Payroll and COVID-19

Some regular full, part-time and limited term non-exempt, hourly employees may experience a reduction in the number of hours worked as a result of the University moving to modified work schedules in certain areas.

For the pay periods March 15, 2020 through June 30, 2020 (BW 7 – part of BW 14), the University will pay regular full, part-time and limited term non-exempt, hourly employees based on their regularly scheduled hours if their work hours are reduced as a result of the move to a modified work schedule. (Please note, “regularly scheduled hours” refers to the expected work schedule in hours that was submitted to HR at the time of hire or status change.)

• Actual hours worked should be submitted as REG hours. The difference between actual hours worked in a pay period (including overtime hours worked in one week) and scheduled hours should be submitted as BOS.
• Any requested leave time off for vacation, sick, etc. that is not COVID-related should be counted with actual hours worked before calculating hours to be submitted as BOS.

Reporting Hours Worked and Leave Time during COVID-19:

Web Time Entry

Employees are expected to report time worked and leave time on their BannerWeb timesheets as normal. It is extremely important that you submit your hours on your BannerWeb Timesheet by the scheduled deadlines.

Two new earning codes have been created for reporting during the COVID-19 event:

Balance of Schedule Hours (BOS): With a reduced work schedule, you will enter the difference between the total hours of your normal biweekly schedule and the total hours actually worked as BOS hours. Actual hours worked, whether on campus or remote, should be submitted as REG hours. Any requested leave time off for vacation, sick, etc. that is not COVID-related should be counted with actual hours worked before calculating hours to be submitted as BOS.

Example 1: John is normally scheduled for 77.5 hours in a payroll period but works a reduced schedule that affects both weeks of the pay period.

Example 2: John is normally scheduled for 77.5 hours in a payroll period. He works over his normal weekly schedule in the first week of the pay period, but has a reduced work load in the second.

* Note: The system will still calculate the overtime worked in the 1st week.

Example 3: John is normally scheduled for 77.50 hours in a payroll period. He asks for 1 day off from working and uses 1 day of his vacation time in the first week. He works a reduced work load on the second week.

Special Paid Leave (SPL): Additionally, full and part-time employees who accrue leave (>1,000 hours per year) may receive up to 15 days of additional paid leave to be used for COVID-19 related situations like illness, quarantine, isolation or family care need. This is a one-time allowance of additional paid leave in response to the COVID-19 crisis. If you are absent due to a COVID-19 related situation, you can select the Special Paid Leave earn code on your Web Time Entry timesheet to report those hours.

Staff Responsibilities

Employees are expected to report time worked and leave time on their BannerWeb timesheets as normal. If at all possible, employees should submit time after completing work on the last day of the pay period. However, it is extremely important that they submit their BannerWeb Timesheets by the scheduled deadlines. Please assist in reminding your employees to submit on time.

Approver Responsibilities

Prior to the 2 p.m. deadline, carefully review all timesheets. If an employee has not submitted the time sheet, make any necessary adjustments to the timesheet, submit the timesheet, and finally approve the timesheet. If you need any assistance, please email payroll@richmond.edu. 

TimePro

Two new earning codes have been created for reporting during the COVID-19 event:

Balance of Schedule Hours (BOS): With a reduced work schedule, the supervisor/department administrator should enter the difference between the total hours of the normal biweekly schedule and the total hours actually worked as BOS hours on the TimePro time sheet.

Example: John is normally scheduled for 80.00 hours in a payroll period.

Week One: John works 16.00 hours = 16.00 REG hours

Week Two: John works 24.00 hours = 24.00 REG hours

Normal schedule hrs. not worked = 40.00 BOS hours

Total Hours Paid = 80.00 hours

Please note that teleworked hours are reported as Regular (REG) hours.

Special Paid Leave (SPL): Additionally, full and part-time employees who accrue leave (>1,000 hours per year) may receive up to 15 days of additional paid leave to be used for COVID-19 related situations like illness, quarantine, isolation or family care need. This is a one-time allowance of additional paid leave in response to the COVID-19 crisis. If an hourly employee is absent due to a COVID-19 related situation, the supervisor/department administrator will enter the hours using the Special Paid Leave (SPL) earn code on the TimePro timesheet.

Please review and approve the timesheets prior to 1pm on pay week Mondays. Notify payroll@richmond.edu when you are done. If you have any questions or issues, please do not hesitate to contact us. The best way to contact us is by email.

Distribution of Checks

The check processing schedule will remain the same with checks dated every other Friday.

Direct deposits will be processed on a normal schedule. Direct Deposit stubs will not be mailed; your paycheck stub information is available in BannerWeb Employee Self-Service. To view your paystub, login in to Banner, select Employee > Employee Self-Service > All Pay Stubs.

Physical checks will be mailed to the permanent address on record in Banner. They will be mailed on Thursdays. Employees who wish to elect direct deposit can do so through Banner Self-Service. 

Questions

• For questions about entering hours on your timesheet, please email payroll@richmond.edu. 
• For questions regarding eligibility to receive Balance of Schedule Pay or Special Paid Leave, please email urhr@richmond.edu.