Timekeeping Reference Guide

This guide is used in accordance with University policies, and Federal and State laws and statutes. Active MOA’s supersede the procedures outlined in the Timekeeping Reference Guide.

An alpha index of terms used in the timekeeping procedure follows:

[A] [B] [C] [D] [E] [F] [G] [H] [I] [J] [K] [L] [M] [N] [O] [P] [Q] [R] [S] [T] [U] [V] [W] [X] [Y] [Z]

A

  • Adjusted Leave — Adjustment of paid leave and regular hours during the workweek to equal 40 hours. Non-exempt employees must record all hours worked and leave taken on the timesheet to document actual day(s) of occurrence in no less than quarter-hour (.25) increments. Overview of how available types of leave may be utilized can be found at Total Rewards — Leave Administration

    Military leave, Vacation Leave, sick leave, funeral leave and compensatory time taken are the only types of paid leave that can be adjusted. Holidays, Donor Leave, and Jury Duty must be paid in full and cannot be adjusted.

  • Example of adjusted leave: An employee works 30 "Regular" Hours during a week that has an 8-hour holiday, and requested 4 hours of Vacation Leave within that same week. The employee would record 30 "Regular" Hours and 2 hours of Vacation Leave hours to meet the 40-hour workweek requirement

  • Additional Hours worked — Any additional hours worked during a workweek, when paid leave is also used or a holiday occurs in the week, will be paid at the regular straight time rate. Extra straight hours can also be earned by a less than full-time employee working extra hours in addition to their scheduled workweek. When additional hours worked go over 40 hours the rate would result in overtime/comp time rates.

B

C

  • Call-in / Call-back Pay — Time that is paid for hours physically worked by non-exempt employees who are called in to work on a regular day off, or called back to work after a regular work schedule. Employees are paid a minimum of two hours for Call-in/Call-back Pay. The actual hours worked are recorded on the timesheet as regular hours worked.

    The minimum of two hours shall not apply in the following situations:

    • The employee is on stand-by when called in or called back,
    • The employee is called in or called back during the two-hour period immediately before or after the employee's regularly scheduled work shift.
    • Example: Call-In / Call-Back — Shown below is time entry based on exception to a 40-hour workweek. Employee was called in on Sunday for 1 hour with no adjustments to schedule — "Regular" Hours hours are recorded to comply with the minimum 2-hour call-in.
  • COMMENTS on Timesheets/Leave reports — Used by the employee to note adjustments to the timesheet (i.e. Sick Leave to Vacation Leave, adjust regular hours with Vacation Leave/Sick Leave, etc.) or to provide information to assist approvers

  • Compensatory Time Earned 150 — Compensatory time is for hours physically worked over 40 hours in a work week by non-exempt University employees. The extra hours worked accrue at time and a half. Compensatory time off shall not exceed a total of 60 hours at any point in time and should be used within a twelve-month period from when accrued or hours will be paid out automatically.

    Compensatory time earned in the following situations:

    1. Additional hours are physically worked over 40 hours per week and are earned at the rate of one and one-half (1.5) times the hours worked.
    2. Hours physically worked on a Holiday.
    3. A maximum of 60 hours of accrued compensatory time can be carried forward for a period not to exceed one (1) year. It is the employee’s responsibility to use the compensatory time earned within one (1) year. Unused compensatory time will be paid out at the rate of 1.5 times hours worked after one (1) year.

    Example: Compensatory Time Earned or Overtime Paid — If an employee is required to work additional time that could result in the employee receiving overtime, the supervisor may adjust the employee's schedule

  • Compensatory Time Taken — Compensatory time taken when an employee has a compensatory balance and wishes to use it in place of other leaves (i.e. Vacation Leave, sick leave, or discretionary days). Compensatory Time Taken hours are used in quarter hour (.25) increments on actual day used and "Regular" Hours are adjusted accordingly. (I f comp balance is less than .25 employees are able to enter hours as needed to use remainder of accrual )
  • Comp Time Payout — Compensatory time that is paid out after one year of accrual, if an employee moves to a position with a lower pay rate, if an employee changes from non-exempt to exempt status, or at separation.

D

  • Daylight Savings
    • Non-exempt employees on third shift who work an hour less than scheduled in the SPRING as a result of Daylight Savings should record the hours "worked" as "Regular" hours. The lost hour due to daylight savings should be recorded as DST — Daylight Savings Time Spring.
    • Non-exempt employees on third shift who work an extra hour in the FALL as a result of Daylight Savings record all hours worked as "Regular" hours.
  • Disaster Leave Non-Exempt — Disaster Service Volunteer Leave is used in situations in which employees are authorized leave with pay if they are certified disaster service volunteers of the American Red Cross and are requested by the American Red Cross to provide disaster services. Disaster Service Volunteer Leave information can be found at Total Rewards — Additional Types of Leave
  • Discretionary Day can be found at Total Rewards — Additional Types of Leave
  • Donor Leave — Donor Leave is paid leave time from work for employees who choose to donate organs, tissue, and bone marrow, blood or blood products. Employee notes this leave in full or half day increments by emailing timekeeping@wichita.edu, so payroll can enter the earn code into payroll. Donor Leave Information can be found at Total Rewards — Additional Types of Leave

E

  • Education Release Time — information can be found at Total Rewards — Additional Type of Leave
  • Election Poll Workers — See "Poll Workers" below in section "P".
  • Emergency Close Down (as declared by the President) — A University closure, paid to employees, which is authorized by the University President due to safety and/or health hazards. (See also Inclement Weather).

  • Emergency Close Down Pay — Additional pay to non-exempt, permanent employees who are required to work some or all of their regular shift during an Emergency Close Down. It is paid equivalent to the employee's base rate of pay, in addition to the employee's regular pay. These hours worked should be recorded as regular hours. Temporary and student employees are not eligible for Emergency Close Down Pay.

    Example of Emergency Close Down Pay: Emergency Close Down is declared 3.5 hours into the shift on Tuesday. Non-exempt employees who are sent home by the leader record the remaining hours of the normal shift as Inclement Weather Non-Exempt. Non-exempt employees who remain on duty record actual hours worked during the close down as "Regular" Hours.

  • Emergency Overtime Reporting — Occurs when an employee in essential operations is called to report in response to a building, public highway, or public safety emergency. Official state holidays that occur within a regularly scheduled workweek will be counted as time worked in determining the amount of overtime worked for state employees if:

    • The employee is asked to report to work in response to an emergency and
    • The work is performed outside the employee's normal work schedule or work period.
  • Error Message — Errors in Web Time Entry are noted in the upper right corner of the screen.
  • Exempt Leave Reports — Enter leave hours only if the exempt employee has exceptions in the pay period. If employee has not exceptions to report an "empty" leave report should be submitted for approval. All leave for exempt employees should be recorded in Full or Half day increments with the exception of discretionary day, this must be recorded in full day increments.
  • Exempt Employee Leave information can be found at Total Rewards — Exempt Benefit Eligible employees

F

  • Family and Medical Leave (“FML”) — Approved leave that can be taken in 0.25-hour increments. It is used in the order of sick, compensatory, discretionary days, and then Vacation Leave.
    • Exempt:
      • FMLA Sick Exempt — Sick leave used to cover FML by exempt employees.
      • FMLA Vacation Exempt— Vacation Leave used to cover FML by exempt employees.
    • Non-exempt:
      • FMLA Sick Non-Exempt — Sick leave used to cover FML.
      • FMLA Comp Taken Non-Exempt — Compensatory time used to cover FML.
      • FMLA Vacation Non-Exempt — Vacation Leave to cover FML.
  • Funeral/Bereavement Leave information can be found at Total Rewards — Additional Types of Leave

G

H

  • Holidays — Paid days to eligible employees in observance of holidays declared by the Kansas Board of Regents, the Governor, and/or the University. Legal Holiday — Observed on the day of the actual holiday.
    • Legal holiday is when the holiday is observed on the actual holiday.
    • Officially observed holiday is when the legal holiday falls on a Saturday and is officially observed on the previous Friday or when the legal holiday falls on Sunday and is officially observed on the following Monday.
    • Discretionary Holiday — Occurs when classes are in session on a Holiday. Non-exempt employees who are required to work are afforded compensatory time . Eligible exempt employees who are required to work are afforded equivalent time off at a later date.
    • Holiday information can be found at Total Rewards — Leave Administration
  • Worked Holiday Exempt — Time that is earned by eligible exempt employees who are required to work a Holiday. Worked Holiday Exempt is earned in full or half day increments. Employees must notify timekeeping@wichita.edu accrue Worked Holiday hours. When hours are ready to be used employee will enter Hrs Accr'd from Worked Holiday on their leave report.

  • Holiday Pay Non-Exempt — Time off with pay for eligible non-exempt employees for Holidays. The Holidays are posted by payroll on employee's timescreen when the Holiday is in the regular work schedule. An employee must be in pay status the entire workday before and the entire workday after the Holiday to receive Holiday Pay Non-Exempt. Employees receive Holiday Pay Non-Exempt equal to the number of hours normally scheduled to work. Each full-time employee who works a nonstandard workweek receives the same number of Holidays in a calendar year as employees whose regular work schedule is Monday through Friday. This applies to all Holidays, including the Discretionary Holiday.

    Employees in less than full-time positions who work an irregular schedule receive Holiday Pay Non-Exempt only if the employee physically works on the Holiday. The Holiday is earned as follows:

    • 50% = 4 hours
    • 60% = 5 hours
    • 75% = 6 hours
    • 100% = 8 hours
  • Holiday Credit Paid — (Not Scheduled) — Paid to eligible non-exempt employees for holiday hours only when employee is not regularly scheduled to work the day the holiday is observed. Holiday credit paid not scheduled will be paid to the employee rather than the employee observing (taking the day off) the holiday later in that week. Employee will enter Holiday Cr Pd — Not Scheduled on their timesheet.

    Example: Employee has a work schedule of Wednesday — Saturday and the holiday is on Monday. Employee will enter Holiday Cr Pd — Not Scheduled on that Monday/holiday. They didn’t actually work on this day but they are getting credit for the holiday. This can only be used if they do not observe the holiday later in the week by taking the day off and earning holiday pay.

  • Holiday Worked-Comp Earned 150 — Holiday Compensatory Time that is paid to eligible non-exempt employees who are required to work on a Holiday at a rate of one and one-half compensatory time, regardless of other paid leave used during the week of the holiday.

    NOTE: If a non-exempt employee is required to work on two (2) consecutive Legal and Officially Observed Holidays in a workweek, the employee shall receive the appropriate credit of time and one-half for only one of the two (2) days, whichever one is greater.

    Example: If Christmas falls on Sunday, it is officially observed on Monday. The employee works six (6) hours on Sunday and eight (8) hours on Monday. The employee receives Holiday Worked Paid 150 for only one day, which will be Monday because the employee worked more hours that day. When Thanksgiving and the following day are both Legal Holidays, the employee receives Holiday Worked Paid 150 for both days worked. Enter hours physically worked on the actual date of Holiday as Holiday Worked-Comp Earned 150 to be accrued as comp time.

    All Part-time benefits eligible employees who earn Vacation Leave who work a nonstandard workweek and have an assigned schedule shall receive holiday pay. Only if the holiday falls on a day included in the employee's regular work schedule. Holiday credit is equal to the time the employee is regularly scheduled to work on that day.

    Each nonexempt employee who works less than full-time on a regular schedule shall receive, for each holiday that falls on a day included in the employee's regular work schedule, holiday credit equal to the time the employee is regularly scheduled to work on that day. If the employee works on the holiday, the employee shall receive, in addition, holiday compensation for the hours worked on the holiday.

    Each nonexempt employee who works less than full-time on an irregular schedule, as determined by the appointing authority, shall not receive holiday credit but shall be paid at the time-and-a-half rate for those hours worked on the holiday.

  • Examples for employees with a nonstandard workweek:
    • Employee may observe the holiday on any day during the week of the designated holiday. The number of Holiday Pay Non-Exempt (Holiday Pay Non-Exempt) hours recorded should mirror their regular schedule for that day.
    • Employee should record Holiday Worked-Comp Earned 150 (HCP) or Holiday Worked Paid 150 (HDP) for hours they physically work on the day they chose to observe the holiday. (after prior approval for working the day chosen to observe the holiday)
    • Employees not scheduled to work the designated holiday may enter Holiday Cr Pd — Not Scheduled (HCN) to earn the holiday credit. (Only if they are not moving the holiday to another day during that holiday workweek.)
    • If a legal holiday precedes or follows the day of the officially observed holiday, employees will receive holiday credit for only one of the two days if required to work on both days. If the number of hours worked on the two days are not the same, the employee will receive holiday compensation for the day on which the employee worked the greater number of hours.
  • Hourly employees — must record all hours worked on their timesheet. No hours worked should be recorded outside of their timesheet.

I

  • Inclement Weather Exempt Leave â€” Inclement Weather Leave with pay is granted to eligible exempt employees who are scheduled and are released from work during hours declared as Inclement Weather by the Governor or the President of the University or his or her designee. Hours not worked should be recorded as Inclement Weather by exempt employees during an Emergency Close. If exempt employees work during an inclement Weather Day or an emergency shut down time frame, no hours need to be reported as leave.
  • Inclement Weather Non-Exempt Leave — Inclement Weather Leave with pay is granted to eligible non-exempt employees who are scheduled and are released from work during hours declared as Inclement Weather by the Governor or the President of the University. Employees must be in pay status the entire workday before and the entire workday after the Inclement Weather Day to receive Inclement Weather Non-Exempt pay. Note: Employees in Leave status the day before and the day after a Declaration of Inclement Weather will not receive Inclement Weather Pay or be allowed to change their Leave status. Employees on leave with pay (example: Vacation or Sick leave) during inclement weather will continue using their accumulated leave.
    • Note: Employees in Leave status the day before and the day after a Declaration of Inclement Weather will not receive Inclement Weather Pay or be allowed to change their Leave status. Employees on leave with pay (example: Vacation or Sick leave) during inclement weather will continue using their accumulated leave.

  • Regular hours paid with Inclement Weather Pay (Employees who are required to report to a designated campus site and work during inclement weather)— Eligible non-exempt employees whose work was deemed essential and "physically worked" at a Designated Campus Site during a declaration of Inclement Weather may receive Inclement Weather Pay earned at the employee’s regular rate of pay for the total number of hours that they were regularly scheduled to have worked on that date.  “Designated Campus Sites” shall be determined by the President or designated Vice President(s). This leave is earned and paid in addition to the employee’s regular pay received for the time worked.  Please check with your supervisor to determine if work should be performed during the Inclement Weather Day. The supervisor and employee may agree to an adjustment of the employee’s work schedule to avoid a budget hardship. Employees should record “Inclement Weather Non-Exempt” for the total hours that they would have normally been scheduled to work for that day (normal shift hours) and record actual hours physically worked at a designated campus site as Regular hours on the timesheet for Inclement Weather Pay.

     

    Inclement Weather Day Examples: 

    Inclement Weather declared 3.5 hours into employees shift on Tuesday. Employees will record the remaining hours of their normal shift as Inclement Weather Non-Exempt.

    Employees who are not required to work will record Inclement Weather leave only for their normal shift hours. 

    The eligible non-exempt employees who are required to work record actual hours physically worked and their normal shift hours as Inclement Weather Pay for the inclement weather period.

        • Example 1: 
        • Example 2: 
        • Example 3: 
  • Temporary and student employees do not receive Inclement Weather Leave (pay).
  • Inclement Weather information can be found at Total Rewards — Additional Types of Leave

J

  • Jury Duty Exempt — Leave with pay for eligible exempt employees that is granted for Jury Duty. JRE should not exceed the employee’s normal work schedule. JRE is recorded in full or half day increments on actual date(s) used.
  • Jury Duty Non-Exempt — Leave with pay for eligible non-exempt employees that is granted for Jury Duty. JRY should not exceed the employee’s normal work schedule. JRY is recorded in quarter-hour (.25) increments on actual date(s) used. JRY cannot be adjusted by additional hours worked within the same week.

     

  • Jury Duty Example:

    A second shift employee who has served on jury duty during the day would not be expected to work a full shift the same day.

  • An employee shall not be entitled Jury Duty Pay in circumstances where the employee is called as a witness on the employee's own behalf in an action in which the employee is a party. In this situation the employees accrued leave would need to be utilized. (i.e., Vacation, Discretionary day, Comp time)

    Jury Duty information can be found at Total Rewards — Additional Types of Leave

K

L

  • Leave without Pay (Dock) — Leave without pay that is generated for an employee who does not have a sufficient leave balance to cover absences. LWP is generated from insufficient leave balances. These hours may not show in quarter hour (.25) increments depending on the balance(s) available.
  • Leave Without Pay — Exempt employees cannot have leave without pay for less than a full day (8 hours).
  • Leave Administration information can be found at Total Rewards — Additional Types of Leave

M

  • Military Leave — Eligible employees will record time away from work due to Military Leave Orders by entering these hours into their Timesheet or Leave Report. Non-Exempt employees enter Military Duty Non-Exempt in their timesheet for hours away due to Military Leave. Exempt Employees will record Military Duty Exempt into their leave reports. Eligible hours are easy to find in the employees leave balances. Employees and approvers are able view these hours in the leave balances section of the timesheet or leave report. (Timekeeping will need a copy of the Military orders prior to the hours being available in Military leave balances.)
  • For more information about Military leave please refer to Total Rewards — Additional Types of Leave.

N

O

  • Overtime — Overtime is hours physically worked over 40 hours in a work week by non-exempt University employees. The employee will receive compensatory time for the extra hours at time and a half unless overtime pay is approved, in advance, by the employee's budget officer. When calculating overtime or compensatory time, fractions of hours of 15 minutes or more can be compensated for overtime and are to be reported in hundredths of hours. The following chart can be used to calculate overtime worked and to maintain an accurate daily record.
    • 8 to 22 minutes = 0.25 hr
    • 23 to 37 minutes = 0.50 hr
    • 38 to 52 minutes = 0.75 hr
    • 53 to 67 minutes = 1.00 hr

P

  • Paid Parental Leave information can be found at Total Rewards — Leave Administration

  • Previous pay period REG HRs — A non-exempt employee works but did not record hours in the corresponding timesheet.

    • The supervisor must authorize hours worked during the previous workweek.
    • Leave used (i.e. Vacation Leave, sick, etc.), should be adjusted against additional hours worked in the same week.
    • Students Employees — When Previous pay period REG HRs is used, a comment is necessary for the electronic Timesheet. Students should enter hours for the previous pay period on the first Sunday of the new pay period.
    • Non-Student/Non-Exempt Employees — When Previous pay period REG HRs is needed, employees should email hours worked to timekeeping@wichita.edu and copy their supervisor. The email should include the following:
      1. Employee ID
      2. Employee Name
      3. Position Number
      4. Dates and hours worked in the previous pay period
      5. Explain why hours were not recorded in the corresponding timesheet. (early sign off)

    Example: Previous pay period REG HRs — Time worked in a previous pay period but hours were not recorded on the employee’s timesheet. This could be due to an early sign off deadline.

  • Poll Worker Exempt — Leave with pay for exempt employees that are off work for volunteering as a Poll Worker. The earn code Voting/Polls Exempt (VPE) should not exceed the employee’s normal work schedule for actual date(s) of working the polls. (Comments are required on Leave Report)
  • Poll Worker Non-Exempt — Leave with pay for non-exempt employees off work for volunteering as a Poll Worker. The earn code Voting/Polls Non-Exempt (VPN) should not exceed the employee’s normal work schedule. VPN is recorded in quarter-hour (.25) increments on actual date(s) of working the polls. VPN cannot be adjusted by additional hours worked within the same week and is not considered in the calculation for overtime. (Comments are required on Timesheet)

Q

  • Quarter Hour Increments (.25, .50, .75) — All leave time and all time worked for non-exempt employees should be reported in quarter hour increments.
TIME WORKED RECORD
01 to 07 minutes .00 hour
08 to 22 minutes .25 hour
23 to 37 minutes .50 hour
38 to 52 minutes .75 hour
53 to 60 minutes 1.00 hour

R

  • Recording Time — Hourly employees must record all hours worked on their timesheet. No hours worked should be recorded outside of their timesheet.
  • Rest Periods — Individual departments have the responsibility for setting and maintaining standards relating to departmental employees' rest periods. Practices relating to employees' rest periods may vary between departments. Rest periods should not exceed 15 minutes during each half day of work. Travel time from and to the work area is included in the 15 minutes rest period. Rest period time may not be used to adjust work schedules or be accumulated for future use.

S

  • Sick Leave Exempt — Sick Leave is accrued by eligible exempt employees beginning the first day of employment. Sick Leave is earned during a pay period can be used the first day of the following pay period. Sick Leave is accrued based on employee’s FTE during an entire pay period, and can be taken in half or full day increments. Sick Leave should be recorded accurately, regardless of the employee’s Sick Leave balance. Any lack of leave will be decremented from the employee’s available Vacation Leave.
  • Sick Leave Non-Exempt — Sick Leave is accrued by eligible non-exempt employees beginning the first day of employment. Sick Leave earned during a pay period can be used the first day of the following pay period. Sick Leave is accrued based on employee’s hours in pay status during an entire pay period, and can be taken in quarter hour (.25) hour increments. Sick Leave should be recorded accurately, regardless of the employee’s accrued Sick Leave. Any lack of leave will be decremented from the employee’s available Vacation Leave.
  • Shared Leave Exempt — Shared Leave for eligible exempt employees, entered in full or half day increments. Employees must use all accrued leave (i.e. Vacation, Sick, and Discretionary Holiday) each pay period before shared leave can be applied. Employees continue to accrue leave at the regular rate while participating in Shared Leave.
  • Shared Leave Non-Exempt — Employees must use all accrued leave (i.e. Vacation, Sick, Compensatory and Discretionary Holiday) each pay period before shared leave can be applied. Employees continue to accrue leave at the regular rate while participating in Shared Leave.

  • Shift Differential — Pay to eligible non-exempt employees for actual hours worked outside of the first shift definition. Shift differential is not paid for hours credited on any type of leave or Holiday. Hours worked on eligible shifts will be paid a shift differential of $.60 per hour for second shift or $.75 per hour for third shift for all hours worked.

    • Definition of Shifts for Shift Differential:

      • The shift is considered first-shift if the majority (over 50%) of the regularly assigned shift is after 7 am
      • The shift is considered second-shift if the majority (over 50%) of the regularly assigned shift is after 3 pm.
      • The shift is considered third shift if the majority (over 50%) of the regularly assigned shift is after 9 pm.
      • An employee receives pay for all shifts worked based on the shift they are regularly assigned.

    • Facilities Shift Differential

      Periodically operational needs, including mandatory overtime, will require the employee to work a shift that varies from their regularly assigned shift. In those situations, the employee will continue to receive their regularly assigned shift differential for all hours worked.

    • University Police Department Shift Differential

      Periodically the police department hours may vary from their regularly assigned shift. In those situations, the employee will continue to receive their regularly assigned shift differential for all hours worked.

      For those who are assigned to first shift, hours worked in the following periods are considered shift differential eligible:

      • 6:01 am to 4:00 pm 1st shift use shift 1 on timesheet (no shift differential is assigned to this shift)
      • 4:01 pm to 12:00 am 2nd shift use shift 2 on timesheet
      • 12:01 am to 6:00 am 3rd shift use shift 3 on timesheet

  • Standby Pay — Stand-by pay that is paid for time outside a non-exempt employee's regularly scheduled work hours, during which the employee is required to remain available to the University within a specified response time. ST1 is not used in determining eligibility for overtime compensation. ST1 is paid at the rate of $2 per hour for non-exempt employees while serving in stand-by status. An employee on stand-by who is called in to work will be compensated for the hours physically worked at the employee’s base rate of pay.

    Example: An employee is in stand-by status from 5:00 p.m. Friday through 12:00 midnight on Saturday and is called in to work on Saturday for 1 hour. The employee records 7 hours of ST1 on Friday and 24 hours on Saturday. The 1-hour physically worked on Saturday is recorded as regular hours worked or CME if employee has worked over 40.

  • SP1 = Regular Student Earnings — Student Regular Earnings entered as the actual hours on day(s) worked

T

  • Time Change — See Daylight Savings Time.
  • Timesheets — Hourly employees must record all hours worked on their timesheet. No hours worked should be recorded outside of their timesheet.
  • Time in Pay Status — Time in pay status may include the following: Approved Vacation Leave, sick leave, compensatory time, jury duty, donor leave, funeral (bereavement) leave, the military reserve for annual active duty training, state or national training, leave to attend official meetings and other authorized leave with pay, holidays, and the discretionary holiday when authorized by the governor.

U

V

  • Vacation Leave Exempt — Vacation Leave earned, based on "Regular" Hours, by exempt employees. Vacation Leave is accrued proportionately if an employee is not in pay status for an entire payroll period. Employees who become ill while on Vacation Leave may use accrued Sick Leave. Vacation Leave earned during a pay period can be used the first day of the following pay period.
  • Vacation Leave Non-Exempt — Vacation Leave earned, based on "Regular" hours, by non-exempt employees. Vacation Leave is accrued proportionately if an employee is not in pay status for an entire payroll period. Employees who become ill while on Vacation Leave may use accrued Sick Leave. Vacation Leave earned during a pay period can be used the first day of the following pay period.
  • Veterans Day Exempt - Exempt employees must record Veterans Holiday hours in either a full day or one-half (1/2) day increment.
  • Voting — Employees may be excused, with pay, for up to two (2) hours for voting purposes, per State statute (K.S.A. 25-418)
  • Voting Exempt — Leave with pay for exempt employees that are off work for voting. The earn code Voting/Polls Exempt (VPE) should be recorded as a two-hour increment on actual date(s) of voting, not to exceed two hours. (Comments are required on Leave Report)
  • Voting Non-Exempt — Leave with pay for non-exempt employees off work for voting. The earn code Voting/Polls Non-Exempt (VPN) should be used. VPN is recorded in quarter-hour (.25) increments on actual date(s) of voting, not to exceed two hours. VPN cannot be adjusted by additional hours worked within the same week and is not considered in the calculation for overtime. (Comments are required on Timesheet)
  • Additional Types of Leave information can be found at Total Rewards — Leave Administration

W

  • Web Time Entry — Hourly employees must record all hours worked on their timesheet. No hours worked should be recorded outside of their timesheet.
  • Workers' Compensation Pay — Missed work time that is paid to an employee for job-related injuries, illness, disability, or death. The employee or timekeeping representative records Sick Leave for Worker’s Compensation Pay on the timesheet. Payroll will enter Workers' Compensation Pay as directed by Work Comp Ins.
  • Work Schedule — The standard workday for each full-time employee is eight (8.00) hours. The standard workweek for each employee is forty (40.00) hours, Sunday through Saturday.
  • Workweek — The workweek is Sunday through Saturday. The normal workweek for all hourly University employees is 40 hours during a given seven-day period. The standard work day for each full-time University employee is eight hours.

X

Y

Z