Time and Attendance for CAPS - City of Houston Shelby Morrison - (832) 393-8548
←
→
Page content transcription
If your browser does not render page correctly, please read the page content below
Time and Attendance for CAPS
City of Houston
Shelby Morrison – (832) 393-8548
2/18/2019 1LEARNING OBJECTIVES
• KRONOS Time and Attendance Overview
• MSP & CSL Sick Plans
• Wellness, Personal Leave, Floating Holiday
• Vacation Plans
• Life Insurance
• Workers’ Comp
• 457 Deferred Compensation Savings Plan
• FMLA
• Donated Leave Program
• Outside Employment
• Pension Information
2/18/2019 2Supervisors
Who has taken Managing Timecards and Schedules?
All new supervisors should take this course.
In addition we have a refresher course for
Supervisors at the following Link –
http://talent.houstontx.gov/Saba/Web/COH/goto/GuestOfferingD
etails?offeringId=dowbt000000000002755&isFromDeeplink=true
2/18/2019 3Workday and Workweek
Work Day: 8 or 10 Hours plus a lunch break of 30 or 60
minutes.
Workweek: Generally considered Saturday through Friday, but
is actually Shift start between:
0500 Saturday through 0500 the following Saturday.
Time Worked includes all time actually worked plus all time on
paid leave or observing a City Holiday. It does not include
inactive status, IACT, AWOL, AWOP, RDNP, LWOP, VLWP or HOPE
leave usage.
Adjusted Days Off: Adjusted days off (ADO) are a variation
from the employee’s regularly scheduled days off within the same
workweek. (Note: ADO must be within the same week for
Non-Exempt civilians and within the same pay period for
Exempt civilians).
4KRONOS
Time and Attendance System
https://coh.kronos.net/wfc/navigator/logon
2/18/2019 5KRONOS MANAGERS
Kronos Timekeepers and Managers Training
Managers should approve GTOR requests (vacations, sick, personal
leave, etc.)
Managers should review employees timecard each day and resolve
abnormalities (i.e. missed punches, late in and early out, and
unexcused absences) immediately.
Your employees should be instructed to review their own timecards
on a regular basis to ensure they are correct and should report any
discrepancies to you immediately.
Payroll Resources:
http://www.houstontx.gov/ara/payroll.html
2/18/2019 6KRONOS MANAGERS
Allowing an employee to work off the clock is
prohibited.
Permissible location or device used to clock in/out is
at the Department Director’s discretion. Familiarize
yourself with your department/division policy.
Approve time cards at the end of each pay period.
Payroll Help Line 832-393-8900
2/18/2019 7Employee Work Schedule
Work schedule changes must be made effective at the
beginning of a pay period. Two (2) pay weeks occur in a
pay period. Pay week begins on a Saturday.
Please notify your payroll representative if you are
changing an employees hours. (i.e. EE changing from
10hr work shift to 8hr work and/or changing lunch from
30 mins to 60mins.)
The employee’s pay is driven by the work schedule (hours
worked/paid leave) in Kronos.
All employees must have a work schedule created in
Kronos.
2/18/2019 8Shift Differential
Day shift. Any regularly scheduled work shift which
begins between the hours of 5:00 a.m. and 12:00
noon.
Second shift. Any regularly scheduled work shift
which begins between the hours of 12:00 noon and
6:00 p.m. (additional $0.25 per hour)
Third shift. Any regularly scheduled work shift which
begins between the hours of 6:00 p.m. and 5:00
a.m. (additional $0.35 per hour)
2/18/2019 9Holidays
Holiday(HACC-HWKP-HWKA-HWKO-HWOT-HSNA-HSNP).
Non-exempt employees do not generally receive overtime when they work on a holiday. They
receive holiday pay. The Kronos system will accurately report the correct time and codes to
SAP based on their time punches. PLEASE DO NOT modify anything regarding employee’s time
worked on a holiday except the in or out punch. If the time code needs to be changed from
pay to accrual or accrual to pay please notify Payroll Services and we will make those changes.
NOTE – If time worked on a holiday causes a non-exempt civilian employee to exceed 40
hours the employee will receive an additional half time premium for the hours over 40.
NOTE – Exempt employees never receive overtime, however if an exempt civilian works on
a Holiday that exempt employee should receive Holiday Pay or Accrual at a straight time
rate. Payroll should be notified when this occurs and we will make the necessary entries in
KRONOS.
10Delegation
When you are out of the office you should
delegate your duties to another supervisor to
handle your supervisory responsibilities in your
absence. Please let them know when you will be
out of the office and what they need to do.
11Missed Punches
If an employee misses an in punch or an
out punch they will not be paid for that
day. Supervisors should review
timecards daily to ensure there are no
errors and the employee will be paid for the
full pay period.
12Overtime
Overtime is earned for any hours worked over 40 in a work week
All leave with the exception of Hope leave is counted as hours
worked
OT must be pre-approved by supervisor/manager
Before approving overtime supervisor is responsible for verifying
funds are budgeted and approved. However OT must be paid
regardless of approval status. If an employee works unapproved
OT the employee can be subject to disciplinary action.
Supervisors may adjust an employee’s work hours or days off to
avoid paying overtime compensation.
2/18/2019 13Time off
Global Time Off Requests (GTOR) should be reviewed and
approved on a regular basis.
Supervisors should ensure a GTOR has not been submitted prior
to entering Absence Codes directly into an employees timecard or
schedule.
Cascading pay codes (Vacation – Scheduled or Vacation –
Unscheduled) should always be used for time off entered directly
into an employees timecard or schedule.
The one exception to this rule is if an employee will lose accruals due to a
cascading pay code then VACS or VACU may be used
If an employee is absent for more than 14 calendar days unpaid
(AWOL, AWOP, LWOP, RDNP, VLWP, or simply did not punch)
Payroll Services should be notified.
The Disaster Time Off Code DTOF may only be used when
expressly authorized by the Mayor
2/18/2019 14Pay Changes
What does it take to modify a City of
Houston employee’s Pay – ie
promotion, non-contractual pay
increase, start or stop assignment
pay, etc?
15201
Division / Employee
Initiates Request Employee sees Pay Change
HR Creates MSS Action
Or Paper PAR
20
1 201
SAP
Department Review
And Approval
Payroll Services Controllers Office
Copy retained & Validates Signatures
monitored PAR Automatically & Unlocks Entries
Uploaded to SAP
201 201
Central HR Central Payroll
HR Director & Mayor Signatures Deputy Director Signature
(Validates Compliance of Policies) (Confirms SAP Posting Accuracy)Sick Leave Plans
Compensable Sick Leave (CSL) Modified Sick Plan (MSP)
All employees hired on or after Employees were no longer placed
9/1/1985 are in this plan. into this plan after 8/31/1985.
Accrue 2.50 hrs. per pay period of Accrue 4.60 hrs. per pay period/
65 hrs. per benefit year. 120 hrs. per benefit year.
Hours earned and not used at the When an employee leaves COH the
end of a benefit year will be remaining balance will be paid
matched. The total hours will be using the average rate of pay for
added to your beginning balance each specific benefit year.
each year until your total balance
reaches 1040 hours. Any Accruals
received during or after the benefit
year in which an employee
reaches 1040 hours will not be
matched. All CSL hours over 1040
will be paid at the time one leaves
COH.
2/18/2019 17Sick Leave
The City requires an employee to provide documentation from a
health care provider for any sick leave used in excess of 64 Hours
in a benefit year
Failure to provide documentation should result in the time off being changed to
unscheduled accrued paid leave if available.
AWOL may be coded at the discretion of the Department Director or if no other
leave is available.
A Supervisor may request documentation from a health care
provider prior to the use of 64 hours if the supervisor suspects
sick leave abuse.
If an employee is on approved FMLA, a Supervisor may only
request recertification and then only through the FMLA
Coordinator.
2/18/2019 18Personal and Wellness Leave
Personal Wellness
Personal Leave hours are granted for Members of the CSL Plan are
each FULL benefit year for employees eligible to receive 8 hrs. of
in the CSL Plan only. wellness leave each benefit
year. This leave does not come
from Sick Leave accruals.
CSL Used PL Accrued Member of the MSP Plan are
None (0) 24 hours eligible for 8 hrs. of Wellness
1 min. to 8 hrs 16 hours leave, however, the hrs. used
are taken from member’s
>8 hrs to 16 hrs 8 hours normal accrued sick balance.
> than 16 hrs None (0)
Personal Leave hours must be used To be requested and approved
before the end of the benefit year or in advance.
they will be lost. Benefit year is 9/1- Physician’s statement must be
8/31. Hours can be taken in submitted for time taken.
increments. Hours can be taken in
increments.
2/18/2019 19Floating Holiday
Calendar Year Benefit
New employees hired on or Can not be carried over from
before June 30th are eligible one calendar year to the
to receive a Floating Holiday next. Hours will expired at
for that Calendar year. the end of each year -
Floating holiday hours 12/31.
request must equal current Can not be taken in hourly
work schedule in Kronos. increments. Full day usage
only.
Must be taken on a date Is not included in final pay
mutually acceptable to the EE when an employee leaves
and management with at the City of Houston.
least seven (7) days advance Floating holiday hours can
notice. This timeline may be not be used on the last day
increased or decreased by paid when leaving payroll.
departmental policy.
2/18/2019 20Vacation
Employees vacation accrual cap is 420 hrs. Maximum
payout is 360 hours. Unless you meet the following
exception:
Vacation accrual cap is 840 hours with a maximum payout is 720
hours for employees employed by the city on 10/1/2003, and
have a comp date prior to 1/1/2000
Accrued Vacation will be paid when an employee
leaves COH (based on the above rules)
Employees do not receive vacation accruals during the
first 6 months of employment. New employees will
receive the equivalent of 6 months vacation accrual on
the first day of the first full pay period following 6
months of service.
2/18/2019 21Vacation
Year of Employment Vacation hours earned per year
Year 1-4 80
Year 5 120
Year 6 and 7 128
Year 8 and 9 136
Year 10 and 11 144
Year 12 152
Year 13 160
Year 14 168
Year 15 176
Year 16 184
Year 17 192
Year 18+ 200
22Basic and Voluntary Life Plans
ALWAYS maintain
beneficiary information
up-to-date.
2/18/2019 23Workers’ Compensation
Workers’ compensation benefits are available to all City
of Houston employees who are injured in the course
and scope of their employment.
Contact COH Risk Management for all workers comp
inquiries at 832-393-7233 (option #3)
2/18/2019 24Workers’ Compensation
YOU are RESPONSIBLE for…
Completing the Accident/Injury Report & contacting Risk Management
within 24 hours of the incident.
Notifying Payroll – 832-393-8900
Maintaining Contact with the employee
Notifying Risk Management & Payroll of a change in status of the employee
Obtaining a Return to Duty Slip from the employee
Safety First! Walk the Talk!
Take the Classes!
2/18/2019 25457 Deferred Compensation Plan
Empower Retirement (formerly Great West) administers the
COH Deferred Comp program.
Participation is voluntary and is designed to allow one to
accumulate supplemental retirement savings on a before-tax
basis.
Employee controls the amount to be deducted from one’s
paycheck.
One may start, stop, raise or lower contributions at any time
by submitting a completed form to payroll.
Forms should be submitted to Payroll Services located at 611
Walker 2nd floor.
Employees are responsible for verifying their 457 loan
deductions are taken from each check.
2/18/2019 26Accrued Leave Donation Program
Is determined if employee paid leave benefits will
not cover the expected time off.
Based on a physician’s statement indicating the
employee will be away from work unpaid for at least
30 consecutive days.
Do Not wait until the employee is docked for 30
days to begin the process for requesting donated
time.
2/18/2019 27Accrued Leave Donation Program
Request should be made to HR Client Relations
representative as soon as need is determined
Minimum donation: 4 hours vacation
Maximum donation: 1/2 of current vacation balance.
If employee should die and still have a balance, donated
time will be paid out to the appropriate beneficiary.
Employee may receive a maximum of 1040 donated hours
per each approved incident or occurrence.
Please contact the Benefits Division at 832-393-6000 for
details concerning all benefits offered by the City of
Houston.
2/18/2019 28FMLA – Family Medical Leave Act
YOU are RESPONSIBLE for…
Notifying employees of their possible eligibility for
FMLA if:
The employee is sick for three days in a row.
You have knowledge the Employee has
experienced a hospital stay.
2/18/2019 29FMLA – Family Medical Leave Act
Eligible Employees:
This certification will be performed by the FMLA
Coordinator – Currently Mr. Sergio Martinez – (832)
393-7223.
For information only – The employee:
Must have been employed by the City at least 12
months.
Must have actually WORKED 1,250 hours in the past
12 months
2/18/2019 30Outside Employment – AP 3-10
To establish policies and procedures regulating a City employee’s outside
employment.
Employees may not accept or undertake outside employment activities,
unless authorized by their department director.
This Administrative Procedure should not be construed as encouragement of
outside employment by City employees.
Employees requesting permission to engage in outside employment shall
submit Form CS75 (Attachment A, Form CS75) to their department director
and any other individual whose signature is requested on the form.
The request shall state the name and address of the outside employer, the
nature of the job, and the hours of employment.
The department director shall approve or deny the employee’s request and
furnish a written copy of the determination to the employee (Attachment A,
Form CS75).
Employees who have accepted outside employment are not eligible for paid
sick leave absence when the absence is the result of illness or injury related
to outside employment.
This Administrative Procedure supersedes Mayors Policy No. 108.00, Outside
Employment, signed February 14, 1985, which shall be of no further force or
effect.
2/18/2019 31Pension
•Plan A participants contribute 7% of base, longevity and assignment pay from each
paycheck. This will increase to 8% beginning the first full pay period following
July 1st, 2018
•Plan B Participants will contribute 2% of base, longevity and assignment pay from
each paycheck. This will increase to 4% beginning the first full pay period following
July 1st, 2018
•Plan D participants contribute 2% of base, longevity and assignment pay from each
check. Plan D participants also contribute an additional 1% to an individual Cash
Balance account set up for them by HMEPS.
•Questions regarding retirement benefits, retirement eligibility, or drop eligibility
should be directed to the City of Houston Benefits Office at 832-393-6000 or
HMEPS as indicated below.
•HMEPS.org
•713-595-0100
2/18/2019 32Thank you for your Participation
For additional questions please contact
Payroll Services Help Desk
@ 832-393-8900
or
ARA- Payroll Services Help Desk
(payroll@houstontx.gov)
2/18/2019 33You can also read
