George A. Smathers Libraries: Non Exempt USPS & Student Assistant Time Cards

I. Policy:

USPS personnel designated as "non exempt" (included) for overtime payment and all student assistants must account for all regularly scheduled work hours in the work week on an Included Employee Time Card. Time cards are to be completed by the employee and submitted to their supervisors in accordance with departmental procedures. Department procedures should ensure timely submittal to the Library Personnel Office to meet established payroll processing deadlines.

II. Date: January 29, 1996

III. Attachment:Example Time Cards (not included)

IV. Non exempt employees are required to complete, sign, and submit their time cards to their supervisors for signature/approval in order to receive payment of wages earned.

A. Employees should enter the actual times they start and stop work as it occurs on the time card for each scheduled work day of the pay period.
1. Only hours actually worked should be entered on the daily column of the time card.

2. Effective July 1, 1994, the University of Florida work week ends on Thursday at 12:00 midnight.

3. At the end of each work day, hours for that day are to be totaled, rounded to the nearest quarter of an hour stated in minutes in accordance with the following table:

Minutes Worked/Recorded As

0 to 7 recorded as 00
8 to 22 recorded as 15
23 to 37 recorded as 30
38 to 52 recorded as 45
53 to 60 recorded as 60

4. Hours worked should be totaled by the week and included in the weekly summary.

B. Time cards are due in the Library Personnel Office every other Wednesday by 10:00 am. Failure to turn in time cards in a timely manner may result in a delay of at least two weeks in receiving pay warrants.
1. Library Personnel Office staff "spot checks" time cards prior to completing payroll certification and inputting leave data into the central system.

2. Primary responsibility for insuring that information on time cards, time card corrections, and leave slips is correct rests with department supervisors.

C. Employees are to sign their time card immediately upon receipt, and fill it out completely each workday. Time cards without both the employee's and the supervisor's signature will not be accepted by Library Personnel for processing.

V. Due to processing requirements, time cards are submited prior to the close of a work week. This necessitates that hours be projected.

A. Employees should not project for more than part of Tuesday, Wednesday and part of Thursday in the week time cards are due in the Library Personnel Office.
1. Occasionally a holiday may necessitate establishing an earlier deadline requiring a change in this procedure.

2.Departments are to arrange compliance with payroll deadlines as directed by the Library Personnel Office.

3. Projected hours for student assistants should not coincide with scheduled class hours without appropriate documentation.

B. Adjustments to projected hours are submitted to the Library Personnel Office.
1. A time card correction slip is completed for students assistants that have worked more or less than the projected hours.
a). When a student assistant works more than the projected hours, the Time Card Correction Slip is submitted to the Library Personnel Office on every other Monday (two days before the time cards).

b). When a student assistant works less hours than the projected hours, the Time Card Correction Slip is submitted to the Library Personnel Office with the time cards.

2. If a USPS employee uses unanticipated sick or annual leave, or leave without pay for part or all of the projected hours, a leave slip is completed with "time recorded as time worked" written on the slip. An adjustment will be made during the next pay period.

VI. Holidays, annual leave, use of sick leave, compensatory time earned, and leave without pay (LWOP) are not recorded as time worked.

A. For each regularly scheduled work day or part of the work day that is not worked due to a holiday or authorized leave, enter the appropriate code in the day's column  not the hours.
1. "H", Holiday: Each fiscal year University Personnel Services issues a list of approved holidays. All fulltime USPS employees earn eight hours of holiday pay as long as they are in pay status for a reasonable portion of the last regularly scheduled workday before the holiday. Less then fulltime USPS employees receive holiday pay in direct proportion to their FTE.

2. "PH", Personal Holiday: Each USPS employee is granted one personal holiday per fiscal year. The Personal Holiday must be used by the end of the fiscal year (June 30) or it is forfeited.

3. "A", Administrative Leave: There are several categories of administrative leave. For current information, contact the Library Personnel Office.

a) Jury Duty
b) Court Witness
c) Elections
d) Meetings/Conferences
e) Interviews  Florida State Govt.
f) Military Training, Short Term
g) Military Exams
h) National Guard State Service
i) Death in the Immediate Family
j) Natural Disaster/University Emergency
k) Civil Disorder
l) Athletic Competition
m) Formal Investigation
n) Disabled Veteran's Reexamination or Treatment
o) Extraodinary Situations
p) Florida Disaster Volunteer
4. "V", Vacation or Annual Leave

5. "S", Sick Leave

6."SCU", Special Compensatory Leave Used: see par. VII

7. "OCU", Overtime Compensatory Leave Used: see par. VIII

8. "SCE", Special Compensatory Leave Earned: see par. VII

9. "OCE", Overtime Compensatory Leave Earned: see par. VIII

10. "LWOP", Leave Without Pay

B. Total weekly hours used in any of the categories are recorded in lines 2 through 8 on the time card.

VII. An employee earns Special Compensatory Leave if the weekly total of hours is more than 40 hours, and the number of hours over 40 is less than or equal to the number of leave or holiday hours granted for that week.

A. A nonexempt employee accrues Special Compensatory Leave when required to work on a holiday or when a holiday falls on the employees regular day off.
Note: For example: In the first week, an employee physically works 36 hours and a holiday occurs. When the daily totals are summed, the weekly total is over 40, the employee earns Special Compensatory Leave for the hours over 40; it is not overtime. Overtime would only apply if the employee physically worked over 40 hours. The hours are entered on the time card as: line 1 is 36 hours actually worked, line 2 is 8 hours of holiday pay, the total line is 40 hours. Line 9 is 4 hours of Special Compensatory Leave  the total hours accounted for being 44.

In the second week, the employee physically worked 37 hours with Thursday as a sick leave day. The hours are entered on the time card as: line 1 is 37 hours actually worked, line 6 is 8 hours of sick leave pay, the total line is 40 hours. Line 9 is 5 hours of Special Compensatory Leave  the total hours accounted for being 45.

B. Special Compensatory Leave must be used before the end of the fiscal year in which it is earned.

1. Employees must request use of Special Compensatory Leave in accordance with established department procedures.

2. When Special Compensatory Leave is used, the employee fills out the time card and leave slip in the same manner as using any other type of leave.

a). On the daily column of the time card the code SCU is entered, not the hours because only actual hours worked are reflected in the daily columns.

b). The hours used as SCU are entered on the time card on line 7.

3. An employee who separates from the USPS; moves to another position with the State University System, promotes, or accepts a demotion to another work area paid by a different account number will be paid for all unused Special Compensatory Leave at the employee's regular rate of pay.

VIII. NonExempt employees are eligible for Overtime Compensation for hours physically worked in excess of 40 hours per week. Compensation is either in the form of cash payment or as Overtime Compensatory Leave.

A. A library employee who actually works in excess of 40 hours in a payroll week is usually compensated by crediting the employee by one and onehalf hours of Overtime Compensatory Leave for each hour worked.
1. The total number of actual hours worked for the week is entered in line 1, the weekly tally does not exceed 40. The overtime hours in excess of 40 to be credited as Overtime Compensatory Leave are entered in line 10.
Note: It is not necessary to compute the hours worked in excess of 40 for the overtime total, the payroll process does this electronically. Only the actual hours worked are entered.
B. An employee who actually works in excess of 40 hours in a payroll week can be compensated by cash payment on the basis of one and onehalf times the employees regular rate of pay for each hour of overtime worked.
1. Since the libraries operate on a set budget, overtime worked by nonexempt employees is limited to emergency situations and MUST be preapproved by the Director of Libraries.

2. The total number of actual hours worked for the week is entered in line 1, the weekly tally does not exceed 40. The overtime hours in excess of 40 to be compensated by cash payment are entered in the box "Total Pay Period Hours/Overtime".

Note: It is not necessary to compute the hours worked in excess of 40 for the total, the payroll process does this electronically. Only the scheduled 40 hours worked are entered as the weekly Total. The line Total Pay Period Hours reflects the hours physically worked; 80 scheduled hours and 1.30 hrs. over the 80 hours.
C. The University of Florida requires that Overtime Compensatory Leave be used before the end of the fiscal year in which it is earned.
1. Employees must request use of Overtime Compensatory Leave in accordance with established department procedures.

2. When Overtime Compensatory Leave is used, the employee fills out the time card and leave slip in the same manner as using any other type of leave.

a). On the daily column of the time card the code OCU is entered, not the hours because only actual hours worked are reflected in the daily columns.

b). The hours used as OCU are entered on the time card on line 8.

3. An employee can be credited with up to 120 hours of Overtime Compensatory Leave (one and onehalf hours per hour of overtime).
a). Upon reaching the limits, the employee will either receive cash for additional hours of overtime worked or use accrued overtime compensatory leave credits before receiving further overtime compensation in the form of compensatory leave.

b).Employees will receive cash payments for unused overtime compensatory leave when transferring to another department, terminating, or at the end of the fiscal year.

IX. Responsibility:

It is the responsibility of the Library Personnel Office to maintain this procedure in accordance with rules and regulations set forth by University Personnel Services.