HOLIDAY TIME REPORTING NON-BARGAINED FOR AND AFSCME Presented by: Michigan Medicine Payroll

Transcription

1 HOLIDAY TIME REPORTING NON-BARGAINED FOR AND AFSCME 2017 Presented by: Michigan Medicine Payroll

2 Non-Bargained For & AFSCME staff Holiday Class Agenda General practices Holiday time reporting codes Time reporting examples AFSCME Contract updates for Holiday reporting Q & A Resources 2

3 Non-Bargained Seven (7) university-designated holidays New Years Day Memorial Day Independence Day Labor Day Thanksgiving Day Day After Thanksgiving Christmas Day 3

4 Non-Bargained For Time Reporting Codes HOL (Holiday Pay) Used to report Holiday Pay included in appointment hours HOM (Holiday Pay) Used to report Holiday Pay above appointment when Holiday falls on day off; pays 1.0 times hourly rate HOP (Holiday Hours that add to PTO) Used to report Holiday on day off. Hours reported get added to the PTO bank as an alternative to receiving pay (HOM) HWT (Hours worked on the holiday 1.5) Used to report hours worked on the Holiday; pays 1.5 times hourly rate (Non-exempt staff) HWR (Hours worked on the holiday 1.0) Used to report hours worked on the Holiday; pays 1.0 times the hourly rate (Exempt staff) 4

5 Non-Bargained For Time Reporting Codes OTH (Overtime Half Pay) Used with REG on a day other than the Holiday to create overtime at 1.5 times hourly rate when all hours that count towards OT exceeds 40 in the week, including hours worked on the holiday; pays above appt. at.5 times hourly rate (Used only during Holiday weeks) 5

6 Non-Bargained For Must report up to standard hours each week with REG or codes that reduce from REG such as HOL, PTS, or ETW All hours worked count toward the calculation of overtime, including hours worked on the holiday for non-exempt staff 6

7 Non-Bargained Employees may substitute up to three (3) holidays for another day that has more significance Non-Exempt employees working on a holiday are paid 1.5 times the hourly rate (HWT) plus shift premium, if applicable, in addition to the Holiday Pay (HOL or HOM/HOP) Exempt employees working on a holiday are paid 1.0 times the hourly rate (HWR) plus shift premium, if applicable in addition to the Holiday (HOL or HOM/HOP) Eligibility: Regular staff with standard hours of at least 8 hrs. per week or.2 FTE Temporary staff are not eligible for Holiday Pay

8 Non-Bargained Terminated employees do not receive Holiday Pay unless they work their normally scheduled shifts before AND after the holiday Exception: Retirees working their last normally scheduled day prior to the Holiday. Payment for the holiday is included with the PTO payout and coded HOM Example: A retiree s last day worked is 12/24/17; they will receive Holiday Pay for Christmas Day pro-rated by their appt. fraction (FTE times 8) The termination effective date will be 12/25/17; the day after their last day worked 8

9 Non-Bargained Units or employees with no set schedules week to week can report holiday in accordance with standard hours and hours worked that week. Must have consistent practice throughout the department. Recommendation: When setting schedules for the holiday week, plan holiday to be part of the appointment. 9

10 Non-Bargained For Non-Exempt / Biweekly Example: 36 hr/week (.9 FTE) employee; no set schedule week to week Worked: Sun Mon Tues Wed Thurs Fri Sat Report: Sun Mon Tues Wed Thurs 12 REG 8 REG 8 HOL 8 HWT Fri 8 HOL 8 HWT Sat *bolded hours count towards calculation for overtime pay 10

11 Non-Bargained For Exempt & Non-Exempt Holiday on a normal day off Holiday is paid above appointment (HOM) Pro-rated: standard hours divided by 5 days Or Holiday is added to PTO/Vacation bank (HOP) Pro-rated: standard hours divided by 5 days Example: 32 hr/week (.8 FTE) scheduled off on the holiday Sun Mon Tues 8 REG 6.4 HOM or 6.4 HOP Wed Thurs Fri Sat 8 REG 8 REG 8 REG *bolded hours count towards calculation for overtime pay 11

12 Working on a Holiday Non-Bargained Non-Exempt Paid at 1.5 times the hourly rate (HWT) Hours worked on the holiday count towards the calculation of Overtime Example: 40 hr/week (1.0 FTE) works on the holiday Sun Mon Tues 10 REG 10 HOL 10 HWT Wed Thurs Fri Sat 10 REG 10 REG 4OTP *bolded hours count towards calculation for overtime pay 12

13 Non-Bargained Exempt Working on a Holiday Paid at 1.0 times the hourly rate (HWR) Example: 40 hr/week (1.0 FTE) exempt/monthly employee works 8 hours on the holiday Sun Mon Tues 8 HOL 8 HWR Wed Thurs Fri Sat *Exempt staff may report only exceptions to their normal work schedules 13

14 Example: 32 hr/week (.8 FTE) employee not scheduled to work on the holiday, picked up extra shift on the holiday Sun Mon Tues 8 REG 6.4 HOM or 6.4 HOP 10 HWT Non-Bargained Non-Exempt Wed Thurs Fri Sat 8 REG 8 REG 8 REG 2 OTH Bolded hours count towards calculation for overtime pay Total hours worked=42 Due 2 hours overtime pay; report OTH with REG to create the overtime

15 Non-Bargained Non-Exempt Example: 32 hr/week (.8 FTE) working evening shift, scheduled off on the holiday, picked up a shift on the holiday Sun Mon Tues 8 REG 8 ESA 6.4 HOM 6.4 ESA or 6.4 HOP 8 HWT 8 ESB Wed Thurs Fri Sat 8 REG 8 ESA 8 REG 8 ESA 8 REG 8 ESA No shift premium paid on holiday above appointment hours that add to PTO *Bolded hours count towards calculation for overtime pay

16 Non-Bargained Non-Exempt Example: 40 hr/week (1.0 FTE) working evening shift, working on both holidays (8 hours Thurs, 4 hours Fri) Sun Mon Tues Wed Thurs 12 REG 12 ESA 8 REG 8 ESA 12 HOL 12 ESA 8 HWT 8 ESB Fri 8 HOL 8 ESA 4 HWT 4 ESB Sat Total hours worked 32 *Bolded hours count towards calculation for overtime pay

17 Non-Bargained For Non-Exempt Example: 40 hrs./week (1.0 FTE) working a 16 hour shift on both holidays during Thanksgiving Sun Mon Tues Wed Thurs Fri Sat Worked Reported 8 REG 8 REG 8 OTH 8 REG 8 OTH 8 HOL 16 HWT 8 HOL 16 HWT Total hours worked=56; Due 16 Overtime hours Report OTH with REG to create 1.5 Overtime pay for 16 hours *Bolded hours count towards calculation for overtime pay 17

18 Non-Bargained For Exempt & Non-Exempt Employees using extended sick full (ESF) receive holiday pay in lieu of ESF on university-designated holidays Example: 32 hr/week employee on ESF, prorate Mon-Fri Sun Mon Tues Wed Thurs Fri 6.4 ESF 6.4 ESF 6.4 ESF 6.4 HOL 6.4 HOL Sat No matter the normal schedule, report pro-rated hours based on standard hours across the 5 days M-F 18

19 Non-Bargained For Exempt & Non-Exempt Employees using ESH (Ext Sick Half Pay) and not supplementing with PTO (PHP) receive partial holiday pay Example: 40 hr/week (1.0 FTE) using ESH, not supplementing receive half holiday pay (prorate M-F) Sun Mon Tues Wed Thurs 8 ESH 8 ESH 8 ESH 4 HOL 4 ETW Fri 4 HOL 4 ETW Sat Example: 40hr/week (1.0 FTE) using ESH, supplementing with PTO (PHP) receive full holiday pay (prorate M-F) Sun Mon Tues Wed Thurs Fri Sat 8 ESH 4 PHP 8 ESH 4 PHP 8 ESH 4 PHP 8 HOL 8 HOL 19

20 Non-Bargained Exempt & Non-Exempt Employees using ESP (Ext Sick Two Thirds pay) and not supplementing with PTO (PHP) receive two thirds holiday pay Example: 40 hr/week (1.0 FTE) using ESP, not supplementing receive two thirds holiday pay (prorate M-F) Sun Mon Tues Wed Thurs 8 ESP 8 ESP 8 ESP 5.33 HOL 2.67 ETW Fri 5.33 HOL 2.67 ETW Sat Example: 40hr/week (1.0 FTE) using ESP, supplementing with PTO (PHP) receive full holiday pay (prorate M-F) Sun Mon Tues Wed 8 ESP 2.67 PHP 8 ESP 2.67 PHP 8 ESP 2.67 PHP Thurs Fri 8 HOL 8 HOL Sat 20

21 Non-Bargained Exempt & Non-Exempt Full time employee working a schedule Due 8 Holiday times FTE In this case, 1.0 times 8 hours Example: 40hr/week employee works Sun Mon Tues Wed Thurs 10 REG 10 REG 10 REG 5 HOL 3 HOM Fri 5 HOL 3 HOM Sat Use HOM to bring them up to the 8 Holiday they are due; eligible for HOP option instead of HOM 21

22 Non-Bargained Exempt Exempt staff due Holiday pay on a scheduled work day based on their normally scheduled shift length on that day (HOL) Monthly paid exempt staff working on a Holiday receive pay above appointment at 1.0 times the hourly rate (HWR) Holiday Pay on an off day is paid above appointment and is pro-rated based on their appointment hours divided by 5 days (HOM). Example: 32hr/week (.8 FTE) Sun Mon Tues Wed Thurs 8 HOL 8 HWR Fri 6.4 HOM Sat 22

23 Non-Bargained Non-Exempt Temporary Staff Temporary staff working on the Holiday receive Holiday hours worked at 1.5 times the hourly rate (HWT) Temporary staff are not eligible for Holiday Pay (HOL) Sun Mon Tues Wed Thurs Fri 8 REG 8 REG 8 REG 8 HWT 8 HWT Sat 23

24 FAQ Q. A non-bargained for employee who normally works an evening or night shift, is scheduled off on the holiday and receiving holiday pay above appointment. Is shift premium paid with the Holiday Pay when the holiday falls on the normal scheduled day off and receiving holiday pay above appointment (HOM)? A. Yes for full time staff who work straight shifts of the same type No for part time staff regardless of shift premium they normally receive No for Full time staff who work various shifts 24

25 NON-BARGAINED FOR QUESTIONS? 25

26 AFSCME 26

27 AFSCME Time Reporting Codes HOL (Holiday Pay) Used to report Holiday Pay included in appointment hours HOM (Holiday Pay) Used to report Holiday Pay above appointment when Holiday falls on day off; pays 1.0 times hourly rate HWT (Hours worked on the holiday 1.5) Used to report hours worked on the Holiday; pays 1.5 times hourly rate 27

28 AFSCME May substitute up to 3 days (para.190a) Employees working on a holiday are paid 1.5 times hourly rate (HWT) plus shift premium, if applicable in addition to Holiday Pay (HOL) (para. 195) Must have at least a.2 FTE to receive Holiday pay (para. 194) An employee who fails to work on a holiday they are scheduled to work shall not receive Holiday pay unless the time off is excused (para. 196) 28

29 Prorate holiday pay (HOL) based on appointment fraction No more than 8 hours (Para 194) PTO or No pay to supplement if less than1.0 FTE Example: 32 hr/week (.8 FTE) afternoon shift employee did not work on the holiday Sun Mon Tues Wed Thurs Fri Sat 8 REG 8 ESA 8 REG 8 ESA 6.4 HOL 1.6 PTS/ETW 8 ESA 6.4 HOL 1.6 PTS/ETW 8 ESA 29

30 If working on the Holiday report (HWT) in addition to the Holiday Pay (HOL) plus Shift Premium for both, if applicable (NSA/NSB) Example: 40 hr/week employee (1.0 FTE) scheduled to work 8 hrs./day on the night shift, Monday thru Friday Sun Mon Tues (Holiday) Wed Thurs Fri Sat 8 REG 8 NSA 8 HOL 8 HWT 8 NSB 8 NSA 8 REG 8 NSA 8 REG 8 NSA 8 REG 8 NSA 30

31 Effective 7/1/17 Holiday pay (HOL) does not count towards calculation for overtime pay Example: 40 hrs./week (1.0 FTE), off on both Holidays, picked up a shift on Saturday Sun Mon Tues Wed Thurs Fri Sat 8 REG 8 REG 8 REG 8 HOL 8 HOL 8 OTR Employee receives over-appointment regular pay at 1.0 for working on Saturday (OTR) *bolded hours count towards calculation for overtime pay 31

32 Thanksgiving Holiday Example 32 hr./week employee (.8 FTE) scheduled to work 8 hours per day M-F; working one of the two Holidays Sun Mon Tues Wed Thurs 8 REG 8 REG 8 REG 6.4 HOL 1.6 PTS/ETW 8 HWT Fri 6.4 HOM Sat *bolded hours count towards calculation for overtime pay 32

33 Example: 32 hr/week (.8 FTE) employee, Holiday on off day; picked up extra shift on the holiday Sun Mon Tues 8 REG 6.4 HOM 10 HWT Wed Thurs Fri Sat 8 REG 8 REG 8 REG 2 OTH Hours worked on the Holiday (HWT) count towards the calculation for overtime pay Total hours worked 42 Report 2 OTH with REG to create 2 hours overtime pay at 1.5 *bolded hours count towards calculation for overtime pay 33

34 Effective 7/1/17 Season Days Have Been Discontinued for Michigan Medicine AFSCME Bargained for staff (Yay!) 34

35 Replacing Season Days... For Michigan Medicine and Coroner s Offices Employees covered by the AFSCME Collective Bargaining Agreement who are active on December 1 st of each year: 32 X FTE hours will be loaded to PTO banks on or about 12/1 The load will occur after the regular December accrual loads Overmax PTO balances are allowed for month of December; will be capped when January accruals are loaded Hours will be available for PTO Sell Back in January and subject to all usual limitations of that process 35

36 No more Season Days means No more scheduling season days No more auditing season days No more pro-rating for season days off and not pro-rating for season days worked and less work for you!!!! 36

37 Resources Non-Bargained for staff: Holiday Standard Practice Guide (SPG) AFSCME Bargained for staff: AFSCME Bargaining Agreement contract.pdf 37

38 Reminder! EARLY TIME ENTRY CUT-OFF Sunday, November 19 Sun 19 Mon 20 Tue 21 Wed 22 Thu 23 Fri 24 Sat 25 BIWEEKLY CUTOFF BIWEEKLY PAYDAY HOLIDAY HOLIDAY

39 Thanks for attending! Have a great holiday season! 39