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Kansas State University

HRIS

Division of Human Resources
Kansas State University
103 Edwards Hall
Manhattan, KS 66506-4801
785-532-6277
785-532-6095 (fax)
8 a.m. - 5 p.m. (CST)
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Related PPM Chapters

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Recording Time & Leave

Daylight Saving Time

The clock moves ahead (thus, losing one hour) when Daylight Saving Time starts in the spring, and falls back one hour (thus, gaining one hour) when Daylight Saving Time ends in the fall.

Starting in 2007, the United States and Canada will start Daylight Saving Time (DST) on the second Sunday of March and end on the first Sunday of November. From 1987 to 2006, DST began on the first Sunday in April and ended on the last Sunday of October.

Daylight Saving Time - Fall
Daylight Saving Time Ends November 3, 2013

EXEMPT employees will NOT be affected by daylight saving time.

NONEXEMPT employees who worked during the time when the clock is set back (Sunday, November 3, at 2:00 a.m.) will have an extra hour. All hours actually worked on Sunday will be recorded as regular (REG) hours. (Example: 8-hour shift - 9 REG hours will be recorded if the employee worked during the specified shift on Sunday).

If the employee does not adjust his or her work schedule for the workweek, the employee could potentially receive compensatory time earned (CME) or overtime pay (OTP) at the end of the 10/27/2013 - 11/09/2013 work week. Remember that overtime is not earned until an employee has met the FLSA limit (40 hours).

Please contact Alma Deutsch at almamd@ksu.edu, (785) 532-1448, or Kristi Fronce at fronce@ksu.edu, (785) 532-1889 or Frieda Beat at frieda@ksu.edu , (785) 532-1884 if you need further explanation.

Daylight Saving Time - Spring

Daylight saving time will affect those employees who worked when daylight saving time went into effect. These employees worked one less hour because clocks were adjusted ahead one hour. The salary for EXEMPT employees will NOT be affected by daylight saving time. NONEXEMPT employees who worked during this time will be compensated as follows.

Nonexempt employees who worked during the time when the clock was set ahead will not have a reduction in pay for this "lost" hour. The "lost" hour will be reported as 1.0 hour using the DST (Daylight Saving Time) earnings code. This hour will not count toward overtime (FLSA); however, it will count toward leave accrual.

Employees who record 1.0 hour using DST, will normally record 39 hours as REG (Regular Hours) for the work week. If the employee works extra hours during the week, one of those hours will be added/recorded as REG(Regular Hours) before overtime or comp time earned will be recorded.

Instructions for Recording Inclement Weather

Inclement Weather Scenarios for February 4, 12:00 a.m. through February 5, Midnight (pdf)

Only classified and unclassified BENEFIT ELIGIBLE employees qualify for inclement weather.

Employees who worked during the period of declared inclement weather and were not predetermined as essential employees shall record hours worked as they normally would, had there not been a Declaration of Inclement Weather.

Employees who received prior approval for authorized leave during the period covered by the Declaration of Inclement Weather shall record the leave they originally requested (i.e., sick, vacation, etc.) instead of IWN or IWE.

Inclement Weather - Nonessential Employees

When recording time and leave for this event, the following earnings codes apply:

  • IWN (Inclement Weather - Nonexempt)
  • IWE (Inclement Weather - Exempt) Reporting IWE for exempt employees is optional.

These earnings codes will be used for benefit eligible non-essential employees who were scheduled to work, but did not, while the Inclement Weather Declaration was active (February 4, 12:00 a.m. through February 5, midnight). Employees, who were NOT scheduled to work during the period covered by the Declaration of Inclement Weather, will not be affected by this event. Both exempt and nonexempt employees record this leave in .25 increments. Classified temporary employees do not receive Inclement Weather pay.

Inclement Weather - Essential Employees
  • IWC (Inclement Weather - Exempt/Nonexempt - Essential Employees)

Those predetermined as ESSENTIAL EMPLOYEES and who worked during declared inclement weather period will receive time and a half for time worked.

For essential nonexempt employees, Regular Hours (REG) and Inclement Weather Compensatory Time (IWC) will be recorded in quarter hour increments.

For essential exempt employees, only Inclement Weather Compensatory Time (IWC) will be recorded in quarter hour increments.

Inclement Weather Compensatory Time will accrue as compensatory time...hours accrued for working during inclement weather can ONLY be used...not paid. Departments will be responsible for tracking Inclement Weather Compensatory Time (IWC) for these employees.

Additional Details

Please refer to the KSU PPM Inclement Weather General Policy and Procedure - Chapter 3035 for detailed information on the Inclement Weather policy and proper time reporting.

This policy does not cover hourly student employees. Do not report hours for hourly student employees who did not work during the period of Declared Inclement Weather.

Leave Request forms are not required for Declared Inclement Weather.

Questions may be directed to Kristi Fronce at 785.532.1889 or Alma Deutsch at 785.532.1448.

Essential Employees
Using Inclement Weather Accrued Hours

For those essential employees who worked during declared periods of inclement weather, the earnings code IWC (Inclement Weather Essential Employee Working 1.5) was recorded.

One of the following earnings codes will be recorded when the accrued inclement weather hours are used.

  • ITE: Inclement Weather Exempt Taken
  • ITN: Inclement Weather Nonexempt Taken

These earnings code are intended for classified and unclassified essential employees.

Reminder: Inclement Weather accrued hours can ONLY be used . . . not paid. Please encourage employees to use these accrued hours at their earliest opportunity.

Inclement weather will not accrue as compensatory time. Inclement weather is a separate leave plan and will appear on the Leave Accrual Report as Plan Type 5U and on the Earnings Code(s) Record Report for tracking purposes. Other time and leave reports are being modified to include inclement weather, where applicable.

Time and Leave > Reports > Time Reports > Leave Accrual Report

Time and Leave > Reports > Time Reports > Earnings Code(s) Record

Questions may be directed to Kristi Fronce at 785.532.1889 or Alma Deutsch at 785.532.1448.

Recording Time and Leave

Efficient Recording of Time & Leave

To record time and leave more efficiently, use the Employee by Paygroup component to record time and leave. Follow this path to access Time Entry-Daily page for employees within a selected department ... within a selected pay group.

Time and Leave > Maintain Time and Leave > Employee by Paygroup

Enter Search Criteria:
Department ID: 36700XXXXX
Pay Period End Date: MMDDYY
Pay Group:
Select "Search"

An alphabetical list will appear which includes all employees within the department and paygroup as specified in the search criteria.

Select the first employee on the list, update Time Entry-Daily page ...turn on "OK" to process check box, and select "SAVE."

Select the "Next In List " button to retrieve the next employee on the list, update Time Entry-Daily page ... turn on the "OK" to process check box, and select "Save."

Repeat these steps until time and leave is recorded for all the employees on the list.

*Note: The list contains 300 employees. If there are more than 300 employees in the selected department, the message "Maximum number of records found matching specified key(s) - others not included in list" will appear. Click on "Explain" to receive message details. This message is simply advising you that not every employee within the department is appearing in this list. To receive another list including the last employee on this list plus others, simply enter a partial key search, (i.e. Department ID, Pay Period End Date, AND A PARTIAL EMPLOYEE ID).

For example, if the last Employee ID in the first list was W0000033547 then enter W00000335 as a partial Employee ID in addition to the Department ID and Pay Period End date for this employee and others not appearing in the first list box to appear in the second list box. Note: There may be a few employees who appear in both lists. This will depend on the partial Employee ID used in the search.

Recording Time & Leave for Less Than Full-Time

To record leave for an employee who is LESS THAN FULL-TIME and who is on leave the entire pay period, record only the number of hours the employee is to be paid (i.e., % of time equals 60.00 ... 48 leave hours will be recorded for the pay period; % of time equals 50.00 ... 40 leave hours will be recorded for the pay period, etc.). An employee will be paid for the number of hours recorded as leave regardless of the "% of time" indicated in their position. Leave for an exempt employee will be recorded in 4 or 8-hour increments.

Recording Time & Leave for Classified Employees

Time and leave for CLASSIFIED employees who worked a holiday shall be recorded in the following manner for ALL designated holidays. Specific instructions for some holidays are given in the Holiday Scenarios.

ANY CLASSIFIED employee who works a holiday, regardless of FLSA status (Exempt or Non Exempt), receives 1.5 holiday comp time for each hour worked. Use HCP (Holiday Comp Time 1.5) or HDP (Holiday Pay 1.5) as the earnings code and record actual number of hours worked. The system will automatically calculate actual hours worked times 1.5 for Holiday Comp Time accrual balance. DO NOT delete the HDC (Holiday Credit 1.0 - Non Exempt) or HDE (Holiday Credit 1.0 - Exempt) row.

When a NON EXEMPT CLASSIFIED employee uses the holiday leave earned, use the earnings code HCT (Holiday Comp Time Taken - Non Exempt).

When an EXEMPT CLASSIFIED employee uses the holiday leave earned, use the earnings code HCE (Holiday Comp Time Taken - Exempt).

Recording Time & Leave for Leave Without Pay

Employees not required to work during the December holiday period may use available leave, or if the employee prefers, he/she may use leave without pay. Please record leave without pay as indicated below:

Recording Leave Without Pay - NONEXEMPT EMPLOYEE: To indicate leave without pay (less than 30 days) for a nonexept employee, simply do not record any hours worked. The LWP (Leave Without Pay) Earnings Code is NOT a valid earnings code for a nonexempt employee.)

Recording Leave Without Pay - EXEMPT EMPLOYEE: The LWP (Leave Without Pay) Earnings Code is used to record leave without pay (less than 30 days) for an exempt employee. It is a negative earnings code and will deduct from the biweekly pay rate. Also, an exempt employee cannot be on leave without pay for a partial day.

Christmas Break Only ... The appointing authority does NOT need to approve leave without pay for those days in which the University is closed. Also, the benefit eligible employee will receive holiday credit ... will be paid for the designated holidays while on LWP during the Christmas Break.

Recording Time & Leave for Unclassified Employees

Time and leave for UNCLASSIFIED employees who worked a holiday shall be recorded in the following manner for all designated holidays, except Veteran's Day.* Specific instructions for some holidays are given in the Holiday Scenarios.

Please note that the following scenarios represent full-time (1.00 FTE) positions.

If a NONEXEMPT UNCLASSIFIED employee worked the holiday, they should receive equivalent compensatory time to be used later. Use HCP (Holiday Comp Time 1.5) for the earnings code and record number of actual hours worked. The system will calculate actual hours worked times 1.5 or Holiday Comp Time accrual balance. DO NOT DELETE THE HDC (Holiday Credit 1.0 - Non Exempt) row.

If an EXEMPT UNCLASSIFIED employee chose to work on the holiday, no equivalent compensatory time shall be forthcoming. DO NOT delete the HDC (Holiday Credit 1.0 - Exempt) row.

If an EXEMPT UNCLASSIFIED employee is required/directed to work on a holiday, the employee should receive compensatory time to be used later. To accurately record this in the Time Entry - Daily panel, record HCC (Holiday Comp Time 1.0) for the actual number of hours worked. DO NOT delete the HDE (Holiday Credit 1.0 - Exempt) row.

When an EXEMPT UNCLASSIFIED employee uses the holiday leave earned, use the earnings code HCE (Holiday Comp Time Taken - Exempt).

When a NON-EXEMPT UNCLASSIFIED employee uses the holiday leave earned, use the earnings code HCT (Holiday Comp Time Taken - Non Exempt).

*Since Veteran's Day is not a KSU holiday and classes are in session, unclassified employees do not earn compensatory time for working this holiday.

Report Parameters - Printing Time Documents

When completing the Report Request Parameters page to print department time documentsm be sure the same Department ID is entered in the Department ID Low Range AND the Department ID High Range. If one edit box is blank, the time documents will not print.

Time Documents/Sheets

Human Resources (HR) - Payroll and Employee Data personnel will add time sheets on-line for new hires, rehires, and transfers for the CURRENT pay period. HR-Payroll and Employee Data personnel will turn on the "OK to Process" check box for EXEMPT employees; however, the department is still responsible for entering time and clicking on the "OK to Process" check box for NONEXEMPT employees.

Time sheets can not be added on-line for prior pay periods. Prior pay period paper transactions for hires, rehires, and transfers will need to include a copy of the nonexempt employee's time document if there are hours to be paid. This will provide the necessary information for a supplemental paycheck.

Time Entry Error Report

The TIME ENTRY ERRORS REPORT (pdf) may be used to print time and leave errors. This report is designed to display errors throughout the recording process and may be printed as many times as needed. Example: If an "OK" to process check box is turned on . . . the report needs to be printed the next day. Note: If there is an error, the system automatically turns off the employee's "OK" to process check box. If the time and leave error is not corrected and the "OK" to process check box is not turned back on . . . the employee will NOT receive a pay check as scheduled.