Time Entry & Absences

Employee time entry is due every Monday.

Late time that is not submitted and approved in time for the payroll will not be calculated until the following payroll.

If time is entered late and paid later, this could affect the tax rates.

Resources:

• Enter, Save or Submit Your Time Card
• Work-Study Employee Enter, Save or Submit a Timecard
• Edit or View Your Saved or Submitted Time Card
• HCM Time Reporting Codes
• Submit Hours Video Tutorial
• Submit Self-Request for Time Away from Work (Absence)
• View, Update or Withdraw Your Time Away from Work (Absence) Request
• View Your Leave (Sick, Vacation, etc.) Accrual Balances

Entering Hours Worked and Rounding

Download Printable Overtime to Accrue Comp Time (pdf)

Enter hours worked to the nearest 1/10th of an hour.

For Example:

If you worked from 9:00 am to 11:15 am enter as 2.3 hrs

Comp (Compensatory) Time

Comp time earned July 1 through December 31 and not used by June 30 or last pay period of the Fiscal Year, will be paid in the first paycheck in July. Comp time earned January 1 through June 30 and not used by December 31 or the last pay period of the calendar year, will be paid in the first paycheck in January.

Overtime to Accrue Comp Time

Download Printable Overtime to Accrue Comp Time (pdf)

Overtime occurs after physically working more than 40 hours in a work week.

1. Enter all hours worked as Hours Worked up to 40 (for Overtime, enter all the time as Hours worked).
2. Add a line to enter Comp Time Accrued for any time over 40 hours worked (that is not taken as Overtime Pay).

For Example:

If your normal shift is Monday through Friday

Enter your regular hours as Hours Worked in the first line and along with the hours you worked for Over time.

If the Holiday is on a Work Day and you do not work

You are not eligible for Overtime. Do not enter eight hours of holiday time, the system will add eight hours of holiday time.

If the Holiday is on a work day and you do not work but get overtime

Do not enter eight hours as holiday time, the system will add eight hours for you. Enter your regular and over time (Hours Worked).

When using Vacation or Sick Leave and Overtime

• Leave cannot be utilized if it will result in pay or time accrued in excess of the employee’s normally scheduled workweek.
• Enter your regular and overtime hours (hours worked) in line one, and sick time (sick leave) in line two.

Overtime to be Paid

Download Printable Overtime to be Paid (pdf)

How does Comp Time Pay Off work?

In general, compensatory (comp) time earned in the first six months of the year, if not used in the second six months of the year, is paid out in the first check of January. This cycle repeats every six months with pay outs in January and July.

Vacation Leave Accruals

Refer to Boise State University Policy 7620.

*Based on 40 hours per week Credited State Service hours or 2080 hours per year
** Pay period is based on 80 hours worked. Vacation accrual will be prorated if fewer hours worked, rate percentage (%) accrued per hour will be used.
*** Hours accrued beyond the maximum will be lost.

Shift Work and Holiday Time Entry

• Download Printable Shift Work and Holiday Pay (pdf)

For example

If your normal shift is 10pm to 6:30am Sunday through Thursday

Enter your regular hours as Hours Worked in the first line.

If the Holiday is on a Work Day and you do not work

Enter your regular hours as Hours Worked. Do not enter eight hours of holiday time, the system will add eight hours of holiday time.

If the Holiday is on a work day and you do work but take another day off

Do not enter eight hours as holiday time (Holiday Pay), the system will add eight hours for you. Enter your regular time as Hours Worked. Enter eight hours as Holiday Worked Paid on the holiday.

Travel Time for Day Travel

Download the Printable Travel Time for Day Travel (pdf)

Compensation for Day Travel – In Town or Out of Town

For In Town Travel

Joe is a non-exempt employee whose normal work hours are 8:00 a.m. to 5:00 p.m. Monday through Friday. Joe leaves his house at 7:15 a.m. and drives his car ten miles to and from work each day arriving home at 6:45 p.m. Twice each week Joe must travel to another campus site two miles away. How much is Joe compensated?

Monday through Friday

Commuting time is excluded from the hours worked by an employee.

Home to regular place of work. 0 – Hours allowed for commuting.

Tuesday and Thursday

Joe arrives at work and leaves again at 10:00 a.m. to work at another campus site, he is there until 3:00 p.m. driving back to hsi office to finish his work day.

Driving to another site during work hours is included as work.

8 hours work includes travel.

For Out of Town Travel

Sue is a non-exempt employee whose normal work hours are 8:00 a.m. to 5:00 p.m. Monday through Friday. Sue leaves her house at 7:30 a.m. each morning driving five miles to work. On Wednesday she will be driving to a day-long conference in another town that is 90 miles away. How is Sue compensated?

Monday through Friday

Commuting time is excluded from the hours worked by an employee.

Home to regular place of work. 0- Hours allowed for commuting.

Wednesday

Sue left her house at 7:00 a.m. to drive to the conference that started at 9:00 a.m. The conference ended at 4:00 p.m. she arrived home at 6:00 p.m. All of the time Sue spends traveling to and from the conference will be compensated for.

2 hours travel and 8 hours work.

Travel Time for Overnight Travel

Download the Printable Travel Time for Overnight Travel (pdf)

Compensation for Overnight Travel

For example

Cindy is a nonexempt employee whose normal work hours are from 8:00 a.m. to 5:00 p.m., Monday through Friday. Cindy must travel to Arizona for a work conference. She leaves on a 4:00 p.m. flight on Sunday and organizes her notes while on the plane. She arrives in Arizona and the conference begins the next day. In the evening she responded to and worked on email projects. The conference ends on Wednesday and that afternoon at 3:00 p.m. she returned to Boise arriving home in the evening at 7:00 p.m. How is Cindy compensated?

For Sunday

Cindy’s flight left Boise at 4:00 p.m. and arrived at 8:00 p.m. Since Cindy’s normal work hours are 8:00 a.m. to 5:00 p.m., the employer is required to pay only for travel time 4:00 to 5:00.

1 Hour Travel Time (4:00 to 5:00)

However, while in flight, Cindy spent one & one-half hours organizing notes and preparing for a meeting. The employer is required to pay for this work time.

1.5 hours

For Monday

Cindy attended the conference all day. She was free after the conference to either go to a conference social event or to spend time on her own (free time or meal periods with no work completed are not paid time). In the evening, Cindy spent one hour responding to email and checked her office voice mail; the employer is required to compensate her.

Any work performed outside of normal work hours needs to be by permission of the supervisor.

Conference Attendance 8 hours, checking email/voicemail 1 hour, total 9 hours

For Tuesday

All overnight travel time is not necessarily compensable. Any non-business meal periods, sleep periods or other free time would not be considered hours worked and therefore are not compensable.

Count hours for conference attendance and any work done outside of conference hours

For Wednesday

Since Cindy’s conference and part of her flight were during her regular work hours, the employer is required to pay for the time that occurred between 8:00 a.m. to 5:00 p.m.

Conference Time + 2 hours travel time (3:00 to 5:00)

Time approval is due every Monday.

Supervisors are responsible for their employees timecards, if an employee has not submitted time follow the steps below to enter/edit/or submit the employees timecard for them.

Late time that is not submitted and approved in time for the payroll will not be calculated until the following payroll.

If time is entered late and paid later, this could affect the tax rates.

Resources:

• Edit or View a Time Card Entry for Another Employee
• Enter a Time Card for Another Employee
• Update or Withdraw an Absence from a Direct Report
• View and Approve Time & Absence for All Reports
• View and Approve Employee Time Cards via Worklist
• View Existing Absences for an Employee
• View Leave Accrual Balances for a Direct Report

Time Entry Questions:

I forgot to enter my time for last pay period and those dates have disappeared how do I enter my missing time?

To enter time for a previous time card you will need to go to the “Existing Timecard” instead of “Current Timecard.” In “Existing Timecard” you will see an orange “+Add” click on that and you will be able create the missing timecard. This step is at the bottom of the Enter, Save, or Submit Your Time Card job aide. Once the timecard is created you will enter and submit your timecard as usual.

I had 48 hours on my timecard but I didn’t get any overtime pay?

Overtime is only received if the all hours were logged as Hours Worked. If there is any Holiday Pay or absences that add up to 40hrs for the work week any hours earned after those 40hrs are not considered as overtime.

What is the difference between “Current Time Card” and “Existing Time Cards” in the Time and Absences module?

“Current Time Card” is where the current pay periods time card is located. “Existing Time Cards” is where all of the employees old timecards are located. Employees can go back 28 day to make corrections on old timecards. If corrections are made the timecard need to be resubmitted and the supervisor needs to approve the timecard.

Holiday Questions:

Do I have to work Columbus Day and Veterans Day in order to receive holiday pay?

No, Columbus day and Veterans Day are no longer holidays and are treated as any other work day; you have an option to take them as vacation or comp day.

What if I don’t have enough vacation or comp time to use during the university closure day?

You will need to discuss option with your supervisor i.e., if you can work or take time off without pay.

See the Payroll and Holidays Calendar page for current information.

I am a professional staff employee; will payroll enter my leave during the Christmas week holidays?

No, all employees will need to enter their vacation on to their own timesheet in Bronco Hub with appropriate leave taken. If you are a professional hourly employee, you will need to code all hours worked and/or leave taken.