This guide is for supervisors in Student Life managing biweekly regular staff employees who have more complex transactions, such as more advanced overtime and schedule scenarios, call back pay, and on call pay. Supervisors that are unsure if this material is applicable to them may consult with their supervisor or HR Generalist.
If an employee timecard is not displaying the expected amount of overtime, a supervisor should consider the following scenarios. Unless an employee works at a regional campus, CWA members do not calculate overtime on sick leave. For example, if an employee has 38 regular hours and 4 hours of CWA sick leave, the total amount is 42 hours for the week. However, all 42 hours would be categorized as regular hours, with none paying at the overtime rate. Additionally, an employee may receive pay for being called into work after normal working hours. Call-ins do not calculate as overtime unless they are 2.7 hours or more. See below for additional information regarding call-ins.
According to OSU policy, the maximum amount of comp time that an employee can accrue is 240 hours. If an employee’s comp balance exceeds 240 hours, the surplus amount will be paid out, even if the employee uses comp time in the very next pay period.
Depending on consistency of work schedule and business need, it may be appropriate to assign a fixed biweekly schedule. In the Schedule Template Maintenance module, a supervisor may choose to assign an existing schedule or create a new template. For employees who follow a common schedule (i.e. 8 am – 5 pm), it may be easier to simply choose an existing template. Supervisors may review or modify existing templates before assigning them, but keep in mind that editing an existing template will change the schedule of any employee who is assigned to it. Please also note that it may take SLTK a pay period to begin automatically generating the assigned schedule.
When viewing the employee’s schedule on a biweekly basis, go to the “schedule details” tab on the employee timecard. If an employee works outside of the normally assigned schedule, schedule details must be adjusted. Otherwise, the employee will only be paid for the time within the scheduled hours. Furthermore, if the punch times differ from the scheduled times enough the shift will not line up until the schedule is corrected. It is also possible to add or delete a shift and modify an entire week’s schedule in this tab.
When an employee responds to an emergency problem call after normal working hours, they receive call-in pay. Call-ins are automatically calculated as 4 hours of regular pay, even if the employee only works for a few minutes. However, once an employee has worked a call-in for more than 2.7 hours, the shift is calculated at the time and a half rate. For example, if an employee works a call-in from 8 pm – 9 pm, (s)he will receive 4 hours of pay at his base rate. However, if (s)he works from 8 pm – 11 pm, (s)he will receive 3 hours of pay at his time and a half rate.
Because call-ins fall outside of the employee’s normal schedule, SLTK will not automatically line up the shift. In order to label the shift as a call-in, a supervisor can select the action button and code the punch as an “approved call-in.” Once coded as a call-in, the punches will reflect a “C” in the Warning column and “4.0” in the Hours column. The following are common scenarios when dealing with call-ins:
- If the call-in punches are still not lining up, check that the employee’s call-in schedule matches the regular schedule in Salary & Misc. Information. If the schedules do not match exactly, contact Brandi Coover at 614-247-7930 or email firstname.lastname@example.org.
- If the call-in shift disappears after coding it, check that the shift is not overlapping a leave entry or day off entry. For example, days off are automatically scheduled at 3 am. If a call-in shift is from 2:55 am – 3:05 am, the day off will obscure the call-in. Delete the day off to make the call-in visible.
- If the call-in is not showing a “C” warning or 4 hours, it is likely too close to the employee’s regular work hours for SLTK to recognize it as a call-in. Contact Brandi Coover at 614-247-7930 or email email@example.com to resolve the issue.
Certain departments are required to schedule employees to handle after-hours call-ins. These employees receive stand-by pay for the time they are near a phone and ready to respond to an emergency call. According to the CWA contract, an employee is due 1 hour of pay for every 8 hours of stand-by, minus the actual amount of time worked on a call-in.
For example, if an employee is on stand-by from 11:30 pm – 7 am, he is due 0.9 hours of stand-by pay (7.5 hours / 8). However, if (s)he also works a 1 hour call-in, (s)he is due 0.8 hours of stand-by pay (7.5 hours - 1 hour / 8).
Stand-by pay is calculated and entered on an employee’s timecard by a payroll technician before the Monday approval deadline. Supervisors who create or update stand-by schedule assignments should send them to firstname.lastname@example.org.