As the first deliverable under the Health Sciences Administration Shared Services initiative, HSA work units will transition to a new, online Leave Time Reporting (LTR) system. The new LTR system is completely paperless for typical payroll functions and will accommodate both classified and professional staff. All HSA units will be transitioned to LTR effective mid-February, 2013. Review the 2/11/2015 Payroll Training Powerpoint here.
1. How do I access LTR?
Login using your UW netid at: https://www.pathology.washington.edu/ltr/
2. Why are we using LTR for tracking time?
When it was agreed that Health Sciences Administration (HSA) would provide centralized payroll support, a working committee was formed from all HSA units. That committee determined that for centralized support to be workable, a single tracking solution was needed. Prior to that point, units had used a variety of means to track time.
LTR, created by the Department of Pathology, had been used successfully by HS Academic Services & Facilities and many other units all over campus. Since there was no other known, effective time tracking means available, the decision was made to use LTR after the committee assessed its capabilities.
3. Sometimes the timesheet submission deadline is prior to the end of a pay cycle. Why is this?
Payroll cycles are set by the UW Payroll Office. HSA Shared Services determines a due date that allows all employees to be processed in time to meet the deadline set by the Payroll Office. Depending on the calendar for a particular month, HSA may set a deadline on or before the last day of a pay cycle. This is done to allow at least one full work day for processing prior to the UW Payroll deadline.
4. What should I do if I need to make a change in my timesheet after I submit it?
If the timesheet has not been approved by your supervisor, it can be unsubmitted using LTR. You can then make the necessary changes and re-submit. If you supervisor has approved your timesheet as indicated by an email to you, ask HSA Shared Services to reject it. After Shared Services rejects Shared Services can be reached at 206-221-6204 or firstname.lastname@example.org.
5. How will the HR/Payroll Replacement Project (HR/P) change how time is tracked?
HR/P will replace LTR. You will track time using the new system. It is scheduled to go into service in December of 2015. To date, many details have not been finalized. There will be many training opportunities as HR/P’s debut gets closer.
6. What is the difference between leave that shows A:8 and A (8):0 and A (8):8?
A:8 represents leave use that was not preapproved by the supervisor. A (8):0 represents time that was requested, but for which the employee has not noted the actual hours of leave taken that day, if any. A (8):8 represents time that was approved and for which the employee noted the same amount of hours actually taken as leave.
7. Why is my timesheet rejected when the leave has been approved and looks like: A (8):0?
Even though the leave has been requested and approved by your supervisor, you must note the actual number of hours of leave taken that day because sometimes an employee might need to take less or more hours than requested. For example, you could have requested 3 hours of sick leave for an appointment with a health care provider. If the visit took more or less time than estimated, you must adjust the entry to reflect time actually taken.
8. To whom do I submit my timesheet if my supervisor is unavailable?
Each employee should have an alternate supervisor listed in a pick list at the bottom of your timesheet. Please submit to your alternate supervisor if the primary one is unavailable.
9. What should I do if will be away from a computer at the timesheet submission deadline?
If you know you will not have access to a computer for an extended period of time, please submit your timesheet well prior to the submission deadline. Changes that may need to be made after submission can be made when you have computer access.
10. What should I enter for a holiday?
It depends. The University provides a credit of hours for a holiday depending on your FTE (percentage of time employed). 100% employees are credited with 8 hours for a University holiday. Lesser FTEs are credited as follows: FTE percentage X 8 hours. For example, a 60% employee would be credited with 4.8 hours (.60 X 8) while a 50% employee is credited with 4 hours (.50 X 8). This credit is not related to how many hours you might normally work on whichever day that the holiday falls on.
Assume a 100% employee works 10 hour days Monday through Thursday and a University holiday falls on a Monday. The employee is allocated 8 hours for that holiday since he/she is a 100% employee. This leaves a shortage of 2 hours for the holiday. The employee could account for that shortage by applying 2 hours of a form of leave for that day. Alternatively, they could agree with the supervisor to work an extra 2 hours sometime in that week. They would then add those 2 hours to the amount of time worked for that day.
Another example: A 75% employee normally works 4 hours on Mondays and Monday is a University holiday. The employee is credited for 6 hours (.75 X 8) for that day. In this case, the employee accrues 2 hours of holiday time (the overage) for that day. The person would then enter HA:2 (holiday time accrued as comp time) or H/S:2 (holiday straight time to be paid) depending on departmental policies.
If you are a 100% 40 hour/week employee and you normally would work 8 hours on the holiday, leave that day blank.
- What if a holiday falls on a day the employee is regularly scheduled to work & the scheduled work hours are less than the holiday hours entitlement?
- The difference between the holiday hours and the scheduled work hours is accrued as holiday credit, or as holiday straight payout.
- What if a designated holiday falls on a day the employee is regularly scheduled to work & the scheduled work hours are greater than the holiday hours that the employee is entitled to?
- The difference between the scheduled work hours and the holiday hours must be made up from annual leave, accrued compensatory time or leave without pay.
11. What happens if a holiday falls on a day that I do not normally work?
If a University holiday falls on a day that you are not scheduled to work, you accrue holiday time for that day based on your FTE. A 100% FTE accrues 8 hours of credit for that day. Depending on departmental policy, the employee can enter HA:8 (holiday time accrued as comp time) or H/S:8 (holiday straight time to be paid). Employees with lower FTEs accrue proportionately. A 70% employee would accrue 5.6 hours (.70 X 8) of holiday credit.
Compensatory Time & Overtime Pay
12. When do I receive Compensatory (Comp) Time or Overtime Pay?
In general, and depending on applicable labor contracts, overtime-eligible employees receive overtime pay or comp time at the rate of time and one half when:
- An employee works more than 8 hours in one day unless there is an alternative work schedule in effect such as working 4 ten hour shifts per week or
- An employee works are in excess of forty (40) hours in a work week.
13. How do I designate Comp Time hours in LTR?
In LTR,choose the Event type: “CA” Comp Time Accrued
14. How do I designate Overtime pay in LTR?
In LTR, choose Event type: “OP” Overtime Paid
15. What is the difference between pre-approved Sick Leave & un-scheduled Sick Leave?
A pre-approved Sick Leave are requested in advance using the LTR “Leave Requests” and are approved prior to taking a sick leave of absence.
- For example, in LTR, you’ll see, “S (8):0” [yellow color to designate a pre-approved leave]. Upon taking/using the leave, the employee needs to fill-in actual usage, “A (8):8” hours [green color indicates that the number of actual hours used matches the number of hours preapproved].
A un-scheduled Sick Leave is leave taken without advance notice/request if unit policy allows.
- For example, an employee who needs to leave work unexpectedly due to illness without pre-approval can designate in LTR, “S:4” hours, or “S:8” hours. Unit policies still require some form of notification to the supervisor when such leave needs to be taken.
16. How is Sick Leave accrued?
100% FTE employees accrue 8 hours of sick leave per month. Leave does not accrue until a month is complete. Employees with appointments below 100% accrue based on their FTE percentage. For example, an 80% employee accrues 6.4 hours of sick leave per month – 80% of 8 hours is 6.4 hours.
17. How do Payroll policies vary for Classified staff vs. Professional staff?
- Professional staff do not show hours worked in LTR
- Professional staff do not have to account for partial day (less than half of a day) absences if unit policy allows
- Most Classified staff are eligible for Overtime
- Almost all Professional staff are not eligible for Overtime