Diocese of Cheyenne

1
Diocese of Cheyenne

• Time Attendance with

2
What

• Replaces the manual timesheet system with a web
  based electronic version
• Adds professionals/directors to timesheet system
• Robust/secure electronic system

3
Why

• Direct integration of payroll and timesheets
• Reduces administrative workload
• Improves accuracy
• Improves Timeliness
• Provides tool for workload management

4
Social Workers

• Instead of current paper timesheet
• Enter net hours worked per day
• Contemporaneously or after the fact
• Supervisor has edit-ability to clean up any
  exceptions
• Must approve/certify own timesheet
• Compensation based on actual hours worked per
  payperiod. Overtime at 1½ base rate. Non-Exempt

5
Administrative

• Instead of current paper timesheet
• ClockIn/ClockOut as appropriate during work day
• 15 minute rounding rule applied
• Supervisor has edit-ability to clean up any
  exceptions
• Must approve/certify own timesheet
• Compensation based on actual hours worked per
  payperiod. Overtime at 1½ base rate. Non-Exempt

6
Professional

• New process
• ClockIn/ClockOut as appropriate during work day
• 15 minute rounding rule applied
• Supervisor has edit-ability to clean up any
  exceptions
• Must approve/certify own timesheet
• Compensation based on 2080 Commitment
  (banked/exempt)

7
Director

• New process
• ClockIn/ClockOut as appropriate during work day
• 15 minute rounding rule applied
• Supervisor has edit-ability to clean up any
  exceptions
• Must approve/certify own timesheet
• Compensation based on 2340 Commitment
  (banked/exempt)

8
When to

• ClockIn
• When you sit down to at your desk to begin the
  days work.
• When you return from LunchOut
• When you return to your desk from having left the
  Office/Clock
• When you leave the house to go on the road for
  the day
• When you pick up a project from home/vacation
  off/after hours
• LunchOut
• When you break for lunch
• ClockOut
• When you leave for the day
• When you leave the building for any non-business
  activity
• Swim meet
• Medical appointment
• When you get to the hotel room at the end of the
  day when on the road
• When you set down a project from home/vacation
  off/after hours

9
15 Minute Rounding Rule

• ClockIn 8 minutes before the hour
• Pay starts at 15 minutes before the hour
• ClockIn 7 minutes before the hour
• Pay starts on the hour
• ClockOut 7 minutes after the hour
• Pay ends on the hour
• ClockOut 8 minutes after the hour
• Pay ends at 15 minutes after the hour.
• Identical execution inside any ¼ Hour space

10
Supplemental Pay

• Measured in s not hours
• To compensate after hours errands
• Bank Postoffice Kinkos
• Employee and Supervisor define rate
• To compensate medical appointment leave
• ClockOut as leave
• Use Supplemetal pay to pay for actual hours away.
• Leaving clock documents liablity

11
Editing/Notes

• The far right hand column of the timesheet entry
  grid has a note icon
• Use note to describe any unusual/memorable aspect
  of an entry
• Always use note when editing employee time.

12
Definitions

• Exempt
• Employees who are exempt from time and ½
  overtime regulations
• Non-Exempt
• Employees who receive time and ½ for hours over
  40 per week

13
Classifications

• Director
• Ministry Directors
• Exempt
• 2340 Commitment
• Professional
• Salaried
• Exempt
• 2080 Commitment
• Administrative
• Hourly
• Non-Exempt
• Scheduled Commitment

• Intern
• Hourly
• Non-Exempt
• Temporary
• Scheduled Commitment
• Other
• Varies by individual

14
Departments

• Each employee has a home department
• Department describes the primary fund
• Additional departments exist to describe projects
  inside of funds
• All time is charged to home department unless
  otherwise selected

15
The 2080 Commitment

• Employee
• 2080 hours of service in exchange for annual
  salary.
• Work with employer to manage workload to budgeted
  hours

• Employer
• allow employee to provide service as the workload
  demands
• compensate hours in excess of 2080
• via banked model
• straight rate is equal to annual salary divided
  by 2080

16
The 2340 Commitment

• Employee
• 2340 hours of service in exchange for annual
  salary.
• Work with employer to manage workload to budgeted
  hours

• Employer
• allow employee to provide service as the workload
  demands
• compensate hours in excess of 2340
• via banked model
• straight rate is equal to annual salary divided
  by 2340.

17
Banked Overtime Model

• Base pay stays constant until bank base is
  satisfied
• 80 hours for 2080 Commitment
• 90 hours for 2340 Commitment
• Pay increases by excess over bank base lagged
  by one pay period
• Any remaining bank balance pays out at fiscal
  year end.
• Pay ONLY goes below base rate when previously
  agreed to.
• Banked hours increase when worked time in excess
  of biweekly commitment
• Banked hours decrease when worked time is less
  than biweekly commitment

18
2080 Commitment Example
19
FAQ

• What about when I am on the road or otherwise
  cannot get to an internet connection?
• When do I ClockOut when I am traveling for
  diocese business?
• What do I do when I miss a ClockIn or ClockOut?