As an SHRA Non-Exempt employee, it is your responsibility to ensure you have accounted for your 40-hour workweek. If your physical time worked, i.e. punches in and out, for the workweek does not equal 40 hours, then you must submit leave to make up the difference up to 40 hours.
Example: Your punches for the workweek total 38.75 hours.
40.00 hours are required to work & paid
– 38.75 recorded hours physically worked
= 1.25 hours not worked.
Therefore, you must submit 1.25 hours of leave.
The flip side is also true…..If you reported leave and have physically worked more than you were scheduled to, then you do not need to report as much leave.
Example: You have a medical appointment on Monday and you report 8 hours of sick leave. Hence you only have to work 32 hours the remainder of the week. But you work preparing for a big event and you physically worked 35 hours the remainder of the workweek. The total for the workweek is 35 hours worked plus 8 hours leave for a total of 43 hours.
The HR/Payroll system is only going to pay you for 40 hours. The 3 hours above 40 does not qualify for overtime, because you did not physically work 43 hours. Since you worked extra hours, you can reduce the amount of leave hours submitted from 8 to 5 hours. You do not need to over-report your leave hours.
40.00 hours required to work & paid
– 8.00 hours of sick leave reported
= 32.00 hours to physically work; but you physically worked 35 hours
40.00 hours required to work & paid
– 35.00 hours physically worked
= 5.00 hours of sick leave to be reported
Therefore, you only need to submit 5 hours of leave, not 8 hours.
The best practice is to record all leave taken at the end of the workweek, and only report enough leave to bring you up to 40 hours.
Employees should review the weekly summary available in Wolf Time.
Supervisors of SHRA Non-Exempt employees, it is your responsibility to assist employees and verify that all SHRA Non-Exempt employees have accounted for their 40 hour work week and have not submitted more leave than that they need to submit. Supervisors should review the ‘weekly time calendar’ in the manager’s icon of MyPackPortal. Resources and Informational videos are available via University HR’s website, or training can be conducted by Adrienne Ellis, Payroll Coordinator for CE.