University of California, Riverside

Time & Attendance Reporting System



What's New!


What's New, October 2016

Changes to Overtime and Shift Differential Calculations

The Time & Attendance Reporting System (TARS) was initially coded to automatically calculate weekly overtime and daily overtime for non-exempt employees and to calculate shift differential  for employees with Shift Differential appointments (if more than four hours were worked between 5 PM and 8 AM or any weekend hours).

As of October, 2016 additional rules have been added to the way overtime and shift differential hours are calculated.  These new rules take into account an employee's bargaining unit, title code and default work schedule.

Please carefully review the details below as many of these changes depend upon the presence of a Default Work Schedule as well as the designation of a variable work week assignment.  Both the Default Work Schedule and Variable Work Week designation are manged in TARS by the Supervisor via the "Maintain Settings for Direct Reports" menu option.

Some of the changes may require additional review and confirmation/approval by the supervisor.  Further TAAs should be aware of these changes as they are processing timesheets as there may be circumstances that require PPS distribution updates to be made before the timesheet can be submitted to PPS or to confirm the additional supervisor approval has been made.  TAAs will also see some changes to the Approval Grid and  the timesheet entry page as the SDF hours are displayed in the Overtime Calculations section and are no longer  visible on the Time Reporting Screen.

Finally, both supervisors and TAAs should be familiar with these changes so they can communicate these new processes to employees who may be affected, as well as respond to questions that may arise.

What is new?

Listed below are the specific coding changes that have been made to the way TARS calculates Shift Differential and Overtime hours. 

There are formatting changes that have been made as well.  For example, the Time Reporting tab has been modified to include a SDF column in the Overtime Calculation section and the SDF hours are no longer visible in the Time Reporting Screen.  SDF details (including the corresponding SDF rate) are now available on the Pay Sources tab.

Please review the following scenarios to help understand how the new Shift Differential and Overtime calculations are being implemented.

  • Employees in Bargaining Unit 99 with one SDF Distribution

SDF hours will be added to to the timesheet for all hours worked on a given day provided four or more hours were worked between 5 PM and 8 AM.

  • Employees in Bargaining Unit 99 with no SDF Distribution

If hours worked are recorded on the timesheet that qualify for SDF but the employee does not have a SDF Distribution a message will be generated regarding this issue.  The timesheet can be submitted from employee to supervisor and from supervisor to TAA.  However, the TAA will not be able to submit the timesheet to PPS until the SDF Distribution has been added to PPS..

  • Student Employees in Bargaining Unit 99 Working on a Weekend

SDF hours will be recorded for any weekend hours entered on the timeseheet for Student Employees in Bargaining Unit 99.  Weekend hours start Saturday at 12:01 AM and end Sunday at 11:59 PM.

  • Employees in Bargaining Unit 99 with a Night Shift default work schedule temporarily working a Day Shift schedule

If an employee has been designated a Night Shift default work schedule SDF hours will be added to the timesheet if hours worked are entered outside of the 5 PM – 8 AM timeframe for up to four consecutive days.  If additional hours worked are added to a subsequent date (the fifth day) the SDF hours previously recorded will be removed.

If daytime hours worked are recorded on the timesheet by an employee with a Night Shift Default Work Schedule TARS will generate a message to the Supervisor asking for confirmation that the shift change was requested by the supervisor.  Options are available to DENY/APPROVE the SDF hours.

  • CX Employees with SDF and Overtime Premium hours on the timesheet

SDF hours recorded on the timesheet will be reduced if the total weekly hours are eligible for Overtime Premium (OTP).

An alert (in the Overtime Calculation grid) is presented indicating there was a reduction in the SDF hours.

  • K5 Bargaining Unit employees with a SDF Distribution

TARS will automatically apply one of two SDF pay rates ($1.10 or $1.00) based upon the Shift (e.g., 2nd Shift or  3rd Shift) for which the hours were recorded on the timesheet and will detect if there is or is not a corresponding SDF distribution.  An alert will be generated if there is an issue with SDF Distributions.  In this case the employee can submit the timesheet to the supervisor and  the supervisor can submit the timesheet to the TAA.  However, the TAA cannot submit the timesheet to PPS until the appropriate SDF Distribution has been added to PPS.

The Pay Sources tab has been modified  and now includes the corresponding SDF rates for all entries on the timesheet.

  • K5 Bargaining Unit employees with a Variable Work Week

If an employee has been assigned a Variable Work Week designation any hours worked will qualify for the SDF $1.10 rate.

The Variable Work Week default setting is NO but the supervisor has an option to change this setting via the Maintain Employee Settings menu option.   If a K5 Bargaining Unit employee is assigned a variable work week designation all hours worked that are recorded (even those hours outside of the general SDF criteria of 5 PM – 8 AM) on the timesheet will qualify for SDF

The supervisor also has the option to change the variable work week setting on individual timesheets. 

  • K5 Bargaining Unit employees will receive Premium Overtime for vacation hours

K5 Bargaining Unit employees will receive Premium Overtime if vacation hours are recorded on the timesheet.

OTHER NOTES

 The three images below provide details of how the SDF code is applied by Bargaining Unit and Title Code and how TARS calculates Shift Differential and Overtime hours based upon an employee's Bargaining Unit and shift hours.

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SDF Title Codes

 

 

           

More Information 

General Campus Information

University of California, Riverside
900 University Ave.
Riverside, CA 92521
Tel: (951) 827-1012

Department Information

Computing & Communications
Computing & Communications Bldg.

Tel: (951) 827-4741
Fax: (951) 827-4541
E-mail: helpdesk@ucr.edu

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