Please refer to the Pay Guidance that was sent from Provost Ingram on March 23, 2020, for specific pay information during this COVID-19 period.
Human Resources Services has developed the following time reporting process that will be used during the COVID-19 period. We will be utilizing Sharepoint and OneDrive technology as this process is easiest for remote access and can easily be shared. This process will be utilized to capture hours worked for hourly employees in the following categories: Civil Service, Graduate Assistants, Student Employees, and Extra Help. Since HR will not be capturing sick and vacation usage at this time, we will not be creating or processing the salaried summaries until we resume to normal operations. Details of this new process are outlined below:
- Payroll will email department leaders a link to a folder on OneDrive on Tuesday, March 31, which will contain their time entry summary for the pay period. Please note that all time entry summaries for the entire campus will be in this one folder. Department leaders will need to identity their time entry summary by HR Department ID. Department leaders should only update their own time entry summary.
- The directory on OneDrive can be shared with anyone with an NIU 0365 email account. However, for data integrity and accuracy of pay, we ask that this file only be shared with those that are required to assist in completing this task. Therefore, a department leader can share with their current timekeeper, business manager, or administrative support for assistance with this process, however, it will ultimately be the responsibility of the department leader to ensure the summary is reviewed, updated as needed, and employees are paid appropriately.
Please do NOT download the file and try to upload after updating. The file will auto save when updating. There is no submission button. The file can be accessed multiple times and the last changes are the ones that will be saved for processing. Final entries will be due by 4:30pm on April 2, 2020. At that time Payroll will retrieve the files for payroll processing.
A short training video has been created to illustrate this new process. If possible, please view this video prior to updating the time entry summaries.
Pay Entry Instructions by Employment Category
For each employment category, there will be different expectations for time reporting from the department leader. These details are outlined below:
- Hourly Civil Service Employees
i. The time entry summary will be populated with standard hours for the pay period in the regular hours field. This time will be locked and will not be able to be adjusted. Department leaders should only enter overtime pay, shift differential, temporary upgrade (ACP) pay, or comp time earned as needed.
ii. Please note, Payroll will not be adjusting overtime and shift differentials for accuracy in accordance with Collective Bargaining agreements. The Department leader will be responsible for ensuring the correct pay entries. Payroll will be running audit reports on the data submitted and will contact Department leaders when entries appear inconsistent. Questions on this should be directed to Payroll@niu.edu.
- Hourly Graduate Assistants
i. The time entry summary will be populated with average hours that the employee worked from January 16, 2020 through February 29, 2020 in the regular hours field as a guideline. This field will not be locked and will be able to be adjusted. The employee should be paid for actual hours worked per FLSA guidelines. The regular hours field should be updated with actual hours worked.
ii. If there are no hours in the regular hours field that indicates that the employee has not worked from January 16, 2020 to February 29, 2020. If the employee is no longer working for NIU, that field should be left blank and the employee will not be paid. Information on vacating these positions will be forthcoming.
iii. If an hourly graduate assistant works over 7.5 hours in any day in the pay period, the additional time should be reported as overtime in the OT@1.5 column. Shift differential, ACP, and earned comp time columns do not apply for this employment category.
- Hourly Extra Help Employees
i. For this pay period only, extra help employees that were scheduled to work should be paid their scheduled work hours (whether they were able to work or not). For any extra help employees whose actual work hours were greater than scheduled they should be paid for actual hours worked per FLSA guidelines. Beginning April 1, 2020, extra help employees will only be paid for actual time worked.
ii. The time entry summary will be populated with average hours that the employee worked from January 1, 2020 through March 15, 2020 in the regular hours field as a guideline. This field will not be locked and will be able to be adjusted. The regular hours field should be updated with scheduled hours or regular hours worked if greater than scheduled hours as outlined above.
iii. If there are no hours in the regular hours field that indicates that the employee has not worked from January 1, 2020 to March 15, 2020. If the employee is no longer working for NIU, that field should be left blank and the employee will not be paid. Information on vacating these positions will be forthcoming.
iv. If an extra-help employee works over 7.5 or 8 hours (based on normal shift) in any day in the pay period, the additional time should be reported as overtime in the OT@1.5 column. Shift differential, ACP, and earned comp time columns do not apply for this employment category.
v. Please be mindful of employees with earnings limitations from SURS and those nearing 900 hours. Please email HumanResources@niu.edu with questions.
- Hourly Student Employees
i. Payroll will be administering the lump sum stipend payment. No information or action is needed from you. Any student employees that have questions regarding the payment should be directed to StudentEmployment@niu.edu.
ii. For student employees that worked from March 16, 2020 to March 20, 2020 or are continuing to work with exception approval from the Provost, the time entry summary will need to be populated with hours worked. Department leaders should enter the regular hours field for any hours the student worked and needs to be paid per FLSA guidelines. Please note if no hours are listed in the regular hours field, the student employee will not get paid, but would still receive the one-time stipend.
iii. Information regarding the process to vacate student positions will be forthcoming after all processing for the lump sum stipend has been completed.
iv. If an hourly student employee works over 7.5 hours in any day in the pay period, the additional time should be reported as overtime in the OT@1.5 column. Additionally, the $.25 or other shift differential should be indicated as appropriate. The ACP and earned comp time columns do not apply for this employment category.
Process and Timeline for Submitting Payroll and Support
- Once the department leader or designee has updated the time the information will be automatically saved to OneDrive. Please do not download the file and try to upload after updating. The file can be accessed multiple times and the last changes are the ones that will be saved for processing. Payroll will then retrieve all of the updated time entry summaries and will import them into the HR system for processing. For this cycle, the time entry summaries will need to be updated by 4:30pm on April 2, 2020.
- For assistance with OneDrive, please reference the Universities COVID-19 website, Working Remotely section regarding Conferencing and Collaboration Tools.
- In order for this process to function and employees to get paid, it will be absolutely critical that the timelines specified be followed. For this first cycle, a link to a folder with the summaries will be emailed to department leaders on the morning of March 31, 2020. They will need to be updated by 4:30pm on April 2, 2020. At that time, they will be retrieved and prepared for payroll processing.
- As a reminder on time reporting, it remains important for employees and supervisors to record time and maintain records for future recordkeeping. Employees should continue to report their time to their supervisors (i.e. via email or other remote method), however, inked or electronic signatures will not be required. During this stay at home order it will not be necessary to provide those records to HRS.
Payroll will process leave accruals but not adjust leave balances based on usage for each cycle. Upon return to normal operations, a one-time adjustment will be processed to reconcile leave usage. More information on this process as well as timelines will be provided upon return to normal operations.
Process for Late or Corrected Timesheets
Late or corrected timesheets should continue to be emailed to Payroll@niu.edu. During this time, inked or electronic signatures are not required and emails can be used to reflect approvals and authorization. Any late or corrected timesheets need to be received by April 3, 2020 to be included on the March 16, 2020 to March 31, 2020 payroll cycle.
Any department leader needing assistance with OneDrive should contact their local IT for direct support. Units without local IT support should contact DoIT using the following methods:
Any questions regarding the time entry summary process should be emailed to firstname.lastname@example.org for assistance.
Thank you for your partnership with Human Resource Service on this important matter and your dedication to ensuring your employees are properly paid in a timely manner. We appreciate all you are doing and are here to assist you in any way possible.