Biweekly employees Monthly staff and nine/twelve pay academic employees

HUMAN RESOURCES/PAYROLL

CALCULATION OF PAY

Biweekly employees

If an employee who is paid bi-weekly is to receive partial pay for the pay period, the calculation formula for the gross partial pay is: the number of hours worked, or benefits hours used in each pay period multiplied by the authorized hourly rate.

Monthly staff and nine/twelve pay academic employees

If an employee is paid in a monthly pay cycle and is to receive partial pay for the pay period, the calculation formula for the gross partial pay is: the daily rate is the monthly salary rate divided by the number of work days in the month (including holidays). The daily rate is multiplied by the number of days actually worked in the month to obtain the partial pay amount for the month.

Nine month pay employees including staff (academic) employees

If an employee is paid on a nine month basis and is to receive partial pay for the period, the calculation formula for the gross partial pay is: a daily rate will be determined by the semester salary rate divided by the number of semester days.

Overpays/Underpays

? Accurate use of the Wage and Hour Report will reduce the number of overpays/underpays.

? At the time that a Department determines that an employee has been overpaid or underpaid, the department must contact the Payroll office immediately. The Department is responsible to make the necessary corrections. If an overpay has occurred, it will be a cooperative effort between the department and the Payroll Office to collect the net overpayment from the employee. The department shall make the initial contact with the employee to inform him/her that an overpaid has been paid. The Payroll Office will calculate the amount of overpayment and give to the department. The department will then send a letter/email to the employee. The letter/email will indicate the details of the overpay and the manner of collection. The department will not receive credit until the employee has paid back the total net pay.

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? If an employee has been underpaid, it is the responsibility of the department to notify the Payroll Office. If the underpay is due to an error in time input, the Department must enter the time and provide the detailed information and any supporting documentation that is requested to the Payroll Office. If the underpay is due to the lack of a Personnel Action Form (PAF) being processed, the Department must process a PAF immediately and notify Data Entry that there has been an underpayment. The department and payroll will make a determination if there needs to be a manual check processed for the employee.

Recording Hours Worked, Overtime & Compensatory Time

Employees must follow established work schedules. The usual work schedule is 40 hours per week, Monday through Friday. Normal work hours at UNMC are 8:00 a.m. to 5:00 p.m. An employee will be informed of work schedules by the immediate supervisor. An employee can record their working time in one of two ways:

? Electronically through the Firefly portal by accessing the Employee Self Service (ESS) o Video tutorials are accessible via the ESS app by clicking on the Sapphire tile and double-clicking the desired training video.

? By the employee using specific hand scanning timeclocks unique to a department. Overtime for Hourly Paid Employees: All hourly paid employees (including part-time employees) working more than 40 hours in one workweek, shall receive overtime compensation. This may be in the form of overtime pay or compensatory time, both granted at one and one-half hours for every hour worked above 40. Compensatory Time: For an employee hired after April 1, 1986, the giving of compensatory time in lieu of overtime pay requires a written agreement. If no written agreement exists, payment will be required for all overtime worked. This may be a perpetual one-time agreement or a case-by-case agreement. For employees hired before April 1, 1986, no written agreement is required. Employees who work overtime may receive pay or compensatory time at the discretion of the department.

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