Skip to Search Skip to Navigation Skip to Content

Section 8: Payroll and Fringe Benefits

Work Schedule Change Request

Effective Date:

05/01/2014

Approved By:

Lenora Chapman, Associate Vice President, Financial Affairs

Last Revised On:

05/01/2014

For Assistance Contact:

David Lerma, Assistant Director of Payroll Management Services

PURPOSE/SCOPE

This document outlines the supervisor’s responsibility of managing their employees’ work schedules and the process of submitting work schedule changes. 

AUTHORITY

Authority is provided by the University of Texas Board of Regent’s Rules and Regulations, Rule: INT143 Time and Attendance; Fair Labor Standards Act INT113; Texas Government Code Sections 658.002, 658.005, 658.007; Texas Government Code Section 661.908; State Compensatory Time Rule INT147; Electronic Timekeeping System (ETS).

Supervisors have the authority and are responsible for following State Regulations, Federal Regulations, and UTSA policies and processes that govern hours that may be used for Schedule Change Requests. 


UNIVERSITY GUIDELINES

Table of Contents

A. Supervisor Responsibilities

Supervisors are responsible for establishing, assigning, and managing a work schedule for each employee that best meets the department’s business operational requirements.  Supervisors must also consider the effect the work schedule change may have on work performed by co-workers.

The University Standard Schedule consists of work hours from 8:00 a.m. to 5:00 p.m., Monday through Friday.  All full-time employees are required to work 40 hours per calendar week.  Any change to a full-time employee’s non-standard work schedule of (Monday through Friday, 8:00 a.m. to 5:00 p.m.) will require a schedule change. (HOP policy 4.29 (Hours of Work for Staff (Non-Faculty)

Supervisors need to ensure that when part-time employees are on a work schedule, the employees’ scheduled total hours is equal to their Full Time Equivalent (FTE) of the job assignment.

It is the supervisor’s responsibility that their employees are adhering to their work schedule.  Accurate work schedules are vital in meeting UTShare/PeopleSoft processes and reporting requirements for timekeeping, scheduling, attendance, and absence events.

The supervisor is responsible for ensuring that an accurate time record is kept for the number of hours worked.  This includes reviewing time records for missing hours worked and absence information, appropriate meal periods, and number of hours reported during any given work week. This verification can prompt a supervisor to recommend a change to an employee’s work schedule.  

Work Schedule Origination
An employee’s initial work schedule will be required from the hiring supervisor in coordination with Human Resources prior to the employee being hired into a position.           
(See Employee Work Schedule Demographics for further details)

 

B. Employees’ Responsibilities

  • Work the hours scheduled to work
  • Notify their supervisor if an adjustment to a current work schedule is needed
  • Communicate to their supervisor in a timely manner of any absence requests, absence events, or changes in work time needed

 

C. Payroll Responsibilities

  • Process submitted Schedule Change Requests to meet the recommended effective date of the request
  • Communicate denied Work Schedule Change requests to supervisors where schedule change for the employee would result in a Time & Labor system error.  (Feedback will be immediate to mitigate processing complications.) 
  • Suggest work schedules modifications to supervisors based on patterns of reported work time
  • Provide additional instructions, when warranted, for special situations regarding schedules

 

D. Work Schedule Change Request Process

A schedule change is required for a work schedule other than the University’s Standard Schedule of 8:00 a.m. to 5:00 p.m., Monday through Friday.  A Non-Standard Schedule establishment is required for the Time & Labor and Absence Management system to default the correct number of Hours Worked and Off Days for the employee’s work week. 

Types of work schedule changes consist of:

  • Switch from a Standard Schedule to a Non-Standard Schedule (greater than 1 work week)
  • Switch from a Non-Standard Schedule to a Standard Schedule (greater than 1 work week)
  • Switch from a Non-Standard Schedule to another Non-Standard Schedule (greater than 1 work week)
  • Attempt to record an Absence Event on any Off Day (less than or greater than 1 work week)

 

The following do not constitute a work schedule change and do not need a Schedule Change Request form:

  • Hours worked as one day exceptions
  • Additional hours worked on any particular day within a work week
  • Reduction in hours on any particular day and/or moved as additional hours to another day within the same work week

General Notes on Submitting a Schedule Change Request:

  • One Schedule Change Request form must be submitted per employee.
  • All Schedule Change Requests must be submitted a minimum of 5 business days prior to the request’s effective date.
  • The University’s Work Week begins at 12:01 a.m. Monday and ends at 12:00 midnight Sunday.
  • The employee will be either a “Punch” or an “Elapsed” employee.
  • New proposed work schedule hours should equal employee’s FTE rate equivalent in hours:
    • FTE of 1.00 = 40 hours per week
    • FTE of 0.75 = 30 hours per week
  • The effective date of the Schedule Change Request must be on a future-dated Monday, which represents the beginning of the University’s work week.
  • The Employee ID, Employee Name, and Department ID on Schedule Change Request must be accurate.
  • The Schedule Change Request must have supervisor’s approving signature.
  • Schedule Change Request forms can be submitted to Payroll Office by emailing payroll@utsa.edu or faxing to: (210) 458-4236. 

E.  Employee Work Schedule Demographics

Two classifications of employee types exist within the timekeeping system, non-scheduled and scheduledNon-Scheduled (Hourly) Employees Positive Time, Hourly employees are NOT set up with a schedule. Employees without a schedule will NOT be paid unless entries are made on the timesheet and entered in the Time & Labor timesheet page. No Schedule Change request forms are needed for these employees

The following are examples of Positive Non-Scheduled Employee Types:

Positive Time Employees

Positive Time

FLSA Status

Employee Type

Schedule

Work Study

Positive Time

Non-Exempt

Hourly

None

Student – Hourly Non-Exempt

Positive Time

Non-Exempt

Hourly

None

Hourly

Positive Time

Non-Exempt

Hourly

None

Scheduled (Salaried) Employees
All salaried employees are set up with a default work schedule. This group is made up of Elapsed Time Reporters and Salaried Non-Exempt employees. Work schedules are important for these types of employees because scheduled hours will automatically default based on the employee’s work schedule.  These schedules are essential for processing time worked for payroll and managing absence events. 

The following are examples of Positive/Elapsed Scheduled Employee Types:


Employee Type

Positive/Elapsed

FLSA Status

Employee Type

Schedule

Classified Non-Exempt

Positive Time

Non-Exempt

Salaried

Schedule

A&P

Elapsed

Exempt

Salaried

Schedule

Faculty

Elapsed

Exempt

Salaried

Schedule

Classified Exempt

Elapsed

Exempt

Salaried

Schedule

Grad Student

Elapsed

Exempt

Salaried

Schedule

Student – Salaried Exempt

Elapsed

Exempt

Salaried

Schedule



Elapsed Default Work Schedule Templates (Part Time and Full Time)


Elapsed Default Work Schedule Template– FTE of 1.00 (40 hours per week) (Elapsed MTWTF 8 Hour)


Staff Default

Mon

Tue

Wed

Thu

Fri

Sat

Sun

Total Hours

Scheduled Hours

8

8

8

8

8

-

-

40

Elapsed Default Work Schedule Template– FTE of 0.50 (20 hours per week) (Elapsed MTWTF 4 Hour)


Salaried Student & GRA Default

Mon

Tue

Wed

Thu

Fri

Sat

Sun

Total Hours

Scheduled Hours

4

4

4

4

4

-

-

20

 

Positive Default Work Schedule Templates (Full Time)

Positive Employee Work Schedule Template– FTE of 1.00 (40 hours per week) (Punch MTWF 8 Hour)


DAY

Time In

Time Meal Out

Time Meal In

Time Out

Total Hours

Mon

8

12p

1p

5p

8

Tue

8

12p

1p

5p

8

Wed

8

12p

1p

5p

8

Thu

8

12p

1p

5p

8

Fri

8

12p

1p

5p

8

Sat

--

 

 

 

 

Sun

--

 

 

 

 

 

 

 

 

 

40


 

 


DEFINITIONS

Term Description

Assigned Work Schedule

The pre-defined days/hours an employee works in a week.

Elapsed Employee

Employees that are assigned a schedule and report exception time and absence events. 

Exception Time

Exception time is additional or reduced hours, or absences, outside an exempt employee’s assigned work schedule.   

Exempt Employee

An employee who is not covered by the overtime provisions of the Fair Labor Standards Act (FLSA).

Fair Labor Standards Act (FLSA)

The federal law (29 U.S.C. §§ 201-219) that establishes overtime standards for employees.

Hours Worked

Any hours that U. T. System Administration requires or permits an employee to work.

Non-exempt Employee

An employee who is covered by the overtime provisions of the Fair Labor Standards Act.

Payable Time

Time that is generated by the Time Administrator Process and is ready for Payroll.

Positive Time Employee

Employees that are required to report all hours worked on a punch time format.

Punch

A time period segment that records the beginning time and end time of work.

Reported Time

Entries recorded on a timesheet for Positive and Elapsed employees.

System Generated Time

Payable Time that is automatically generated by the Time Admin Process. 

Time Administration (Time Admin)

An automated process that generates Payable Time.

Workday

The 24-hour period beginning at 12:01 a.m. and ending at 12:00 midnight.

Work Week

A fixed and recurring period of seven consecutive 24-hour days, which begins at 12:01 a.m. Monday and ends at 12:00 midnight Sunday.

 

REFERENCES/LINKS

RELATED FORMS/WORKSHEETS

  1. Schedule Change Request Form

REVISION HISTORY

Date Description

05/01/2014

FMOG created.


In All We Do, We Do With Excellence - Every Person - Every Day - Every Job
         

Operational Guidelines

Helpful Links