All PHR time records (except for Faculty) are utilized by the PHR gross pay process. This means that actions taken on a time record can affect the employee’s bi-weekly pay as in the case of non-exempt, exempt, and hourly employees. Employees must complete, and sign-off on a bi-weekly time sheet, or faculty leave record, each pay period and the employee has one full week after the pay period closes to complete their timesheet or leave record. Each timesheet, or leave record, also requires a supervisor’s approval. For hourly employees, if the bi-weekly timesheet is not approved, then the hourly employee is not paid for that pay period. So, we monitor timesheet approval each pay period to ensure compliance.
All leave eligible employees earn their bi-weekly annual, sick, and holiday leave accruals at the beginning of each pay period. These accruals are then added to a PHR leave bank for each employee. Annual leave can be carried forward each year and the system will reduce any annual leave bank in excess of 400 hours at the end of December each year. Annual leave carry forward is also prorated based upon the employee’s FTE. So, if the employee is 50 percent time they can only carry forward up to 200 hours each year. Sick leave is earned and carried forward with no maximum each year. Personal leave is earned at the beginning of the calendar year and also lost at the end of the calendar year if not used. Holiday leave is credited in PHR when the holiday is earned and then the system will record the holiday on the employee’s timesheet when the holiday is observed. For example, President’s Day is credited to the employee’s holiday bank in February but not recorded on the employee’s timesheet until Winter Break in December. Additional leave types are also available to all staff employees and based on the employee’s category status. These leave types will be discussed later.
To access “PHR Time Entry” from the “PHR Main Menu” page:
- Click “Time Entry/Leave Reporting”