TL - Comp Time Accrual

GENERAL DESCRIPTION:

This procedure provides steps related to comp time accrual for employees who are eligible to choose compensatory time (comp time) in lieu of overtime payment. Comp time is managed through Time and Labor. Separate user procedures exist for using comp time and for viewing comp time balance (links to the procedures are below). If an employee is eligible to receive comp time in lieu of overtime payment, the choice to receive comp time instead of overtime payment will be done within the timesheet.

PROCESS CONSIDERATIONS:
  • N/A



PROCEDURE STEPS:

To perform this procedure, please follow these steps:

Comp Time for FLSA Nonexempt Hourly Employees

  1. If a FLSA nonexempt hourly employee works more than 40 hours in the week, the employee may prefer to accrue comp time instead of overtime payment. Compensatory time earnings are granted at the discretion of the employer. Splitting of overtime and compensatory time during the same week will no longer be permitted. Comp time earnings will be based on the earnings per week, not by the total time period; thus it will be necessary to designate Comp Time for each eligible week.

    Compensatory Time Max


  2. On the work week which has more than 40 hours, scroll to the far right of the timesheet.
  3. On the line of any work day in the work week which has more than 40 hours, enter COMP in the Rule Element 1 field or select the Rule Element 1 look-up.

  4. Rule Element 1

  5. Search results displayed below. Choose COMP.

    Choose COMP

  6. After all other timesheet entries are completed, click Submit to save your work.
  7. After the Time Administration job processes (4a, 9a, 11a, 1p, 3p and around 8p), all of the work week's hours over 40 will be changed to comp time. The employee's comp time balance will be updated.
  8. If the new comp time earnings result in the employee's comp time balance to exceed 80 hours, a Time and Labor Exception will be generated.  No payable time on the day of the exception will be processed until the exception is resolved.


Comp Time for FLSA Exempt Employees

Note: Not all FLSA Exempt staff are eligible for overtime or compensatory time because of the total job concept. Check with your applicable campus or division HR representative.

Comp time for FLSA exempt employees is designated in the following manner.

  1. If a FLSA exempt employee's work week is more than 40 hours and the employee's employing unit has deemed them eligible for overtime, the employee may prefer to accrue comp time instead of overtime payment. Compensatory time earnings are granted at the discretion of the employer. Splitting of overtime and compensatory time during the same week will no longer be permitted. Comp time earnings will be based on the earnings per week, not by the total time period; thus it will be necessary to designate Comp Time for each eligible week.
  2. Scroll to the far right of the timesheet and click + to add a row to the elapsed timesheet.

    Add a Row

  3. Beneath the date when overtime was worked, enter the number of overtime hours. In the example below, the employee is scheduled to work 8 hours and worked 9 hours on Thursday and 10 hours on Friday. The employee wants to earn comp time for the additional hours which were worked. Eight hours for each day will go to the 'blank' Time Reporting Code (defaults to REG). The additional hours will be entered on the new row.
  4. From the Time Reporting Code drop-down, select TRC ECT10 - Exempt Comp Time Earned 1.0 (comp time at straight time) or ECT15 - Exempt Comp Time Earned 1.5 (comp time at time and a half), depending on eligibility.

    Choose the applicable Exempt Comp Time (ECT) Time Reporting Code (TRC)

  5. After all other timesheet entries are completed, click Submit to save your work.
  6. If the new comp time earnings result in the employee's comp time balance to exceed 80 hours, an error message will be generated preventing the timesheet from being submitted.

    Comp Plan Exceeds Maximum Amount Error Message


    The new comp time earnings will have to be reduced so that the employee's comp time balance doesn't exceed 80 hours or a different Time Reporting Code needs to be used so that the timesheet can be submitted.  A comp time payout may be entered on the first day of the pay period in order to reduce the total balance so that it does not exceed the maximum 80 hours allowed once the earnings are taken into consideration.

  7. After the Time Administration job processes (4a, 9a, 11a, 1p, 3p and around 8p), the work week's hours over 40 will be changed to comp time. The employee's comp time balance will be updated.



ADDITIONAL RESOURCES:

Related KBs:

Related Links:



    Keywords:earning comp time, CT accrual, CT earn, comp time for exempt employees, comp time for hourly employees, comp time instead of overtime   Doc ID:16514
    Owner:Wendy G.Group:Human Resource System (HRS)
    Created:2011-01-09 18:00 CSTUpdated:2017-02-22 16:56 CST
    Sites:Human Resource System (HRS)
    Feedback:  2   0