CHANGE IN SALARIED BENEFIT PAY REPORTING (VACATION, SICK, BEREVEMENT, JURY DUTY…)

Current Situation:

The university currently asks all non-exempt employees (hourly) to enter their work time and paid benefit time into the Campus Cruiser system. This forms the basis for their paycheck and lets us accurately track their vacation and sick accrual in addition to bereavement, jury duty, holiday and other benefit pay.

Currently, we ask exempt employees (salaried) to submit a paper form when they take vacation or sick leave, but only a few do so. Because of vacation and sick time not being consistently logged, they often accrue to their max and their benefits do not accrue correctly. This process must be systematized for accuracy.

New Process:

To address this, exempt employees must join non-exempt employees in submitting their benefit hours online each pay period effective January 1, 2018. The electronic timesheet will automatically show eight hours per day worked and will only need to be changed if vacation, sick, or other leave is taken. (This is a common practice in many businesses, and is considered a “Best Practice” by the Society for Human Resources Management (SHRM).

Every exempt employee will need to approve a timesheet each pay period, whether or not any leave has been taken. Once each salaried employee completes and approves their timesheet, the supervisor will need to approve it.

Generally exempt employees don’t fill out time sheets. However, we are not requiring exempt employees to clock in and out, only to submit their benefit leave, and approve their time. This improvement will make sure that University money is spent appropriately, will increase our accuracy in accounting for benefits, and will help us comply with California wage and hour laws.

The first step is for each supervisor of exempt employees to confirm that all those you are responsible for are listed in the system as reporting to you. To do this, please:

  • log into Campus Cruiser
  • click on “Employees” at the right side of the top tab bar
  • click on “Time Approval” under this tab
  • review the resulting list of employees
  • send any corrections or additions to by Friday, January 19, 2018

You and your exempt employees will need to complete their first benefit tracking in Campus Cruiser between January 1 and January 15 for the January 26 paycheck. Human Resources will be sharing this information with all employees via email and SquawkBox communication starting the week of December 4th. Included a PDF that walks through how to complete an exempt-employee timesheet and how to approve exempt tracking.