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Section 8: Payroll and Fringe Benefits

Work Schedule Change Request

Effective Date:

05/01/2014

Approved By:

Associate Vice President for Financial Affairs

Last Revised On:

01/16/2018

For Assistance Contact:

Director of Payroll Management Services

PURPOSE/SCOPE

To provide guidance for processing employee work schedule change requests.

AUTHORITY

Texas Government Code Section:

  • §658.002 — Work Hours Required for Salaried Employees
  • §658.005 — Regular Office Hours for State Employees
  • §658.007 — Working Hours for Employees of Institutions of Higher Education
  • Texas Government Code Section 661.908 — Leave Records; Time and Attendance Records
  • Handbook of Operating Procedures (HOP) 4.29 — Hours of Work for Staff (Non-Faculty) Employees


UNIVERSITY GUIDELINES

Table of Contents

A. Overview

The University of Texas at San Antonio (UTSA) work week is a fixed and recurring period of seven consecutive 24-hour days beginning at 12:01 a.m. Monday and ending at 12:00 a.m. Sunday, and the standard work schedule consists of work hours from 8:00 a.m. to 5:00 p.m., Monday through Friday.

There are two categories of employees within the UTSA timekeeping system:
1. Scheduled Employees (salaried): Salaried employees are assigned a default work schedule. This category includes Elapsed Time and salaried non-exempt employees. Work schedules are important for this category of employee because scheduled hours automatically default based on the employee's work schedule. These schedules are essential for processing time worked for payroll and managing absence events (vacation and sick leave, Jury Duty, etc.) and compensatory time balances. An employee's initial work schedule is required from the hiring supervisor in coordination with Human Resources prior to the employee being hired. Subject to the exceptions listed in Work Schedule Change Request Process , any change to a Scheduled Employee's work schedule requires a Schedule Change Request.
2. Non-Scheduled Employees: These non-salaried/punched time employees are NOT assigned a formal work schedule and therefore, are not paid unless entries are made on a timesheet and entered in the Time & Labor system (the system that generates Payable Time). Non-salaried employees, such as, work-study, graduate research assistances (GRAs) are an example of employees that must submit a weekly timesheet. Accordingly, no Schedule Change Requests are needed for changes in work schedules for these employees.

B. Supervisor Responsibilities

  • Establish, assign, and manage a work schedule for each employee that best meets the department’s operational requirements.
  • Ensure that employees are adhering to their work schedules.
  • Ensure that an accurate time record is kept for the number of hours worked (for example, review time records for missing hours worked and absence information, appropriate meal periods, and number of hours reported during any given work week).

C. Employee Responsibilities

  • Work the hours scheduled to work
  • Notify supervisor if an adjustment to the current work schedule is needed
  • Communicate to supervisor in a timely manner; any absence requests, absence events, or changes in work time needed

 

D. Payroll Responsibilities

  • Process submitted Schedule Change Requests to meet the recommended effective date of the request (requests must be received by Payroll at least five business days before the effective date).
  • Communicate denied Work Schedule Change requests to supervisors where a schedule change for the employee would result in a Time & Labor system error.  (Feedback will be immediate to mitigate processing complications.)
  • Suggest work schedules modifications to supervisors based on patterns of reported work time
  • Provide additional instructions, when warranted, for special situations regarding schedules

E. Work Schedule Change Request Process

A Schedule Change Request for a Scheduled Employee is required for a work schedule other than the UTSA standard schedule of 8:00 a.m. to 5:00 p.m., Monday through Friday.  A Non-Standard Schedule establishment is required for the Time & Labor and Payroll & Absence Management system to default to the correct number of Hours Worked and Off Days for the employee’s work week. 

Types of work schedule changes include:

  • Change from a standard schedule to a non-standard schedule (greater than 1 work week)
  • Change from a non-standard schedule to a standard schedule (greater than 1 work week)
  • Change from a non-standard schedule to another non-standard schedule (greater than 1 work week)
  • Attempt to record an absence event on any off day

 

The following do not constitute a work schedule change and do not need a Schedule Change Request:

  • Hours worked as one day exceptions
  • Additional hours worked on any particular day within a work week
  • Reduction in hours on any particular day and/or transfer as additional hours to another day within the same work week.
  • Schedule changes for one week or less.

General Notes on Submitting a Schedule Change Request:

  • Suprvisors should consider the effect the work schedule change may have on work performed by co-workers.
  • One Schedule Change Request form must be submitted per employee.
  • All Schedule Change Requests must be submitted a minimum of 5 business days prior to the request’s effective date.
  • New proposed work schedule hours should equal employee’s FTE rate equivalent in hours:
    • FTE of 1.00 = 40 hours per week
    • FTE of 0.75 = 30 hours per week
  • The effective date of the Schedule Change Request must be on a future-dated Monday, which is the beginning of the UTSA work week.
  • Schedule Change Request forms can be submitted to Payroll by emailing payroll@utsa.edu or faxing to: (210) 458-4236. 


DEFINITIONS

Term Description

Elapsed Time Employee

Employees that are assigned a schedule and report exception time and absence events. 

Exception Time

Exception time is additional or reduced hours, or absences, outside an exempt employee’s assigned work schedule.   

Exempt Employee

An employee who is not covered by the overtime provisions of the Fair Labor Standards Act (FLSA).

Fair Labor Standards Act (FLSA)

The federal law (29 U.S.C. §§ 201-219) that establishes overtime standards for employees.

Hours Worked

Any hours that U. T. System Administration requires or permits an employee to work.

Non-exempt Employee

An employee who is covered by the overtime provisions of the Fair Labor Standards Act.

Payable Time

Time that is generated by the Time Administrator Process and is ready for Payroll.

Positive Time Employee

Employees that are required to report all hours worked on a punch time format.

Punch

A time period segment that records the beginning time and end time of work.

Reported Time

Entries recorded on a timesheet for Positive and Elapsed employees.

System Generated Time

Payable Time that is automatically generated by the Time Admin Process. 

Time Administration (Time Admin)

An automated process that generates Payable Time.

Workday

The 24-hour period beginning at 12:01 a.m. and ending at 12:00 midnight.

Work Week

A fixed and recurring period of seven consecutive 24-hour days, which begins at 12:01 a.m. Monday and ends at 12:00 midnight Sunday.

 

REFERENCES/LINKS

RELATED FORMS/WORKSHEETS

  1. Schedule Change Request Form

REVISION HISTORY

Date Description

01/09/2015

Updated References/Links section.

05/01/2014

FMOG created.


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