FLSA Time & Leave Reporting Guide Salaried Non-Exempt Civil Service Employees

Last updated May 2024

Time Reporting Examples
Vacation/Sick Leave Reporting
- Helpful Tips
See Also

Purpose: Civil Service salaried non-exempt employees will no longer use Positive Time Reporting but will report their work and leave hours on a bi-weekly timesheet in a system as directed by their department AND will be required to report their leave usage in the Vacation/Sick Leave (VSL) portal in whole-hour or whole-day increments. They are eligible for overtime pay when they work more than 7.5 hours in a day or 37.5 hours in a week (with unit/supervisor pre-authorization). Work time is reported in 15-minute increments.

Civil Service salaried non-exempt employees report time using the following four categories:

Time Reporting Categories
Reporting Category	When to Use It
FLSA-Work Hours- Tracking Only (OPV)	Regular (non-overtime) time worked, rounded to the nearest 15 minutes.
FLSA-Leave Hours-Tracking Only (OPU)	Any type of paid leave: vacation, sick leave, holidays, bereavement, jury duty, etc. Report in whole hours or whole days only. Multiple types of leave in one day reported together.
FLSA-PT Add’l Work Hours Paid (OPT)	For part-time employees only: in addition to the FLSA-Work Hours-Tracking Only and any leave time. A part-time FTE represents the position’s regular workweek. This category is for time worked beyond that. Regular (non-overtime) time worked, rounded to the nearest 15 minutes.
FLSA-Time & Half Overtime (OPS)	Time worked beyond 37.5 hours per week, or 7.5 hours per day rounded to the nearest minutes.

Work Hours-Tracking Only and Leave Hours-Tracking Only together represent the time covered by your regular biweekly salary.

For full-time employees, these two categories reflect all time worked and all paid leave taken and should equal up to 37.5 hours in a week.
For part-time employees, these two categories reflect all time worked and all paid leave taken up to the hours-per-week represented by your FTE. Example: 18.75 hours per week for a 50% FTE employee.

Both full-time and part-time employees must report additional time worked and be paid overtime after time worked and paid leave taken totals 37.5 hours in a week or 7.5 hours in a day (Time & Half Overtime).

Before reporting additional work hours paid, part-time employees should consider anticipated benefit leave usage. A best practice may be to enter your benefits leave usage on your timesheet first, before determining the appropriate reporting category of Work Hours-Tracking Only (OPV) and Add’l Work Hours Paid (OPT). See part-time Reporting a Week – Civil Service Employee, Part-Time Example #2.

Salaried Non-Exempt Work Time Reporting Conversion Chart
Minutes Worked	Time Reporting Minutes	Time Reporting Hours
0-7	0	0.00
8-22	15	0.25
23-37	30	0.50
38-52	45	0.75
53-60	60	1.00

Salaried Non-Exempt Leave Time Reporting Conversion Chart
Leave Time Minutes	Leave Time Reporting Hours
1 minute - 59 minutes	0
1 hour – 1 hour 59 minutes	1 hour
2 hours – 2 hours 59 minutes	2 hours
3 hours – 3 hours 59 minutes	3 hours
4 hours – 4 hours 59 minutes	4 hours
5 hours – 5 hours 59 minutes	5 hours
6 hours – 6 hours 59 minutes	6 hours
7 hours – 7 hour 29 minutes	7 hours
7 hours, 30 minutes	7.5 hours

Time Reporting Examples

Reporting a Day - Example 1

Employee was scheduled to work from 8 a.m. - 4:30 p.m.
Employee worked from 8 a.m. – 12 p.m. and took a one-hour lunch break from 12 - 1 p.m.
Employee returned to work from 1 – 4:30 p.m.

Employee work hours and unpaid lunch break
Time	Activity	Hours	Reporting Category
8:00 a.m. – 12:00 p.m.	Work time	4 hours	Employees adds 4 hours on FLSA – Work Hours Tracking Only
12:00 p.m. – 1:00 p.m.	Lunch (unpaid)	0	Not reported
1:00 p.m. – 4:30 p.m.	Work time	3 hours, 30 minutes	Employees adds 3.5 hours on FLSA – Work Hours Tracking Only

Note: Employees do not need to clock in or clock out, but must report total work and leave hours for the day. Timesheets must reflect all time worked each day. On the timesheet, this example day is reported as follows:

Daily time reporting summary
Category	Hours
FLSA – Work Hours Tracking Only	7.5
Daily total hours	7.5

Reporting a Day - Example 2

Employee was scheduled to work from 8 a.m. – 4:30 p.m., but was 20 minutes late, arriving at 8:20 am.
Employee worked from 8:20 a.m. – 12 p.m. and took a one-hour lunch break from 12:00 p.m. – 1:00 p.m.
Employee had a doctor’s appointment from 1:00 p.m. – 2:50 p.m. and did not work during this time.
Employee returned to work from 2:50 – 5:15 pm.

Employee work and leave hours
Time	Activity	Hours	Reporting Category
8:00 a.m. – 12:00 p.m.	Work time	3 hours, 40 minutes	Employees adds 3.75 hours on FLSA – Work Hours Tracking Only
12:00 p.m. – 1:00 p.m.	Lunch (unpaid)	0	Not reported
1:00 p.m. – 2:50 p.m.	Dr's Appointment	1	Employee reports 1 hour on FLSA Leave Hours-Tracking Only
2:50 p.m. – 5:15 p.m.	Work time	2 hours, 25 minutes	Employees adds 2.5 hours on FLSA – Work Hours Tracking Only

On the timesheet, this example day is reported as follows:

Daily time reporting summary
Category	Hours
FLSA – Work Hours Tracking Only	6.25
FLSA – Leave Hours Tracking Only	1.00
Daily total hours	7.25

Some workdays may reflect less than 7.5 hours as in this example, and there is no negative impact to a salaried non-exempt employee’s pay. A typical full-time workweek should reflect a total of 37.5 hours.

Reporting a Week - Civil Service Employee, Full-Time Example #1

In this example, the employee worked overtime and used sick leave.

Weekly reported hours by category
Category	Sun	Mon	Tue	Wed	Thu	Fri	Sat
FLSA – Work Hours Tracking Only		7.5	7.5		7.00	6.50
FLSA – Leave Hours Tracking Only				7.50		1.00
FLSA – Time and Half Overtime			0.25			0.50
Daily total		7.5	7.75	7.50	7.00	8.00
Running weekly total:	0.00	7.5	15.25	22.75	29.75	37.75	0.00

Daily breakdown

Monday: Worked a normal workday.
Tuesday: Worked an extra 0.25 hours of OT.
Wednesday: Used 7.5 hours of vacation.
Thursday: Worked 7 hours.
Friday: Worked 6.5 hours, used 1 hour of sick leave.

Note: Any type of leave is reported the same way you do now, but in whole hours or whole days. A complete day is still 7.5 hours. Overtime hours are assessed daily.

Reporting a Week - Civil Service Employee, Full-Time Example #2

In this example, the full-time employee utilized vacation leave and Thursday and Friday were University holidays.

Weekly reported hours by category
Category	Sun	Mon	Tue	Wed	Thu	Fri	Sat
FLSA – Work Hours Tracking Only		7.00	6.50
FLSA – Leave Hours Tracking Only				7.50	7.50	7.50
FLSA – Time and Half Overtime
Daily total		7.00	6.50	7.50	7.50	7.50
Running weekly total:	0.00	7.00	13.50	21.00	28.50	36.00	0.00

Note: Paid holidays are reported at 7.5 hours of leave even though you don’t use accrued leave benefits for them. Even though the week has a total of less than 37.5 hours, the employee’s pay is not reduced.

Reporting a Week - Civil Service Employee, Part-Time Example #1

In this example, the part-time employee has an 80% FTE (32 hours per week) and works Monday - Friday. The employee worked overtime on Friday.

Weekly reported hours by category
Category	Sun	Mon	Tue	Wed	Thu	Fri	Sat
FLSA – Work Hours Tracking Only		7.00	2.50	7.00	7.50	1.00
FLSA – Leave Hours Tracking Only			5.00
FLSA – PT Add'l Work Hours Paid						6.00
FLSA – Time and Half Overtime			0.25		2.00
Daily total		7.00	7.75	7.00	9.50	7.00
Running weekly total:	0.00	7.00	14.75	21.75	31.25	38.25	0.00

Tuesday and Thursday: The employee worked overtime hours. Note that part-time employees are eligible for overtime when they work over 7.5 hours in a day.

Thursday: An 80% FTE equates to 30 straight-time hours per week. FLSA-Work Hours-Tracking Only, plus leave taken, count toward those 30 hours here.

Friday: Once the FLSA Work Hours- Tracking Only plus leave taken equal the 80% FTE (30 straight- time hours), additional non-overtime goes in the PT Add’l Work Hours.

Reporting a Week - Civil Service Employee, Part-Time Example #2

In this example, the employee has a 50% FTE (20 hours per week) and works Monday-Friday. During this week Thursday and Friday are University holidays.

Weekly reported hours by category
Category	Sun	Mon	Tue	Wed	Thu	Fri	Sat
FLSA – Work Hours Tracking Only		6.00	3.25	2.00
FLSA – Leave Hours Tracking Only					3.75	3.75
FLSA–PT Add'l Work Hours Paid				1.75
FLSA – Time and Half Overtime
Daily total		6.00	3.25	3.75	3.75	3.75
Running weekly total:	0.00	6.00	9.25	13.00	16.75	20.50	0.00

Wednesday: Due to the 2 university holidays, part of the time worked on Wednesday is counted as additional hours beyond the employee’s 18.75-hour workweek because these hours cannot be added on Thursday and Friday.

Thursday and Friday: This is how the week of Thanksgiving might look. Paid holidays are reported as leave hours equal to one-fifth the weekly hours of your FTE even though you don't use accrued leave benefits for them.

Vacation/Sick Leave Reporting

Go to your respective unit’s my.dot portal page and login by entering your NetID and Active Directory (AD) password in the box to the left of the screen.
Options to Submit Leave Usage:
- You can submit directly from the dashboard if the portlet is added on your homepage. (To add portlet, see below.) From the portlet, click Report or Request Days Off to be taken to the Submit Days screen.
  - IMPORTANT: To add this portlet to your dashboard select Leave Reporting System from the Add Content drop-down Box at the bottom of the page and then click ADD. The Leave Reporting System portlet now shows on your screen.
- You can submit directly from the menu bar by selecting Vacation/Sick Leave Reporting under the HR heading.
Click on the calendar day that you wish to report as time off.
Select a radio button for the Type of day off and Amount of time off. Note: Leave should be reported in 1-hour increments.
Click the Submit for Approval button. (You must submit a request for each day of leave.)
The days requested will appear in the Reporting Activity box to the right with a "Pending" in the Status box. Your supervisor can then approve or deny your time off. Your leave balances will automatically accrue time per day and reflect leave taken during the academic year.

Helpful Tips

If you wish to see your total accruals for the entire year, or the vacation time lost if not used by the end of the year, click on Display summary thru the end of the year under the summary table to the right side of the screen.
If you prefer to list your leave balances in hours rather than days, simply click on Display summary in hours below the summary table.

Last Modified: May 10, 2024

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