Portland State University

Classified Online Timesheet Training

The Good, The Bad and The Oh- So-Ugly!

Why Online Time Keeping?

Complete and Accurate Time Matters:

• Correct pay • Correct hours• Correct differentials• Ability to reconcile to paycheck• Ability to reconcile to dept. budget

Goals for this session:• Define work week and work schedules• Recording use of Regular and Premium time.• Recording Paid Holidays and Holidays Worked.• Recording differentials.• Recording the use of paid and unpaid leave.• Review leave balances on Banweb• Review tools to complete time sheets and where

to find them.

PSU Work Week is Sunday -Saturday

Work over 40 hours in a set 7 day work week is overtime

TuesdayMondaySunday

Thursday Friday SaturdayWednesday

There are three possible work schedules outlined in the SEIU agreement, Article 55,

Section 1:

If you work a “Regular” work schedule then the first 8 hours you work each day should be recorded as regular time worked.

If you work an “Irregular” work schedule then all hours you work up to 10 hours each day (or over agreed upon schedule) should be recorded as regular time worked.

If you work a “Flexible” work schedule then all hours worked during your agreed upon schedule should be recorded as regular time

Log into Banweb:

www.banweb.pdx.edu log on

Time sheet

Access my timesheet

Select job and pay period

Follow along as you go through the presentation. Add to your online timesheet each time you see this symbol:

©2007-2010 Roel Riphagen

Recording use of regular and other regular time.The “Regular” earnings you enter should

include your regular time worked. Remember to clock in and out for lunch breaks.

Time in - Time out Enter hours

SAVE

Recording Overtime Pay or Accrual

Overtime is earned when you work more than your “Regular Schedule”.

Recording Overtime Pay or Accrual There are two types of overtime: FLSA

overtime which occurs when you actually work more than 40 hours in a work week.

And Non-FLSA or contractual overtime which is earned when you work more than the hours in your work schedule.

Note: employee is choosing to accrue overtime

Recording Overtime Pay or Accrual

Recording differentials.There are many differentials. Some are automatically included in your pay:

• Lead Work• Work Out-of-Classification• Security Officers• Campus Dispatchers• Trades workers (some) • Bi-Lingual

Othersmust berecordedon yourtimesheetas theyareearned:

Differential Pays Rate Description

Shift Differential $0.75 per unit In order to qualify for the shift differential, an employee must be in a job classification which is allocated to Salary Range 23 or below. Payable units are earned for each hour or major portions of hour worked between 6 p.m. and 6 a.m. and for each hour or major portion of hour worked on Saturday or Sunday. Round each shift to the nearest whole hour or unit and report only full units. For example, an eligible employee working until 7:25 p.m. would report one unit earned from 6 to 7 p.m. Article 20, Section 4 (A) and (B).

Nurse Shift Differential $1.35 per unit In order to qualify for the “nurse” shift differential an employee must be classified as a Registered Nurse, Nurse Practitioner or Licensed Practical Nurse. Payable units are earned between 6 p.m. to 6 a.m. and on weekends and reported as described above. Article 20, Section 4 (C).

On-Call Duty 1 hour of pay for each 6 hrs assigned as “On-Call”

An employee shall be assigned On-Call when specifically required to be “available” for work outside their working hours and not subject to restrictions that would prevent the employee from using the time while on-call effectively for their own purposes. On-call time is prorated for periods of less than 6 hours.

High Work Differential $1.00 per hour For work performed more than 20 feet directly above the ground or water and the use of safety ropes or other safety devices is required for support.

Hazardous Materials Differential – Certificate Required

$1.00 per hour For all time spent performing work with hazardous materials which requires a certificate or license. This differential only applies when Haz Mat duties are not included in the employee’s classification specifications.

Hazardous Material Differential - Supervisory Certificate Required

$1.50 per hour For all time spent performing work with hazardous materials which requires a supervisory certificate or license. This differential only applies when Haz Mat duties are not included in the employee’s classification specifications.

Permit-required Confined Spaces Differential

$1.00 per hour For all time spent working in OSHA “permit-required” confined space (permit space), currently defined at 29 CFR 1910.146.

Shift differential is automatically calculated for you in Banweb.

In the example an employee who works 8 hours on Sunday is given 8 hours of shift differential.

Click “Enter Units”

Shift Differential

Use the row on the timesheet designated for recording On-Call. •Click “Enter Hours”•Enter the time you were On-Call. •Remember to clock out and back in at Midnight•You will get an error if you are over 24 hours in a day.

On-Call

All other differential pay that you earn should be recorded on the Other Differential row in the Differentials section of your timesheet.

• Make a note in the comments section• Specify the type of work you were doing • The corresponding comment is required to indicate which pay to issue.

Other Differentials

Recording paid holidays and holidays worked

Per the SEIU contract, full time employees receive 8 hours of holiday pay. Part-time employees receive a prorated share of the eight hours based on the percentage (FTE) they are scheduled to work. Hours are entered on the line, Holiday Leave Pay.

When you work on a holiday, please record the number of hours you actually worked on the line labeled "OT – Please Pay” These hours will be paid at 1.5 times your pay rate in addition to your regular holiday pay. Please make a comment “worked holiday”

Recording the use of paid and unpaid leave.

Check Your Balances. Please verify your leave balances in Banweb prior to

completing your timesheet. In addition, leave time cannot be used in the same month it is accrued. Leave is earned at the end of the pay period and is available for you to use in the following pay period.

Leave balances

Banweb will warn of insufficient leave balances:

Enter time worked or leave taken daily. Hours in this top section should be your total regular hours for the week.

Unpaid or Other Paid Leave

Jury Duty and Bereavement are common uses of other paid leave. SEIU employees are entitled to 4 days of Bereavement Leave. Enter your leave on the line “Other Paid Leave Taken”.

Unpaid or Other Paid Leave

Please make a comment indicating the type and purpose of leave.

Submit for Approval

Click here

Your password is your electronic

signature

Common Issues: • Overlapping hours• Check time sheet for double entries in

different time categories• Not able to enter time• Check under the job tab in Banweb to make

sure your job is in Banner• If no – contact your supervisor• If yes – contact HR

click

Earn Code Descriptions:

Banweb Useful Tips:

Banweb Useful Tips:

Copy

save

Banweb Useful Tips:

Copy

Copy

Banweb Useful Tips:

Date you’re copying from

Banweb Useful Tips:

Copy

Banweb Useful Tips:

Success!

Banweb Useful Tips:

Retrieve Timesheet

Click to Retrieve

Banweb Useful Tips:

Comments

Click to Comment

Banweb Useful Tips:

Comments

Save

Banweb Useful Tips:

Helpful hints for completing your time online:

• Double check your work• Check hours for each week• Use your resources• When in doubt – call:• Gina x4945• Jennifer x5090• Vui x3755

• It’s your timesheet • Make comments

Helpful Tools for Payroll:

• HR Website: http://www.pdx.edu/hr/ • BANWEB: http://www.banweb.pdx.edu

• Timesheet Tips: http://www.pdx.edu/hr/timesheet_tips_classified

• SEIU Contract: http://www.pdx.edu/hr/policies_contracts_forms • BOLI: http://www.oregon.gov/BOLI/TA/T_FAQ_Tafaq.shtml