Tracking Time for Norman Employees & Biweekly Paydays

Federal overtime eligibility has been expanded to include most employees who make less than $47,476 per year. This nationwide change makes approximately 2000 OU employees newly eligible for overtime pay. OU employees making less than $47,476 per year will:
  1. Be paid for all hours worked including work-related activities occurring outside the scheduled workday and work done offsite.
  2. Begin tracking their actual worked hours using the method provided by their departments (timesheet template below).
  3. Be paid overtime for time worked beyond 40 hours per week. Overtime pay is 1.5 times their hourly rate.
  4. Be paid on a biweekly pay schedule.
  5. Be transitioned to the hourly version of their current job title effective October 1 in Norman and November 27 at HSC.
  6. Not be allowed to 'volunteer' to work longer hours. All hours must be paid.

Pay Schedule & Tracking Time Details

Transition to Biweekly Pay Schedule

Transition to Biweekly Pay Schedule

Employees paid through the Norman campus who are affected by the updated overtime rules will transition from being paid once a month to being paid every two weeks beginning October 1, 2016. This date was chosen because it is the latest possible date before the federally mandated effective date of 12/1/16 that will allow employees to be paid for a full two weeks on their first biweekly paycheck.

Unlike the monthly pay schedule, which pays an employee for the current pay period, the biweekly pay schedule pays an employee two weeks after the pay period ends. This means in the month of the transition from salaried to hourly, employees will receive two weeks of pay after the initial four weeks of work. From then on employees will be paid a full two weeks of earning every two week pay period.

These employees will receive their last monthly paycheck on September 30 (see below). They will be paid for the two-week pay period 10/1-10/14 on 10/28. Then just two weeks later (instead of a month later) they will be paid again for the next two week pay period.

Payroll Calendar

How to Calculate Your Bi-Weekly Pay

You can use the on-line tool available at Paycheck City to calculate your new bi-weekly paycheck amount.

  1. Select the Hourly Calculator:
  2. You can leave the "Check Date" box alone since your check date will not be crossing calendar years. Select "Oklahoma" for the state.

  3. Hours and Earnings
    Under General Information you'll enter your gross pay, gross pay type, pay frequency, federal filing status and federal allowances.

    When calculating your gross pay, take your "Monthly Regular Pay," multiply it by 12 and then divide it by 26 to get your biweekly gross. Then add "Sooner Credit AD&D," "Sooner Credits Dental," "Sooner Credits Health," and "Sooner Credits Life" together and multiply by 12 and divide by 24 to get the biweekly gross. Now add these two amounts together to get your total biweekly gross pay to enter on the website.

  4. Under State and Local Information, enter your state, additional state withholding if applicable, total allowances and state filing status.

  5. Add your deductions separately based on before tax or after tax status and select the appropriate radio buttons for the Deduction Exemption From section.

    Before-Tax Deductions
    Before Tax Health, Dental, Vison, Life, AD&D, Short-Term Disability, etc. deductions: Add deductions together and divide in half. This is the amount deducted from each biweekly payroll. Since the amounts will only be deducted from 24 payrolls instead of all 26. This amount should be coded as exempt from Federal, State and FICA for the "Deduction Exemption From" under Voluntary Deduction Section.

    Before Tax Parking, FSA Health, FSA Dependent Care, etc. deductions: Multiply deductions by 12 and divide by 26. This is the amount deducted from each biweekly payroll. This amount should be coded as exempt from Federal, State and FICA for "Deduction Exemption From" under Voluntary Deduction Section.

    Before Tax Teacher's Retirement, 403(b), 457(b) etc.: Multiply deductions by 12 and divide by 26. This is the amount deducted from each biweekly payroll. This amount should be coded as exempt from Federal and State for "Deduction Exemption From" under Voluntary Deduction Section.

    After-Tax Deductions
    After Tax Retirement, Long-Term Disability, Huston-Huffman Fitness Center Membership, Credit Union, Parking, Garnishments, Levies, Student Loans, etc.:Multiply deductions by 12 and divide by 26. This is the amount deducted from each biweekly payroll. This amount will not have any flags selected for "Deduction Exemption From" under Voluntary Deduction Section.


    To add additional deductions, click the Add Deduction button.
  6. Once all the information is entered, click "Calculate."

  7. Your biweekly check will be calculated and you will receive the following breakdown:

How to Prepare: Free Workshops

How to Prepare: Free Workshops

Informational Workshops

Employees who currently make less than $47,476/year and will be affected by this change are encouraged to attend  informational workshops about the overtime rules. Human Resources staff will review the new rule and ways employees can prepare for the upcoming transition. Look for the workshop, Federal Overtime Rule Update - For Employees, on the HR Training Calendar.

Budgeting Workshops

Employees are encouraged to budget carefully to help bridge the two-week gap in pay. To help employees plan for this transition, Human Resources is offering budgeting workshops from Consumer Credit Counseling Services (CCCS) at no cost to employees. These workshops will be offered periodically during this transition. Look for the workshop, Personal Budgeting: Prepare for Payday Changes, on the HR Training Calendar.

Pay Out of Paid Leave Hours - DEADLINE 8/26

Pay Out of Paid Leave Hours

The university is reviewing the possibility of allowing a pay out of paid time off hours to help employees bridge the gap in pay To help affected OU employees bridge the gap in pay when they transition from the monthly to the biweekly pay schedule, departments may offer employees a one-time payout of up to 80 hours of paid leave

Overtime & Comp Time

 

Policy Summary: Overtime

Overtime 

Overtime is compensation for hourly employees (non-exempt employees) that are required to work in excess of 40 hours in a designated work week. Part-time hourly employees (less than 1.0 FTE) do not accrue overtime unless they work more than 40 hours in a designated work week. 

Overtime work must be approved in advance by the supervisor. 

Hourly employees accepting work in a budget unit other than their primary one are responsible for notifying the secondary budget unit of their employment status with the university. Whenever the combined hours of work of hourly employees exceed 40 hours in a work week, overtime pay must be paid for the excess hours. In each such instance, the budget unit exceeding the appointed FTE will be responsible for paying overtime.

Pay Rate

Hourly employees are eligible for overtime pay at the rate of time-and-a-half for the time worked in excess of 40 hours per work week. For the purposes of computing overtime pay, paid leave and holidays will be treated as hours worked in Norman programs only. Paid leave and holidays are not to be used to calculate overtime pay for HSC programs. 

Exclusions

Excluded from overtime compensation are unscheduled paid leave, extended sick leave, administrative leave, and services that are occasional and sporadic in nature, performed solely at the employee’s discretion, and that are unrelated to the type of work normally performed by the employee (e.g. taking tickets, ushering, parking cars, keeping athletic scores, etc.).

Salaried employees (exempt employees) are not normally eligible for overtime pay. Exceptions to this policy must be approved in advance by the appropriate provost or vice president.

Policy Summary: Compensatory Time

Compensatory Time

Compensatory time (comp time) is an alternative method for compensating hourly (non-exempt) employees who work overtime. No overtime is to be worked unless it is approved in advance by the employee's supervisor. 

No employee shall be required to receive compensatory time off in lieu of overtime pay unless an agreement or understanding is reached by the employer and employee before the performance of the work.

Accrual Rate

Compensatory time is accrued as one-and-one-half hours for each hour worked in excess of 40 hours in a work week. Compensatory time can be used by the employee like paid time off.  

Limitations

Compensatory time off must be taken within one year of the date of accumulation. Employees will be automatically paid for compensatory time not taken after one year.

No more than 90 hours of compensatory time (60 hours worked) may be accumulated. Employees will be paid automatically for any compensatory hours in excess of 90.

Transferring or terminating employees will be required to use all compensatory hours before transferring or be paid by the department in which the compensatory time was accrued.

Exclusions

Salaried (exempt) employees are not normally eligible for compensatory time. Exceptions to this policy must be approved in advance by the appropriate provost or vice president.

Designated Work Week

The normal, designated work week shall begin at 12:01 am Saturday and end the following Friday at midnight.

Departments working flexible or alternative schedules may change the standard work week with approval from Human Resources.


Letter to Creditors

If you are concerned about the timing of any bill due dates during the transition from monthly to biweekly pay call your utilities companies and other lenders to determine if any can be moved. You can also send them the below letter to creditors from Vice President Nick Hathaway explaining the situation.

Download the Letter to Creditors

Benefits Eligibility & Benefits Deductions

Watch the Payroll video above for a full description of how the transition affects your benefits.

  • There is no change in benefits eligibility for employees affected by this change.
  • Leave hours will now be accrued by the hour instead of monthly. 
  • Because of this transition employees will be behind in their benefits deductions by half a month. Benefit costs must be fully paid before the end of the year and will be collected from paychecks before Winter Break as described below:
    • If you have both Employee Only medical and dental insurance coverage, your premium contributions will be fully deducted on your Oct 28 biweekly paycheck.
    • If you cover your spouse, children, or family on either medical or dental insurance, then your premium contributions will be deducted equally from each of your paychecks on 10/28, 11/10, 11/23, 12/9, 12/22. 
    • If you want to adjust this benefits deductions schedule, contact HR
  • Benefits deductions going forward are made as described below. There are usually two "Benefits Holidays" a year where some benefits are not deducted. The next benefit holiday is March 30, 2017. 
 24 Deductions Per Year 26 Deductions Per Year
Medical All Retirement Deductions
Dental FSA Health
Vision FSA Dependent Care
Short Term Disability Long Term Disability
Life/Supplemental Life/ Dependent Life Payroll deductions set by employee such as United Way, Campus Campaign
Employee/Dependent AD&D Garnishment/ tax levy

Child support/ spousal support
  Student Loan Deductions
  Parking
  Sarkeys Fitness Center


 

FAQs - Tracking Time

What method should these employees use to track their time?

These employees should check with their supervisors and use the same method and rules used by other hourly employees in their department. If departments don't have hourly time tracking processes in place, they should contact Payroll and Employee Services for assistance at 325-2961. 

Should these employees use time sheets?

Yes, employees must track their work hours using the same method and rules used by other hourly employees in their department. 

Timesheets (electronic and paper) serve as the university’s authority to pay an employee. An employee's timesheet must be verified and approved by the employee's supervisor or the supervisor's designee who should be aware of the employee's attendance.

Completed timesheets require the written or electronic signatures of the employee and the supervisor. These signatures certify that, to the best of their knowledge, the information provided on the documents is true and correct. Any changes made to the timesheet by the supervisor must be acknowledged by the employee.
  

How much will an employee's biweekly paycheck be?

You can estimate your biweekly paycheck amount by doing the following calculation:
monthly pay x 12 / 26 = approximate biweekly amount

Why do hourly employees have to be paid biweekly?

The university is required by the Fair Labor Standards Act (FLSA) to maintain employee time records on non-exempt employees showing the number of hours worked each workweek. For employees on the Norman campus, the work week begins Saturday at 12:01 am and ends Friday at midnight.  All non-exempt employees who work in excess of 40 hours in a work week are eligible for overtime or compensatory time.  Paying our nonexempt employees biweekly ensures compliance with FLSA regulations as the pay period begins and ends with the university work week.  

What days make up the workweek?

For employees in Norman programs, the workweek begins Saturday at 12:01am and ends at 12 midnight Friday. 

For employees in HSC programs, the workweek is Sunday-Saturday.

What activities are payable as work time?

All time spent performing work-related activities permitted by the department is work time, whether the employee performed these duties on campus or at home or at a place other than the normal work location.

Work time less than one hour should be converted to tenths using the hourly time conversion chart located on the HR website.

Can an employee 'volunteer' to work?

Hourly employees may only volunteer for service that is completely unrelated to their ordinary work, including special events such as United Way and Commencement, unless that is the employee’s assigned job.

Are hourly employees paid for break and meal times?

Break times are not required by the federal Fair Labor Standards Act (FLSA). However, departments may provide a paid 20- minute break for every 4 hours worked. Breaks should be scheduled with the supervisor and reported as hours worked. Break periods may not be combined with a defined meal period or another break period, used to report to work late or leave early, or used in conjunction with any type of leave.

Meal times are usually unpaid when the employee is relieved of all duties and responsibilities. Generally, to be considered non-work time, meal periods must be at least 30 minutes long. If an employee is required or permitted to perform work during their meal time, the time is payable.

Are hourly employees paid for Paid Time Off and university holidays?

Paid Time Off (PTO) and university-paid holidays payable. When operations of the university require the employee to work on the holiday, the employee will be granted an equal amount of time off with pay on a date mutually agreed upon by the employee and their supervisor.

Scheduled paid time off and designated university-paid holidays are considered hours worked for the computation of overtime for employees in Norman programs. Administrative leave and unscheduled paid time off are not included when computing overtime.

What is overtime?

Hourly employees who work over 40 hours in a work week are eligible for overtime compensation. Overtime is paid at 1.5 times the employee's regular rate of pay. Working overtime must be approved in advance by the supervisor. 

For employees in Norman programs, scheduled paid time off and designated university-paid holidays are considered hours worked for the computation of overtime. Administrative leave and unscheduled paid time off are not included when computing overtime.

Overtime is not...
Working more than eight hours in a day does not require overtime pay. Part-time employees do not accrue overtime unless they work more than 40 hours in the work week.

How is overtime handled if the employee works in more than one department?

Hourly employees accepting work in a department other than their primary one are responsible for notifying the secondary department of their employment status with the university. Whenever the combined hours of work of hourly employees exceed 40 hours in a work week, overtime pay must be paid for the excess hours. In each such instance, the budget unit in which the employee exceeds 40 hours will be responsible for paying overtime.  

What is comp time?

Compensatory time (comp time) is an alternative method for compensating hourly employees who work more than 40 hours in a work week. Comp time is earned at one and one-half times the number of overtime hours worked. Comp time can be used by the employee like paid time off.

Accrued comp time must be taken within one year of accumulation. Comp time older than one year will be automatically paid to the employee.

No more than 90 hours of comp time (60 overtime hours worked) may be accumulated, with any excess overtime hours paid automatically to the employee.

A Compensatory Time Acknowledgement form should be signed by the employee and on file in the department before comp time is accrued. 

What about getting paid when on-call?

An employee who is required to remain on call may need to be compensated for on-call hours. To determine whether an employee should be compensated for on-call hours depends on whether the employee is ‘engaged to be waiting’ or ‘waiting to be engaged’. Time spent ‘engaged to be waiting’ is payable work time because it is usually short, spent on the employer’s premises, and insufficient for the employee to use for his or her own personal purposes. Time spent ‘waiting to be engaged’ is not work time because the employee is freed from all duties and responsibilities for a definite period of time and has enough time to pursue personal business before returning to work. All working time for any on-call response is payable when he hourly employee is called into service.

What about tracking time while traveling?

There are specific rules for tracking work time while hourly employees are traveling for work. Learn about these travel rules here.