Payroll Resources
Please, contact Human Resources if you encounter any access barriers, challenges or require the content in another format to fully access the information at hrs@boisestate.edu or (208) 426-1616.
W-2 and Paystub Request
NOTE: As of December 2020, former employees must request W-2 tax and/or paystub information through Human Resource Services
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
| Amount Worked | Enter as: |
|---|---|
| Less than 3 minutes | .0 |
| 3 - 8 minutes | .1 |
| 9 - 14 minutes | .2 |
| 15 - 20 minutes | .3 |
| 21 - 26 minutes | .4 |
| 27 - 32 minutes | .5 |
| 33 - 38 minutes | .6 |
| 39 -45 minutes | .7 |
| 46 - 50 minutes | .8 |
| 51 - 56 minutes | .9 |
Time Entry Resources
- Time Card Tracking Template (Excel) The Time Card Template is available as an optional resource. Please contact Human Resources for assistance with an accessible alternative.
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 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.
- Enter all hours worked as Regular hours (REG or RET) up to 40
- Add a line to enter remaining hours over 40 as OTA
For example
If your normal shift is Monday through Friday
Enter your regular hours as REG in the first line and your overtime hours as OTA in the second line.
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 (HOL), the system will add eight hours for you. Enter your regular time (REG) and overtime (OTA).
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 hours (REG) in line one, overtime (OTA) in line two, and sick time (SIC) in line three.
- The system will then calculate as regular hours (REG) and (OTA).
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.
| Comp Time Earned | Comp Time Used By | Comp Time Payout |
|---|---|---|
| 12/16/18 – 6/15/19 | 12/14/19 | 1/10/20 |
| 6/16/19 - 12/14/19 | 6/13/20 | 7/10/20 |
| 12/15/19 - 6/13/20 | 12/12/20 | 1/8/20 |
Vacation Leave Accruals
Refer to Boise State University Policy 7620.
| Leave Plan | Years Employed* | Hours Accrued Per Pay Period** | Rate % Accrued Per Hour | Maximum*** |
|---|---|---|---|---|
| A | 0-5 years | 3.7 hours | 0.04615 | 192 hours |
| B | 5-10 years | 4.6 hours | 0.05769 | 240 hours |
| C | 10-15 years | 5.5 hours | 0.06923 | 288 hours |
| D | 15+ years | 6.5 hours | 0.08077 | 336 hours |
| Leave Plan | Years Employed | Hours Accrued Per Pay Period** | Rate % Accrued Per Hour | Maximum*** |
|---|---|---|---|---|
| X | n/a | 7.4 | 0.09240 | 240 hours |
*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 % accrued per hour will be used.
*** Hours accrued beyond the maximum will be lost.
Shift Work and Holiday Time Entry
For example
If your normal shift is 10pm to 6:30am Sunday through Thursday
Enter your regular hours as REG in the first line.
If the Holiday is on a Work Day and you do not work
Enter your regular hours as REG. 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
Do not enter eight hours as holiday time (HOL), the system will add eight hours for you. Enter your regular time as REG.
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 (HOL), the system will add eight hours for you. Enter your regular time as REG. Enter eight hours as HOA on the holiday.
Travel Time Resources
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)