Payroll Services

Hourly Intermittent Time & Absence Reporting

Intermittent payroll attendance consists of hourly rate employees. Paychecks are prepared after the close of the pay period and released on mid-month payday. Please refer to the Payroll Calendar for actual pay dates.

All time and absences must be entered by the last date of the pay period. Hours physically worked and paid holiday hours are reported in the online Timesheet. Paid sick and vacation hours are reported in Absence Management Self Service (AMSS).

  • Regular Hours Worked - Regular hours are defined as hours worked up to forty (40) hours in a workweek (Sunday-Saturday.) Regular hours are entered on the timesheet.

    Overtime - Overtime is defined as authorized time worked in excess of forty (40) hours in a workweek (Sunday-Saturday). Authorized overtime hours for cash compensation are entered on the timesheet.

    Paid Holidays - Paid holiday hours are based on the total number of hours worked in the pay period. Leave credit usage counts in the total time worked when calculating holiday pay. Paid holiday hours are entered on the timesheet.

    Paid Absences - Paid absences are reported in AMSS.

    Leaves and Time Off for types of paid absences.

  • Use the guides below to report time and absences.

    - Actual hours worked and paid holiday hours are reported on the Timesheet.

    - Paid leave credit usage and CTO earned are reported in AMSS.

    Report hours worked and overtime for pay

    1. Navigate to: Self Service > Time Reporting > Report Time > Timesheet
    2. For each date worked, enter the total number of hours worked (do not include unpaid meal periods)
    3. For regular hours, select REG - Regular Hours Worked from the Time Reporting Code drop down menu - regular hours may not exceed 40 hours per week
    4. For overtime hours, select OTPR - Overtime paid @ 1.5 from the Time Reporting Code drop down menu
    5. Regular and overtime hours must be entered on separate row
    6. Click the + button to insert a new row
    7. Click Submit

    Report paid holiday hours

    1. Navigate to: Self Service > Time Reporting > Report Time > Report and View Absences
    2. Complete the following steps under Enter New Absence Events
    3. Select Hourly Paid Holiday from the Absence Name drop down menu
    4. Enter the date of the holiday in the Begin Date
    5. Enter the End Date for consecutive holidays that do not span a weekend
    6. Enter the number of paid holiday hours, using the holiday chart below
    7. Click Calculate Duration
    8. Click the + button to insert a new row (if needed)
    9. Click Submit

    Report CTO earned

    1. Navigate to: Self Service > Time Reporting > Report Time > Report and View Absences
    2. Complete the following steps under Enter New Absence Events
    3. For CTO earned, select CTO Premium Earn from the Absence Name drop down menu
    4. Enter the Begin Date and End Date
    5. Enter the number of hours
    6. Click Calculate Duration (for CTO hours, the system will convert the hours enter into time and a half)
    7. Click the + button to insert a new row
    8. Click Submit

    Report an absence

    1. Navigate to: Self Service > Time Reporting > Report Time > Report and View Absences
    2. Complete the following steps under Enter New Absence Events
    3. Select Absence Name from drop down menu
    4. Enter the Begin Date and End Date
    5. Enter the number of hours
    6. Click Calculate Duration and verify the Absence Duration is correct
    7. Add Comments, if needed
    8. Click the + button to insert a new row
    9. Click Submit

    View reported absences

    1. Navigate to: Self Service > Time Reporting > Report Time > Report and View Absences
    2. Change the From and Through dates
    3. Tab out of the date field or press enter to fresh the page
    4. All absences within the date range are displayed under Existing Absence Events
    5. Click the Absence Status to view event status history
    1. Navigate to: Self Service > Time Reporting > Employee Balance Inquiry
    2. The summary page shows the last finalized balances as of the date indicated under Balances as of Date
    3. Click Details icon to view detailed history for each type
  • Intermittent hourly employees (Retired Annuitants excluded) are entitled to holiday pay for each holiday observed by the campus in accordance with the following table. Hours on pay status include hours physically worked and paid absences.

    Holiday Pay is entered in Absence Management as Hourly Paid Holiday

    Hours on pay status during pay period Holiday pay in hours for each holiday
    0–10.9 0
    11–30.9 1
    31–50.9 2
    51–70.9 3
    71–90.9 4
    91-110.9 5
    111–130.9 6
    131–150.9 7
    151 and over 8

    Intermittent employees receive time off with pay for a Personal Holiday, based on the number of hours worked in the pay period in which the personal holiday is taken as noted in the table above.

    When computing Personal Holiday pay eligibility, if an employee actually worked on other holidays in the same pay period, such hours worked are considered as hours on pay status. Personal Holiday credit not used within the calendar year will be forfeited.

    If the status of an employee changes during the pay period, e.g., from full-time to hourly, all time worked during the pay period is taken into consideration in computing holiday pay.

    An hourly employee does not receive holiday pay if the effective date of the appointment follows the holiday, or if the employee separated during the pay period, unless the employee worked either on or after the holiday, or the holiday falls within the pay period covered by a lump-sum payment for vacation or extra hours.

  • Vacation

    Hourly employees earn vacation for each concurrent accumulation of 160 hours. Any hours worked in excess of 160 in any pay period is not accumulated towards an additional credit. Any hours already on the books are carried forward toward the next 160 hours needed to earn vacation credit. Credit shall not be given for more than 160 hours in any pay period. The number of vacation hours earned is based on the total number of hours of service.

    Vacation hours earned per qualifying period Hour of service for qualifying period
    6 2/3 160–5,919
    10 5,920–11,679
    11 1/3 11,680–19,359
    12 2/3 19,360–28,959
    14 28,960–38,559
    15 1/3 38,560–48,159
    16 48,160 and over

    Sick leave

    After the completion of 160 hours of paid employment within consecutive pay periods, the employee is credited with one day of sick leave. Eight hours of sick leave is given for each additional 160 hours of paid employment. Sick leave credit is given the first day of the pay period following the completion of the required hours. Hours worked in excess of 160 hours in a pay period are not counted or accumulated for sick leave purposes.