P)

DOUBLE PREM 5 YR

Use when employee is to receive a higher rate of pay and is entitled to 40 cents, five year in grade and should be paid a double time. (P)

DOUBLE PREM LEAD

Employee receives double time pay for leadperson premium. (P)

DOUBLE PREM EVE

Employee receives double time pay for night shift premium. (P)

DOUBLE PREM ROTA

Apply double time to rotating shift premiums. (P)

DOUBLE PREM SUN

Double time for Sunday premium. (P)

DOUBLE TIME SAT

Double time for Saturday premium. (P)

EARLY OUT NO NOTICE

Used if employee leaves early with no notice. (A)

EARLY OUT WITH NOTICE

Used if employee leaves early with notice. (A)

EXTRA STRAIGHT

If employee works addition straight above their normal schedule shift. (P)

EXTRA STRAIGHT - REFUSE

Use when employee refuses extra straight. (A)

EXTRA STRAIGHT - UNAVAILABLE

Use when employee is unavailable for extra straight. (A)

EX STRAIGHT MEAL

To deduct meal time when employee is working extra straight time. (P)

EX STRAIT PREM LEAD

To add 45 cents for lead person to extra straight time. (P)

FAMILY LEAVE

Includes Daycare, taking of care elderly parents, other family- related issues. (A)

FLO HOL NO NOTIC

Employee request of Floating Holiday without notification. (P)

FLO HOL DENIED

Employee request Floating Holiday pay and payment is denied payment. (A)

FLO HOL ON LEAVE

Employee request Floating Holiday while of Medical, Personal, or Family LOA. (P)

FLO HOL PREM SAT

Will pay hours for floating holiday along with 50 cents. (P)

FLO HOL PREM SUN

Will pay hours for floating holiday along with 55 cents. (P)

FLOATING HOLIDAY

Floating Holiday (Dining Hall designates 4 FH for Christmas Recess).

FLO HOL PREV PAID

Used to post FH to a specific date when employee has already been prepaid. (A)

FUNERAL

Paid time off for death in family (wife, husband, child, mother, father, brother, sister, mother and father in law, grandparent, or equivalent relationship). (P)

GROSS ADJUSTMENT

Used to pay a dollar amount payment. (P)

HLTH CNTR FOLLOWUP

Used for medical appointments or therapy due to work-related injury. (P)

HLTH CNTR INJURY

Used for day of injury for work related injury. (P)

HOLIDAY

New Year, Good Friday, 4th of July, Labor Day, Thanksgiving, Christmas, Martin Luther King, etc. (P)

HOLIDAY NON CONTRIBUTE OT

To be used if employee is NOT scheduled the day of the holiday. Will not contribute to OT or 7th day.(P)

HOLIDAY PREV PD

Use to post Holiday to specific date if Holiday has been prepaid. (A)

HOLIDAY PREV PD - NO OT CONTRIB

Use to post Holiday to specific date if Holiday NO OT CONTRIB has been prepaid.(A)

HOL NOT ENTITLED

Employee is paid holiday, but not entitled. (A)

HOL OT MEAL

To deduct meal (overtime) when working on holiday. (P)

HOL OT ADJUST IN

To adjust in time for overtime holiday shift. (P)

HOL OT ADJUST OUT

To adjust out time for overtime holiday shift. (P)

HOL OT NO ID

Employee reports to work without ID and is due overtime for working holiday. (P)

HOL OT NO PUNCH

Employee forgets to punch out and is due overtime for working holiday. (P)

HOL PAY DENIED

To deny payment of holiday hours. (A)

HOL WORKED OT

To pay overtime to hours worked on the holiday. (P)

HOL WRK STRAIGHT

To pay hours to employee at straight time for holiday (Student Coordinators). (P)

JURY DUTY

To pay an employee that is required to be absent from work due to Jury duty. (P)

MEDICAL LEAVE

Attendance Code only-when an employee is absent due to Medical reason for more than 30 Days. (A)

LAYOFF

Must be authorized by HR. (A)

MILITARY LEAVE

An employee who is in the Armed forces of US or State, is required to be absent for military duty. (A)

NON UNION MTNG

Used for staff or departmental meeting. (P)

OVERTIME

To pay employee 1.5 (one and one half) the regular hourly rate for time worked. (P)

OVERTIME MEAL

30-minute meal allowance given to employees that has worked 2 hours before or after their shift. Only entitled if a meal has not been provided. (P)

OT MEAL PREM SAT

To apply weekend premium to overtime meal. (P)

OT MEAL PREM SUN

To apply weekend premium to overtime meal. (P)

OVERTM PREM 5 YEARS

Used to apply 40 cents, 5 yrs in grade to overtime hours worked. (P)

OVERTM UNAVAIL

Overtime - but employee unavailable (A)

OVERTM REFUSE

Overtime offered to employee, but refused. (A)

OVERTM PREM LEAD

Used to apply 45 cents leadperson to overtime hours worked. (P)

OVERTM PREM EVE

Used to apply 50 cents-night premium to overtime hours worked. (P)

OVERTM PREM ROTA

Used to apply $1.20 rotating shift to overtime hours worked. (P)

OVERTM PREM SUN

Use to apply 55 cent Sunday premium to overtime hours worked. (P)

OVERTM PREM SAT

Used to apply 50 cents Saturday premium to overtime hours worked. (P)

PERSONAL LEAVE

Authorized by HR (A)

PREMIUM 5 YRS GD

Used to add 40 cents, 5 year in grade premium to a higher rate of pay. (P)

PREMIUM LEAD PER

Used to pay employee 45 cents more for Leadperson duties. (P)

PREMIUM EVENING

Used to pay employee 50 cents more for night shift pay that begins between 4 p.m. - 4 a.m. (Should be employees normal schedule to receive this premium). (P)

PREMIUM ROTATING

Used to pay employee $1.20 more for rotating shift. (Should be employee's normal schedule to receive this premium). (P)

PREMIUM SAT

Use to pay employee 50 cents Saturday premium (Should be employee's normal schedule to receive this premium). (P)

PREMIUM SUN

Used to pay employee 55 cents Sunday premium. (Should be employee's normal schedule to receive this premium). (P)

PUNCT NO NOTICE

Employee is late for shift, and did not notify supervisor/manager. (A)

PUNCTWITH NOTIC

Employee late for shift, notifies supervisor/manager. (A)

PUNCTUALITY PAID

To pay employee for lateness. (P)

RESTRICTED DUTY

Employee has restriction to their normal regular duty. (A)

ROUNDS STRAIGHT

Used for rounds employees, so supervisor can track rounds employee hours. (P)

SAT STR + PREM ADJ IN

Adjust in time for employees who receive premium for working Saturday. (P)

SAT STR + PREM ADJ OUT

Adjust out time for employees who receive premium for working Saturday. (P)

SAT STR + PREM MEAL

Use to deduct meals for employees who receive Saturday premium. (P)

SAT STR + PREM

Use to add straight time with the Saturday premium. (P)

SAT STR + PREM NO ID

Use for employee who reports without ID - should receive SAT PREM.

SAT STR + PREM NO PUN

Use for employee who reports and doesn't punch.

SCHEDLD DAY OFF

A day which employee is not scheduled to work. (A)

SHOP CLEANING

Time for clean-up. (P)

SHOP MAINTENANCE

Shop Maintenance. (P)

SHORT WK NO WORK

Used in Dining Halls during short workweeks. (A)

SHORT WK EX WRK REFUSED

Short work week, extra work available but employee refused. (A)

SICK

Employee is ill. (P)

SICK DENIED

Sick time requested but denied by supervisor. (A)

SICK PREM SAT

Will pay hours for sick time along with 50 cents. (P)

SICK PREM SUN

Will pay hours for sick time along with 55 cents. (P)

SICK ON LEAVE

Payment of sick leave while on official LOA. (P)

SICK WITHOUT PAY

Sick leave requested but payment is denied. (A)

STRAIGHT

Used to pay additional straight hours. (P)

STRAIGHT MEAL

Used to deduct meal times for missed punches. (P)

SUN STR + PREM ADJ IN

Adjust in time for employees who receive premium for working Sunday. (P)

SUN STR + PREM ADJ OUT

Adjust out time for employees who receive premium for working Sunday. (P)

SUN STR + PREM MEAL

Use to deduct meals for employees who receive Sunday premium. (P)

SUN STR + PREM

Use to add straight time with the Sunday premium. (P)

SUN STR + PREM NO ID

Use for employee who reports without ID - should receive SUN PREM.

SUN STR + PREM NO PUN

Use for employee who reports and doesn't punch.

SUPPLEMENTAL FH
SUPPLEMENTAL VAC
SUPPLEMENTAL SICK

All to be used to supplement an employee's workers' compensation pay. (P)

SUSPENSION

Suspended. (A)

TERMINAL VAC PAY

To be used by superusers only. To pay employee earned vacation at time of termination. (P)

TIME NOT REG SCH

Scheduled Off but worked. (P)

TRAINING&SAFETY

Training/Safety Classes or Meetings. (P)

TRUCKING

Transportation/Trucking. (P)

UNAUTHRIZD BREAK

Apply to time taken that was unauthorized for break time. (A)

UNION BUS NO PAY

Employee who takes time that will be paid by union. (A)

UNION BUS PAYABL

Employee who is on union business paid for by the University. (P)

VACATION

Vacation. (P)

VACATION DENIED

Vacation requested, but denied. (A)

VACTN FOR SICK

Employee who is out sick, has no sick time available and requests vacation for pay. (P)

VACATN ON LEAVE

Vacation payment while on an official LOA. (P)

VACTN NO NOTICE

Payment for vacation that was not request in advance. (P)

VACATION PREM SAT

Will pay hours for vacation along with 50 cents. (P)

VACATION PREM SUN

Will pay hours for vacation along with 55 cents. (P)

VACATN PREV PD

To post vacation to specific date that has already been prepaid. (A)

WORKERS COMP

Used when employee is not at work due to a work-related injury. (A)

GRIEVANCE AWARD

Used to pay grievance settlements with given dollar amounts (Payroll Dept use only). (P)

FL HOL BAL ADJUST

Use only to adjust Floating Holiday balances (Payroll Dept Use Only). (A)

SICK BAL ADJUST

To adjust sick time balance (Payroll Dept Use Only). (A)

VAC BAL ADJUST

Use to adjust vacation balance (Payroll Dept Use Only). (A)

Workers' Compensation

Overview

Workers' compensation is paid to an employee who has been injured on the job. When the injury occurs, the employee is sent to the Health Center. Hours lost on the day of injury are not charged to the employee's benefit time. The supervisor should use the special Health Center Injury code to mark these hours so that they are not charged to the employee's sick or vacation time.

Employees will be paid under Workers' Compensation in accordance with state law and contractual obligations.

During the time prior to the Workers' Compensation payment to an employee, supervisors should pay the employee using sick leave, unless the employee requests not to use the sick time. If the employee has no sick time remaining, vacation or floating holiday time may be used if approved by the employee.

Once Workers' Compensation payments are issued, the Payroll Office will determine the credit amount of paid time off due to the employee, and will process the credit of time and dollars. The credit of paid time off will be restored to the employee's record.

Workers' Compensation payments are normally less than 100% of an employee's full weekly wages. Unless an employee requests otherwise, the Payroll Office will supplement the compensation payment with the employee's earned paid time off in order to bring the weekly wage up to 100%. Central Payroll will contact the first-line supervisor with the amount to be supplemented. Medical Payroll will handle supplement for Medical School supervisors. If an employee does not want supplemental pay, the employee must request this in writing to the supervisor. If the employee has no accumulated paid time off, the supplement will not be made.

An employee receiving a Workers' Compensation payment must pick up the weekly check at the Worker's Compensation Office, 155 Whitney Avenue.

Reporting Clock Problems

Clock Problems should be reported to Payroll Office 24726 or 29544 as soon as possible. (Medical School should contact Medical School Payroll ext 55013).

You should be prepared to report the following:

Log of Activity

Overview

The University is required by state law to maintain timekeeping information either manually or electronically. The log is utilized when electronic recording is not possible or entries are made in error. The law requires a verifying signature by the employee. The ID card serves as an electronic signature, which is acceptable to the state. In its absence an actual employee signature is required. We are utilizing the log to satisfy this requirement.

There are two methods of logging state-required activity information:

1. The "On-line Log of Activity" report available to all supervisors using the Kronos system.

2. The Printed "Log of Activity" that requires manual input of information.

"On-Line Log of Activity" Report

The online log, available to all supervisors, will only extract pay codes that require signatures. Specific codes have been created for this purpose, as follows:

  • Adj in time (early punches - ex 15 min)
  • Adj out time (late punches at end of shifts)
  • Double adjust in
  • Double adjust out
  • Doubletime meal
  • Hol OT meal
  • Hol OT adjust in
  • Hol OT adjust out
  • Hol OT no ID
  • Hol OT no punch
  • Straight meal (to deduct any part of meal period)
  • Ex straight meal (to deduct meal during extra straight time)
  • Sat straight prm adj in
  • Sat straight prm adj out
  • Sat str + prm meal
  • Sat str +prm no ID
  • Sat str + prm no pun
  • Sun straight prm adj in
  • Sun straight prm adj out
  • Sun str + prm meal
  • Sun str + prm no ID
  • Sun str + prm no pun
  • Clocktm no ID
  • Clocktm no punch

Printed "Log of Activity"

The Log of Activity Sheet must be sent to appropriate Payroll Office: Central or Medical. This report must be run weekly , and must be signed by employees. The Central Campus Payroll will collect the Log of Activity Reports on a quaterly basis. Please be sure you have attached the coversheet with the supervisor signature.

    Log of Activity for: Paperwork Due:

    July/Aug/Sept - due October

    Oct/Nov/Dec - due January

    Jan/Feb/March - due April

    April/May/June - due July

The Log of Activity Sheet is to be completed and signed under the following conditions:

  • Employees report to work without their ID cards.
  • The timeclock does not display the employee's name when the ID card is swiped.
  • An employee did not swipe the timeclock for lunch, or part of lunch (lunch too short).
  • An employee remembers later into the shift that he or she did not punch in as required.
  • Casual employees who do not have time badges must report hours worked.
  • Employees who are entitled to paid time off must request their payment by recording planned absences.
  • An employee punched in early or out late without authorization to do so.

The Log of Activity contains the following fields (see Appendix A1: Log of Activity Sheet for an example layout):

  • Employee Name
  • Social Security Number
  • Date
  • Start Time
  • Stop Time
  • Total Hours
  • Pay Code (For Supervisor Use)
  • Employee Signature
  • Comments
  • Line for the Supervisor's Signature
  

Appendix A Log of Activity Cover Sheet

Appendix A1: Log of Activity Sheet

Name

Soc Sec #

Date Effected

Start Time

Stop Time

Total Hours

Pay Code

Employee Signature

Date Signed

Reason

   

             
                   
                   
                   
                   
                   
                   
                   
                   
                   
                   
                   
                   
                   
                   

Supervisor's Name (Print):

Supervisor's Signature:

Appendix B: Clock Location, Supervisor name and number

Position Codes, Rates of Pay effective January 2001

LABOR GRADE

JOB CODE

DESCRIPTION

2001 STANDARD RATE (as listed in Local 35 Contract)

2001 COLA #9 STANDARD RATE, effective 1 Jul 2001

2001 INCUMBENT RATE (as listed in Local 35 Contract)

2001 COLA #9 INCUMBENT RATE, effective 1 Jul 2001

1

800

General Worker

11.07

11.26

 

1

819

Special Function Wor

11.07

11.26

 

1

824

Food Service Assista

11.07

11.26

 

1

846

Speciality/Retail Wo

11.07

11.26

 

1

887

Groundskeeper Studen

11.07

11.26

 
   

 

    

 

 

2

809

Baker's Assistant

12.31

12.50

 

2

836

Function Bartender

11.50

11.69

 

2

851

Light Custodian

12.31

12.50

    

2

871

Delivery Helper

12.31

12.50

 
   

 

    

 

 

3

801

Pantry Worker

12.64

12.83

 

3

803

Pantry Worker / Desk

12.64

12.83

 

3

821

Meat Cutter's Helper

12.64

12.83

 

3

825

Bakers Apprentice 1

12.64

12.83

 

3

830

Dining Hall Rounds P

12.64

12.83

 

3

833

Desk Attendant

12.64

12.83

 

3

834

Caterer Service Assistant-Rounds

12.64

12.83

 

3

841

General Services Ass

12.64

12.83

 

3

853

Custodian

12.64

12.83

 

3

888

Groundskeeper 3

12.64

12.83

 
   

 

    

 

 

4

811

Bake Shop Helper

12.98

13.17

 

4

815

Cooks Helper 1

12.98

13.17

 

4

826

Baker's Apprentice 4

12.98

13.17

 

4

881

Groundskeeper

12.98

13.17

 
   

 

    

 

 

5

827

Bakers Apprentice 3

13.70

13.89

 

5

835

Cater Svc Attendent/Rounds

13.70

13.89

 

5

842

Senior General Servi

13.70

13.89

    

5

868

Light Truck Driver /

13.70

13.89

 

5

872

Light Truck Driver

13.70

13.89

 

5

875

Groundskeeper 5

13.70

13.89

14.26

14.45

5

883

Senior Groundskeeper

13.70

13.89

14.26

14.45

5

900

Utility Person B

13.70

13.89

 

5

929

Alternate Work / Mai

13.70

13.89

 
   

 

    

 

 

6

802

Head Pantry Worker

14.42

14.61

14.67

14.86

6

820

Cook's Helper 2

14.42

14.61

14.67

14.86

6

828

Baker's Apprentice 6

14.42

14.61

 

6

843

Storeroom Attendant

14.42

14.61

 

6

845

Head General Service

14.42

14.61

14.67

14.86

6

854

Senior Custodian

14.42

14.61

 

6

876

Mechanics Helper / G

14.42

14.61

14.67

14.86

6

889

Groundskeeper 6

14.42

14.61

 

6

912

Mechanic Helper

14.42

14.61

14.67

14.86

6

925

Deputy First Inspect

14.42

14.61

 

6

941

Electrical Assistant

14.42

14.61

14.98

15.17

   

 

    

 

 

7

856

Mail Clerk

15.21

15.40

15.46

15.65

7

857

Mail Clerk / Carrier

15.21

15.40

15.46

15.65

7

907

Furniture Mover

15.21

15.40

 
   

 

    

 

 

8

829

Baker's Apprentice 8

16.04

16.23

 

8

870

Truck Drivers Assist

16.04

16.23

 

8

874

Delivery Truck Drive

16.04

16.23

 

8

878

Senior Groundskeeper

16.04

16.23

17.74

17.93

8

882

Sanitation Worker

16.04

16.23

16.29

16.48

8

890

Groundskeeper 8

16.04

16.23

 

8

896

Furniture And Equipm

16.04

16.23

 

8

902

Boiler Operator

16.04

16.23

 

8

908

Trades Helper 4

16.04

16.23

 
   

 

    

 

 

9

804

Third Cook

16.91

17.10

 

9

805

Garde Manager

16.91

17.10

 

9

884

Gardener 9

16.91

17.10

18.57

18.76

9

914

Building Attendant

16.91

17.10

18.04

18.23

9

922

Trades Helper 5

16.91

17.10

 
   

 

    

 

 

10

806

Second Cook

17.85

18.04

18.73

18.92

10

812

Baker

17.85

18.04

18.73

18.92

10

813

Assistant Head Baker

17.85

18.04

18.73

18.92

10

818

Asst Head Meat Cutte

17.85

18.04

18.73

18.92

10

822

Meat Cutter

17.85

18.04

18.73

18.92

10

869

Sanitation Truck Dri

17.85

18.04

18.89

19.08

10

873

Truck Driver

17.85

18.04

 

10

903

Utility Worker A

17.85

18.04

18.27

18.46

10

904

Oiler

17.85

18.04

18.27

18.46

10

923

Trades Helper 6

17.85

18.04

 
   

 

    

 

 

11

807

First Cook

21.46

21.65

 

11

808

Chef

21.46

21.65

 

11

814

Head Baker

21.46

21.65

 

11

823

Head Meat Cutter

21.46

21.65

 

11

844

Controls Mechanic

21.46

21.65

 

11

864

Utility Person

21.46

21.65

 

11

877

Grounds Maintenance

21.46

21.65

 

11

885

Grounds Maintenance

21.46

21.65

 

11

886

Master Gardener

21.46

21.65

 

11

895

Master Grounds Maint

21.46

21.65

 

11

897

Power Plant Controls

21.46

21.65

 

11

905

Power Plant Mechanic

21.46

21.65

 

11

906

Watch Engineer

21.46

21.65

 

11

915

Food Service Equipme

21.46

21.65

 

11

918

Equipment Mechanic

21.46

21.65

 

11

919

Refrigerator Mechani

21.46

21.65

 

11

921

Fire Inspector

21.46

21.65

 

11

924

Oil Burner Mechanic

21.46

21.65

 

11

930

Electrician / High V

21.46

21.65

 

11

931

Painter

21.46

21.65

 

11

932

Glazier

21.46

21.65

 

11

933

Mason

21.46

21.65

 

11

934

Locksmith

21.46

21.65

 

11

935

Roofer

21.46

21.65

 

11

936

Sheetmetal Mechanic

21.46

21.65

 

11

937

Carpenter

21.46

21.65

 

11

938

Plumber

21.46

21.65

 

11

939

Electrician

21.46

21.65

 

11

940

Fire Control Mechani

21.46

21.65

 

Position Codes, Rates of Pay Effective January 2001

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