STAFF PAYROLL TRAININGSF STATE HUMAN RESOURCESPAYROLL UNIT

TOPICS

Excess and Deficit Hours ReportPlus/Minus Report

Dock

Shift Differential & Attendance Sheet (672’s)General Information & where to report it on

Absence Management (AM)Staff Reporting, Timekeeper, AM Approver

Excess and Deficit Hours ReportGeneral Information

• The State pay period contains either 21 or 22 normal workdays. Therefore, normal

workdays are Monday through Friday, including holidays. Non-exempt CSU

employees are paid through the State payroll system on a monthly basis generate

the same monthly salary based upon time base fraction and base salary even if the

employee’s regular work schedule has more or less hours than the prescribed 21 or

22 workdays (168 or 176 hours respectively) within a given State pay period.

Excess and Deficit Hours ReportWho Does It Effect?• Employee who has Alternate work week schedules

• Alternate work week schedules are compressed work weeks such as 4/10, 9/80, 3/12, and require days other than Saturday and Sunday off.

• Campuses maintain an accounting of hours worked, which includes excess and deficit hours (+/- Report), for nonexempt employees on work schedules that differ from the standard State pay plan. All employees that work an alternate are required to have an up-to-date approved schedule on file with Payroll. It’s the department responsibility to keep track of the alternate works schedule and make sure payroll have the updated work schedule.

Excess Hours ReportWhat are the effect?• Excess Hours – Non-exempt employees on alternate or adjusted work week

schedules shall be paid for all hours worked, in the pay period, in excess of the

standard state pay period. Employees will not be paid for excess hours worked in a

pay period when an equal or greater deficit balance exists. Hours in excess of the

standard pay period are reported by the employee’s department at the close of the

pay period. After the request for Excess Hours, Shift Differential or other Special

Pay is received in the payroll office and keyed into the system, pay for the employee

is issued from the State Controller’s Office and will normally be available on the

15th of the month.

Deficit Hours ReportWhat are the effect?• Deficit Hours – Non-exempt employees who have deficit hours in a given pay period

may carry forward these deficit hours. Deficit hours for a standard pay period are

reported by the employee’s department at the close of a pay period. Deficit hours shall

be offset by excess hours (credits) worked in a subsequent pay period. Employees may

choose to offset deficit balances by using other available leave credits such as vacation

or compensatory time (CTO). Sick leave hours are not eligible for supplementation of

deficit hours. Reconciliation of Deficit Hours – Reconciliation of deficit hours is done

annually in December by Payroll. When reconciling an employee’s deficit hours, a

Payroll representative will contact the employee to choose which leave accruals

(vacation and/or CTO) they want to use to offset any deficit balance of hours. In the

event the employee doesn’t have any accruals available to use, they can either

reimburse the University with a personal check for the full amount or an accounts

receivable will be established for the full amount to be deducted from the next

available paycheck

Excess and Deficit Hours ReportExample of plus/minus report

Employee Name

Work ScheduleJan'15

(21 days)

Feb'15 (21 days)

Mar'15 (22 days)

Apr' 15 (22days

)May-15 Jun-15 Jul-15 Aug-15 Sep-

15

Oct-15

Nov-15

Dec-15

Total

Jan DoeTue-FRI: 7am-6pm (4/10 schedule) Sat, Sun, Mon off 2 2 -6 4 2

George Jungle

Wed-Sun 8am-4:30pm ( Mon-Tue off) 0 8 -8 0 0

Molly Sue

Mon-Tue, Fri-Sun 7am-3:30 ( W-TH off) -8 8 8 -16 -8

Tommy Go

Sun-Thur 8am-5:00pm (Fri-Sat off) 0 -8 8 0 0

DockGeneral Information

• Dock form is use if an employee do not have any leave balances (CTO, PH, Sick or Vacation) left to report/use

• Employee pay will be dock/the numbers of hours or days will be deducted form their pay

• The department will need to inform the employee of their situation and prepared a dock notice and have them reported the days or hours as dock in absence management

• When this event occur, please inform your payroll analyst as soon as possible• Dock form are due to payroll by the deadline that is mention on the Staff

Payroll Calendar usually before our payroll cutoff. • If there are additional dock to reported please contact your payroll analyst

for the current pay period• If payroll received the dock for the previous month when payment have

already been issue to the employee, this will create an account receivable. Therefore payroll will set up a payroll deduction from their next applicable pay period.

Dock (Example of the Form)

Shift DifferentialI. Definition

Shift differential is additional pay to an employee scheduled to work shifts other than 6 AM to 6 PM standard day shift.

II. Types of Shift Differential

Evening Shift - An eligible employee who is regularly assigned to work four (4) or more hours between 6 PM and Midnight (exclusive of overtime) shall be paid shift differential for the employee's entire shift.

Night Shift - An eligible employee who is regularly assigned to work four (4) or more hours between Midnight and 6 AM (exclusive of overtime) shall be paid shift differential for the employee's entire shift.

Shift Differential Table

Unit CBA Source Evening Shift (Between 6pm-midnight)

Night Shift (Between midnight-6am)

CSUEUUnit 2,5,7,9

Article 20.5-20.10 $1.25/hour (Article 20.5) $2.20/hour (Article 20.6)

SETCUnit 6

Article 24.20-24.24 $1.25/hour (Article 24.21) $2.20/hour (Article 24.22)

http://www.calstate.edu/LaborRel/Contracts_HTML/contracts.shtml

Shift Differential Due Dates & 672’s-Attendance Sheet

Shift Differential- Due Dates

Because work schedules are known in advance, departments can write in the hours worked on the 672’s-attendance sheet and turned in the 672’s upon your payroll analyst due dates.

672’s-Attendance Sheet

Are list of employees currently on active pay status working for the department

Department review the attendance sheet and looked for employee who have been separated, new employee that should be on pay status for the current pay period (if all hired process have been completed) and add on shift differential

Total numbers of pay warrants the department should received on pay day

Department reconcile with their payroll analyst before turning in the form to HR

Absence ManagementGeneral Information

Absence Management is a self service process that is a CSU system wide project that replaces the existing process (paper timesheets) for reporting absences (Vacation, Sick, Comp Time, etc.) with an electronic process facilitated through PeopleSoft.

Employees will have the ability to enter absences through their SF State Gateway (Employee Service Launch CS & HR Self Service My Time Report & View Absences)

Timekeepers/Managers will be able to review and approve absences electronically through their SF State Gateway

Departments will have more accessible and current absence information for their employees

Resources – Learn How to Use AM (Below are online training tutorials):

Absence Management Overview Absence & Time Reporting Training Tutorial Absence Approver Training Tutorial Absence Timekeeper Training Tutorial

Please visit our HR website for the following AM tutorials: http://hr.sfsu.edu/Absence_Management

Any Questions?SF STATE HUMAN RESOURCESPAYROLL UNIT