Timekeeping Reference Guide

This guide is used in accordance with University policies, and Federal and State laws and statutes. Active MOA’s supersede the procedures outlined in the Timekeeping Reference Guide.

Timekeeping records (individual time reports and departmental reports) must be retained for 5 calendar years.  Records should be filed by pay period per calendar year.  It is recommended that departments establish a routine of retaining records for the current year plus the five previous years, purging the oldest records at the end of each year.

An alpha index of terms used in the timekeeping procedure follows:

[A] [B] [C] [D] [E] [F] [G] [H] [I] [J] [K] [L] [M] [N] [O] [P] [Q] [R] [S] [T] [U] [V] [W] [X] [Y] [Z]

A

  • Absence Reporting information can be found on Policy 7.07. https://www.wichita.edu/about/policy/ch_07/ch7_07.php
  • Adjusted Leave -- Adjustment of paid leave and regular hours during the workweek to equal 40 hours. Non-exempt employees must record all hours worked and leave taken on the timesheet to document actual day(s) of occurrence in no less than quarter-hour (.25) increments. Overview of how available types of leave may be utilized can be found at Total Rewards – Leave Administration https://www.wichita.edu/services/humanresources/Total_Rewards/Leave/Leave.php
      • Military leave, vacation leave, sick leave, funeral leave and compensatory time taken are the only types of paid leave that can be adjusted.      Holidays, Donor Leave, and Jury Duty must be paid in full and cannot be adjusted. 

    • Example:  An employee works 30 "Regular" Hours during a week that has an 8-hour holiday, and requested 4 hours of vacation leave within that same week. The employee would record 30 "Regular" Hours and 2 hours of Vacation hours to meet the 40-hour workweek requirement.     
  • Administrative Leave - Exempt –  Exempt administrative leave used in situations in which the University determines administrative leave with pay for an employee is in the best interests of the University.   
  • Additional Compensation (Hourly Employees) information can be found on Policy 7.09 https://www.wichita.edu/about/policy/ch_07/ch7_09.php

  • Administrative Leave Non-Exmpt– Non-exempt administrative leave used in situations in which the University determines administrative leave with pay for an employee is in the best interests of the University.    

     

     

     

B

 

C

  • Call-in / Call-back Pay – Time that is paid for hours physically worked by non-exempt employees who are called in to work on a regular day off, or called back to work after a regular work schedule. Employees are paid a minimum of two hours for Call-in/Call-back Pay. The actual hours worked are recorded on the timesheet as regular hours worked.
  • The minimum of two hours shall not apply in the following situations.
    • The employee is on stand-by when called in or called back,
    • The employee is called in or called back during the two-hour period immediately before or after the employee's regularly scheduled work shift.
    • Example:  Call-In / Call-Back – Shown below is time entry based on exception to a 40-hour workweek.  Employee was called in on Sunday for 1 hour with no adjustments to schedule -- "Regular" Hours hours are recorded to comply with the minimum 2-hour call-in.

  • Call -in/Call-back can be found on Policy 7.07 https://www.wichita.edu/about/policy/ch_07/ch7_07.php

  • COMMENTS – Used by the employee to note adjustments to the timesheet (i.e. SCK to VAC, adjust OTM with VAC/SCK, etc.) or to provide information to assist approvers
  • Compensatory Time Earned 150 – Compensatory time earned in the following situations:
    1. Additional hours are physically worked over 40 hours per week and are earned at the rate of one and one-half (1.5) times the hours worked. 
    2. Hours physically worked on a Holiday.
    3. A maximum of 60 hours of accrued compensatory time can be carried forward for a period not to exceed one (1) year.  It is the employee’s responsibility to use the compensatory time earned within one (1) year. Unused compensatory time will be paid out at the rate of 1.5 times hours worked after one (1) year.
  • Example:  Compensatory Time Earned or Overtime Paid -- If an employee is required to work additional time that could result in the employee receiving overtime, the supervisor may adjust the employee's schedule

     

  • Compensatory Time Taken - Compensatory time taken when an employee has a compensatory balance and wishes to use it in place of other leaves (i.e. vacation leave, sick leave, or discretionary days).  Compensatory Time Taken hours are used in quarter hour (.25) increments on actual day used and "Regular" Hours are adjusted accordingly.
  • Comp Time Payout – Compensatory time that is paid out after one year of accrual, if an employee moves to a position with a lower pay rate, if an employee changes from non-exempt to exempt status, or at separation. 

 

D

 

 


 

E

  • Education Release Time - information can be found at Total Rewards – Additional Type of Leave https://www.wichita.edu/services/humanresources/Total_Rewards/Leave/additional_types_of_leave.php
  • Election Poll Workers -  See "Poll Workers" below in section "P".
  • Emergency Close Down  (as declared by the President) -- A University closure, paid to employees, which is authorized by the University President due to safety and/or health hazards. (See also Inclement Weather).
  • Inclement Weather Exempt – Hours not worked that are recorded as leave by exempt employees during an Emergency Close Down. (In full or half day increments) If exempt employees work during an inclement weather day or an emergancy shut down time frame no hours need to be reported as leave.
  • Inclement Weather Non-Exempt – Hours that are recorded by non-exempt employees during an Emergency Close Down.
  • Emergency Close Down Pay -- Additional pay to non-exempt, permanent employees who are required to work some or all of their regular shift during an Emergency Close Down. It is paid equivalent to the employee's base rate of pay, in addition to the employee's regular pay. Temporary and student employees are not eligible for Emergency Close Down Pay.

     

    Example of Emergency Close Down Pay:

    Emergency Close Down is declared 3.5 hours into the shift on Tuesday.  Non-exempt employees who are sent home by the leader record the remaining hours of the normal shift as IWN. Non-exempt employees who remain on duty record actual hours worked during the close down as "Regular" Hours. 

 

  • Emergency Overtime Reporting --   Occurs when an employee in essential operations is called to report in response to a building, public highway, or public safety emergency.  Official state holidays that occur within a regularly scheduled workweek will be counted as time worked in determining the amount of overtime worked for state employees if:

    • The employee is asked to report to work in response to an emergency and
    • The work is performed outside the employee's normal work schedule or work period.
  • Error Message -- Errors in Web Time Entry are noted in the upper right corner of the screen. 
  • Exempt Leave Reports -- Enter leave hours only if the exempt employee has exceptions in the pay period. If employee has not exceptions to report an "empty" leave report should be submitted for approval.  All leave for exempt employees should be recorded in Full or Half day increments with the exception of discretionary day, donor leave and jury leave, the must be recorded in full day increments.
  • Exempt Employee Leave information can be found on Total Rewards – Exempt Benefit Eligible employees https://www.wichita.edu/services/humanresources/Total_Rewards/Leave/Leave.php

F

  • Family and Medical Leave (“FML”) – Approved leave that can be taken in.25-hour increments. It is used in the order of sick, compensatory, discretionary days, and then vacation leave. 
    • Exempt:
      • FMLA Sick Exempt – Sick leave used to cover FML by exempt employees.
      • FMLA Vaction Exempt– Vacation leave used to cover FML by exempt employees.
      • Non-exempt:
        • FMLA Sick Non-Exempt – Sick leave used to cover FML. 
        • FMLA Comp Taken Non-Exempt – Compensatory time used to cover FML. 
        • FMLA Vacation Non-Exempt – Vacation leave to cover FML.
  • Funeral Leave Exempt – Reasonable leave, up to six (6) days, with pay granted to an employee for the purpose of bereavement for or attending the funeral of any member of the employee's or their spouse's immediate family.
  • Funeral Leave Non-Exempt– Reasonable leave, up to six (6) days, with pay granted to an employee for the purpose of bereavement for or attending the funeral of any member of the employee's or their spouse's immediate family.
  • Funeral/Bereavement Leave can be found at Total Rewards – Additional Types of Leave https://www.wichita.edu/services/humanresources/Total_Rewards/Leave/additional_types_of_leave.php
     
     

G

H
  

  • Holidays -- Paid days to eligible employees in observance of holidays declared by the Kansas Board of Regents, the Governor, and/or the University. Legal Holiday – Observed on the day of the actual holiday. Legal holiday is when the holiday is observed on the actual holiday.
  • Officially observed holiday is when the legal holiday falls on a Saturday and is officially observed on the previous Friday or when the legal holiday falls on Sunday and is officially observed on the following Monday. 
  • Discretionary Holiday – Occurs when classes are in session on a Holiday. Non-exempt employees who are required to work are afforded compensatory time .  Eligible exempt employees who are required to work are afforded equivalent time off at a later date.
  •  Holiday information can be found at Total Rewards – Leave Administration https://www.wichita.edu/services/humanresources/Total_Rewards/Leave/holidays.php

     

  • Holiday Pay Non-Exempt– Time off with pay for eligible non-exempt employees for Holidays. The Holidays are posted by payroll on employee's timescreen  when the Holiday is in the regular work schedule.   An employee must be in pay status the entire workday before and the entire workday after the Holiday to receive Holiday Pay Non-Exempt. Employees receive Holiday Pay Non-Exempt equal to the number of hours normally scheduled to work.   Each full-time employee who works a nonstandard workweek receives the same number of Holidays in a calendar year as employees whose regular work schedule is Monday through Friday.  This applies to all Holidays, including the Discretionary Holiday.

    Employees in less than full-time positions who work an irregular schedule receive Holiday Pay Non-Exempt only if the employee physically works on the Holiday. The Holiday is earned as follows:

50% = 4 hours

60% = 5 hours

75% = 6 hours

100% = 8 hours

 

  • Holiday Credit Paid - (Not Scheduled) – Paid to eligible non-exempt employees for holiday hours only when employee is not regularly scheduled to work the day the holiday is observed. Holiday credit paid not scheduled will be paid to the employee rather than the employee observing (taking the day off) the holiday later in that week. Employee will enter Holiday Cr Pd - Not Scheduled on their timesheet.
    • Example: 

      Employee has a work schedule of Wednesday – Saturday and the holiday is on Monday.  Employee will enter Holiday Cr Pd – Not Scheduled on that Monday/holiday for 8 hours.  They didn’t actually work on this day but they are getting credit for the holiday. This can only be used if they do not observe the holiday later in the week by taking the day off and earning holiday pay.

  • Holiday Worked-Comp Earned 150 – Holiday Compensatory Time that is paid to eligible non-exempt employees who are required to work on a Holiday at a rate of one and one-half compensatory time, regardless of other paid leave used during the week of the holiday.

NOTE: If a non-exempt employee is required to work on two (2) consecutive Legal and Officially Observed Holidays in a workweek, the employee shall receive the appropriate credit of time and one-half for only one of the two (2) days, whichever one is greater.

 Example: If Christmas falls on Sunday, it is officially observed on Monday. The employee works six (6) hours on Sunday and eight (8) hours on Monday. The employee receives Holiday Worked Paid 150 for only one day, which will be Monday because the employee worked more hours that day.  When Thanksgiving and the following day are both Legal Holidays, the employee receives Holiday Worked Paid 150 for both days worked. Enter hours physically worked on the actual date of Holiday as Holiday Worked-Comp Earned 150 to be accrued as comp time. 

  • Worked Holiday Exempt–  Time that is earned by eligible exempt employees who are required to work a Holiday. Worked Holiday Exempt is earned in full or half day increments. Employees must notify timekeeping@wichita.edu accrue Worked Holiday hours. When hours are ready to be used employee will enter Hrs Accr'd from Worked Holiday on their leave report. 

     

    Examples for employees with a nonstandard workweek:

    • Employee may observe the holiday on any day during the week of the designated holiday. The number of Holiday Pay Non-Exempt (Holiday Pay Non-Exempt) hours recorded should mirror their regular schedule for that day.
    • Employee should record Holiday Worked-Comp Earned 150 (HCP) or Holiday Worked Paid 150 (HDP) for hours they physically work on the day they chose to observe the holiday. (after prior approval for working the day chosen to observe the holiday)
    • Employees not scheduled to work the designated holiday may enter Holiday Cr Pd - Not Scheduled (HCN) to earn the holiday credit. (Only if they are not moving the holiday to another day during that holiday workweek.)
    • If a legal holiday precedes or follows the day of the officially observed holiday, employees will receive holiday credit for only one of the two days if required to work on both days. If the number of hours worked on the two days are not the same, the employee will receive holiday compensation for the day on which the employee worked the greater number of hours.

    All Part-time benefits eligible employees who earn vacation leave who work a nonstandard workweek and have an assigned schedule shall receive holiday pay. Only if the holiday falls on a day included in the employee's regular work schedule. Holiday credit is equal to the time the employee is regularly scheduled to work on that day.

  • Each nonexempt employee who works less than full-time on a regular schedule shall receive, for each holiday that falls on a day included in the employee's regular work schedule, holiday credit equal to the time the employee is regularly scheduled to work on that day. If the employee works on the holiday, the employee shall receive, in addition, holiday compensation for the hours worked on the holiday.
  • Each nonexempt employee who works less than full-time on an irregular schedule, as determined by the appointing authority, shall not receive holiday credit but shall be paid at the time-and-a-half rate for those hours worked on the holiday. 
  • Hourly employees - must record all hours worked on their timesheet. No hours worked should be recoreded outside of their timesheet.

I

  • Inclement Weather Exempt– Inclement Weather Leave with pay is granted to eligible exempt employees who are scheduled and are released of work during hours declared as Inclement Weather by the Governor or the President of the University. Temporary and student employees do not receive IWE.
  • Inclement Weather Non-Exempt – Inclement Weather Leave with pay is granted to eligible exempt employees who are scheduled and are released of work during hours declared as Inclement Weather by the Governor or the President of the University. Temporary and student employees do not receive IWN.
  • *Note: Employees in Leave status the day before and the day after a Declaration of Inclement Weather will not be credited Inclement Weather Pay or to change their Leave status.
  • Inclement Weather Pay – Hours during a regular shift that are required to be physically worked during a declaration of Inclement Weather by eligible non-exempt employees. Student and temporary employees are not eligible to receive Inclement Weather Pay. or the supervisor and employee may agree to an adjustment of work schedule to avoid a budget hardship.  Inclement Weather Pay is earned at the employee's rate of pay, and is in addition to the employee's regular pay.  Employees record IWN and actual hours worked on the timesheet for Inclement Weather Pay.

     Example: Inclement Weather declared 3.5 hours into employee’s shift on Tuesday.  All employees record the remaining hours of their normal shift as IWN. The eligible non-exempt employees who are required to work record actual hours worked during the close down.

    Inclement Weather information can be found at Total Rewards – Additional Types of Leave https://www.wichita.edu/services/humanresources/Total_Rewards/Leave/additional_types_of_leave.php

     

J

  • Jury Duty Exempt – Leave with pay for eligible exempt employees that is granted for Jury Duty. JRE should not exceed the employee’s normal work schedule. JRE is recorded in full or half day increments on actual date(s) used.
  • Jury Duty Non-Exempt– Leave with pay for eligible non-exempt employees that is granted for Jury Duty. JRY should not exceed the employee’s normal work schedule. JRY is recorded in quarter-hour (.25) increments on actual date(s) used.  JRY cannot be adjusted by additional hours worked within the same week.

     

    Example:

    A second shift employee who has served on jury duty during the day would not be expected to work a full shift the same day.

     

    Jury Duty information can be found at Total Rewards – Additional Types of Leave https://www.wichita.edu/services/humanresources/Total_Rewards/Leave/additional_types_of_leave.php 

K

L

M

  • Military Leave  - Eligible employees will record time away from work due to Military Leave Orders by entering these hours into their Timesheet or Leave Report. Non-Exempt employees enter Military Duty Non Exempt in their timesheet for hours away due to Military Leave. Exempt Employees will record Military Duty Exempt into their leave reports. Eligible hours are easy to find in the employees leave balances. Employees and approvers are able view these hours in the leave balances section of the timesheet or leave report. For more information about Military leave please refer to the policy. https://www.wichita.edu/services/humanresources/Total_Rewards/Leave/additional_types_of_leave.php    

 

N

O

 

P

 

 

 

  • Previous pay period REG HRs – A non-exempt employee works but does not record hours in the corresponding timesheet.

    • The supervisor must authorize hours worked during the previous workweek.
    • Leave used (i.e. vacation, sick, etc.), should be adjusted against additional hours worked in the same week.
    • Students Employees – When Previous pay period REG HRs is used, a comment is necessary for the electronic Timesheet.  Students should enter hours for the previous pay period on the first Sunday of the new pay period.
    • Non-Student/Non-Exempt Employees – When Previous pay period REG HRs is needed, employees should email hours worked to timekeeping@wichita.edu and copy their supervisor. The email should include the following:
    • Employee ID
    • Employee Name
    • Position Number
    • Dates and hours worked in the previous pay period
    • Explain why hours were not recorded in the corresponding timesheet.  (early sign off)

    Example: Previous pay period REG HRs – Time worked in a previous pay period but hours were not recorded on the employee’s timesheet. This could be due to an early sign off deadline.

  • Poll Worker Exempt – Leave with pay for exempt employees that are off work for volunteering as a Poll Worker. The earn code Voting/Polls Exempt (VPE) should not exceed the employee’s normal work schedule for actual date(s) of working the polls. (Comments are required on Leave Report)

  • Poll Worker Non-Exempt– Leave with pay for non-exempt employees off work for volunteering as a Poll Worker. The earn code Voting/Polls Non-Exempt (VPN) should not exceed the employee’s normal work schedule. VPN is recorded in quarter-hour (.25) increments on actual date(s) of working the polls. VPN cannot be adjusted by additional hours worked within the same week and is not considered in the calculation for overtime. (Comments are required on Timesheet)

  

Q

  • Quarter Hour Increments (.25, .50, .75) -- All leave time and all time worked for non-exempt employees should be reported in quarter hour increments.
TIME WORKED RECORD
01 to 07 minutes .00 hour
08 to 22 minutes .25 hour
23 to 37 minutes .50 hour
38 to 52 minutes .75 hour
53 to 60 minutes 1.00 hour

R

  • Recording Time - Hourly employees must record all hours worked on their timesheet. No hours worked should be recoreded outside of their timesheet.

 

S

  • Sick Leave Exempt – Sick Leave accrued by eligible exempt employees beginning the first day of employment. SCE earned during a pay period can be used the first day of the following pay period. SCE is accrued based on employee’s hours in pay status during an entire pay period, and can be taken in half or full day increments. SCE should be recorded accurately, regardless of the employee’s Sick Leave balance. Any lack of leave will be decremented from the employee’s available Vacation Leave.  
  • Sick Leave Non-Exempt – Sick Leave accrued by eligible non-exempt employees beginning the first day of employment. SCK earned during a pay period can be used the first day of the following pay period.  SCK is accrued based on employee’s hours in pay status during an entire pay period, and can be taken in quarter hour (.25) hour increments. SCK should be recorded accurately, regardless of the employee’s accrued Sick Leave. Any lack of leave will be decremented from the employee’s available Vacation Leave.  

  • Shared Leave Exempt – Shared Leave for eligible exempt employees, entered in full or half day increments. Employees must use all accrued leave (i.e. vacation, sick, all compensatory time and Discretionary Holiday) each pay period before shared leave can be applied.  Employees continue to accrue leave at the regular rate while in SHE status.

  • Shared Leave Non-Exempt – Shared Leave for eligible non-exempt employees, entered in quarter hour (.25) increments. Employees must use all accrued leave (i.e. vacation, sick, all compensatory time and Discretionary Holiday) each pay period before shared leave can be applied.  Employees continue to accrue leave at the regular rate while in SHL status.

  • Shift Differential – Pay to eligible non-exempt employees for actual hours worked outside of the first shift definition. Shift differential is not paid for hours credited on any type of leave or Holiday. Hours worked on eligible shifts will be paid a shift differential of $.60 per hour for second shift or $.75 per hour for third shift for all hours worked. 

    Definition of Shifts for Shift Differential:  

    • The shift is considered first-shift if the majority (over 50%) of the regularly assigned shift is after 7 am
    • The shift is considered second-shift if the majority (over 50%) of the regularly assigned shift is after 3 pm.
    • The shift is considered third shift if the majority (over 50%) of the regularly assigned shift is after 9 pm.  
    • An employee receives pay for all shifts worked based on the shift they are regularly assigned. 

     Facilities

    Periodically operational needs, including mandatory overtime, will require the employee to work a shift that varies from their regularly assigned shift.  In those situations, the employee will continue to receive their regularly assigned shift differential for all hours worked. 

    University Police Department

    Periodically the police department hours may vary from their regularly assigned shift.  In those situations, the employee will continue to receive their regularly assigned shift differential for all hours worked.  

    For those who are assigned to first shift, hours worked in the following periods are considered shift differential eligible: 

    • 6:01 am to 4:00 pm 1st shift use shift 1 on timesheet (no shift differential is assigned to this shift)
    • 4:01 pm to 12:00 am 2nd shift  use shift 2 on timesheet
    • 12:01 am to 6:00 am 3rd shift use shift 3 on timesheet

     

  • Standby Pay – Stand-by pay that is paid for time outside a non-exempt employee's regularly scheduled work hours, during which the employee is required to remain available to the University within a specified response time.  ST1 is not used in determining eligibility for overtime compensation. ST1 is paid at the rate of $2 per hour for non-exempt employees while serving in stand-by status.  An employee on stand-by who is called in to work will be compensated for the hours physically worked at the employee’s base rate of pay. 

    Example:  An employee is in stand-by status from 5:00 p.m. Friday through 12:00 midnight on Saturday and is called in to work on Saturday for 1 hour.  The employee records 7 hours of ST1 on Friday and 24 hours on Saturday.  The 1-hour physically worked on Saturday is recorded as regular hours worked or CME if employee has worked over 40. 

  • SP1 = Regular Student Earnings– Student Regular Earnings entered as the actual hours on day(s) worked

 

 

 

T

  •   Time Change -- See Daylight Savings Time.
  • Timesheets - Hourly employees must record all hours worked on their timesheet. No hours worked should be recoreded outside of their timesheet.

U

V

 

  • Vacation Leave Exempt – Vacation Leave earned, based on "Regular" Hours, by exempt employees. Vacation Leave is accrued proportionately if an employee is not in pay status for an entire payroll period.  Employees who become ill while on vacation may use accrued Sick Leave. Vacation Leave earned during a pay period can be used the first day of the following pay period.
  •  Vacation Leave Non-Exempt– Vacation Leave earned, based on "Regular" hours, by non-exempt employees. Vacation Leave is accrued proportionately if an employee is not in pay status for an entire payroll period.  Employees who become ill while on vacation may use accrued Sick Leave. Vacation Leave earned during a pay period can be used the first day of the following pay period.
  • Voting – Employees may be excused, with pay, for up to two (2) hours for voting purposes, per State statute (K.S.A. 25-418)
  • Voting Exempt– Leave with pay for exempt employees that are off work for voting. The earn code Voting/Polls Exempt (VPE) should be recorded as a two-hour increment on actual date(s) of voting, not to exceed two hours. (Comments are required on Leave Report)
  • Voting Non-Exempt– Leave with pay for non-exempt employees off work for voting. The earn code Voting/Polls Non-Exempt (VPN) should be used. VPN is recorded in quarter-hour (.25) increments on actual date(s) of voting, not to exceed two hours.  VPN cannot be adjusted by additional hours worked within the same week and is not considered in the calculation for overtime. (Comments are required on Timesheet)
  • Additional Types of Leave information can be found at Total Rewards – Leave Administration https://www.wichita.edu/services/humanresources/Total_Rewards/Leave/additional_types_of_leave.php

 

W

  • Web Time Entry - Hourly employees must record all hours worked on their timesheet. No hours worked should be recoreded outside of their timesheet.
  • Workers' Compensation Pay – Missed work time that is paid to an employee for job-related injuries, illness, disability, or death.  The employee or timekeeping representative records Sick Leave for Worker’s Compensation Pay on the timesheet.  Payroll will enter  Workers' Compensation Pay as directed by Work Comp Ins.
  • Work Schedule -- The standard workday for each full-time employee is eight (8.00) hours.  The standard workweek for each employee is forty (40.00) hours, Sunday through Saturday. 

 

X

Y

Z

 

 

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