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| February 2004 |
This year, spring break is scheduled for March 15 – March 19, 2004. We anticipate that many employees will take that time off while their children are out of school.
However, Payroll Services will be processing both a biweekly and monthly payroll during spring break. It is very important for your department to have adequate coverage so payrolls can be processed without any problems. Please ensure that staff members are available to approve and review both payrolls to ensure timely and accurate processing.
Do you ever feel that trying to make sense of leave is like looking at "Alphabet" soup? AL, SL, FMLA, ADA, LTD, WC… Then this seminar is for you! If you approve or process leave in your department, you will not want to miss this seminar. We hope to have representation from every department on campus. This seminar is free but seating is limited. Enroll today by e-mailing osu-trng@okstate.edu or enroll online at http://fp.okstate.edu/hrosu/training_enroll.htm.
Due to inclement weather, the University closed at 4pm on Wednesday, February 4. The following guidelines should be used when entering time input.
For classified employees, actual hours worked should be entered in Week 1 and Week 2 as normal. If an employee went home at 4:00 pm when the university closed and was scheduled to work until 5:00 pm, one hour should be entered in the ‘Other’ column (administrative leave).
However, if a classified employee was required to work after the university closed, those worked hours would be included in the Week 1 and Week 2 amounts (as appropriate), as well as the ‘Other’ column. For example, if an employee worked until 7:00 pm, this employee would have worked three hours after the university closed and those three hours should be included with the hours worked as well as entered in the ‘Other’ column. The employee will receive credit for hours worked plus the additional hours at straight time.
While the University is closed, a unit may require certain employees to work to maintain essential services or assist in special necessary functions, such as snow removal. Employees working in response to a request by a unit administrator will be compensated by administrative leave for the hours worked in addition to being paid for the hours worked. However, an employee choosing to work even though a closing has been announced, will be paid for working as usual, whether or not the employee was aware of the closing. In this case, however, the employee would not receive administrative leave in addition to being paid for time worked.
Student and temporary employees are only paid for time worked. There is no administrative leave to enter in the ‘Other’ column.
For monthly classified employees, if they worked the time that the university was closed, entered the comp earned on the UC1 screen - Monthly Confirmation.
If you are processing an Employment Action (EA) form that needs Board approval, the form must meet a deadline to be effective the date following the Board meeting at which the action is considered.
The next Board Meeting is March 5. EAs are due to Payroll Services by February 16. To check Board EA deadline dates, go to www.okstate.edu/osu_per/payroll/sch_deadlines.htm.
The HRS LDT screen is available to most employees who have standard HRS access. Individuals with specialized HRS access may need to contact Bob Schreiber at (405) 744-5759 to add screen LDT.
The LDT screen displays labor history charges by employee, position number, and pay period, allowing departments to view all labor and benefit charges on one screen for employees with split labor distributions. Labor and benefit charges shown on the LDT screen are updated for reallocation and recast entries as well as allowing departments to review the final labor and benefit charges after adjustments have been made.
To use the screen, enter ‘LDT’ at the Screen prompt, and then enter the employee’s ID number (SSN) in the ID field. The User can be ‘001’ for current active employees or ‘002’ for retired or employees on LTD. The FY should be the current FY (04). Enter the Payroll ID you wish to review or leave blank to view all payroll IDs. Biweekly payrolls will be in the format of 4R01 – 4R26. Monthly payrolls will be in the format of 1R01 – 1R12. If viewing User ‘002’, the ID format will be 6R01 – 6R12. Once you enter a payroll ID, HRS will page through that payroll and all the following payrolls that have been paid on that person.
