A Message from Amy Bosley, Vice President, Organizational Development and Human Resources
Over the past few months, we have noticed an influx of inquires regarding benefits and payroll policies and processes. With this in mind, I thought it might be beneficial to refresh you — Valencia’s supervisors — on Web Time Entry, which plays in important role in how Valencia processes non-exempt employees’ time sheets (thus, affecting both benefits and payroll).
This month’s guest writer, Director of Payroll Services Bettie Cooper, offers some helpful tips below.
A Message from Bettie Cooper, Director, Payroll Services
As a supervisor, it is important that you are aware of the Web Time Entry process, so you may guide your employees, as needed, as they enter time each week and ensure Web Time Sheets are properly documented. The following information includes important reminders regarding Web Time Entry for full-time, non-exempt employees:
● All full-time, non-exempt employees must record a minimum of 40 hours on their sheet each week, regardless of available leave balances. The only exceptions to the minimum hour requirement are for newly hired employees or terminated employees.
● Hours in excess of 40 worked in one week cannot be borrowed in the next week to create an 80-hour pay period. For example, an employee who works 42 hours in one week and 38 hours in the next would need to take these additional steps to ensure accurate payroll processing:
● Record all hours worked in the first week.
● Record two hours of leave for the second week to bring that week up to 40 hours. The two hours of leave in the second week must also be submitted on a Certificate of Absence (COA) via the Request and Manage My Leave system in Atlas in order to bring the second week to the minimum of 40 hours.
● Overtime cannot be earned if an employee has holiday hours on a timesheet. An employee, can however, accrue banked holiday time if he or she has worked more than the required number of hours in a week and cannot record the full number of hours granted for a holiday. For example, if an employee works eight hours on a Monday and 10 hours on Tuesday in a week that the College is closed Wednesday, Thursday and Friday, then the employee would have two hours of banked holiday time to be used at a later date, because of working two additional hours on Tuesday.
● If a full-time, non-exempt employee missed the deadline to submit his or her timesheet, as a supervisor you may click “Submit” to submit the timesheet for them. Please be careful to ensure the timesheet is correct and up-to-date prior to approving. If it’s not complete or the hours are incorrect, please click “Return for Correction” once you have clicked “Submit.”
● If you need to correct a timesheet that has already been approved, you may simply click “Return Time” and then either “Change Record” to make the change for the employee or “Return for Correction” to have the employee correct his or her time if the pay period is still open. Note: please do not click “Return for Correction” if the employee no longer works for the College or is out on leave. Once that button is clicked, you will no longer be able to access the timesheet. If the pay period has closed (which is indicated by a “Completed” status), you will need to contact payroll to request that the period be re-opened.
For additional Web Time Entry assistance, please review the following resources:
- Employee Classifications Quick Reference Guide for Supervisors
- Time Sheet Approval Quick Reference Guide for Supervisors
- Web Time Entry Training for Non-Exempt (Full-time) Employees: this online training for non-exempt employees is available in the Valencia EDGE. Please note that only non-exempt employees have access to this training.
If you have additional questions about payroll or Web Time Entry, please contact Organizational Development and Human Resources at HR4U@valenciacollege.edu or via the HR4U helpline at 407-299-5000, extension HR4U (4748).
“Ask Amy” is designed to provide supervisors with guidance to successfully navigate opportunities and challenges in your daily work, as you create a culture for employee success within your teams. Each month, I, along with featured guest contributors, will address a question and offer practical solutions from which all supervisors can benefit.
If you would like to ask a question, simply email me with “Ask Amy” in the subject line. Submissions will be included anonymously in the Supervisor Segment and The Grove, and will be addressed monthly as they are received.