Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

PERSONNEL
60.60
Revised 6-10
Human Resource Services
335-4521

Time Report for Overtime-Eligible Employees

PDF link

OVERVIEW

The Time Report records attendance, leave, and overtime for overtime-eligible civil service employees, collective bargaining unit employees, and administrative professional (AP) staff.

See the following for leave rules:

A collective bargaining unit employee must refer to appropriate collective bargaining agreement regarding overtime.

Overtime Exempt

Administrative professional (AP) staff who are not eligible to earn overtime and all faculty report leave hours on the Leave Report. See 60.63. Civil service and collective bargaining unit employees who are overtime exempt complete a Leave Report for Classified Employees. See 60.62.

Completed Monthly

Overtime-eligible employees submit completed and signed Time Reports to employing departments at the end of each month.

Other Uses

The Time Report can serve as a pay document. See below and below.

The Time Report can be used to increase pay when overtime is recorded, decrease pay when leave balances are insufficient, discontinue pay when no balances exist, or report lost time which is the result of an on-the-job injury or illness. See below and below.

Overtime-eligible employees use the Time Report to initiate claims for payment of unused sick leave. See 60.41.

Form Versions

To obtain Time Reports, departments may choose from the following three versions:

http://www.wsu.edu/~forms/fm.html

Alternate Time Record

An alternate time record may be substituted for the Time Report if HRS approves the alternate time record prior to department use.

HRS maintains a record of all units requesting and using alternate time records. HRS also maintains a copy of the alternate time record used by each requesting unit.

File Retention

Overtime-Eligible Employees

Employing departments retain each employee's official Time Report file for the term of employment for overtime-eligible administrative professional, civil service, and collective bargaining unit employees.

Dual Appointment

Each employing department maintains a separate Time Report file for an overtime-eligible employee who has dual appointments. One of the departments is selected as the home department and that department maintains the official Time Report.

Transfers

If an employee transfers to another WSU department, the former department prepares a Time Report for the time the employee served in the department in that month, and forwards the official file to the new employing department.

Mid-month Transfers

For mid-month transfers, see the examples in the PDF version of pages 60.60.16-17.

Old Department

Prepare a partial Time Report for the current month through the employee’s last day. State in Comments, "Transferred to (name of new department) on (date of employee's first day in new department)." Do not post the leave earned or the current balances unless paying off accumulated compensatory time.

Route the signed Time Report and the employee's Time Report file to the new department.

New Department

Prepare a partial Time Report from the employee's first day in the department through the end of the month. State in Comments, "Transferred from (name of old department) on (date of employee's first day)." Post the leave earned and the current balances for the entire month.

File both signed partial Time Report forms.

Compensatory Time

The departments must resolve disposition of compensatory time. Compensatory time may be transferred with the approval of the new department or paid by the old department.

A collective bargaining unit employee must refer to the appropriate agreement regarding transfer of compensatory time.

Previous State Employment

If a new civil service or administrative professional employee has been previously employed by another state of Washington agency, Human Resource Services (HRS) requests leave information from the former state employer. Refer to 60.19 regarding transfer of benefits.

Collective bargaining unit employees refer to the appropriate agreements regarding transfer of benefits.

Separation of Employment

Upon separation of employment, the department sends the overtime-eligible employee's complete Time Report file to Human Resource Services. See 55.49.

Partial Hours

Report partial hours as decimal equivalents not fractions. See below for the conversion chart.

Cyclic-Year Appointments

During work periods, cyclic-year civil service employees report attendance and leave in the same manner as other civil service employees. See 60.30 for more information about cyclic appointments.

A collective bargaining unit employee refers to the appropriate agreement regarding cyclic-year appointments.

The employee's work cycle includes periods of leave without pay (LWOP) which are specified in an annual cyclic-year letter. See 60.30.

If the cyclic year employee is in pay status for the entire workshift on the last scheduled day preceding a holiday, submit the Payroll copy of the Time Report to Payroll Services to pay the employee for the holiday.

If a cyclic year employee works during scheduled LWOP periods, the Time Report becomes the pay document for the employee. Submit the Payroll and Human Resource Services copies of the Time Report to HRS based upon Payroll Documents Calendar deadlines.

Example in the PDF version of 60.60.24 illustrates cyclic year employees' Time Reports for working during LWOP periods.

Part-Time

Part-time includes any configuration of hours worked to correspond to a percent of less than full-time employment. Report hours worked in the same way as full-time employment. See the PDF version of pages 60.60.27 and 60.60.28.

Errors

If an error is discovered prior to any distribution, make a correction and inform the employee of the change. The employee must sign the corrected Time Report.

If the error is discovered after distribution:

PARTIAL HOURS

Report all partial hours as decimals. Use the following table. The first number in each column refers to minutes, the second is the decimal equivalent.

01 - .02 13 - .22 25 - .42 37 - .62 49 - .82
02 - .03 14 - .23 26 - .43 38 - .63 50 - .83
03 - .05 15 - .25 27 - .45 39 - .65 51 - .85
04 - .07 16 - .27 28 - .47 40 - .67 52 - .87
05 - .08 17 - .28 29 - .48 41 - .68 53 - .88
06 - .10 18 - .30 30 - .50 42 - .70 54 - .90
07 - .12 19 - .32 31 - .52 43 - .72 55 - .92
08 - .13 20 - .33 32 - .53 44 - .73 56 - .93
09 - .15 21 - .35 33 - .55 45 - .75 57 - .95
10 - .17 22 - .37 34 - .57 46 - .77 58 - .97
11 - .18 23 - .38 35 - .58 47 - .78 59 - .98
12 - .20 24 - .40 36 - .60 48 - .80 60 - 1.00

FORM COMPLETION

The following pages include instructions for completing the Time Report. Form sections not described are considered self-explanatory.

WSU ID Number

Enter the employee's WSU ID number on the Time Report.

Name

Enter the employee's complete name from the Personnel Action Form. Do not use nicknames.

Month / Year

Enter the month and year of the recorded time and leave.

Title

Enter the classification title from the Personnel Action or the Classification Schema.

Term (Basis of Service)

Enter the number of months per year the employee is expected to work. Refer to the Personnel Action.

% FTE

Enter the percent of the employee's full-time equivalent (FTE). Refer to the Personnel Action.

Employee Type

Check the appropriate box describing the employee's employment type and/or work period designation or appointment period.

Hours Worked

Report the number of hours worked each day. Enter Total Hours for each Time Base Code and/or Account Code in the column at the left.

Time Base Code

RP is printed on the form and stands for regular pay. Most hours appear on the first line under the time base code of RP.

Enter one of the following two-digit codes to report special pay circumstances.

OP (Overtime Pay)

Overtime earned and paid at the straight time rate.

PC (Premium Comp Time)

Overtime earned at the time and one-half rate and taken as compensatory time off. See 60.59 and WAC 357-28-275. Refer to the appropriate collective bargaining agreement regarding compensatory time, as applicable.

PP (Premium Pay)

Overtime earned and paid at the time and one-half rate. See 60.59 and WAC 357-28-260. Refer to the appropriate collective bargaining agreement regarding overtime, as applicable.

SB (Standby Pay)

The current rate is 7% of the base hourly rate. An overtime-eligible employee who is required to restrict off-duty activities to be immediately available for duty must be compensated for time spent in standby status. (WAC 357-28-205, WAC 357-28-220) Refer to the appropriate collective bargaining agreement regarding standby pay, as applicable.

HC (Hazardous Conditions)

Civil service employees receive hazardous conditions pay in some work situations. See 60.28. Collective bargaining unit employees must refer to the appropriate collective bargaining agreement regarding hazardous conditions pay.

CB (Call Back)

Civil service employees are to refer to WAC 357-28-185 regarding call back pay. Collective bargaining unit employees must refer to the appropriate bargaining agreements regarding call back pay.

TU (Temporary Upgrade)

Civil service employees are to refer to WAC 357-19-435 regarding temporary upgrades. Collective bargaining unit employees must refer to the appropriate bargaining agreements regarding temporary upgrades.

HV

Used by Facilities Services, Operations only.

Account Code

Direct Payroll Services to charge extra pay to an account by entering the account code. This may or may not be the same account from which regular hours are paid. If no account code is entered, Payroll charges the employee's regular-pay account.

Leave Hours Taken

Record leave hours for each day leave is taken. Add Total Hours taken for each type of leave in the column at the left.

See 60.57 and WAC 357-31 for leave rules for civil service employees. See 60.56 and the Administrative Professional Handbook for detailed leave regulations for APs. Refer to the appropriate collective bargaining agreement regarding leave rules for collective bargaining unit employees.

Annual Leave

Record Annual Leave hours taken under the appropriate date(s).

Sick Leave

Record sick leave hours taken under the appropriate date(s).

Comp Time Off

Record hours of compensatory time off taken under the appropriate date(s) and add across for the total hours.

See 60.59 and the Administrative Professional Handbook for more information about compensatory time.

Leave Without Pay

Submit the Payroll and Human Resource Services copies of any Time Report which reports leave without pay (LWOP) to Human Resource Services. Comply with the Payroll Documents Calendar deadlines. See 55.04.

Overtime-eligible administrative professional (AP) employees request and report LWOP as described in 60.56 and the Administrative Professional Handbook. NOTE: Reporting LWOP by overtime-eligible APs causes the monthly accrual of annual leave and sick leave to be reduced on a prorated basis.

Civil service employees request permission to use LWOP in accordance with WAC 357-31-330 and leave regulations in 60.57. Collective bargaining unit employees must refer to the appropriate agreement regarding leave without pay.

See example in the PDF version of page 60.60.21.

Enter the work schedule for compressed workweek employees in Comments when reporting LWOP.

NOTE: LWOP causes a reduction in the employee's gross earnings. Review the Payroll Expenditure Audit Report for any LWOP which has been submitted. See 55.22.

Beginning LWOP

First Half of the Month

In Comments, enter, "LWOP from (first date of absence) to (date of return)." Copy the Time Report. Send two signed copies to Human Resource Services. Comply with the Payroll Documents Calendar mid-month payroll deadlines. Submit the Payroll and Human Resource Services copies of the Time Report which reflect the month's activity to Human Resource Services at the end of the month. Comply with the Payroll Documents Calendar month-end deadlines.

Second Half of the Month

In Comments, enter, "LWOP from (first date of absence) to (date of return)." Submit the Payroll and Human Resource Services copies of the Time Report which reflect the month's activity to Human Resource Services. Use month-end deadlines found in the Payroll Documents Calendar.

Missed Deadlines

Telephone or send an electronic mail message to Payroll Services to report information about LWOP occurring too late to meet the Payroll Documents Calendar deadline. Follow up the telephone call or electronic mail message by sending the Payroll and Human Resource Services copies of the Time Report to Human Resource Services. Note the Payroll contact in the Comments section including the dates and hours of LWOP.

Leave Period Unknown

Record hours taken under the appropriate date(s) and the total for the pay period under Total Hours. Estimate a date that the leave period will be completed. In Comments, enter, "LWOP from (first date of absence) until (estimated date)." If that date arrives and the leave period must be extended, complete another Time Report using the same instructions. Do not indicate that leave is until further notice. Prepare and route the Payroll and Human Resource Services copies of a Time Report to HRS to return the employee to pay status when the employee returns.

Ending LWOP

Enter in Comments, "Returned from LWOP on (date)." Indicate whether this return date is a confirmation or a correction of the date reported when the employee went on leave without pay.

Submit the Payroll and Human Resource Services copies of the Time Report showing the actual return date to Human Resource Services. Comply with deadlines on the Payroll Documents Calendar.

Extended Appointment

See 60.30 to extend appointments for cyclic year civil service employees accepting additional work during scheduled periods of LWOP.

Record the hours worked on a Time Report. Payroll uses this Time Report to compute the employee's pay.

Enter in Comments, "Extended Cyclic Year Appointment."

Route the Payroll and Human Resource Services copies of Time Report to Human Resource Services using the deadlines on the Payroll Documents Calendar for Remaining Documents.

Personal Holiday

Report the day taken under the appropriate date. See also 60.56 and 60.57.

Holiday

See 60.76 for the schedule of University holidays.

Reporting Holiday Not Worked

Civil Service Employees (Working More Than 8-Hour Day)

If the University holiday falls on a regularly scheduled work day, record the scheduled work hours under the appropriate date as Holiday and any annual leave, compensatory time, or LWOP hours needed to account for the work day schedule. For example, the employee works four ten-hour days per week and the holiday falls on a regularly scheduled work day. Record eight hours as holiday pay and two hours as annual leave, compensatory time, or LWOP to equal the scheduled ten-hour work day.

If the University holiday falls on a regularly scheduled day off, refer to WAC 357-31-030. Specify "Regularly scheduled day off was on a WSU holiday" in Comments. When the employee is authorized to take holiday hours on an alternate date, record the hours taken under the date as Holiday. Specify which holiday was used in Comments.

Civil Service Employees (Working 8-Hour Day)

If the University holiday falls on a regularly scheduled work day, record the scheduled work hours under the appropriate date as Holiday.

If the University holiday falls on a regularly scheduled day off, refer to WAC 357-31-030. Specify "Regularly scheduled day off was on a WSU holiday" in Comments. When the employee is authorized to take holiday hours on an alternate date, record the hours taken under the date as Holiday. Specify which holiday was used in Comments.

Collective Bargaining Unit Employees

Refer to the appropriate collective bargaining unit agreement regarding holiday pay.

Reporting Holiday Worked

All Civil Service Employees

Civil service employees receive holiday pay for regularly scheduled work hours plus time and one-half for the hours worked. (WAC 357-28-200)

Report PP (premium pay) or PC (premium compensatory time) under Time Base Code, add hours worked under the appropriate date(s). Also report the regularly scheduled work hours as Holiday and enter the monthly total. For PC, report time and one-half hours worked as Comp Time Earned. See 60.59.

Direct questions regarding authorized holiday hours to Human Resource Services.

Civil Service Employees (Working More Than 8-Hour Day)

See the PDF version of page 60.60.25 for an example of how a civil service employee who works more than eight hours in a day must record working on a holiday.

Civil Service Employees (Working 8-Hour Day)

See 60.59 for instructions on reporting holiday hours worked. Also see the example in the PDF version of 60.60.19.

Collective Bargaining Unit Employees

Refer to the appropriate collective bargaining unit agreement regarding holiday pay.

Bereavement Leave (Civil Service and Collective Bargaining Unit Employees)

Record bereavement leave taken by civil service employees under the appropriate dates. Refer to 60.57 for civil service bereavement policies. Refer to the appropriate collective bargaining agreement regarding bereavement leave, as applicable.

Enter the relationship of the deceased family or household member in Comments.

Emergency Leave (APs)

Record emergency leave taken by administrative professional (AP) employees under the appropriate dates. See 60.56 and the Administrative Professional Handbook.

The administrative professional employee notes "Emergency Leave for (describe purpose)" in Comments.

Enter the relationship of the family or household member in Comments.

Civil Leave

Record the civil leave, including jury duty, taken under the appropriate date(s).

Refer to 60.56, 60.57, the Administrative Professional Handbook, and appropriate collective bargaining agreements regarding civil leave (including jury duty), as applicable.

Shared Leave

While an employee is receiving shared leave, Human Resource Services prepares the Time Report. HRS records the shared leave hours taken under the appropriate date(s). HRS routes a copy of the Time Report to the department at the end of the month. See 60.58.

Training Leave

Enter "training leave" in one of the blank fields. Record leave taken under the appropriate date(s). NOTE: Training leave is considered time worked for the purpose of computing overtime.

Record leave taken for personal and professional development. See 60.56, 60.57, 60.72, the Administrative Professional Handbook, and appropriate collective bargaining unit agreements, as applicable. (NOTE: Do not record time taken for attendance of academic courses as Training Leave.)

Military Training and Leave

Enter "military training" or "military leave" in one of the blank fields. Record leave taken under the appropriate date(s).

Provide a copy of military training orders to the employing official and forward a copy to HRS. See 60.56, 60.57, the Administrative Professional Handbook, and appropriate collective bargaining unit agreements, as applicable.

Bargaining Unit

For employees covered by a collective bargaining unit agreement, enter "bargaining unit" and the number of the bargaining unit and enter hours used for the purpose of contractual union training time under the appropriate date(s).

Total Hours

Add hours in each daily column and enter the number on this line. Add the numbers across and down for the total hours in the reporting period.

Comp Time Earned

Enter the hours earned on each date. If the employee worked at the premium overtime (PC) rate, this figure is the adjusted hours earned. See examples in the PDF version of pages 60.60.18-19, 60.60.22, 60.60.25, and 60.60.28-30.

Indicate total hours of compensatory time earned for the month.

To authorize payment for compensatory time earned in a previous period, indicate the number of hours to be paid and the months the hours were worked in Comments. Payroll pays the employee in a subsequent pay period. The same procedure is required for compensatory time payoff at the end of a biennium.

Balances

Previous Balance

Review and enter the previous balance of annual leave, sick leave, shared leave, and compensatory time from the prior month's Time Report or from the report of previous state employment.

Subtract Hours Used

Enter the number of hours of annual leave, sick leave, or compensatory time used during the month.

Subtract Donated Hours

Enter the number of hours of annual leave or sick leave which have been donated by the employee under the shared leave program.

Add Hours Earned or Received

Enter hours of annual leave, sick leave, and compensatory time earned for the month.

While an employee is receiving shared leave, Human Resource Services enters hours of shared leave contributed from other WSU employees.

Current Balance

Calculate and enter the current balance. The previous balance, minus hours taken, plus hours earned equals the current balance which is effective the first day of the following month.

Annual Leave

APs

Administrative professional employees may not exceed the maximum accrual of 352 hours (44 days) of annual leave.

Civil Service Employees

If a civil service employee elects to exceed the 240 hour maximum, enter "Excess annual leave has been accrued voluntarily" in Comments. If use of leave over the 240 hour maximum is deferred by a "Statement of Necessity," enter "Use of excess annual leave has been deferred" in Comments.

See 60.57 regarding excess accumulation of annual leave.

Collective Bargaining Unit Employees

For collective bargaining unit employees, refer to the appropriate bargaining unit agreement regarding accrual of annual leave.

Separation

See 55.49 for instructions regarding annual leave upon separation.

Compensatory Time

The maximum amount of accrued compensatory time for civil service employees is 240 hours. Any overtime worked beyond the maximum accrued amount must be paid in cash until the compensatory time balance drops below 240 hours.

For collective bargaining unit employees, refer to the appropriate collective bargaining unit agreement regarding compensatory time.

Administrative Corrections

This space is used by HRS to modify the report based upon an audit of the hours. Employees and departments are notified of these corrections.

Comments

Enter anything not otherwise included which affects the pay of the employee. If appropriate, Comments may include:

Signatures/Approvals

The signature or approval must be applied personally by the indicated individual. Facsimile or substitute signatures, e.g., signature stamps, are not acceptable.

Certification

The employee certifies the report by signing and dating the form. The employee is responsible for the accuracy of the information he or she reports on the Time Report.

Supervisor's Signature

The employee's supervisor verifies, signs, and dates the report. Employing departments are responsible for the accuracy of information reported on the Time Report.

Administrative Approval

Required if supervisor's signature is not present.

HRS highly recommends that a representative of the department or area administrative staff review the Time Report information for accuracy. HRS notifies the appropriate vice presidents, deans and/or appointing authorities of repeated time reporting errors uncovered during audits. HRS reports serious and repeated concerns to the Internal Auditor's Office.

HRS may require an area/department to establish an administrative review for repeated and persistent errors.

ROUTING INSTRUCTIONS

Employee

Employee receives the pink copy.

Department

The department files the white original in the employee's official leave file.

Special Routing

If the employee activity includes any of the following circumstances, route the canary and/or the HRS copies of the Time Report as indicated on the chart below. Comply with the deadlines on the Payroll Documents Calendar. See 55.04.

Make copies when the report is submitted midmonth. If the chart below indicates that a copy goes to Human Resource Services, Human Resource Services approves action and sends the canary copy to Payroll Services.

TIME REPORT ROUTING CHART

Circumstance

Human Resource
Services
1014

Payroll
Services*
1024

Payment for overtime (civil service and collective bargaining unit employees)  

Canary

Payment for overtime (APs)

Canary and HRS copy

 

Call back pay
 


Canary

Comp time payoff (civil service and collective bargaining unit employees)
(Specify the month time was earned in Comments.)
 

Canary

Comp time payoff (APs)
(Specify the month time was earned in Comments.)

Canary and HRS copy

 
Any hours of time loss due to an occupational injury or disease
(See SPPM 2.24.)

Canary and HRS copy

 

Payment for unused sick leave (civil service and collective bargaining unit employees)
 


Canary

Payment for unused sick leave (APs)

Canary and HRS copy

 
Leave without pay

Canary and HRS copy

 
Hazardous conditions pay  

Canary

Standby pay  

Canary

Extended cyclic appointment

Canary and HRS copy

 
Family medical leave-paid leave

HRS copy

 
Family medical leave-LWOP

Canary and HRS copy

 
Temporary upgrade  

Canary


Separation of employment


Refer to note below. **

 

* HRS COPY: The goldenrod copy for all overtime-eligible employees.


** ALL OVERTIME-ELIGIBLE EMPLOYEES: Send the Employee's Official Leave File to Human Resource Services for audit when the employee separates from WSU employment. Include the letter of resignation if a letter is applicable. Human Resource Services audits these records to verify the hours the employee will be paid on the final paycheck and to establish the hours of sick leave.

Departments send the Employee's Official Leave File to the employee's new department for an overtime-eligible employee who transfers to another overtime-eligible position within WSU.

 

FORM EXAMPLES

Example

Page


Change of Employing Department
 
  Old Department

60.60.16

  New Department

60.60.17

Overtime-Eligible Civil Service or Collective Bargaining Unit Employee  
  Overtime, Annual Leave, Sick Leave, and Holidays

60.60.18

  Holiday Worked

60.60.19

  Not on Full-Time Status Day Before Holiday and Leave Without Pay (LWOP)

60.60.20

  On-the-job Injury/Illness and LWOP

60.60.21

  Reporting Overtime

60.60.22

  Overtime, Annual Leave, Holiday

60.60.23

Cyclic-Year Employee  
  Working During Scheduled LWOP

60.60.24

Civil Service Employee--Workweek Other than 5 Uniform and Consecutive 8-Hour Days  
  Holiday, Overtime, Compensatory Time

60.60.25

  Overtime

60.60.26

Part-time Civil Service or Collective Bargaining Unit Employee  
  Holiday and Personal Holiday

60.60.27

  Overtime, Compensatory Time

60.60.28

Overtime-Eligible Administrative Professional (AP) Employee  
  Holiday, Overtime, Compensatory Time

60.60.29

Part-time Administrative Professional (AP) Employee  
  Holiday, Overtime, Compensatory Time

60.60.30

Shared Leave  
  Donation of Hours to Another Employee

60.60.31

  Receipt of Shared Leave Hours

60.60.32


See the Excel form:
60.60.33: Time Report (Windows)
60.60.33: Time Report (Macintosh)
Complete and/or print as needed.