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FastFacts
Feature Presentation
March 31, 2016
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Today’s Topic
We’ll be taking a look at…
Utilizing the e210 System to
Support Overtime Reporting for
Non-Exempt Staff
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Today’s Presenter
Brenda Askew
Leave Administrator, Central HR Business Services
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Session Segments
Presentation
Brenda will address how to utilize the e210 system to support
overtime reporting for non-exempt staff.
During Brenda’s presentation, your phone will be muted.
Q&A
After the presentation, we’ll hold a Q&A session.
We’ll open up the phone lines, and you’ll be able to ask
questions.
Brenda will answer as many of your questions as time allows.
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Contact Us
If you would like to submit a question during the presentation or if
you’re having technical difficulties, you can email us at:
[email protected]
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Survey
Survey
At the end of this FastFacts session, we’ll ask you to complete a
short survey.
Your honest comments will help us to enhance and improve
future FastFacts sessions.
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How To View Full Screen
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Utilizing the e210 System to
Support Overtime Reporting for
Non-Exempt Staff
A communication to help facilitate compliance with FLSA and JHU
policy
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Agenda
Compliance Challenges
E210 Changes
Reports to Support Non Exempt Time Entry
Future Plans
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Compliance Challenges
Fair Labor Standards Act (FLSA)
We must pay overtime to non-exempt employees in a timely and
accurate fashion.
Supervisors/timekeepers must review and approve hours worked
to ensure timely payment (not happening consistently).
Tracking hours worked in the e210 system is built around monthly
instead of weekly time entry. It is not integrated with SAP, so
calculation of overtime is not done automatically. This introduces
errors and delays in processing appropriate payments/reductions in
pay.
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Solutions
Modified the e210 system to facilitate weekly entry and review of hours by non-exempt
staff and their supervisors. Final Approval still required at month-end.
Socialized this change with HR managers, administrators, and other key stakeholders in
order to make FLSA compliance a high priority.
Education and enforcement of the JHU policy on submitting time for non-exempt staff.
Policy can be found at: http://hrnt.jhu.edu/pol-man/appendices/sectionQ.cfm
Conduct training sessions on e210 policy and procedures.
Identify and retrain managers and employees who are not timely with their e210
responsibilities.
Commit resources to answer policy and procedure questions related to overtime
payments/calculations as well as leave and time submissions.
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E210 CHANGES
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Overview - New Weekly Procedures
Non-Exempt Employees & Timekeepers/Supervisors
Non-exempt employees
Submit e210 following each work week.
Submission can be Friday or later; must be by Wednesday of the
following week.
Timekeepers and Supervisors
Ensure non-exempt employees submit time sheets following each
work week.
Review non-exempt employee timesheets each week.
Review e210 Overtime report to determine overtime earned the
previous week.
Process ISRs (overtime or reductions in pay) by appropriate ISR
due date as necessary.
New e210 email activity
Email sent Mon/Wed evening reminding non-exempt employees to
submit previous week’s timesheets.
Supervisors copied on Wednesday emails.
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Reporting/Functionality Changes
Overview
In order to facilitate weekly non-exempt time entry, a NonExempt Reporting Area containing new and revised
reports has been added.
Same reports as are located in the main report area; can
specifically run reports for non exempt vs. exempt
employees.
Master data is downloaded from SAP weekly (was semimonthly).
Functionality has been added to administrative options to
enable Central HR timekeepers to temporarily change
master data in the e210 system when necessary to ensure
accurate time entry, leave accrual, etc.
When a week spans two months, there is a reminder to
submit both months.
The Overtime report and its features have been enhanced.
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Non-Exempt Reporting Suite
e210 Main Menu
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Non-Exempt Reporting Suite
Selection Screen
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Submission Status Report
Overview
This is a new report that shows each non-exempt employee’s last
e210 submission date for a selected month.
The report is sorted by submission date and home dept.
The supervisor/timekeeper may see who has not submitted time for
the week and link directly to that person’s timesheet or send him or
her an email.
The supervisor/timekeeper will also be able to tell who submitted
timesheets in advance.
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Submission Status Report Selection
Department Timekeeper View
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Submission Status Report
Example: Week Ending November 1, 2015
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Overtime Report
Key Changes
The Overtime report has been
upgraded to add a drop-down
box for all departments the
user is assigned to.
The report dates will default to
the current week end and will
include the last six weeks.
A message will appear when
the Overtime report yields no
records.
A log of who runs the
Overtime report and when is
being kept in our database for
future reporting.
The report can now be printed
as a PDF so it can be emailed
if desired.
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Overtime
Report
Selection
epart
D
ment Timekeeper View
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Overtime Report
Example Output
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Overtime Report With No Results
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Missing Supervisors Report
A copy of the Missing Supervisors report has been added to the
Non-Exempt reporting suite.
No assigned supervisor could delay or prevent timesheet approval.
Contains a link to the individual or department admin options.
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Missing Supervisor Report Selection
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Missing Supervisor Report
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Employees On Hold Report and Schedule
Discrepancy Report
Employees on Hold report
Use this report to verify who should be on hold and remove
individuals on hold as appropriate (i.e., returning from leave,
etc.).
Schedule Discrepancy report
Utilize this report to verify schedule matches total hours worked;
otherwise, e210 cannot be submitted.
Contact Central HR if you need master data temporarily
overridden in the e210 system (i.e., employee group, total hours
worked, status).
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Administrative Options
The Administrative Options
have been redesigned to give
Central HR the ability to
temporarily change master
data in e210. The fields are:
Employee Group
Status Code (active, loa,
terminated)
These employment type fields
may be changed to affect any
open or unsubmitted
timesheet. Any fields changed
in the e210 system will revert
back to what’s stored in SAP
on the next payroll download
(weekly), unless the
employee’s record is placed
on hold.
FLSA status
Total Hours worked
Personnel Subarea
Standard Day
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Administrative Options
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Future Plans
Phased rollout of email notifications.
Pilot departments have been selected; more information to come on
target rollout dates.
Create and staff an e210 Support Center to handle questions
regarding FLSA, FMLA, and all other leave questions for the
Homewood Schools.
JHU Controller’s office is currently answering routine and technical
questions related to the e210 system and its functionality.
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Resources
Tracking Time in the E210 System & Processing Overtime in SAP:
http://www.hopkinsfastfacts.org/PPT/FFMay10_2012.ppt
Understanding and Calculating Regular Rate:
http://www.hopkinsfastfacts.org/PPT/FFapr24_2012.ppt
Overtime Pay – Real Life Scenarios & Special Issues:
http://www.hopkinsfastfacts.org/PPT/FFJune07_2012.ppt
Hours Worked and Time Off Plans:
http://www.hopkinsfastfacts.org/ppt/FFMar28_2012.ppt
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Conclusion
Compliance with FLSA and JHU Policy is everyone’s responsibility.
Familiarize staff, supervisors and timekeepers with JHU policy.
Run Overtime reports to ensure overtime is paid timely and
accurately.
Inform all of your non-exempt staff of the new weekly procedures
and that they will start receiving email notifications in the upcoming
months.
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Q&A
We’re going to open the phone lines now!
There will be a slight pause, and then a recorded voice will provide
instructions on how to ask questions over this conference call line.
We’ll be answering questions in the order that we receive them.
We’ll also be answering the questions that were emailed to us
during the presentation.
If there’s a question that we can’t answer, we’ll do some research
after this session, and then email the answer to all participants.
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Thank You!
Thank you for participating!
We would love to hear from you.
Are there certain topics that you would like us to cover in future
FastFacts sessions?
Would you like to be a FastFacts presenter?
Please email us at: [email protected]
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Survey
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Click this link to access the survey…
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Thanks again!