How to Enter Time - Hourly: ACSUM

Description:  

Hourly paid employees are paid on a bi-weekly basis and must enter Elapsed Time on a daily basis for all hours worked.  Elapsed Time is recorded on your employee Timesheet in MaineStreet. This topic walks you through the process of entering Elapsed Time.

Navigation:  From the MaineStreet portal, click Employee Self-Service and then Timesheet under the Time Reporting menu. Depending on how you access self-service, you may also click Time tile on the Employee Self-Service homepage.

Time Entry Basics

If you have multiple jobs, select the job for which you need to enter time.

The default View By value is Day. This view displays the current date.   Select a different View By option as desired.
To view a different day, enter a different date in the Date field, then click the refresh icon. You may also navigate to different days by using the Previous Day and Next Day links.

To enter time, enter the total number of hours worked in the box under the date.  You must also select the Time Reporting Code, or TRC, by clicking on the dropdown menu labeled Time Reporting Code.  For example, if you worked 8 hours on Monday, you will enter 8 in the box under Monday’s date and then select the REG – Regular Time Reporting Code for regular time.  All Regular hours worked during this day can be entered on this page.

To enter time using more than one Time Reporting Code, click the plus  icon to the right of your Timesheet to add additional rows.  Please refer to your collective bargaining agreement for more information.

For example, if you worked 4 regular hours on Tuesday but went home sick that afternoon, you would enter 4 in the box under Tuesday’s date in the row for the REG – Regular TRC, and in a new row enter 4 in the box under Tuesday’s date and select the SICK – Sick TRC.

For more specific information, see separate time reporting guides for holiday, compensatory time and administrative leave as well as a list of time reporting codes.

When ready, click the Submit button to submit your Timesheet.

If you need to remove or change entered time from your Timesheet, you may do so at any time by following the steps above. If your previously entered time has already been approved by your supervisor, please note that they will need to approve any changes or deletions on your Timesheet as well.

Optional: You may leave a Comment by clicking and filling out the comment field.

When ready, click the Submit button to submit your Timesheet.

The Reported Time Status section should now indicate the total hours recorded on the timesheet and detailed information about the reported hours.

Time Reporting Codes

Payable Time Detail

The Payable Time Detail screen allows you to view previously entered time, as well as find out if your supervisor has approved your time.

From the Employee Self-Service homepage, click the Time tile. On the left-hand menu, click Payable Time Detail. If you have multiple jobs, please select the job you wish to view your submitted time for.

The default Start Date and End Date will be the Sunday and Saturday of the current week. To view a different time period, enter different dates in the Start and End Date fields, then click the refresh icon. Note that you can view a period of up to 6 months at a time.

• If the Status says Needs Approval, this means that your supervisor has not yet approved your time.
• If the Status says Approved, this means that your supervisor has approved your time and it will be paid in the next payroll cycle.
• If the Status says Closed with a Reason Code of Not Distributed, this means that the time has already been processed on a paycheck.

  • Please note that Earned or Saved Compensatory (“Comp”) Time will show a Status of Closed with a Reason Code of Not Sent to Payroll. This means that you will not be paid for these hours but they will be added to your Comp Time Leave Balance for you to use at a later date.

• If the Status says Rejected and it's time that has not been processed through payroll yet, please disregard this status and the time will be paid in the next payroll.  

Time Entry for Administrative Holiday

Closing of the University System by the Chancellor is designated an administrative holiday for a day or occasions such as a national day of mourning or other observance.  

Scheduled and Does Not Work on an Administrative Holiday:

If the holiday falls on a day of the week on which the employee is normally scheduled to work, use time reporting code HOL.

Not Scheduled and Does Not Work on an Administrative Holiday:

If you are not scheduled to work an administrative holiday, you do not get any additional pay or additional time off.  Therefore, there is no time reporting required.  

Scheduled and Works on an Administrative Holiday:

When working an administrative holiday, time needs to be properly entered as HOL so that time is paid.  HOLAD is used in addition to the HOL code to indicate time worked. In the example below, an employee normally works a 40 hour schedule Monday through Friday. She works from 8 to 4:30, and the Holiday starts at Noon, so she enters 4 hours of REG, 4 hours of HOL and 4 hours of HOLAD for Friday.

Not Scheduled and Works on an Administrative Holiday:

When working an administrative holiday that is not part of the normal schedule, the employee receives regular pay only for the hours worked. REG code is used to indicate time worked. 

Time Entry for Administrative Leave

Description:  Administrative Leave is declared at the discretion of campus presidents and applies individually to each campus. Each period of administrative leave will have a designated starting and ending period clearly communicated by Human Resources.  Administrative Leave is compensated at straight pay. If employees are required to work during the Administrative Leave period, they will receive both straight pay for the time worked as well as the leave pay. Additional pay is not granted to employees who were not scheduled to work during Administrative Leave period.  This guide provides specific examples on appropriate time reporting to ensure accurate pay and compliance.

Not Working During the Leave: 

If an employee normally has an 8:00 to 4:30 schedule, is non-essential and does not work during the leave period. The code ADMLV is used to designate paid time during an Administrative Leave.

Employees normally not scheduled to work during the period of an Administrative Leave do not receive any additional pay and should not report time for that period.

Working During the Leave Period: 

Employees working during the leave period need to properly enter their time so they are correctly compensated. The code ADMWK is used to indicate time worked during the leave and is used in addition to the ADMLV code.  The example below shows an employee, designated as essential, working her normal 8 hour schedule during the leave period.

If the employee normally worked an 8 hour schedule but only came in for four hours before being released by her supervisor, she would report 8 hours of ADMLV and 4 of ADMWK. 

Working During the Leave Period and Saving Compensatory Time

Employees may be asked (or request) to earn compensatory time in lieu of the pay while working during the administrative leave period. Note that the comp time is recorded at the same amount as the time worked.  The code (CMNSV) is used for Non-Represented employees. Employees represented by ACSUM should use CMCSV, those in Service and Maintenance should use CMMSV and those in the Police unit should use CMPSV.

Working Over Schedule during Administrative Leave: 

When an employee works over their normal schedule during administrative leave, any hours worked in excess of their normal schedule should be compensated at the times two (x2) rate. (Which is equal to the rate paid of compounding ADMLV and ADMWK.)  Consider an employee staying an extra two hours over their normal schedule on the day of the leave, they would enter an additional two hours as ADMX2 to receive pay for those hours.

Working Over Schedule During the Leave Period and Saving Compensatory Time

Employees may be asked (or request) to earn compensatory time in lieu of the pay while working during the administrative leave period that is outside their normal schedule. Note that this comp time is recorded at x2 the amount as the time worked.  The code (CMNX2) is used for Non-Represented employees. Employees represented by ACSUM should use CMCX2, those in Service and Maintenance should use CMMX2 and those in the Police unit should use CMPX2.

Working On an Unscheduled Day during Administrative Leave: 

When an employee works during administrative leave on a day that they are not regularly scheduled to work, any hours worked should be compensated at the times two (x2) rate.  Consider an employee who comes in to work on an administrative leave day to cover for others who can't work.  If this occurs on a day when they are not scheduled to work, they would enter their hours worked as ADMX2 to receive pay for those hours.  They should not receive ADMLV in addition to the ADMX2.

Time Entry for Compensatory Leave

Description:  When an employee works more than 40 hours per standard workweek (Sunday through Saturday), they are due payment for their time worked.  Compensatory Time (aka, Comp Time) is a form of compensation that is provided in lieu of pay for overtime (OT) worked. The purpose of compensatory time is to allow employees to have time off at a later date and as such it is to be scheduled and taken. 

Comp Time Earned: 

Comp Time earned for overtime is saved by multiplying hours worked over 40 by 1.5 and entering those hours on the employee Timesheet using the appropriate Time Reporting Code.  Except in specific circumstances, comp time hours earned are entered at the end of the week when hours worked accumulate over 40.

Comp Time Earned for Working a Holiday or During Administrative Leave:

Comp Time earned for working a holiday or during administrative leave is earned/entered as 1 times the number of hours worked (not 1.5 times such as a for overtime) since employees will be paid for the holiday and administrative leave.

Comp Time Taken: 

When Comp Time is scheduled and taken the employee enters the hours on the Timesheet using the appropriate Time Reporting Code for compensatory time taken.

Comp Time Balance: 

Once comp time is earned or taken, the overnight Time Administration process will update the Compensatory Time balance accordingly.   Hours earned will add to the balance and hours taken will subtract from the balance.

Maximum Comp Time Balance: 

Any comp time hours accumulated over the maximum, 60 hours, per collective bargaining contract must be paid in wages as overtime.

Comp Time Balance Payout: 

Comp Time balances will be paid out upon termination of employment, or if no longer eligible for compensatory time (e.g. salaried or temporary status) or as UMS policy may dictate at job transfer.  Comp time hours will be paid at the straight hourly rate of pay at time of termination or last day of eligibility.

Refer to appropriate Collective Bargaining Agreement for details.

Time Entry for Holidays

Holiday Schedule

Scheduled holidays are in accordance to the UMS pre-determined holiday schedule:  http://www.maine.edu/about-the-system/system-office/human-resources/holiday-schedule/.  Family holidays are eligible for premium holiday pay; refer to collective bargaining agreement for details.

Not Working Any Holiday: 

If the holiday falls on a day of the week on which the employee is normally scheduled to work, use time reporting code HOL as seen below:

Not Scheduled to Work on the designated Holiday: 

Employees normally not scheduled to work on the day a holiday falls should still report a day’s worth of time for that day using time reporting code HOLNS to receive the holiday benefit for that day.  As all University holidays are scheduled to fall on weekdays, this should only apply to individuals who do not typically work a Monday-Friday schedule.

In the example below, the employee normally works a Tuesday-Saturday schedule.  The holiday falls on Monday so they use the HOLNS code:

Working on a Regular Holiday:

Regular (or non-family) holidays include Columbus Day, Veterans’ Day, Martin Luther King, Jr. Day, Presidents’ Day and Patriots’ Day. On many of these holidays, the University remains open for classes and offices will be asked to keep a minimum staffing level to balance student needs and the desire to allow as many employees as possible to enjoy the day off. Please consult the specific memo distributed from Human Resources for each holiday to determine the type of holiday and if offices are expected to remain open.

Regular holidays are compensated at straight pay. Any time worked on the holiday is also compensated at the straight rate. When working the holiday, time needs to be entered correctly so that time is paid both for the holiday as well as for time working on the holiday.  The HOLW time reporting code indicates time worked on a regular holiday. 

In the example below, the employee normally works a 40-hour schedule Monday-Friday.  They worked on the Monday holiday so they enter 8 hours of HOL as well as 8 hours of HOLW:

Working on a Family Holiday:

Family holidays include Independence Day, Labor Day, Thanksgiving Day, Day after Thanksgiving, Christmas Day, New Year’s Day, and Memorial Day.  On these days, classes are not in session and all office may close.  Individuals may be required to work on these days to ensure continuous operation of the University.  Always consult the memos issued by Human Resources to determine on which date the holiday will be celebrated by the University.  For example, if New Year’s Day falls on a Sunday, the day celebrated will normally be the following Monday.

Family holidays are compensated at straight pay.  Any time worked on the holiday is compensated at the time-and-a-half rate.  When working the family holiday, time needs to be entered correctly so that time is paid both for the holiday as well as for time working on the holiday. The HOLFM time reporting code indicates time worked on a family holiday. 

In the example below, the employee normally works a 40-hour schedule Monday-Friday. They have worked on the Wednesday holiday so they enter 8 hours of HOL as well as 8 hours of HOLFM:

Compensatory Time for Working a Holiday

Working on a Holiday and Saving as Compensatory Time

Employees may be asked (or request) to earn compensatory time in lieu of the pay while working during the holiday. Note that the comp time is recorded at the same amount as the time worked.  Employees represented by ACSUM use CMCSV.  If you work the holiday and choose to earn compensatory time you would report your time as follows:

Working on a Family Holiday and Saving as Compensatory Time

Employees may be asked (or request) to earn compensatory time in lieu of the pay while working during a family holiday. Note that the comp time is recorded at 1.5 times hours worked for working a family holiday.  Employees represented by ACSUM should use CMC15.  

Time Entry for Shifts

Description: 

Regular hourly-paid employees are compensated for shift in accordance to their respective Handbook/Collective Bargaining Agreement.  It is important to report shift time on the MaineStreet timesheet accurately to ensure correct pay.  

When you work during a shift (day) that is eligible for shift differential, whether it is your regular schedule or an occasional occurrence, you need to record regular hours and shift differential hours. Please refer to the scenarios below for specific shift differential examples. To record shift differential, an employee enters the number of hours worked with the Regular time (REG) Time Reporting code, AND also enters the number of hours that are available for the shift differential pay with the appropriate shift differential Time Reporting code. If the collective bargaining agreement states that the shift differential is effective when the majority of time worked is during the appropriate shift, then the shift differential Time Reporting code must be entered for the time. (E.g., employee works an 8 hour shift, 3 hours of which are before 5:00; 5 hours are after 5:00. The employee may then enter 8 hours of time with the shift differential Time Reporting code as well as 8 hours of REG.) 

Scenarios

Note: we have used the Service and Maintenance Time Reporting codes in the following scenarios. Your shift Time Reporting codes may be different; however, the process is the same.

Regular Shift

In the following scenario, an employee worked two shifts/days, on Thursday and Friday, which were eligible for shift differential:

Overtime During a Shift Eligible for Shift Differential

If, after you have worked 40 hours, you work overtime during a shift eligible for shift differential then you will need to choose three (3) Time Reporting codes to report your time and receive accurate pay:

Shift with Holiday (or other paid time off)

If you regularly work a shift that receives a shift differential and are taking the day off with pay, you would report your shift time as follows:

Compensatory Time earned during a Shift Eligible for Shift Differential 

Employees who wish to save their overtime hours as Compensatory Time do not receive the shift differential on the compensatory hours but rather they will receive the differential when they use/take the Compensatory Time off at a later date.  If you work a shift that receives a shift differential in a week when hours exceed 40 and you wish to save the overtime as compensatory time, you would report your time as follows: 

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