On-Call Duty Web Time Entry Procedures

On-Call Duty Web Time Entry Procedures

On-Call Duty Web Time Entry Procedures: In the event an employee has been scheduled for on-call responsibilities by their supervisor the following procedures for entering time into the online timesheet system through EKU Direct should be followed. On-Call Duty Example: Employee name Bobby Oncall has a regular daily schedule of reporting to work at 8 a.m. in the morning, takes lunch at 12:00 noon and his shift concludes at 5 p.m. each evening. On Monday May 30th Bobby s supervisor instructs him that he wants Bobby to cover the on-call responsibilities for that evening from 6 p.m. until 6 a.m. Tuesday morning. Bobby receives a call from his supervisor at 9:55 p.m. that evening asking him to report to work immediatley. Bobby leaves his house at 10 p.m. and makes his way to the campus. Bobby completes his work at 11:00 p.m. and leaves campus for home. Bobby should follow the procedures below for entering his time for Monday May 30th.

Step One: Bobby would sign-on to his timecard for the appropriate pay period and select Monday May 30 th, under Regular pay to enter his regular shift. 8:00 a.m. 12:00 p.m. and 1:00 p.m. 5:00 p.m. for a total of 8 hours. Enter regular shift

Step Two: Enter On-Call Duty Bobby would enter the four hours (6 p.m. to 10 p.m.) that he was on-call away from work under the earning code titled On Call Duty.

4 hours will then show on Monday under On Call Duty. See below. Regular shift On Call Duty

Step Three: Entering hours when required to report to work while on-call Bobby would enter his time from the point he left home to the time he completes the requested work under regular hours. (As stated in the On-Call Duty policy, travel to worksite is included.) In this case Bobby only worked one hour and as the On-Call Duty policy states he would be paid a minimum of two hours. Thus, Bobby would enter 10 p.m. (the time he left home) to 12 a.m. on the Regular Pay line of his timecard for Monday May 30th, seen below. If Bobby had to work beyond two hours he would enter the additional hours on Tuesday May 31st due to working past the midnight hour. Do not change the shift, it should remain 1.

Now Bobby s timecard will reflect 10 hours of regular pay, the 8 hours worked on his regular shift and then the 2 hours for the time he was call into work later that evening. His timecard will also show the 4 hours that he was on call on Monday, May 30th. 10 hours 8 for regular shift and minimum of 2 hours for being called in that evening 10 11 p.m.

Step four: Bobby would then return to oncall duty beginning at 11:00 p.m. on Monday May 30 th until Tuesday at 6 a.m. He would enter these hours under the On Call Duty earning code on the respective day as seen below. 11:00 12:00 a.m. Monday 12:00 a.m. 6 a.m. Tuesday

As seen in the timesheet above Bobby would now have 5 hours of On-Call Duty pay and 10 hours of Regular Pay for a total of 15 hours for Monday May 30th, and 6 hours of On Call Duty for Tuesday May 31 st.

Easy Step by Step Process 1. Enter any time that you are expected to be on-call (available to be called in to work to address urgent situations on campus) under the earning code On Call Duty on your bi-weekly timecard. The compensation for being on call is $1 an hour. Remember you must be away from the workplace for one hour before beginning on call duty. 2. Enter any time that you are asked to report to work while on call under the earning code Regular Pay, include any travel time report to work and conclude time you complete the work. Do not include travel time leaving work. Per the On-Call Status Policy an employee is guaranteed a minimum of two hours when they are asked to report to work while on call. 3. When you complete the needed work and if you return to on call duty you should begin entering time immediately at the conclusion of the needed work. Frequently Asked Questions 1. How much will I be paid for On Call Duty? While an employee is away from the worksite, but is placed on call they employee will be paid an hourly rate of $1. 2. After being called in to work an urgent situation when do I begin entering my time? You begin entering your time under Regular Pay when you begin your commute to the worksite. 3. What if I only work one hour after being called in, including travel time? You would record a minimum of two hours as documented in the On Call Status policy. 4. If I only work one hour and I immediately go back to on call duty, how do I record the hours in regards to the two hour minimum? Won t I have an overlap in hours? You would enter the minimum two hours in Regular Pay and then begin the on call duty immediately, meaning you will have the same hour listed under both Regular Pay and On Call Duty in which you will be paid your regular hourly rate for the worked time and $1 for the on call duty. 5. Is On Call Duty applied to calculating overtime? No, the hours entered under On Call Duty are not included in calculating overtime. 6. Do I continue to enter on call duty after I ve been called in? No, once you begin your commute to the worksite you would stop tracking the on call duty until you complete the required work.