The Excess Leave calculation methodology is being changed

The basic premise of the policy remains the same – paid leave is intended to maintain employee income not enhance it. However, after reviewing the new practice and the overall number of employees affected, we have decided to revert the calculation methodology back to the original weekly review.

Details

The review and calculation of excess leave has recently been the subject of some concern for employees and managers. Our goal is to ensure a fair and equitable process that prevents abusive use of leave while ensuring all employees can feel secure that their income is maintained at a level commensurate with their scheduled appointment.

The basic premise of the policy remains the same – paid leave is intended to maintain employee income not enhance it. However, after reviewing the new practice and the overall number of employees affected, we have decided to revert the calculation methodology back to the original weekly review. 

Effective with the pay period beginning Oct. 13, 2013, employees who request and/or use approved leave during a work week will not be paid for both work time and leave time when the total exceeds the employee’s regularly scheduled weekly hours. Hours worked beyond the employee’s regular work schedule shall be used to offset leave reported in the same work week.  Managers and timekeepers should review each employee’s weekly timecard and adjust the amount of leave taken during that week to ensure compliance with this policy.

As before, each week will stand alone, total hours worked in one week will not impact the available leave taken in another. Specific instructions will be provided to all Kronos timekeepers via email and also available on Human Resources’ web page. We’d like to thank all of the employees and managers who provided valuable feedback and insight into this process. For any additional questions or assistance please call the Payroll Office at 919-966-8070.


Timekeeper Instructions and website documentation

Effective with the pay period beginning Oct. 13, 2013, employees who request and/or use approved leave during a work week will not be paid for both work time and leave time when the total exceeds the employee’s regularly scheduled hours. Hours worked beyond the employee’s regular work schedule shall be used to offset leave reported in the same work week.

If employees work beyond their regular schedule in a work week in which they also have taken time off, the hours worked “offset” the time that the employee intended to cover with available leave.  Employees cannot be paid for both leave time and work time when the combined total exceeds their weekly appointed hours. If necessary, the number of leave hours must be reduced by the number of additional hours worked. 

As a reminder, Kronos has been re-configured to allow Timecard Managers to make leave edits in one (1) minute increments.  This should make it easier for Timecard Managers to ensure weekly appointed hours are not exceeded.


Examples

John

  • John has a 72 hour biweekly appointment (36 hrs. /week) and is scheduled to work three 12 hours shifts each week of the pay period.
  • In week one he works 13 hours on Monday, 12.5 hours on Tuesday and takes Wednesday off.
    • Since John has worked a total of 25.5 hours during the week, only 9.5 hours of leave may be used in week one, he will be paid for a total of 36 hours for week one.
  • In week two he works 13 hours on Monday, 13 hours on Tuesday and 14 hours on Wednesday.
    • Since John has worked a total of 40 hours in week two he will be paid for a total of 40 hours for week two.
  • The timecard total for John will be 76 hours, which although in excess of his 72 hour biweekly appointment, is in compliance with the Leave Offsetting policy.

Grace

  • Grace has an 80-hour biweekly appointment (40 hrs. /week) and is scheduled to work Monday – Friday eight hours each day.
    • Monday is a closed holiday for her office. Tuesday through Friday, Grace works a total of 36 hours. She may use only 4 hours of leave time to cover Monday’s holiday. She will be paid for 40 hours in week one, remaining in compliance with policy.
  • In week two, she works a total of 48 hours.  She will be paid for 40 hours regular pay and 8 hours of overtime pay for week two.  Week one will not be affected by the excess hours worked in week two.

Salazar

  • Salazar has a 60-hour biweekly appointment (30 hour hrs./week) and is variable scheduled to work three 12-hour shifts the first work week and two 12-hour shifts the second week.
    • In week one he takes Tuesday off and works 12 hours on Wednesday, and 12.5 hours on Thursday.
    • Since Salazar has worked a total of 24.5 hours during the week, 5.5 hours of benefit time is applied in week one, he will be paid for a total of 30 hours for week one.
  • In week two he works 12 hours on Monday, he takes Tuesday off and works 12 hours on Wednesday.
    • Since Salazar has worked a total of 24 hours in week two he will be paid for a total of 30 hours, 24 hours regular pay and 6 hours benefits time in week two.
  • The timecard total for Salazar will be 60 hours which is in compliance with the Leave Offsetting policy.

Salazar Jr.

  • Salazar Jr. is a 60 hour biweekly appointment (30 hour hrs./week) and is variable scheduled to work three 12-hour shifts the first work week and two 12 hour shifts the second week.
    • In week one he works 12 hours Tuesday, 12 hours on Wednesday, and 12 hours on Thursday.
    • Since Salazar Jr. has worked a total of 36 hours during the week, he will be paid for a total of 36 hours for week one.
  • In week two he takes the whole week off using benefit time. Since Salazar Jr. has not worked in week two he will be paid for a total of 30 hours of benefits time in week two.
  • The timecard total for Salazar Jr. will be 66 hours which is in compliance with the Leave Offsetting policy.