Time and Attendance for CAPS

City of Houston

Shelby Morrison – (832) 393-8548

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LEARNING OBJECTIVES

• KRONOS Time and Attendance Overview• MSP & CSL Sick Plans• Wellness, Personal Leave, Floating Holiday• Vacation Plans• Life Insurance• Workers’ Comp• 457 Deferred Compensation Savings Plan• FMLA• Donated Leave Program• Outside Employment• Pension Information

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Supervisors

Who has taken Managing Timecards and Schedules?

All new supervisors should take this course.

In addition we have a refresher course for Supervisors at the following Link –

http://talent.houstontx.gov/Saba/Web/COH/goto/GuestOfferingDetails?offeringId=dowbt000000000002755&isFromDeeplink=true

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Workday and Workweek Work Day: 8 or 10 Hours plus a lunch break of 30 or 60

minutes.

Workweek: Generally considered Saturday through Friday, but is actually Shift start between:

0500 Saturday through 0500 the following Saturday.

Time Worked includes all time actually worked plus all time on paid leave or observing a City Holiday. It does not include inactive status, IACT, AWOL, AWOP, RDNP, LWOP, VLWP or HOPE leave usage.

Adjusted Days Off: Adjusted days off (ADO) are a variation from the employee’s regularly scheduled days off within the same workweek. (Note: ADO must be within the same week for Non-Exempt civilians and within the same pay period for Exempt civilians).

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KRONOSTime and Attendance System

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https://coh.kronos.net/wfc/navigator/logon

KRONOS MANAGERS Kronos Timekeepers and Managers Training

Managers should approve GTOR requests (vacations, sick, personal leave, etc.)

Managers should review employees timecard each day and resolve abnormalities (i.e. missed punches, late in and early out, and unexcused absences) immediately.

Your employees should be instructed to review their own timecards on a regular basis to ensure they are correct and should report any discrepancies to you immediately.

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Payroll Resources:

http://www.houstontx.gov/ara/payroll.html

Allowing an employee to work off the clock is prohibited.

Permissible location or device used to clock in/out is at the Department Director’s discretion. Familiarize yourself with your department/division policy.

Approve time cards at the end of each pay period.

Payroll Help Line 832-393-8900

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KRONOS MANAGERS

Employee Work Schedule

Work schedule changes must be made effective at the beginning of a pay period. Two (2) pay weeks occur in a pay period. Pay week begins on a Saturday.

Please notify your payroll representative if you are changing an employees hours. (i.e. EE changing from 10hr work shift to 8hr work and/or changing lunch from 30 mins to 60mins.)

The employee’s pay is driven by the work schedule (hours worked/paid leave) in Kronos.

All employees must have a work schedule created in Kronos.

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Shift Differential

Day shift. Any regularly scheduled work shift which begins between the hours of 5:00 a.m. and 12:00 noon.

Second shift. Any regularly scheduled work shiftwhich begins between the hours of 12:00 noon and 6:00 p.m. (additional $0.25 per hour)

Third shift. Any regularly scheduled work shift which begins between the hours of 6:00 p.m. and 5:00 a.m. (additional $0.35 per hour)

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Holidays

Holiday(HACC-HWKP-HWKA-HWKO-HWOT-HSNA-HSNP).

Non-exempt employees do not generally receive overtime when they work on a holiday. They receive holiday pay. The Kronos system will accurately report the correct time and codes to SAP based on their time punches. PLEASE DO NOT modify anything regarding employee’s time worked on a holiday except the in or out punch. If the time code needs to be changed from pay to accrual or accrual to pay please notify Payroll Services and we will make those changes.

NOTE – If time worked on a holiday causes a non-exempt civilian employee to exceed 40 hours the employee will receive an additional half time premium for the hours over 40.

NOTE – Exempt employees never receive overtime, however if an exempt civilian works on a Holiday that exempt employee should receive Holiday Pay or Accrual at a straight time rate. Payroll should be notified when this occurs and we will make the necessary entries in KRONOS.

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Delegation

When you are out of the office you should delegate your duties to another supervisor to handle your supervisory responsibilities in your absence. Please let them know when you will be out of the office and what they need to do.

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Missed Punches

If an employee misses an in punch or an out punch they will not be paid for that day. Supervisors should review timecards daily to ensure there are no errors and the employee will be paid for the full pay period.

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Overtime

Overtime is earned for any hours worked over 40 in a work week

All leave with the exception of Hope leave is counted as hours worked

OT must be pre-approved by supervisor/manager

Before approving overtime supervisor is responsible for verifying funds are budgeted and approved. However OT must be paid regardless of approval status. If an employee works unapproved OT the employee can be subject to disciplinary action.

Supervisors may adjust an employee’s work hours or days off to avoid paying overtime compensation.

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Time off Global Time Off Requests (GTOR) should be reviewed and

approved on a regular basis. Supervisors should ensure a GTOR has not been submitted prior

to entering Absence Codes directly into an employees timecard or schedule.

Cascading pay codes (Vacation – Scheduled or Vacation –Unscheduled) should always be used for time off entered directly into an employees timecard or schedule. The one exception to this rule is if an employee will lose accruals due to a

cascading pay code then VACS or VACU may be used

If an employee is absent for more than 14 calendar days unpaid (AWOL, AWOP, LWOP, RDNP, VLWP, or simply did not punch) Payroll Services should be notified.

The Disaster Time Off Code DTOF may only be used when expressly authorized by the Mayor

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Pay Changes

What does it take to modify a City of Houston employee’s Pay – ie

promotion, non-contractual pay increase, start or stop assignment

pay, etc?

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SAP

Division / EmployeeInitiates Request

Department ReviewAnd Approval

201

201

HR Creates MSS ActionOr Paper PAR

Payroll ServicesCopy retained &

monitored

201

Central HRHR Director & Mayor Signatures

(Validates Compliance of Policies)

201

Central PayrollDeputy Director Signature

(Confirms SAP Posting Accuracy)

201

Controllers OfficeValidates Signatures

& Unlocks Entries

Employee sees Pay Change

PAR Automatically Uploaded to SAP

Compensable Sick Leave (CSL) Modified Sick Plan (MSP)

All employees hired on or after 9/1/1985 are in this plan.

Employees were no longer placed into this plan after 8/31/1985.

Accrue 2.50 hrs. per pay period of 65 hrs. per benefit year.

Accrue 4.60 hrs. per pay period/ 120 hrs. per benefit year.

Hours earned and not used at the end of a benefit year will be matched. The total hours will be added to your beginning balance each year until your total balance reaches 1040 hours. Any Accruals received during or after the benefit year in which an employee reaches 1040 hours will not be matched. All CSL hours over 1040 will be paid at the time one leaves COH.

When an employee leaves COH the remaining balance will be paid using the average rate of pay for each specific benefit year.

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Sick Leave Plans

Sick Leave

The City requires an employee to provide documentation from a health care provider for any sick leave used in excess of 64 Hours in a benefit year

Failure to provide documentation should result in the time off being changed to unscheduled accrued paid leave if available.

AWOL may be coded at the discretion of the Department Director or if no other leave is available.

A Supervisor may request documentation from a health care provider prior to the use of 64 hours if the supervisor suspects sick leave abuse.

If an employee is on approved FMLA, a Supervisor may only request recertification and then only through the FMLA Coordinator.

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Personal WellnessPersonal Leave hours are granted for each FULL benefit year for employees in the CSL Plan only.

Members of the CSL Plan are eligible to receive 8 hrs. of wellness leave each benefit year. This leave does not come from Sick Leave accruals.

CSL Used PL AccruedNone (0) 24 hours1 min. to 8 hrs 16 hours>8 hrs to 16 hrs 8 hours> than 16 hrs None (0)

Member of the MSP Plan are eligible for 8 hrs. of Wellness leave, however, the hrs. used are taken from member’s normal accrued sick balance.

Personal Leave hours must be used before the end of the benefit year or they will be lost. Benefit year is 9/1-8/31. Hours can be taken in increments.

To be requested and approved in advance. Physician’s statement must be submitted for time taken. Hours can be taken in increments.

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Personal and Wellness Leave

Floating HolidayCalendar Year Benefit

New employees hired on or before June 30th are eligible to receive a Floating Holiday for that Calendar year. Floating holiday hours request must equal current work schedule in Kronos.

Can not be carried over from one calendar year to the next. Hours will expired at the end of each year -12/31.Can not be taken in hourly increments. Full day usage only.

Must be taken on a date mutually acceptable to the EE and management with at least seven (7) days advance notice. This timeline may be increased or decreased by departmental policy.

Is not included in final pay when an employee leaves the City of Houston. Floating holiday hours can not be used on the last day paid when leaving payroll.

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Vacation

Employees vacation accrual cap is 420 hrs. Maximum payout is 360 hours. Unless you meet the following exception:

Vacation accrual cap is 840 hours with a maximum payout is 720 hours for employees employed by the city on 10/1/2003, and have a comp date prior to 1/1/2000

Accrued Vacation will be paid when an employee leaves COH (based on the above rules)

Employees do not receive vacation accruals during the first 6 months of employment. New employees will receive the equivalent of 6 months vacation accrual on the first day of the first full pay period following 6 months of service.

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Vacation

22

Year of Employment Vacation hours earned per yearYear 1-4 80

Year 5 120Year 6 and 7 128Year 8 and 9 136

Year 10 and 11 144Year 12 152Year 13 160Year 14 168Year 15 176Year 16 184Year 17 192

Year 18+ 200

Basic and Voluntary Life Plans

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ALWAYS maintain beneficiary information

up-to-date.

Workers’ Compensation

Workers’ compensation benefits are available to all City of Houston employees who are injured in the course

and scope of their employment.

Contact COH Risk Management for all workers comp inquiries at 832-393-7233 (option #3)

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Workers’ CompensationYOU are RESPONSIBLE for… Completing the Accident/Injury Report & contacting Risk Management

within 24 hours of the incident.

Notifying Payroll – 832-393-8900

Maintaining Contact with the employee

Notifying Risk Management & Payroll of a change in status of the employee

Obtaining a Return to Duty Slip from the employee

Safety First! Walk the Talk! Take the Classes!

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457 Deferred Compensation Plan Empower Retirement (formerly Great West) administers the

COH Deferred Comp program.

Participation is voluntary and is designed to allow one to accumulate supplemental retirement savings on a before-tax basis.

Employee controls the amount to be deducted from one’s paycheck.

One may start, stop, raise or lower contributions at any time by submitting a completed form to payroll.

Forms should be submitted to Payroll Services located at 611 Walker 2nd floor.

Employees are responsible for verifying their 457 loan deductions are taken from each check.

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Accrued Leave Donation Program Is determined if employee paid leave benefits will

not cover the expected time off.

Based on a physician’s statement indicating the employee will be away from work unpaid for at least 30 consecutive days.

Do Not wait until the employee is docked for 30 days to begin the process for requesting donated time.

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Accrued Leave Donation Program Request should be made to HR Client Relations

representative as soon as need is determined

Minimum donation: 4 hours vacation

Maximum donation: 1/2 of current vacation balance.

If employee should die and still have a balance, donated time will be paid out to the appropriate beneficiary.

Employee may receive a maximum of 1040 donated hours per each approved incident or occurrence.

Please contact the Benefits Division at 832-393-6000 for details concerning all benefits offered by the City of Houston.

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FMLA – Family Medical Leave Act

YOU are RESPONSIBLE for…

Notifying employees of their possible eligibility for FMLA if:

The employee is sick for three days in a row.

You have knowledge the Employee has experienced a hospital stay.

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FMLA – Family Medical Leave Act

Eligible Employees:

This certification will be performed by the FMLA Coordinator – Currently Mr. Sergio Martinez – (832) 393-7223.

For information only – The employee:

Must have been employed by the City at least 12 months.

Must have actually WORKED 1,250 hours in the past 12 months

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Outside Employment – AP 3-10

To establish policies and procedures regulating a City employee’s outside employment.

Employees may not accept or undertake outside employment activities, unless authorized by their department director.

This Administrative Procedure should not be construed as encouragement of outside employment by City employees.

Employees requesting permission to engage in outside employment shall submit Form CS75 (Attachment A, Form CS75) to their department director and any other individual whose signature is requested on the form.

The request shall state the name and address of the outside employer, the nature of the job, and the hours of employment.

The department director shall approve or deny the employee’s request and furnish a written copy of the determination to the employee (Attachment A, Form CS75).

Employees who have accepted outside employment are not eligible for paid sick leave absence when the absence is the result of illness or injury related to outside employment.

This Administrative Procedure supersedes Mayors Policy No. 108.00, Outside Employment, signed February 14, 1985, which shall be of no further force or effect.

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Pension

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•Plan A participants contribute 7% of base, longevity and assignment pay from each paycheck. This will increase to 8% beginning the first full pay period following July 1st, 2018

•Plan B Participants will contribute 2% of base, longevity and assignment pay from each paycheck. This will increase to 4% beginning the first full pay period following July 1st, 2018

•Plan D participants contribute 2% of base, longevity and assignment pay from each check. Plan D participants also contribute an additional 1% to an individual Cash Balance account set up for them by HMEPS.

•Questions regarding retirement benefits, retirement eligibility, or drop eligibility should be directed to the City of Houston Benefits Office at 832-393-6000 or HMEPS as indicated below.

•HMEPS.org •713-595-0100

Thank you for your Participation

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For additional questions please contactPayroll Services Help Desk

@ 832-393-8900or

ARA- Payroll Services Help Desk(payroll@houstontx.gov)