Leave &Time Reporting

Faculty (benefits eligible) < 12 month (9 month):

summer appointments don’t count! 12 month

Staff (benefits eligible) Exempt Non-exempt

Student: student status required for employment

Non-Benefits Eligible: <50%, <4.5 months

Wage/Temporary

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< 12 Month

Accrues 8 hours of sick leave (proportionate to percent effort) every month effective with the first day of employment

Must enter time off missed from work for valid sick leave reasons into Leave Traq

12 Month

Accrues 8 hours of sick leave (proportionate to percent effort) every month effective with the first day of employment

Accrues 8 hours of vacation (proportionate to percent effort) every month which increases with longevity

Must enter time off from work into Leave Traq for sick leave and vacation

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Fall Employment dates:

September 1 – January 15 Pay dates:

October 1 – February 1 February 1st will be for half a month (1/1-1/15)

Spring Employment dates:

January 16 – May 31 Pay Dates:

February 1 – June 1 February1st will be for half a month (1/16-1/31) June 1st will be deducted for 4 months of summer

insuranceEPP (extended payment plan)

Will provide a refund of 3 months of insurance on June 1st to offset summer premiums

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Exempt

Accrues 8 hours of sick leave and 8 hours of vacation (proportionate to percent effort and longevity mths) each month

Can only earn State comp when required to work on a holiday

Not eligible for FLSA comp

Non-exempt

Accrues 8 hours of sick leave and 8 hours of vacation (proportionate to percent effort and longevity mths) each month

Can earn State and FLSA comp

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Students, Wage, and Non-Benefits Eligible employees are not eligible for any type of leave and are paid only for the hours worked

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TAMUS Regulation 31.03.02An employee does not accrue sick leave

for any full month in which he/she is on leave without pay

If an employee is on leave the first day of the month, they will not be able to use that accrual for that month until they return to work

Upon termination or retirement can donate to sick pool, keep for 1 year, or transfer to another state agency

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Not eligible to use until the employee has 6 months of continuous state service, which may include prior state service.

TransferablePaid out upon termination or retirement

and taxed at 25%An employee does not accrue vacation for

any full month in which he/she is on leave without pay

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Total State Employment of:

Hours Accrued per Month

Maximum Hours Carried Forward From One Fiscal

Year to the Next less than 2 years 8 180

at least 2 but less than 5 years 9 244

at least 5 but less than 10 years 10 268

at least 10 but less than 15 years 11 292

at least 15 but less than 20 years 13 340

at least 20 but less than 25 years 15 388

at least 25 but less than 30 years 17 436

at least 30 but less than 35 years 19 484

35 years or more 21 532

Any LWOP must be called in or emailed to payroll immediately, ext. 3706, payroll@tamuk.edu

LWOP can only be used after all other options have been exhausted with the exception of sick leave. Can only be exhausted if the employee is actually on sick leave.

This will cause the employees pay to be adjusted

Depending on date reported, and if we have processed the payroll affected, this may require a deletion of the employees direct deposit and a re-issue on a biweekly payroll.

If an employee is on LWOP for the entire month they will not accrue or be paid longevity.

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State Comp Time Earned when an employee has not physically

worked more than 40 hours in a work week, but the combination of hours worked, paid leave, and/or paid holidays exceeds 40 hours = Reported over 40

Employee is allowed equivalent comp time off for every hour paid in excess of 40 hours in a work week.

If the actual time worked was over 40 hours earning FLSA (1-1/2) time, and the total hours paid also exceeds 40 hours, the employee is allowed equivalent comp time off for every hour paid in excess of 40 hours, minus FLSA Comp time.

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State Comp time must be used within the following 12 months from the week the time was earned, or the time is forfeited. If an employee leaves system employment,

they may not be paid for accrued state comp time.

Exempt employees that were required to work on a holiday must have their department approval in advance and send an email to payroll with the hours worked to be entered manually into Leave Traq.

Non-exempt employees State comp will be posted to Leave Traq automatically.

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Date Regular

Work

Call

Back

Leave

(Paid)

Holiday/ Early

Release

Total

Hours

On

Call

Leave

(Unpaid)

Mon, Apr 23

8.50 0.00 0.00 0.00 8.50 0.00 0.00

Tue, Apr 24

8.00 0.00 0.00 0.00 8.00 0.00 0.00

Wed, Apr 25

8.00 0.00 0.00 0.00 8.00 0.00 0.00

Thu, Apr 26

8.00 0.00 0.00 0.00 8.00 0.00 0.00

Fri, Apr 27

0.00 0.00 8.00 0.00 8.00 0.00 0.00

Sat, Apr 28

0.00 0.00 0.00 0.00 0.00 0.00 0.00

Sun, Apr 29

0.00 0.00 0.00 0.00 0.00 0.00 0.00

Totals 32.50 0.00 8.00 Reg OT

0.00 Hours Hours

40.50 40.50 0.00

0.00 0.00

Fair Labor Standards Act (FLSA) When a non-exempt employee physically works

more than 40 hours in a work week, that employee is eligible for overtime compensation at the rate of 1-1/2 times each hour worked in excess of 40 hours.

System regulations specify that FLSA Comp time be banked (accrued for later use) rather than paid unless this is impractical.

Employees are permitted to use FLSA Comp time at any time unless doing so would unduly disrupt departmental or University operations.

Employees do not have to use accrued FLSA Comp time which can be transferred or paid out upon termination or retirement

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FLSA Comp time may be accrued up to a maximum of 240 hours, (160 hours of actual work times 1-1/2). Any FLSA Comp Time earned in excess of 240

hours must be paid until the balance again reaches 240 hours.

If an employee leaves system employment, they must be paid for accrued FLSA Comp time.

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Date Regular

Work

Call

Back

Leave

(Paid)

Holiday/ Early

Release

Total

Hours

On

Call

Leave

(Unpaid)

Mon, Apr 23

8.00 0.00 0.00 0.00 8.00 0.00 0.00

Tue, Apr 24

9.00 0.00 0.00 0.00 9.00 0.00 0.00

Wed, Apr 25

8.00 0.00 0.00 0.00 8.00 0.00 0.00

Thu, Apr 26

12.00 0.00 0.00 0.00 12.00 0.00 0.00

Fri, Apr 27

13.00 0.00 0.00 0.00 13.00 0.00 0.00

Sat, Apr 28

2.00 0.00 0.00 0.00 2.00 0.00 0.00

Sun, Apr 29

2.00 0.00 0.00 0.00 2.00 0.00 0.00

Totals 54.00 0.00 0.00 Reg OT

0.00 Hours Hours

54.00 40.00 14.00

0.00 0.00

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Date Regular

Work

Call

Back

Leave

(Paid)

Holiday/ Early

Release

Total

Hours

On

Call

Leave

(Unpaid)

Mon, Mar 12

8.00 0.00 0.00 0.00 8.00 0.00 0.00

Tue, Mar 13

8.00 0.00 0.00 0.00 8.00 0.00 0.00

Wed, Mar 14

8.00 0.00 0.00 0.00 8.00 0.00 0.00

Thu, Mar 15

8.00 0.00 0.00 0.00 8.00 0.00 0.00

Fri, Mar 16

0.00 0.00 0.00 8.00 8.00 0.00 0.00

Sat, Mar 17

10.00 0.00 0.00 0.00 0.00 0.00 0.00

Sun, Mar 18

0.00 0.00 0.00 0.00 0.00 0.00 0.00

Totals 42.00 0.00 0.00 Reg OT

8.00 Hours Hours

50.00 48.00 2.00

0.00 0.00

Supervisors are responsible for monitoring and managing the paid hours of their employees on a daily basis.

Supervisors can adjust an employees workweek to accommodate for expected overtime.

Official workweek: Monday 12:01 am thru Sunday 12:00 (midnight)

Total time reported for a week should not exceed 40 hours unless approved in advance.

Full time employees must account for a 40 hour workweek.

Complete the timecard daily and report exactly the hours worked & when worked.

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Timesheet Overview Quick Links: Reporting Period Review | Employees

Overview Work Events Leave Adjustments Approval Log Account Allocation

Cancel Timesheet

4/ 30/ 2012 To 5/ 6/ 2012

< Columns>

Date Regular

Work

Call

Back

Leave

(Paid)

Holiday/ Early

Release

Total

Hours

On

Call

Leave

(Unpaid)

Mon, Apr 30

0.00 0.00 0.00 0.00 0.00 0.00 0.00

Tue, May 1

0.00 0.00 0.00 0.00 0.00 0.00 0.00

Wed, May 2

0.00 0.00 0.00 0.00 0.00 0.00 0.00

Thu, May 3

0.00 0.00 0.00 0.00 0.00 0.00 0.00

Fri, May 4

0.00 0.00 0.00 0.00 0.00 0.00 0.00

Sat, May 5

0.00 0.00 0.00 0.00 0.00 0.00 0.00

Sun, May 6

0.00 0.00 0.00 0.00 0.00 0.00 0.00

Totals 0.00 0.00 0.00 Reg OT

0.00 Hours Hours

0.00 0.00 0.00

0.00 0.00

Leave Traq is the official time keeping document

Faculty Leave Document-does not satisfy requirements for official time keeping rules

Concur/Travel Leave Request (Authorization Request) – for travel purposes ONLY

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TAMU System Policies & Regulations, 31 Compensation and Benefits

http://www.tamus.edu/offices/policy/policies/index.html

TAMUK Rules & ProceduresProcedure 31.03.02.K1.01 Sick LeaveProcedure 33.03.01.K1.01 Vacation LeaveProcedure 31.03.03.K1.01 Leave of Absence With Payhttp://www.tamuk.edu/senate/_pdf_files/Handbook_final_2011.pdf,

paragraph C.4

Carina Gonzales, Asst. Director Payroll, ext. 3910

Albert Rios, Leave Traq & Weekly Time Traq Administrator, ext. 3706

Wilma Rojas, Biweekly Payroll & Time Traq Administrator, ext. 3006

Sandy Fischer, Monthly Payroll Administrator, ext. 3900

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