Headlines

Winter shutdown to alter payroll, time entry deadlines

DATE:              Dec. 6, 2018
TO:                  All Employees
FROM:            Mark Thomas, CFO/VP of Administrative Services
RE:                  Payroll/Time Entry for Winter Shutdown

Please pay close attention to the guidelines below. If time is not entered correctly by the deadlines identified, payment will not occur until the following pay cycle.

As with previous years, due to winter shutdown, payroll processes will begin early. The guidelines below will assist you in recording time:

1) Time entries for Nov. 25–Dec. 8, 2018 pay period (pay date of Dec. 21, 2018)

  • PSRP hourly, PT Faculty (Non-TAG), Casual, Student Help, and Work Study employees
    • Time entries must be entered and submitted by end of day Tuesday, Dec. 11.
  • Supervisors must approve time entries by end of day Wednesday, Dec. 12.

2) Time entries for Dec. 9-Dec. 22, 2018 pay period (pay date of Jan. 4, 2019)

  • PSRP hourly, PT Faculty (Non-TAG), Casual, Student Help, and Work Study employees
    • Time entries must be entered and submitted by end of day Wednesday, Dec. 19
    • Note: You will have to project your hours for Dec. 20-Dec. 22
  • Supervisors must approve time entries by noon on Friday, Dec. 21. 

3) Time entries for winter shutdown — Dec. 24, 2018-Jan. 1, 2019

  • PSRP Full-time Hourly Employees:
    • For each day you would have worked over the shutdown period:
      • Choose the Time Entry Code of “Holiday Pay
      • Enter the number of hours you would have worked (maximum of 8 hours)
    • If your schedule is such that you have ‘Leave without pay’ for more than two consecutive weeks before or after this period, no time should be entered. Neither will any time be paid during this period.
    • If required to work during the winter shutdown because you provide critical services*, enter those hours as “Hours Worked.” Workday will calculate your pay at the holiday rate.
    • Note: Per the approved college policy, winter shutdown does not include any observed holidays. The language in the policy related to nontraditional work week employees (Tuesday-Saturday or Sunday-Thursday) receiving a floating holiday when the holiday falls on the employee’s non-scheduled work day does not apply.
  • PSRP Part-time Employees:
    • Per the approved college policy, Part-Time PSRP can choose to use Paid Time Off (PTO) time, and record the PTO hours in order to be paid over the Winter Shutdown.
    • If required to work during the Winter Shutdown because you provide critical services*, enter those hours as “Hours Worked.” Workday will calculate your pay at the holiday rate. 
  • Part-Time Faculty, Casual, Student Help, and Work Study Employees:
    • Record hours only if required to work during the Winter Shutdown; enter hours as “Hours Worked.” Workday will calculate your pay at time and a half. 
  • Administrative, PSRP Band C Salaried, and Full-time Faculty (Exempt) Employees:
    • No time entries required during winter shutdown.

 

Examples of critical services include veterinary technology, public safety and designated positions in technology services and facilities.

If you have any questions, please call the Payroll Office at 608.246.6650.

 

Published December 7, 2018. Updated December 10, 2018.