FAQ’s for Time & Labor

Exempt/Exception employees do not log regular time worked, but do need to log requests for time off in the timesheet. Future requests for time off can be submitted up to 365 days in advance.

All non-exempt Benefit Eligible regular employees must enter time in their time sheet in order to get a pay check. Exempt/Exception employees do not need to log regular hours worked to get paid, but must request/report absences in the timesheet.

Holiday hours will be added to the timesheet one pay period before the holiday. If you are requesting time off on the holiday and it has not been loaded to the system yet, you will get a warning message letting you know that you are reporting time on a holiday.

For Benefit Eligible FLSA Non-Exempt employees who need to report time worked and time off, they only report elapsed time. For example if an employee works 8am to 5pm with one hour lunch, they would report 8 hours of regular pay.

You can change your hours requested off. If you update your time your supervisor will need to re-approve. If you want to remove the whole request use the minus button on the right hand side of the screen. If your supervisor has already approved the time they will get an exception on the page notifying them that the time was removed. We recommend that you notify your supervisor of any change made to previously approved time off.

You, your supervisor, or your supervisor’s proxy may adjust your timesheet going back two pay periods. Once the adjustment has been made, the supervisor will need to re-approve. Exceptions will be generated when approved time has been removed. If time needs to be adjusted more than two pay periods ago, please contact the payroll office.

Any positive pay Benefit Eligible regular employee can request “Overtime as Cash” if they work overtime, however the supervisor can change that election if the department has determined they prefer their employees to accrue comp time.

If the department has determined they don’t have capacity to allow employees to accrue compensatory time, they can check the “Overtime as Cash” when they are approving the employee’s time.

The system defaults to processing overtime hours as comp accrued. If the employee wants to be paid OT, they must select the “Overtime as Cash” Box on the right side of the timesheet.

It is a possibility on a week by week basis. For example, checking “Overtime as Cash” on all rows in week one of the pay period but not in week two, the system will calculate on a week by week basis.

Yes, however it is up to the supervisor/department on who much they will allow to be processed this way.

A student or part-time temp may not be set up as a proxy for approving hours worked or requests for time off for Benefit Eligible regular employees.

Yes, they will get paid for reported and approved hours. Supervisors have a report available in the Work Center for any employees who have under reported hours called “All BP Reported Hours < Std Hours.” If an employee has not worked all of their standard hours in a week, the difference should be made up by reporting leave, such as sick, vacation, comp time taken, or leave without pay if needed.

Time can be approved by day, week or pay period, but all time must be approved by the payroll processing deadline, which is generally 10 am on Monday morning of a pay week unless otherwise specified by payroll or the payroll schedule.

Time should be reported to the nearest 15 minutes using a 7 minute rounding rule. Please reference the information page specifically designated to reporting rounded time.

Supervisors receive an email notification for future request of absences they can also view future request by logging into the Work Center where they can see any future requests pending approval under My Work – My Staff – Future Periods or run a report to see future time off under Queries – My Staff – Future Requests.

Back pay and leave adjustments can be processed back 2 pay periods. Anything beyond 2 pay periods needs to be sent on a paper timesheet or accrual adjustment form to the payroll office for processing.

We recommend that all Reports to Approvers assign a proxy. If a proxy has not been assigned please contact the Payroll office.

Regular hours should be added to the same day as the holiday, reflecting the employee actually was at work on the Holiday day. Do NOT delete the Holiday as the system does the appropriate calculations for payment or compensatory accruals.

Yes, however they will now reflect LOA rather than FML in the new system.

Yes, supervisors will get emails close to the end of the pay period notifying them they have unapproved time waiting.