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Payroll and HR

Exempt Leave Reporting training, Transition Assistance Plan loan repayment and other updates on biweekly payroll and web-based time entry

Aug 29, 2017

Beginning Aug. 31, Exempt staff will begin using the Leave Reporting feature on insidePacific to report absences in either whole or half days of leave rather than by the number of hours. Even if leave is not used, exempt staff still need to click one box and submit. Supervisors must have approved August leave by Sept. 6. Online training on Leave Reporting for exempt staff will be available Aug. 31 to coincide with the Leave Reporting feature becoming available on insidePacific.   

Although leave reporting is not a new practice, Human Resources wants to highlight and clarify the process for exempt leave reporting for accuracy and simplification. Exempt staff report only half or full day absences from work due to vacation and/or sick leave. Exempt employees report their leave time based on days away, not hours. Here are a few examples: 

  1. If an exempt staff member works any time up to four hours and the other four hours are vacation time, the staff member reports 0.5 day regular pay and 0.5 day vacation. 
  2. If an exempt staff member works four hours or less and leaves for a reason qualifying the use of accrued sick leave, the staff member reports 0.5 day regular pay and 0.5 day sick leave.
  3. If an exempt staff member works more than four hours and leaves for a reason qualifying the use of accrued sick leave, the staff member would not report anything on their timesheet. 

For additional information on leave reporting, please see these guidelines at the Web Time Entry and Biweekly Payroll SharePoint site (PacificNet login required).

Holiday time sheet submission deadlines for Labor Day weekend: Due to the holiday weekend, the deadline to approve non-exempt and temp-casual timesheets for the pay period Aug. 21 - Sept. 3 will be noon on Tuesday, Sept. 5. (In general, the deadline is 2 p.m. on the Monday following the end of the pay period.) The online training module on  Web Time Entry for Non-Exempt Staff  (log-in required) offers step-by-step instructions, payroll deadlines, screen shots of each screen and legal requirements for time reporting. The online module  Web Time Entry for Approvers (log-in required) is available to managers and supervisors to learn about and understand your role as a time sheet approver.

Repayment for the transition assistance loan: Payroll deductions for transition loan repayments will be made in 26 equal installments beginning Sept. 8. Loans may be paid off earlier if desired. Note: To help employees who will be repaying transition assistance loans, the payroll deduction for Stockton parking passes will be spread over eight paychecks instead of four for the 2017-18 academic year.  

Graduate assistants will receive their first biweekly paycheck Sept. 8 for workdays from Aug. 21 to Sept. 3.  

Remember that paycheck issue dates will fall on different dates with biweekly payroll: every other Friday instead of the 10th and 26th of each month. Please review any automatic payments or deductions, including supplemental retirement contributions, and adjust as necessary. View the biweekly web time entry calendar for a schedule of pay periods, time sheet submission due dates and paycheck issue dates through the end of this year. In addition, Human Resources assembled a collection of helpful budgeting and other financial planning tools and resources to help you plan and track your spending, available here.

More information is available on the Web Time Entry and Biweekly Payroll SharePoint site (log-in required). For questions or assistance:

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