Time, Attendance and Leave Town Hall Updates and

Time, Attendance and Leave Town Hall Updates and

Time, Attendance and Leave Town Hall Updates and Reminders Kevin Fitzgerald Lyndi Zavy Agenda TAL Review the Time, Attendance and Leave (TAL) project Reiterate important information Discuss updates since first round of Town Halls

Understand the resources and support available to assist employees through transition Major Impacts TAL All OUHSC and OUHSC-based Tulsa employees transition to biweekly pay May 31, 2015 TAL system will be used for Hourly employees to track hours worked Tracking leave taken and balances for all employees Leave requests and timesheets for all employees

Reasons for TAL Implementation 1. Monthly payroll is challenging for administration, recruitment 2. Affordable Care Act (ACA) changes require 3. State of OK moved tracking part-time to biweekly January

employee hours in 2013 real-time TAL Transition to Biweekly Pay The last monthly paycheck will be May 29, 2015 The first biweekly paycheck will be June 26, 2015

TAL Pay day will be every other Friday, PPP remains mid-month Employees can convert leave into funds to bridge the gap Up to 80 hours of leave (including comp time for hourly employees), and up to 40 hours of which can be Extended Sick Leave (Sick Leave for Residents) 12 2

3 4 5 6 7 Leave Conversion Updates TAL Paid out on June 12, 2015

Leave conversion is proportional to FTE e.g., .50 FTE employees can convert up to 40 hours of leave, of which 20 hours can be ESL 9/12 and 10/12 faculty can only convert up to 40 hours of ESL University provided 3 days of Administrative Leave at holidays Save this PTO for the conversion! Leave Conversion Updates TAL

Employees will complete forms to select leave conversion Form will be sent February 2nd, due no later than May 4th Will include supervisor name to configure TAL All leave balances must be accurate Payroll Coordinators can designate funding sources Grant-funded employees can convert leave Can be funded from grant unless specifically prohibited Leave Conversion Updates

TAL New Hires in 2015 TAL Important to prepare new hires for transition to biweekly pay Discuss at interview and throughout hiring process Anyone hired after January will not accrue 80 hours of leave to cover the conversion Encourage new hires to save as much leave as possible Updated offer letter wording Lag between hire paperwork and ability to use web clock

New Hires in 2015 TAL PTO Accrual TAL Monthly Annual 1.0 FTE Accrual

Accrual Biweekly Accrual 18 hours 216 hours 8.307692 20 hours 240 hours 9.230769

22 hours 264 hours 10.153846 Maximum of 336 hours remains the same PTO Accrual: Update TAL PTO will be accrued in proportion to hours paid Example 1, LWOP:

Employee accrues 8.307692 hours of PTO (equivalent to 18 hours/month now) Has 20 hours of leave without pay (LWOP) in a pay cycle Would accrue 6.230769 hours (75%) of their PTO for the pay cycle Example 2, .80 FTE: Accrues 80% of PTO (6.646153 hours) PTO does not accrue while on LWOP or Extended Sick Leave (ESL) Biweekly Deduction Update

TAL 24 Deductions Per Year Medical Dental Vision Employee/Spouse Long Term Care 26 Deductions Per Year All Retirement Deductions FSA Health FSA Dependent Care Long Term Disability Life/Supplemental Life / Dependent Life Employee/Dependent AD&D Parking

Health Club Payroll Deductions set by employee such as United Way, Campus Campaign Garnishment/tax levy Child support/spousal support Student Loan Deductions Biweekly Deduction Reminder TAL Typically, months with 3 pay periods will not have deductions listed as 24 deductions/year deducted

3rd check in October 2015 WILL have premium deductions to avoid deductions from 80 hour conversion First benefits premium holiday will be April 2016 Other deductions (listed as 26 deductions/year) come out of every check Includes garnishments, child support, etc. Biweekly Deduction Update TAL Athletic ticket deductions will move to the biweekly schedule April

May June July August 1 monthly 1 monthly 1 biweekly 2 biweekly 1 biweekly

$250 $250 $125 $125 (twice) $125 Form will be changed accordingly Biweekly Deduction Reminder TAL

Check your W4 Extra withholdings based on pay cycle Example: $100 on W4 is currently $100/month, would become $100 every two weeks Review withholdings in Self Service Make changes to withholdings after May 2015 payroll Resources and Support TAL

Employee Assistance Program http://healthysooners.ouhsc.edu/ 800-327-2513 Magellan provides legal and financial support for OKC and Tulsa Benefits-eligible employees can call up to 3 times/year Resources and Support Consumer Credit Counseling Services (CCCS) providing financial workshops starting in January

Take Control of Your Money Enroll on training calendar online TAL Employee discounts http://hr.ou.edu/edp http://Magellanassist.com Resources and Support

TAL Consider talking with a credit union or bank regarding your loans View and print the letter to creditors available on http:// www.ouhsc.edu/taltalk Leave Updates New workweek Sunday-Saturday No negative leave Employees will select leave taken on leave requests System will cascade leave

TAL Leave Updates One Holiday schedule Working holidays: Employees earn straight time for working and bank the holiday Leave accrual and deduction are delayed 2 weeks Some accrual and deduction for 2015 occurs in 2016

TAL Overtime Updates TAL Hourly employees will be paid OT for working over 40 hours SundaySaturday Unless compensatory time has been elected Leave and holidays do not count as time worked for purposes of overtime calculation Effective January 1, 2015 Comp Time Updates

TAL Any remaining comp time will be paid out in May 2015 to zero out balances prior to TAL go live No comp time allowed in May Must be paid as overtime Going forward, employee paid out one year after comp time

accrual System will use comp time via cascading leave Job Changes in 2015 TAL Effective date for employment status changes are set as first day of the pay cycle Status at end of pay period applies to the whole pay period Especially important for changes between salaried and hourly, and temp / permanent Does not impact new hires

TAL System tal.ouhsc.edu site for TAL Link for hourly Web clock, leave requests, balances and timesheets Restricted to campus network Link for salaried Leave requests, balances, timesheets

Manager/Payroll Coordinator admin Not restricted to network FAQ, training, resource materials TAL TAL System TAL

26 TAL System TAL 27 Time Clocks Time clocks in buildings across campus Uses OneCard

If an employee clocks in on a physical time clock, must clock out on a physical time clock Keypad for HR# (EmplID) TAL Time Clock Screens TAL

29 Time Clock Screens TAL 30 Time Clock Screens TAL 31 Time Clock Screens

TAL 32 Tracking Hours for ACA TAL ACA requires reporting hours for < .75 FTE Options ranging from most effort/lowest cost to least effort/highest cost 1. Duration timesheet to track actual hours 2. Adjunct Professor/Graduate Assistant Safe Harbor formulas

3. Assume 8 hours for any day worked 4. Assume 40 hours for any week 33 Supervisors and Approvers TAL TAL must be configured for one supervisor per employee for time and leave approvals Supervisors will be gathered with leave selection Can delegate to others within system New ePAFs will require this information

34 403(b) and 457(b) Timing TAL 403(b): Changes made on the Fidelity website on or before the 3rd of the month will be deducted in the current month 457(b): Changes made on the Fidelity website on or before the 3rd of the month will be deducted beginning the 1st the following month Year-end adjustments must be made

on or before October 3rd 35 Training TAL Payroll coordinator hands on sessions in April Supervisor instructor-led sessions late April early May Employee instructor-led sessions in May Manuals, Job Aid and video at tal.ouhsc.edu Payroll coordinators will be blocked

from TAL system until they attend 36 New Features TAL Paycheck modeler Will show monthly example until TAL, then biweekly Electronic W4 State and Federal allowances must match Extra withholdings can be different 37

Questions? TAL Lyndi Zavy, TAL Change Management Lead Kevin Fitzgerald, Project Manager [email protected] 38

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