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.
Use the Time Reporting Code REG to report time actually worked.
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.
Anticipating Time & Overtime
Time reporters should report time worked and taken off as it occurs. Vacation time should be reported right before the employee embarks for vacation. Employees should not anticipate overtime hours and approvers should not approve overtime hours until they have actually been worked. Overtime is calculated after forty hours of regular time has been entered.
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
|TRC||Short Description||Usage Details||Base Salary; Included in Computation of Overtime||Earnings Code/Description (shows on paycheck as)|
|ADMLV||Administrative Leave||Scheduled hours during Admin Leave (if you worked, you also enter the worked time using codes Admin Leave Worked or Comp Time Earned).||Y||065 Administrative Leave|
|ADMWK||Administrative Leave Worked||Hours worked during Admin Leave (see above).||N||066 Administrative Leave Worked|
|ADMX2||Admin Leave Woked Premium x2||Hours worked outside of regular schedule during Admin Leave or Admin Holiday.||N||090 Admin Premium - 2X|
|BREAV||Bereavement||Hours not worked due to death of family member; see union contract for details||Y||160 Bereavement|
Hours worked outside normal work schedule when called back by supervision; paid at the rate of 1.5 times regular hourly rate of pay a; hours entered less than 3 will be paid at minimum of 3 hours per instance
|N||050 Call Back|
|CMP15||Comp time earned 1.5 times||Comp time for Overtime or Family Holiday worked. Enter the number of hours worked times 1.5.||N||n/a|
|CMPSV||Comp Time Earned||Straight time Comp for hours worked during Admin Leave, Admin Holiday, or Regular Holiday.||N||n/a|
|CMPTK||Comp time taken||Time taken and paid as compensatory time||Y||145 Comp Time Taken|
|CMPX2||Comp time earned 2 times||Comp time for hours worked outside of schedule during Admin Leave or Holiday. Enter the number of hours worked times 2.||N||n/a|
|COURT||Court Time||Court Time outside of regular schedule.||Y||001 Regular|
|COVID||COVID Admin Leave Hourly||Y||067 COVID Leave Hourly|
|DETAL||Detail||Hours worked on specific Detail. Detail will not accumulate towards overtime but will pay automatically at 1.5 times regular hourly rate.||N||045 Police Detail|
|FLOAT||Floating Holiday||For Patriot's Day, unit members may forego holiday pay and instead choose to get paid on a different day. In this scenario, no time reporting would be required for the actual Patriot's Day (no pay) and the FLOAT time reporting code would be used for the day when the actual floating holiday is used and paid.||Y||143 Floating Holiday|
|HOL||Holiday||Scheduled hours during a Holiday. For example, you normally work 8 hours on Mondays, but this Monday was Memorial Day, so you use the HOL code for those 8 hours.||Y||060 Holiday|
|HOLAD||Holiday Worked - Admin Holiday||Hours worked on an Administrative Holiday. For example, the Chancellor declares an administrative holiday on December 24th. You were required to work. Report 8 hours using HOL and those 8 hours again using HOLAD.||N||080 Holiday Premium|
|HOLFM||Holiday Worked - Family||Hours worked on a Family Holiday. For example, Monday was Memorial Day, and you were required to work. Report 8 hours on Monday using HOL (or HOLNS) and those 8 hours again using HOLFM.||N||070 Holiday Premium - Family|
|HOLNS||Holiday Non-Scheduled||Hours for a holiday when not regularly scheduled to work. For example, Monday was Patriot’s Day, you do not work on Mondays; however, you are entitled to holiday pay. Also used for Administrative Holidays not schedule to work.||N||075 Holiday - non scheduled|
|HOLW||Holiday Worked - Regular||Hours worked on Regular Holidays. Do not use this code when working on Administrative Holidays - use REG to ensure 403b and overtime is calculated appropriately.||N||080 Holiday Premium|
|INSTR||Instructor||Hours worked as a Field Training Officer or Firearms Instructor; provides additional $1.25 per hour (must be used in addition to REG).||N||126 Police Firearms/Field Training|
|JURY||Jury Duty||Scheduled hours missed due to Jury Duty (not to exceed 10 days)||Y||170 Jury Duty|
|JURYM||Jury Duty Maine Supplement||Jury duty beyond initial 10 days||Y||175 Jury Duty Maine Supplement|
|MLTRY||Military leave||See contract for specific details||Y||180 Military Leave|
Hours required by supervision to remain at home prepared to return to work immediately if contacted; will be paid at the straight time rate for all such on-call hours; hours will be included in computation of overtime
|Y||040 On Call|
|REG||Regular||Regular hours worked||Y||001 Regular|
|SFP1/SHFP1||Shift 1||Shift 1 differential (if majority of shift is between 5PM and 8AM AND ALSO if the majority of shift is between 1PM and 8PM) $1.00/hour||N||123 Police Shift Differential Rate|
|SFP2/SHFP2||Shift 2||Shift 2 differential (if majority of shift is between 5PM and 8AM AND ALSO if the majority of shift is between 8PM and 8AM) $2.00/hour||N||124 Police Shift Differential Rate|
|SHOP1||Shift 1 Overtime||Shift 1 overtime differential: $1.50||N||133 Police Shift Differential 1 OT|
|SHOP2||Shift 2 Overtime||Shift 2 overtime differential: $3.00||N||134 Police Shift Differential 2 OT|
Time not worked due to being ill or injured and/or to care for a family member who is injured or sick in accordance with collective bargaining agreement or employee handbook.
|STWRD||Steward||Grievance Handling or Negotiation; other union-related activities or training||Y||151 Griev Handling or Negotiation|
|VAC||Vacation||Time not worked due to a planned vacation day in accordance with collective bargaining agreement or employee handbook.||Y||140 Annual Leave|
|WCA||Workers’ Comp Appointment||Time not worked due to doctor appointment for workers compensation injury/illness||Y||001 Regular|
|WCOUT||Workers' Comp - Non Appt||Time not worked on first day of workers compensation injury/illness||Y||001 Regular|
|WITNS||Witness Leave||Time not worked due to being called as a witness in a court proceeding.||Y||190 Witness Leave|
|WLNS||Wellness Activity||Time not worked due to attending a University sponsored wellness event||Y||230 Wellness Activity|
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.
Time will not show in Payable Time Detail until after the overnight Time Administration process has successfully run.
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.
It is the responsibility of the employee to enter leave time each day. After a manager approves the time, the employee will be paid in accordance with the payroll schedule.
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:
Police unit members normally not scheduled to work on the day an administrative holiday falls should still report a day’s worth of time for that day using time reporting code HOLNS to receive the holiday pay 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.
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:
Police unit members receive double pay only for the hours worked. REG is used to report hours actually worked; this is in addition to the HOLNS code.
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. Employees represented by 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. Employees represented by 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, 96 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
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:
Not Scheduled to Work on the designated Holiday: Compensatory Time
Employees normally not scheduled to work on the day a holiday falls may choose compensatory time off in lieu of pay. Note that the comp time is recorded as your normal weekly hours divided by five (5). Employees represented by the Police unit should use CMPSV.
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 the Police unit should use CMPSV. 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 the Police unit should use CMP15.
Patriot's Day Floating Holiday:
For Patriot's Day, unit members may forego holiday pay and instead choose to get paid on a different day. In this scenario, no time reporting would be required for the actual Patriot's Day (no pay) and the FLOAT time reporting code would be used for the day when the actual floating holiday is used and paid.
Time Entry for Shifts
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.)
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.
Refer to collective bargaining contract for specific details on eligibility for a shift differential which is in a tiered structure:
- First, the majority of the shift must fall between the hours of 5PM and 8AM; then
- If the majority of the shift falls between 1PM and 8PM, use the Shift 1 code.
- If the majority of the shift falls between 8PM and 8AM, use the Shift 2 code.
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: