GPS

Griffin Payroll/Human Resources Services

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Frequently Asked Questions

Basics FAQ
Training FAQ
Web-Time Entry FAQ
Approvers and Proxies FAQ
Self-Service FAQ (New 1/15/13)
Vacation and Sick FAQ (Updated 12/08/12) 

Portland Paid Sick Time FAQ (New 1/1/14)

GPS Payroll/Human Resources – Some Basics For Faculty/Staff 

1. Why are we changing payroll systems?
2. What are the pay period and pay dates starting in January?
3. Should I complete my time sheet entries during regular working hours?
4. Do I get overtime pay for filling out my time sheet when I’m on vacation?
5. Will the change in the payroll system affect my direct deposit?
6. If I am not enrolled in direct deposit, how can I enroll?
7. What if Banner goes down and I can’t access it?

1. Why are we changing payroll systems? 

We wanted to bring all administrative functions under the Banner umbrella so there are efficiencies in data access and processing in Human Resources, the Dean of Faculty’s office and Payroll Services.  Banner allows us to pay employees more frequently, so there is little lag time between when you work and the time you get paid.  Electronic time sheets will eliminate paper time sheets. The system will be able to automatically track your sick and vacation accruals and usage.  Employees will be able to access benefit, tax and pay information through GPS Self-Service.  The Banner human resources/payroll system will provide enhancements to the way things are currently being done, allowing employees to have more information at their fingertips.

2. What are the pay period and pay dates starting in January? 

The first GPS-Web Time Entry (WTE) electronic time sheet entry will start December 17th for students and custodians with the first Banner pay date of 1/3/13, and then December 24th for the rest of the staff, with the first Banner pay date of 1/15/13.  The pay periods and pay dates are all listed on the GPS Payroll/Human Resources Services under pay schedule and pay calendar located on the GPS website.

3. Should I complete my time sheet entries during regular working hours? 

Yes, if you are a non-exempt employee, you should complete your time sheet during regular working hours.

4. Do I get overtime pay for filling out my time sheet when I’m on vacation? 

You should complete your time sheet during regular working hours before you leave on vacation, if the new pay period is active.  If you are unable to complete your time sheet before you leave on vacation because the new pay period is not yet active, you should contact your supervisor, provide them with a paper time sheet and they will submit the time sheet to Payroll Services for processing.

5. Will the change in the payroll system affect my direct deposit? 

All direct deposit information that is currently in place in ADP is in the new payroll system.  If you are currently enrolled in direct deposit, you will automatically be enrolled in direct deposit in January.  

6. If I am not enrolled in direct deposit, how can I enroll? 

If you are not enrolled in direct deposit, contact Payroll Services to enroll.

7. What if Banner goes down and I can’t access it? 

Banner web is Internet dependent so in the rare occasions when it is down, employees, approvers and proxies will be notified of any issues.

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Training

1. How and when will I be trained on how to use GPS-WTE?
2. When can I start using the actual GPS Self-Service?
3. When can I start practicing in the Play instance of GPS Self-Service? 

1. How and when will I be trained on how to use GPS-WTE?

We are in the process of training super trainers.  Super trainers will then be training all other staff on how to access time sheets, how to complete time reporting, and how to make corrections to your time sheet.  Training is available in three different methods:  hands-on from your super trainer, via video, or written training instructions.  The second two methods are currently available on the GPS website. Training should take place before the end of the calendar year.

2. When can I start using the actual GPS Self-Service?

GPS Self-Service should be activated by December 14th.  Personalized PIN’s (passwords) will be emailed to faculty and staff when the Real instance is available.

3. When can I start practicing in the Play instance of GPS Self-Service?

Super trainers are being trained in a Play instance of GPS Self-Service.  This is a Banner instance where you can enter test information for WTE without it impacting anything in the real Banner instance.

Your trainer will notify you when you can start practicing in Play.  Training should take place before the end of the calendar year.  Personalized PIN’s (passwords) will be emailed to faculty and staff when the Play instance is available.

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GPS-Web-Time Entry (WTE) for Employees

1. How do I log in to GPS Web-Time Entry (WTE)?
2. What if there is no time sheet listed in GPS-WTE to access?
3. When can I start entering time for each pay period?
4. How often will I have to enter time?
5. What are the time reporting standards?
6. Do exempt and non-exempt employees submit their time differently?
7. When do I submit my time for each pay period? 
8. What if I am on vacation or sick during the time sheet submission period?
9. What happens if I leave on vacation before the pay period is open for me to submit my time and I don’t return until after the submission deadline?
10. Will there be email reminders prior to the end of the pay period for me to submit my time sheet?
11. How does my approver know when there are time sheets available to approve?
12. What if I didn’t work during the pay period?
13. If I enter time erroneously and my approver didn’t catch it and it was approved, what happens?
14. What if I discover after I submitted my time sheet that I made an error on it?  What if my Approver discovers an error on my time sheet? 
15. What happens if my time sheet is not submitted and/or approved by the due date?
16. What does an approver do when an employee hasn’t submitted their time sheet by the submission deadline the day after the pay period ends?
17. What if I click on Submit for Approval before I was finished entering hours for the entire pay period?
18. What if I put my hours in on the wrong job? 
19. How do I report adjusted time or leave for a past pay period?
21. How do I deal with submitting time when a pay period ends on a weekend or a Monday holiday?
22. Can I and/or my supervisor print my time sheet?
23. Do faculty members enter or submit time sheets? (New 11/19/12)
24. What do the different earnings codes mean? (New 11/19/12)
25. How do I get paid for the Friday afternoons off that we are granted in the summer, if we are just inputting actual hours worked? (New 11/19/12)
26. I’ve entered all my time for the first week of the pay period and I exit GPS. When I go back in to GPS, the hours for the first week are not showing as entered. Why? (New 11/19/12)
27. Will I receive my paycheck if my approver does not approve my time sheet by the deadline? (New 11/19/12)
28. Can I submit my time sheet before the pay period ends? (New November 11/19/12) 
 

1. How do I log in to GPS Web-Time Entry (WTE)?

When GPS Self-Service is activated, you will type https://bannerwebtest/reed.edu in your browser and bookmark it.  Sign in with your Reed ID and PIN (password) and select the GPS tab.  Select Time Sheet.

2. What if there is no time sheet listed in GPS-WTE to access?

Contact Human Resources to determine if you have been authorized to work.  There may be necessary paperwork that you have not submitted in order for you to be set up as an employee.

3. When can I start entering time for each pay period?

The pay period will be opened two days prior to the start of the pay period.  We will see how this timing works and modify as needed.

4. How often will I have to enter time?

Time sheets should be opened/started by each employee no later than the first day of each pay period. You are encouraged to enter your time on a daily basis, or as often as is feasible for your workload.  Do not wait until the last day of the pay period to input your time.

5. What are the time reporting standards?

You will enter your time in hours worked and in 15 minute increments.  If you worked from 8:30 a.m. to noon (3.5 hours) and 1 p.m. to 3:45 p.m. (2.75 hours), you would enter 6.25 hours worked.  See the Time Reporting Standards in the GPS Self-Service/WTE Training.pdf on the GPS website for further information.

6. Do exempt and non-exempt employees submit their time differently?

Yes, non-exempt employees submit actual hours worked each pay period.  Exempt employees only report exception time – defined as those hours they take as sick and vacation time.

7. When do I submit my time for each pay period? 

If your time entered is completed and correct for the pay period, you can submit the time for approval anytime during the pay period, but no later than noon on the day after the pay period ends.  See the GPS website for the pay schedules.

8. What if I am on vacation or sick during the time sheet submission period? (Updated 11/19/12)

You should complete and submit your time sheet before you leave on vacation, as your hours will be known.  If you are sick and unable to submit your time sheet, please contact your supervisor. Approvers can submit an employee's time sheet for them if the employee has started it and not submitted it. If you have not started your time sheet, your approver would need to contact Payroll Services to process the time sheet as the approver will be unable to access it.

9. What happens if I leave on vacation before the pay period is open for me to submit my time and I don’t return until after the submission deadline?

You should submit a paper time sheet to your supervisor and have them take it to Payroll Services so they can input the time and you can get paid.

10. Will there be email reminders prior to the end of the pay period for me to submit my time sheet?

Yes, we are in the process of creating these reminder emails to all staff. 

11. How does my approver know when there are time sheets available to approve?

Approvers will need to go into GPS on a regular basis to check for the status of their employees’ time sheets.  There is no automatic notification, unless the approver logs in to Banner regularly, then they will get a notice that there are time sheets to approve.

12. What if I didn’t work during the pay period?

Non-exempt and student employees should not submit a time sheet for any pay period in which they did not work. Employees who are on FLMA leave or unpaid leave, a Personnel Action form should have been submitted to the Human Resources office authorizing this time off.

13. If I enter time erroneously and my approver didn’t catch it and it was approved, what happens?

You will be paid for the time as entered and approved through GPS.  If there is a mistake, you must notify your supervisor of the error.  The supervisor will then notify Payroll Services via email and Payroll Services will correct your pay on the following paycheck.  It is important for the payroll system to have accurate information so you are paid correctly.  Since we are tracking sick and vacation time in the GPS system now, any adjustments to those hours also need to be submitted to Payroll Services so your accruals are correct.

14. What if I discover after I submitted my time sheet that I made an error on it?  What if my Approver discovers an error on my time sheet?

The employee and approver must make contact to discuss the errors.  If the approver has not yet approved the time sheet, and it is in a Pending Status in GPS, they can go in and make the changes.  They would also need to document in the Comments field that they spoke with you about the changes, and why the changes are being made. 

15. What happens if my time sheet is not submitted and/or approved by the due date?

Contact your supervisor immediately, and provide them with a paper time sheet.  Your supervisor will then contact Payroll Services to process your pay.  All employees and their supervisors are responsible for submitting and approving time sheets no later than the due dates in order to be paid in a timely manner. 

16. What does an approver do when an employee hasn’t submitted their time sheet by the submission deadline the day after the pay period ends? (Updated 11/19/12)

If the employee has started their time sheet in GPS, the approver can submit the time sheet for the employee.  The approver should contact the employee and agree on the hours that the approver will be submitting for the employee.  A note of the conversation should be put in the comments field to support the fact that the approver is submitting the time.

Approvers are encouraged to regularly check GPS to see where their employees are in their time entry and let them know when they need to enter time.

17. What if I click on Submit for Approval before I was finished entering hours for the entire pay period?

If there is time before the submission deadline, you can click on Return Time to return the time sheet to yourself, and you can finish and re-submit it.  If it is after the submission deadline, please contact your supervisor to update and complete the time sheet before they approve it.  Be sure to include information in the Comment form as to why the hours are being changed.

18. What if I put my hours in on the wrong job? 

This only will apply to employees who may have more than one job.  You will need to contact Payroll Services to make a transfer.

19. How do I report adjusted time or leave for a past pay period?

You can submit a signed and approved paper time sheet to Payroll Services for an adjustment on the next paycheck.  You can also put this information in the Comment field of your time sheet, so there is a record of it in GPS.  If you ONLY put this information in the Comment field, and don’t notify Payroll Services, the changes will not be made.

20. How do I report any overtime hours?

Any hours worked over your normal work hours should be entered as Regular hours (REG Earn code).  The payroll system will automatically calculate overtime hours and pay.

21. How do I deal with submitting time when a pay period ends on a weekend or a Monday holiday?

As an employee, you should be able to complete your time sheet prior to the weekend, as the majority of employees won’t be working the weekend or holiday.  You can submit your time sheet any time during the pay period.  Please work out with your supervisor the timing on these submissions.  They may ask you to submit them by Friday at noon so they have time to approve them before 5 p.m.  We don’t expect employees to have to come in on a weekend and submit their time sheets, or do it from home.  All time sheet work should be done during regular working hours.  Please check the pay schedules on the GPS website.

We do encourage employees and approvers to set up reminders in their Google calendars to input your time and submit the time by the deadlines.

22. Can I and/or my supervisor print my time sheet?

Yes, you can print your time sheet.  We recommend that you print it in landscape mode.

23. Do faculty members enter or submit time sheets?  (New 11/19/12)

 No, faculty will not use GPS-WTE to submit their own time.  They will use GPS-WTE to approve time sheets for their direct staff employees and their student employees.

24. What do the different earnings codes mean? (New 11/19/12)

  • Regular Pay is for the normal daily hours worked.
  • Vacation Pay is for the hours that you took vacation.
  • Sick Pay is for the hours that you were sick, had a doctor’s appointment, etc.
  • Holiday Pay is recorded when you do not work the holiday.  If you do work on a holiday, you would enter your regular scheduled hours in the Holiday Pay line and the actual hours worked in the Regular Pay line.
  • Administrative Pay is for the hours that you don’t work on the officially designated administrative days, e.g. Friday afternoons in the summer; the day after Thanksgiving
  • Jury Duty is for the hours that you are away when summoned for jury duty.
  • Court Leave is for the hours that you might be gone if you are subpoenaed to appear as a witness in a legal proceeding.
  • Bereavement Leave is for the hours taken in the event of the death of an immediate family member.
  • Weather Day is for the time taken when the college officially closes due to weather conditions.  
All of these kinds of earnings are described in detail in the Staff Policies and Procedures Manual that you can find at http://www.reed.edu/human_resources/policies_procedures/index.html

25. How do I get paid for the Friday afternoons off that we are granted in the summer, if we are just inputting actual hours worked? (New 11/19/12)

There is a separate earnings code that you would use when recording hours for these Fridays.  For example, you would input 3.5 hours in the regular pay earnings code line, and 4 hours in the administrative day earnings code line.  You would use the administrative earnings code for any official administrative time authorized by the college, e.g. the day after Thanksgiving.

26. I’ve entered all my time for the first week of the pay period and I exit GPS.  When I go back in to GPS, the hours for the first week are not showing as entered.  Why? (New 11/19/12)

 Because the entries were not SAVED before you exited the form.  GPS does not remind you to save your entries when you exit.

27. Will I receive my paycheck if my approver does not approve my time sheet by the deadline? (New 11/19/12)

We will not withhold paychecks if your approver did not submit your time sheet.  You or your approver must contact payroll to let us know of the situation so we can process the pay.  We will also run reports after the deadlines to see who hasn’t submitted timesheets and follow up with employees and approvers to pay the correct hours.

28. Can I submit my time sheet before the pay period ends?  (New 11/19/12)

Yes, if you are sure your hours won’t change for the pay period, you can submit your completed time sheet at any time during the pay period.

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Approvers and Proxies

1. What is an approver?
2. How will I be sure that I know which employees’ time I am required to approve?
3. What if the approver changes for my employees?
4. As an approver, how can I check my employees’ leave balances?
5. What is a proxy?
6. Can proxies do exactly the same things that an approver can?
7. How do I set up a proxy?
8. How will a proxy know when they need to act as a proxy?
9. Will the approver see the same message about possible insufficient leave balances when they look at their employees’ timesheets? (New 11/19/12)
10. Why don’t I see any of my employees’ time sheets when I click on Approve or Acknowledge Time in GPS-WTE? (New 11/19/12)
11. If I am a proxy for someone and am not able to verify that an employee works the hours they submit, how can I sign off on such a time sheet? (New 11/19/12) 

1. What is an approver?

An approver is, in most cases, your supervisor.  Approver information was solicited from departments and set up per those directives.  We will be sending out information to each employee as to who is his or her approver.  Modifications can be made to this information.

2. How will I be sure that I know which employees’ time I am required to approve?

When you log in to GPS, all of those employees who report to you will be displayed once they open their time sheet for the pay period.

3. What if the approver changes for my employees?

It is extremely important that employee approver information be accurate at all times.  Without accurate approver information in Banner, the employee will not be able to access, complete or submit time.  Please contact Human Resources to make sure the changes are updated in Banner.

4. As an approver, how can I check my employees’ leave balances?

You can look at employee leave balances in “In Progress” or “Pending” status time sheets for your employees in GPS.  Select the Leave Balances link.

5. What is a proxy?

A proxy is another employee who is chosen as a backup to an approver in case the approver is unable to approve and submit time sheets by the pay period deadline.  Approvers are required to have at least one proxy.  If time sheets are not approved, the employee cannot be paid.

6. Can proxies do exactly the same things that an approver can?

Yes, proxies can do the same things as approvers.  Keep in mind that your proxy is acting on the behalf of the approver, should understand the payroll process within your department, and would be able to review and approve time sheets whenever necessary.

7. How do I set up a proxy?

Please contact Payroll Services and they will set up your proxy for you.  You will also need to contact them if a proxy changes.

8. How will a proxy know when they need to act as a proxy?

As the approver, you will need to contact the proxy and let them know they will need to take on this responsibility for this pay period.  There is no automatic notification for when an approver is not available to process their time sheet.

9. Will the approver see the same message about possible insufficient leave balances when they look at their employees’ timesheets? (New 11/19/12)

No, this message appears for the individual employee when they submit their time sheet, not the approver, unless the approver is entering their own vacation hours.

10. Why don’t I see any of my employees’ time sheets when I click on Approve or Acknowledge Time in GPS-WTE? (New 11/19/12)

This means that none of your employees has started their time sheet. The employee time sheets will NOT show up for the approver until at least one employee opens and starts their time sheet. Once one employee has started their time sheet, you will then be able to see the status of the rest of your employees so you can remind them to input their time.

11. If I am a proxy for someone and am not able to verify that an employee works the hours they submit, how can I sign off on such a time sheet? (New 11/19/12)

As a proxy, you will know how your department operates and who works where. We know you can’t certify that all the time was worked, or taken, for an employee you do not supervise. We will expect you to make a good faith effort to look at the reasonableness of the hours submitted. If someone puts down 20 hours of work in one day, you would be expected to contact the employee as to what they actually meant to enter. The college will not hold you, as an individual, liable for the time approved by you as a proxy.

Self-Service (New 1/15/13)

1. What can I see under the Leave Balances section?
2. What can I see under the Benefits and Deductions section?
3. When I am in the Benefits and Deductions section of GPS Self-Service, what can I see under the Miscellaneous tab?
4. What can I see under the Pay Information section?
5. When I look at my pay stub, why aren’t my gross wages one-half of my previous monthly salary?
6. Why does the social security employee tax (FICA) seem higher than in the past?
7. What can I see under the Tax Forms section?
8. What can I see under Jobs Summary section?
9. In the Jobs Summary, when I click on the Title link under the List of Jobs, I see two entries under the Changes to Your Job heading. Why is this?
10. In this same place, why does my job effective date show 7/1/11 or 7/1/12 instead of my actual hire date?

1. What can I see under the Leave Balances section?

If you are a continuing employee you will see your available beginning balance which is your 6/30/12 accrual, less any time taken between 7/1/12 and 12/21/12, plus the 12 days accrual (pro-rated to your FTE) for the period 7/1/12 to 12/31/12.

If you were hired during this six-month period, your accrual may not show an available balance due to the fact that you have to wait six months to access your accrual. These hours are accrued behind the scenes and will become your available beginning balance when you are eligible to use them.

Employees hired on 1/1/13 or after will be accruing time behind the scenes and you will see the available beginning balance after three months of employment. You will also see any time earned and/or taken as of the current date. These amounts are calculated each time a payroll is processed. If you click on the Type of Leave (in red), you will see the time taken and/or accrued by pay period. Vacation time is accrued on a pay period basis. One day of sick time will be accrued on the second pay period of the month. The system accidentally accrued sick time this first pay period. We’ll be fixing this for the future.

2. What can I see under the Benefits and Deductions section?

 If you select Benefit Summary, and the As of Date, you will see a summary of your benefit selections as of the selected date. You can see both the employee paid benefits and the employer paid benefits, and the breakdown of both amounts. If you are on the Benefit Summary Date Criteria page and only want to look at specific benefits, you can click on the red links in the middle of the page: Retirement Plans/Health Benefits/Flexible Spending Accounts/Miscellaneous

3. When I am in the Benefits and Deductions section of GPS Self-Service, what can I see under the Miscellaneous tab?

You will see employer paid benefits like EAP, long-term disability and travel insurance. You will see your tax withholding selections. You will see any other deductions you might have for loans, rent, gifts, supplemental insurances, etc. The Add a New Benefit or Deduction button at the bottom of the screen does not work, as we are not doing open enrollment in GPS at this time.

4. What can I see under the Pay Information section?

  • Earnings History
    • You can select a date range to look at your earnings history and you will see your Gross Pay and the number of hours paid. 
  • Pay Stubs
    • You can display your pay period pay stub. This is where you can check your pay information after each payroll has been run. Click on the Pay Stub Date in red and it will bring up the detailed pay information. This document shows the summary of your paycheck, with detailed Gross Earnings, Benefits, Deductions and Taxes, and your Check or Direct Deposit information. You can click on the Printer Friendly button to print the document for your records.
  • Deductions Summary 
    • You can see year-to-date deductions history here. You can click on any red link to see history of the deduction. This will change as we process each payroll.
  • Earnings by Position
    • You can select your position here to see another view of the earnings summary. 

5. When I look at my pay stub, why aren’t my gross wages one-half of my previous monthly salary?

 If you are a non-exempt employee, your gross wages will not equal one-half of your previous monthly salary because you are now being paid for actual hours worked. Previously, an employee who normally worked a 37.5-hour week would be paid for 162.5 hours each month (37.5-hours/week times 52 weeks divided by 12), or 81.25 hours twice a month.

For this first pay period from 12/22/12 to 1/6/13, there were 10 days available to work. This means that for a non-exempt employee who works a 37.5 hours week, you would have worked 75 hours during this pay period (including days worked, vacation time, holiday time and administrative days). Therefore your gross wages would be 6.25 hours less than half of your previous monthly salary (81.25 – 75).

The days available to work in each semi-monthly pay period will fluctuate depending on the timing of the pay period. The next pay period from 1/7/13 to 1/21/13 has 11 days available to work, so you would get paid for 82.50 hours. The following pay period from 1/22/13 to 2/6/13 has 12 days available to work, so you would get paid for 90 hours. See the non-exempt pay worksheets on the GPS website for examples.

6. Why does the social security employee tax (FICA) seem higher than in the past?

On January 1, 2013, Congress passed the American Taxpayer Relief Act of 2012. The employee-paid portion of the FICA tax increased from 4.2% to 6.2%, so your deduction will increase accordingly.

7. What can I see under the Tax Forms section? You can look at your W-4 information, and print a copy of your W-4. Please note that your social security number will show on this form. Starting in January 2014, you will be able to access your annual W-2 Statement here. 2013 will be the first year that will show in GPS. Your 2012 W-2 will be mailed to your home before the end of January.

8. What can I see under Jobs Summary section?

You can see a list of your jobs. If you click on the red title, you will see a list of the changes to your job.

9. In the Jobs Summary, when I click on the Title link under the List of Jobs, I see two entries under the Changes to Your Job heading. Why is this?

This also has to do with the compensation study. The bottom entry should be the original position effective 7/1/11. The top entry should be either the new position, or the same position with a new Grade and Step associated with it. The “Reason for the Change” is Comp Study 2012 as we changed all the staff salary tables and grades. Each year when we implement the across the board increase, a new record will show in this area. Any time there is a change to your job record, such as a promotion, reclassification, title change, etc., that change will be reflected here. You will also see the annual or hourly rate of pay for each change to your job.

10. In this same place, why does my job effective date show 7/1/11 or 7/1/12 instead of my actual hire date?

We created the “job” record effective the year we started the implementation process (July 2011), and we couldn’t go back and create jobs before we had the actual software to do so. If you were hired after 7/1/12, this date should show as your actual hire date. Your actual hire date is held directly in Banner so HR and Payroll can access that information if you ever need it. Remember that only you can access your own GPS-WTE details. If any benefits, like tuition remission, are related to your hire date, that eligibility will continue to be based on your actual hire date.

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Vacation and Sick (Updated 12/08/12)

1. What vacation balance will I need to provide to payroll for setting up my GPS vacation bank?
2. What happens to the vacation accrual I would normally get from 7/1/12 to 12/31/12?
3. Why does this show more than the equivalent hours for 22 days of vacation that I have normally been allotted?
4. How do I report vacation hours taken between 12/1/12 and 12/21/12?
5. How do I report vacation hours taken between 12/22/12 and 12/31/12?
6. I was hired on or after 7/1/12.  What will I report for vacation taken between my hire date and the end of December and what will I have added to my vacation bank?
7. What sick leave balance will I need to provide to payroll for setting up my GPS sick bank?
8. How do I report sick hours taken between 12/1/12 and 12/21/12?
9. How do I report sick hours taken between 12/22/12 and 12/31/12?
10. I was hired on or after 7/1/12.  What will I report for sick time taken between my hire date and the end of December and what will I have added to my sick bank?

1. What vacation balance will I need to provide to payroll for setting up my GPS vacation bank?

You will need to provide your vacation balance in hours through 12/21/12.  To calculate this balance you will take your 6/30/12 accrual, pro-rated to your FTE (e.g. 165 hours for 1.0 FTE 37.5-hour work week employees), and subtract out the actual vacation hours you have taken between 7/1/12 and 12/21/12.

2. What happens to the vacation accrual I would normally get from 7/1/12 to 12/31/12?

We will add the equivalent hours for 12 days of accrued vacation, pro-rated to your FTE, to the balance you provide above.

Example:
37.5-hr workweek employee
7/1/12 Accrual                                                    165.00  hrs (22 days @ 7.5 hrs)
Vacation taken through 12/21/12                            (67.50) hrs (9 days @ 7.5 hrs)
Vacation balance provided to payroll                       97.50  hrs (13 days @ 7.5 hrs)
Accrued vacation hours from 7/1/12-12/31/12         90.00  hrs (12 days @ 7.5 hrs)
Total added to GPS and available to use 1/1/13      187.50  hrs (25 days @ 7.5 hrs)

3. Why does this show more than the equivalent hours for 22 days of vacation that I have normally been allotted?

We are moving away from the current practice of earning vacation in one year and using it the following year.  You will be accruing vacation as you work during the year and you will be able to take it as it accrues.  The number of vacation hours that you accrue has been increased to the equivalent hours for 44 days of vacation.

4. How do I report vacation hours taken between 12/1/12 and 12/21/12?

You will report vacation hours taken during this period on your regular December time sheet.  Do not include vacation hours taken after 12/21/12 on your regular December time sheet.

5. How do I report vacation hours taken between 12/22/12 and 12/31/12?

You will report vacation hours taken during this period on your first GPS-WTE time sheet.  This will allow this time to be taken against the vacation balance that we input as indicated in number 2 above.

6. I was hired on or after 7/1/12.  What will I report for vacation taken between my hire date and the end of December and what will I have added to my vacation bank?

You were not eligible to take vacation time during this time period, so no vacation hours should be reported.  We will add the equivalent hours for 2 days per month of accrued vacation to your vacation bank, starting with your hire date through 12/21/12.

7. What sick leave balance will I need to provide to payroll for setting up my GPS sick bank?

You will need to provide your sick leave balance in hours through 12/21/12, pro-rated to your FTE. Since sick hours are already accrued on a monthly basis, there is no additional accrual for the period between 7/1/12 and 12/31/12.

8. How do I report sick hours taken between 12/1/12 and 12/21/12?

 You will report sick hours taken during this period on your regular December time sheet.  Do not include sick time taken after 12/21/12 on your regular December time sheet.

9. How do I report sick hours taken between 12/22/12 and 12/31/12?

You will report sick hours taken on your first GPS-WTE time sheet.  This will allow this time to be taken against the sick leave balance that we input as indicated in number 7 above.

10. I was hired on or after 7/1/12.  What will I report for sick time taken between my hire date and the end of December and what will I have added to my sick bank?

You were not eligible to have taken any sick time through the end of December. We will add the equivalent hours for 1 day per month of accrued sick time, pro-rated to your FTE, to your sick bank, starting with your hire date through 12/31/12.

Portland Paid Sick Time

1. What is Portland Paid Sick Time?
2. Who will be affected by this paid sick time ordinance?
3. Who is an eligible employee?
4. How does the accrual of sick time work?
5. When do I start accruing sick time?
6. When do you start counting my hours worked towards the 240 hours need to start using the sick time?
7. Will the sick time accrual be based on hours worked since 7/1/13?
8. How do I know how much paid sick time I have accrued?
9. Do I need to work 240 hours every year to qualify for this paid sick time?
10. In what instances can I use paid sick time?
11. How do I use sick time?
12 . How do I notify my supervisor that I will be sick when I am scheduled to work?
13. Do I need to bring a doctor’s note?
14. Do I have to use a full day or full shift of sick time?
15. I was only off for an hour at a doctor appointment. If I don’t want to use my paid sick time, do I have to?
16. What if I need to take off more time that I have available as paid sick time?
17. Can I carry over unused paid sick time into the next year?
18. What happens to my unused paid sick time if I stop working for the college?
Student Employee Specific FAQs
19. If I am a student employee and need time off to work for schoolwork, does this qualify for Portland paid sick time?
20. If I only work 60 hours per semester, won’t it take me two years to earn this benefit?
21. If I work several student jobs, how does the accrual and usage of the sick time benefit work?
22. If I am not scheduled to work, but my employer calls me to see if I can fill in for someone, and I can’t because I’m sick, can I still put those hours in as sick time?

Portland Paid Sick Time Frequently Asked Questions


1. What is Portland Paid Sick Time?
Starting January 1, 2014, Portland City Code Chapter 9 requires all private employers with employees working in the city of Portland to provide up to 40 hours of paid sick time per year, pursuant to certain eligibility requirements.

2. Who will be affected by this paid sick time ordinance?
The college provides a more generous sick leave benefit for the majority of our employees, so this ordinance will only apply to four eligible employee categories that currently do not receive sick time:  contract employees, temporary employees, on-call employees and student employees.  The ordinance does not apply to outside contractors who are not employees of the college.

3. Who is an eligible employee?
An eligible employee is one who has worked at Reed at least 91 days and at least 240 hours in a fiscal year (July 1 through June 30), and whose work is performed within the Portland city limits. Student employees contact Dawn Derry (x7549) in payroll and staff employees contact Metin Ulug (x7282) in payroll to determine your eligibility.
 

4. How does the accrual of sick time work?
You will accrue one hour of sick time for every 30 hours worked, up to a maximum of 40 hours.  These hours will be put into a Portland Paid Sick Time bank that will become available to use after you have worked at least 240 hours in the fiscal year and has have worked at least 91 days.

5. When do I start accruing sick time?
Eligible staff employees will start accruing sick time on the January 15, 2014 payroll.  Eligible student employees will start accruing sick time on the January 16, 2014 payroll.  Hours worked from the beginning of each of these payrolls will be used to accrue sick time.

6. When do you start counting my hours worked towards the 240 hours need to start using the sick time?

Since we are using a fiscal year instead of the calendar year, we will start counting your hours worked as of 7/1/13.  At the end of the first pay periods in January, anyone who has worked 240 hours or more will be eligible to start using their accrued sick time. 


7. Will the sick time accrual be based on hours worked since 7/1/13?
No.  The sick time accrual will be based only on hours worked since 1/1/14.

8. How do I know how much paid sick time I have accrued?
Log onto GPS and select “Leave Balance” to see your accrual.  You will not see any accruals until you have become eligible for this benefit by working at least 240 hours since 7/1/13.
 
9. Do I need to work 240 hours every year to qualify for this paid sick time?
No.  You must establish the baseline of 240 worked hours in a fiscal year.  Once you have reached the first 240-hour threshold, you will be considered eligible in consecutive years.  However, if, for example, you only work 238 hours in the baseline fiscal year, you will be required to establish your eligibility by working a minimum of 240 hours in the next fiscal year.   If you work very few hours each semester, it is likely that you will not qualify for paid sick time.
 
10.  In what instances can I use paid sick time?
For diagnosis, care or treatment of your own or your family member’s mental or physical illness; For injury or health condition, including preventive medical care; To seek legal counsel, medical treatment or to relocate to a secure home relating to domestic violence, harassment, sexual assault or stalking for you or your minor child or dependent; Work, school or child care closure due to public health emergency, i.e. if Reed College or your child’s school or daycare is closed by order of a public official due to public health emergency
 
11. How do I use sick time?
When you are absent during your scheduled work time for a qualifying reason and you have accrued paid sick time, log into GPS and select the Portland Paid Sick Time and enter the hours that you were sick.  Your next paycheck will include pay for these hours, up to the amount that you have accrued.  This benefit only applies to qualified sick time taken during a regularly scheduled work period.
 
12. How do I notify my supervisor that I will be sick when I am scheduled to work?
The college requires employees to call in, text or email their supervisor as soon as practicable, preferably well in advance of the time off so as not to disrupt the operations of the college.  Contact your supervisor to obtain the appropriate phone number, text number, or email for this notification.  The college may deny paid sick time if the employee fails to provide the required notice.
 
13. Do I need to bring a doctor’s note?
The college requires documentation for absences of more than three consecutive days.  Documentation may come from a health care provider or it may be a signed personal statement that sick leave was for a qualifying event.  In certain instances, a supervisor may require documentation for absences less than three consecutive days, such as calling in sick before a holiday or vacation.
 
14. Do I have to use a full day or full shift of sick time?
You may use paid sick time in increments of .25 hours to cover all or part of a shift.
 
15. I was only off for an hour at a doctor appointment. If I don’t want to use my paid sick time, do I have to?
Yes, employees must use available sick time when absent for a qualifying reason.
 
16. What if I need to take off more time that I have available as paid sick time?
When you have an event that qualifies for paid sick time, you will record these as paid sick time hours on your timesheet.  Any remaining time off will be unpaid.
 
17. Can I carry over unused paid sick time into the next year?
The college will carry over up to 40 hours of your unused time every year on June 30.  You can have a maximum of 80 hours in your paid sick time bank, although you cannot take more than 40 hours of sick time per fiscal year (July 1 to June 30).
 
18. What happens to my unused paid sick time if I stop working for the college?
If you stop working for the college and then return within 6 months, your prior accrued Sick Time will be reinstated for you to use.  If you return after 6 months, you will need to meet the 240 hour worked rule again.  Upon ending your employment with the college, you will not be paid for your accrued sick time.

 

STUDENT EMPLOYEE SPECIFIC FAQ’S

19. If I am a student employee and need time off to work for schoolwork, does this qualify for Portland paid sick time?
No.  You must have a qualifying event to use this sick time, such as the flu or a doctor’s appointment or other qualifying event (see question 10).

20. If I only work 60 hours per semester, won’t it take me two years to earn this benefit?
No. If you only work 60 hours per semester, you will never earn this benefit.  You are not eligible for this benefit until you have worked at least 240 hours in ONE fiscal year.  If you only worked 120 hours in one fiscal year, then your hours start from zero the following fiscal year.  Many students will not earn this benefit because of the number of hours you are able to work while attending school.

21. If I work several student jobs, how does the accrual and usage of the sick time benefit work?
Once you have qualified by working the 240 hours, if you have three student jobs, you will accrue the sick time based on the hours worked at all three jobs. 

If you are scheduled to work Monday from 10-1 at job A and 4-5 at job B, and you call in sick, you would enter 3 hours and 1 hour of Portland Paid Sick Time for those respective jobs.   The accrual lives in one sick time bank, and usage is applied to each position for which you are sick.

22.  If I am not scheduled to work, but my employer calls me to see if I can fill in for someone, and I can’t because I’m sick, can I still put those hours in as sick time?
No.  You are only allowed to use sick time for regularly scheduled work shifts.

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Helpful Suggestions

We encourage you to set up Google calender reminders for completing and submitting time sheets, and approving time sheets.

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Questions or comments?  
Please contact:  HR-Payroll-feedback@reed.edu