Reporting TIme

EMPLOYEE DASHBOARD HOW-TOs | TIMESHEET TIPS - CLASSIFIED | PREMIUM or DIFFERENTIAL | TIMESHEET TIPS - UNCLASSIFIED | WEB-TIME ENTRY CODES

Timesheets & Leave Reports

All employees are responsible for reporting time worked and leave taken each month in order to be paid correctly. Instructions and tips are available to assist with accurate and compliant reporting. How reporting must take place is dependent upon the employee's position type and exemption status under the Fair Labor Standards Act (FLSA).

Fair Labor Standards Act (FLSA)

Positions may be defined as exempt or non-exempt under the FLSA.

• Positions that are non-exempt are subject to overtime rules outlined in Federal and State laws and under applicable Collective Bargaining Agreements.
• Positions that are not subject to overtime pay are considered exempt.

Exception: Use a paper timesheet ONLY when directed by Payroll.

Approvers/Proxies - See below for  Web Time Entry definitions and tips.

Recording Regular Time Worked

The “Regular” row on the timesheet should include all regular time worked. The number of hours that are recorded as regular time are determined by the assigned work schedule within the PSU work week defined above.

Three possible work schedules are outlined in the SEIU CBA:

1. Regular, with the same starting and stopping times on five (5) 8-hour days;
2. Irregular, with the same starting and stopping times on four (4) 10-hour days (or other agreed upon set weekly work patterns like 4-9’s & 1-4); or
3. Flexible, which varies the number of hours worked on a daily basis but not necessarily every day or every week.

Employees who:

• work a “Regular” schedule - the first 8 hours you work each day should be recorded as regular time worked.
• work an “Irregular” schedule - all hours worked up to the agreed upon schedule should be recorded as regular time worked.
• work a “Flexible” schedule - all hours worked  up to 10 hours each day should be recorded as regular time worked.

Here is an example of an employee on an Irregular work schedule who worked above their scheduled hours on Wednesday:

Regular Other

This line is used to record additional regular hours (straight pay hours) worked by employees below 1.0 FTE. For example, an employee in a .5 FTE position (20 hours per week) would record the first 20 hours worked during the week in the Regular row and then record any additional hours worked above 20 up to 40 in the Regular Other row.

Here is an example of a .5 FTE employee that worked 25 hours in the week:

Overtime: How it's Earned and How to Report It

Overtime is earned following the definitions of work week and work schedule described above. In addition, there are two types of overtime an employee may earn. The first is FLSA overtime which occurs when you actually work more than 40 hours in a work week. The Federal Fair Labor Standards Act (FLSA) and the Oregon Bureau of Labor and Industries (BOLI) both require an employer to pay employees in overtime-subject positions at time and one half for any time the employee works above 40 hours in a work week.

The second type is non-FLSA or contractual overtime which is earned when an employee works more than the hours in their work schedule as listed below:

1. Regular work schedule - more than 8 hours in a day;
2. Irregular work schedule - more than 10 hours in a day (or above the agree upon scheduled hours);
3. Flexible work schedule - more than 10 hours in a day and/or more than 40 hours in a work week.

For the purposes of earning non-FLSA or contractual overtime when paid leave is taken (sick, vacation, personal and comp time), the paid leave time is included as time worked for overtime calculations (see SEIU CBA).

Please be aware that an employee can only earn one type of overtime for time worked over 40 hours in the work week or excess hours worked in a day. Although overtime work may be protected by multiple laws and the SEIU contract, it is only paid once. An example of this is when an employee on a regular work schedule works 41 hours in the week and 9 hours on one day – the employee has worked one hour of overtime and that one hour is protected by three sources.

Here is an example of an employee on a Flexible schedule that used sick leave and earned non-FLSA overtime in that week:

There are many types of premium and differential payments. Some of these are paid automatically with regular pay (after the employee qualifies). These include differentials for Lead Work, Work Out-of-Classification, Security Officers, Campus Dispatchers and some Trades workers. Other differentials must be added to your timesheet for payment as they are earned.

Regular Other Pay: What is it and Why to Record Hours There

This line is used by employees who are in positions at less than a 1.0 FTE (less than full time). The FTE is the percentage of 40 hours per week an employee's salary compensates them for. For example, employees in a position that is at .60 FTE (24 hours per week) will receive a salary covering 24 hours per week. Record up to 24 hours of work on the regular line of earnings. If the employee works more than 24 hours that week, then they would record any time above the 24th hour on the "Regular Other Hours" line. So, if an employee worked 28 hours for the week, they would record it this way:

Overtime: How it's Earned and How to Report It

PSU's work week is defined as Sunday through Saturday. For example, if an employee works 45 hours one week, they would record the time this way:

Earnings for Employees in Classified, SEIU-represented Positions