Payroll Guidance: For the pay period 4/1/20 to 4/15/20

Dear Unit and Department Leaders,

Thank you for your partnership as we all worked together very quickly to revise and process our time reporting for the last payroll cycle to accommodate the swift transition to remote work.  All units completed the time entry process by the necessary deadlines and the payrolls have been processed.  We appreciate all that you did to make that possible.

Due to the extension of the stay at home order thru 4/30, payroll processing will include capturing vacation and sick time going forward.  We will still use SharePoint/OneDrive as our collection tool.  Since the process this cycle will closely mirror our normal process, we will only communicate every two weeks if there are changes to the current guidance.

Although the processing responsibility still resides with you, we encourage you to enlist the help of your timekeepers for this process.  

CHANGES FROM LAST PAYROLL

  • Capturing Vacation and Sick Leave Usage and FMLA time.
    • Please note, we will not be displaying leave balances on these summaries.  Please enter the time as reported and Payroll will make any necessary adjustments.
  • Leave balances will be adjusted by Payroll beginning in April on a go forward basis.
  • Hourly Graduate Assistants, Student Workers, and Extra-Help employees will only get paid for hours worked as approved.
  • All fields in the summaries will be blank.  You will be required to enter all hours in the appropriate columns provided in the spreadsheet.

DEADLINES
Beginning with this cycle, we will resume the deadlines published on the Payroll Calendar:

  • The link to 4/1 to 4/15 Hourly summaries will be emailed on 4/14 and summaries will be due by 4:30pm on 4/16.
  • The link to the 4/16 to 4/30 Hourly summaries will be emailed on 4/29 and the summaries will be due by 4:30pm on 5/1.
  • The link to the 4/1 to 4/30 Salaried Benefit Usage summaries will be emailed on 4/29 and the summaries will be due by 4:30pm on 5/18.

COLLECTING VACATION AND SICK LEAVE USAGE

We realize there are various collection methods while most employees work remotely.  Do your best to collect the information from your employees via email, scan or current timekeeping methods.  It is not necessary to print and collect signatures at this time.   HRS will not be collecting these records while employees are working remotely at this time. When we return to normal operations, HRS will collect that information per normal procedures for recordkeeping purposes.

PAY PROCESS BASED ON EMPLOYEE TYPE

Salaried Employees (Salaried Faculty, Salaried SPS, and Civil Service Exempt)

You will now need to enter reported sick, vacation, and FMLA usage for the month of April on the Salaried Benefit Usage summaries. The entry will need to be made in the columns provided in the spreadsheet.

Hourly Civil Service Employees

Since we will now be capturing and processing sick, vacation, and comp time used balances, employees will not be paid standard hours for this pay period. The time entry summary will be blank for this pay period for employees in this category.  Department heads will be responsible for entering all applicable hours in every field.

Employees that are available to work and that perform duties as assigned will be paid their normal schedule.  Employees are responsible for informing their supervisor of the preferred method of contact to receive work assignments (phone, email, or text messaging).

For those employees who choose not to work or who are unable to work for various reasons the Department heads will enter sick leave to cover their pay for those hours.

Departments have the discretion to develop an operational process to determine availability of employees.  For units with employees covered by Collective Bargaining Agreements, please coordinate such processes with Employee and Labor Relations by emailing jperez1@niu.edu.

What You Need to Do on the Hourly Time Entry Summary

  • Enter regular hours on the hourly time entry summaries.
  • Enter sick, vacation, comp time usage on the hourly time entry summaries.
  • Enter FMLA hours on the hourly time entry summaries for those employees on FMLA.
  • Salaried non-exempt employees (salaried employees that are currently submitting an hourly timesheet) will now show on the hourly time entry summary for your unit and their time will need to be recorded here.

Salaried Graduate Assistants

Salaried Graduate Assistants should be continuing to work and as a result will continue to receive their semi-monthly base pay.  Employees in this category will not show on any summary.

Hourly Graduate Assistants, Hourly Student Employees, and Hourly Extra-Help Employees

Since employees in this category should be paid for time worked, department heads should enter this information on the hourly time entry summary.

What You Need to Do on the Hourly Time Entry Summary

The time entry summary will be blank for this pay period for employees in this category.  You will be responsible for entering all applicable hours in every field.

 Q&A Session with HRS

Similar to last cycle, HRS will conduct Q&A sessions on Tuesday, April 14, 2020 to address any questions for this cycle.

Audrey Southard
Human Resource Services

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