UMHHC Time Reporting Code Manual ESA/ESB/ESD/ESG/ESI/ESK NSA/NSB/NSD/NSG/NSI/NSK Time Keeping Reference Guide Time Reporting Codes Shift Premium Definition Premium paid in addition to the hourly rate to compensate employees whose scheduled start time begins during a period that is considered to be outside of the conventional day shift hours. See below for the established start times that determine eligibility for getting a shift premium for each employee type. Non-Bargained: Afternoon Shift Premium: For full-time employees who work 8 or more hours in a day and begin work on or after 12:00 p.m. and before 8:00 p.m. For Part-time employees who work less than 8 hours in a day, the Afternoon Shift Premium start time is determined by adding one (1) hour to 12:00 p.m. for each hour that a daily schedule of work is less than 8 hours. Example: Employee is scheduled 6 hours; the Afternoon Shift Premium begins on or after 2:00 p.m. 2 hours less than 8 in a day; so we add 2 hours to 12:00 p.m. to get 2:00 p.m. as the start time for Evening Shift Premium Evening Shift Premium: For Full-time employees who work 8 or more hours in a day and begin work on or after 8:00 p.m. and before 4:00 a.m. For Part-time employees who work less than 8 hours in a day, the Afternoon Shift Premium is determined by adding one (1) hour to 8:00 p.m. for each hour that a daily schedule of work is less than 8 hours. Example: Employee is scheduled 6 hours; the Evening Shift Premium begins on or after 10:00 p.m. 2 hours less than 8 in a day; so we add 2 hours to 8:00 p.m. to get 10:00 p.m. as the start time for Night Shift Premium MNA Agreement: Note: In the UMPNC/MNA contract the Afternoon Shift is referred to as the Evening shift and the Evening shift is referred to as the Night shift as to compared to the Standard Practice Guide and other contracts. Evening Shift Premium: An Evening Shift Premium of one dollar ($1.00) per hour worked shall be paid to an employee who is scheduled to start work on or after 11:00 a.m. and before 7:00 p.m. or who has a majority of scheduled hours between 3:00 p.m. and 11:00 p.m. A work shift of less than eight (8) hours per day and scheduled to start at a time determined by adding one (1) hour to 11 a.m. for each hour the daily work schedule is less than eight (8) hours and before 11:00 p.m. or has a majority of scheduled hours before 11:00 p.m. after using the calculation above. Night Shift Premium: A Night Shift Premium of one dollar and twenty-five cents ($1.25) per hour worked shall be paid to an employee who is scheduled to start work on or after 7:00 p.m. and before 3:00 a.m. or who has a majority of scheduled hours between 11:00 p.m. and 7:00 a.m. A work shift of less than eight (8) hours per day and scheduled to start at a time determined by adding one (1) hour to 7:00 p.m. for each hour the daily work schedule is less than eight (8) hours and before 7:00 a.m. or has a majority of scheduled hours before 7:00 a.m. after using the calculation above. 1|Page 2/20/14 UMHHC Time Reporting Code Manual AFSCME Agreement Afternoon Shift Premium: Paid to any employee who is scheduled to start work on or after 12 noon and before 8:00 pm. (Rates are listed in the contract) Evening Shift Premium: Paid to any employee who is scheduled to start work on or after 8:00 pm and before 4:00 am. (Rates are listed in the contract) TRADES Agreement A Shift Premium shall be paid to any employee who starts work on or after 12 noon and before 8:00 pm. (Rates are listed in the contract) A Shift Premium shall be paid to any employee who starts work on or after 8:00 pm and before 4:00 am. (Rates are listed in the contract) IUOE Agreement A Shift Premium shall be paid for actual time worked to any employee who starts work on or after 12 noon and before 4:00 a.m. Time Reporting Codes General Practice Evening Shift Premium at 1.0 (ESA) Used to report Evening Shift Premium (called Afternoon Premium for AFSCME) with hours worked or paid at 1.0 times the hourly rate. Pays the Shift Premium only at 1.0 times the shift premium rate. Evening Shift Premium at 1.5 (ESB) Used to report Evening Shift Premium (called Afternoon Premium for AFSCME) with hours worked or paid at 1.5 times the hourly rate. Code pays the Shift Premium only at 1.5 times the regular evening shift premium rate. Eligible Workgroups Include in APPT HRS Counts as hours worked in calculation of overtime for workgroups AFSCME1 TRADES1 IUOEENGR1 NURSEBW MNURSEMO NONEXHOSP PAEXHOSP TEMPORARY1 TEMPORARY2 NO NONE AFSCME1 TRADES1 IUOEENGR1 NURSEBW MNURSEMO NONEXHOSP PAEXHOSP TEMPORARY1 TEMPORARY2 NO NONE CAMPNURSE IUOEENGR1 NURSEBW MNURSEMO NO NONE Evening Shift Premium at 2.0 (ESD) Used to report Evening Shift Premium (called Afternoon Premium for AFSCME) with hours worked or paid at 2.0 times the hourly rate. Code pays the Shift Premium only at 2.0 times the regular evening shift premium rate. 2|Page 2/20/14 UMHHC Time Reporting Code Manual Evening Shift Premium at 2.25 (ESG) Used to report Evening Shift Premium for MNA staff only, with hours worked or paid at 2.25 times the hourly rate. CAMPNURSE MNURSEMO NURSEBW NO NONE CAMPNURSE MNURSEMO NURSEBW NO NONE CAMPNURSE MNURSEMO NURSEBW NO NONE AFSCME1 TRADES1 IUOEENGR1 NURSEBW MNURSEMO NONEXHOSP PAEXHOSP TEMPORARY1 TEMPORARY2 NO NONE AFSCME1 TRADES1 IUOEENGR1 NURSEBW MNURSEMO NONEXHOSP PAEXHOSP TEMPORARY1 TEMPORARY2 NO NONE CAMPNURSE IUOEENGR1 NURSEBW MNURSEMO NO NONE Code pays the Shift Premium only at 2.25 times the regular evening shift premium rate. Evening Shift Premium at 1.167 (ESI) Used to report Evening Shift Premium for MNA staff only, with hours worked or paid at 1.167 times the hourly rate. Code pays the Shift Premium only at 1.167 times the regular evening shift premium rate. Evening Shift Premium at 1.75 (ESK) Used to report Evening Shift Premium for MNA staff only with hours worked or paid at 1.75 times the hourly rate. Code pays the Shift Premium only at 1.75 times the regular evening shift premium rate. Night Shift Premium (NSA) Used to report Night Shift Premium (called Evening Shift for AFSCME) with hours worked or paid at 1.0 times the hourly rate. Code pays the Shift Premium only at 1.0 times the regular night shift premium rate. Night Shift Premium 1.5 (NSB) Used to report Night Shift Premium (called Evening Shift for AFSCME) with hours worked or paid at 1.5 times the hourly rate. Code pays the Shift Premium only at 1.5 times the regular night shift premium rate. Night Shift Premium at 2.0 (NSD) Used to report Night Shift Premium (called Evening Shift for AFSCME) with hours worked or paid at 2.0 times the hourly rate. Code pays the Shift Premium only at 2.0 times the regular night shift premium rate. 3|Page 2/20/14 UMHHC Time Reporting Code Manual Night Shift Premium at 2.25 (NSG) Used to report Night Shift Premium for MNA staff only with hours worked or paid at 2.25 times the hourly rate. CAMPNURSE MNURSEMO NURSEBW NO NONE CAMPNURSE MNURSEMO NURSEBW NO NONE CAMPNURSE MNURSEMO NURSEBW NO NONE Code pays the Shift Premium only at 2.25 times the regular night shift premium rate. Night Shift Premium at 1.167 (NSI) Used to report Night Shift Premium for MNA staff only with hours worked or paid at 1.167 times the hourly rate. Code pays the Shift Premium only at 1.167 times the regular night shift premium rate. Night Shift Premium at 1.75 (NSK) Used to report Night Shift Premium for MNA staff only with hours worked or paid at 1.75 times the hourly rate. Code pays the Shift Premium only at 1.75 times the regular night shift premium rate. General Principles and Frequently Asked Questions Non-Bargained: When full time employees work beyond their scheduled hours, they will continue to receive the Shift Premium, if any, determined by their starting time, except if they work an additional full shift they will be paid the Shift Premium for that shift or the Shift Premium for the first full shift whichever premium is greater. What this means is, if an employee comes in and works a full 8 hour shift previous to or after their scheduled shift, they will be paid the higher of the two Shift Premiums for all the hours worked. Example 1: Employee is scheduled 8 AM - 5 PM (8 hour Day Shift). The supervisor asked the employee to work an additional (4) four hours, from 8 AM-9 PM. No Shift Premium is paid for any of the hours. Example 2: Employee is scheduled 1 PM - 9 PM (8 hour Afternoon Shift). The employee worked (4) four additional hours upon supervisor request, from 1 PM-1AM. The Afternoon Shift Premium is paid for the entire 12 hours. 4|Page 2/20/14 UMHHC Time Reporting Code Manual Example 3: Employee is scheduled 8 AM - 4 PM (8 hour Day Shift). The supervisor asked the employee to stay and work an additional 8 hours, from 8 AM-12 Midnight. The entire 16 hours is paid with the Afternoon Shift Premium. Example 4: Employee is scheduled 8 AM - 4 PM (8 hour Day Shift). Upon the supervisor’s request, the employee picks up an additional 8 hour shift prior to the original scheduled shift and works 12 AM – 4 PM. The Evening Shift Premium is paid for the entire 16 hours. Example 5: Employee is scheduled 12 PM - 8 PM (8 hour Afternoon Shift). The supervisors asked the employee to come in (4) four hours, from 8 AM - 8 PM. In practice, because the supervisor asked the employee to come in you can pay the entire 12 hours with Afternoon Shift Premium. If the employee is making the request to come in four hours early you may choose to not pay the Shift Premium for the first (4) four hours. Employees that normally work an off shift will receive Shift Premium for the following types of paid time, if eligible: Funeral (FRL), Jury and Witness Service (JRD), Military Leave (MIL), Paid Time Off (PTS/PTU), Holiday (HOL), Sick Time Pay (SCK), Season Days (SEA/SEW). Shift Premiums apply to regular staff. Only certain temporary staff members are eligible for the Shift Premium. Contact your HR representative for questions regarding whether or not there is a business purpose in your area to pay Shift Premium to temporary employees. When reporting Extended Sick Half Pay (ESH) you will reduce the number of hours reported for Shift Premium to half, unless the employee is supplementing with Paid Time Off or One Time Bank bringing them to full pay. This applies to all UM employees, bargained and non-bargained, who are paid Extended Sick Half Pay. Example: 40 hour employee who is non-bargained for is out on Extended Sick Half pay. Pro-rate the Shift Premium to match what is being paid. Sun Report: Mon 8ESH 4ESA Tue 8ESH 4ESA Wed 8ESH 4ESA Thu 8ESH 4ESA Fri 8ESH 4ESA Sat 5|Page 2/20/14 UMHHC Time Reporting Code Manual MNA members: An employee who works beyond the employee’s scheduled hours will continue to receive Shift Premium, if any, determined by the starting time set forth in paragraphs 165, 166, 167 and 168. If an employee is scheduled and works eight (8) or more hours; and works more than four (4) additional consecutive and contiguous hours; then the employee will be paid the Shift Premium for that shift, or the Shift Premium for his/her first eight (8), ten (10) or twelve (12) hour shift, whichever premium is greater. Example 1: Employee is scheduled 7 PM – 7 AM (12 hour Night Shift). The employee comes in (4) four hours early by manager request and works 3 PM – 7 AM instead. The Night Shift Premium is paid for the entire 16 hours worked. Example 2: Employee is scheduled 7 AM – 5 PM (10 hour Day Shift). The employee works an additional (5) five hours by manager request and works 7 AM- 10 PM. The Evening Shift Premium is paid on the entire 15 hours worked. Example 3: Employee is scheduled 7 AM – 5 PM (10 hour shift). The employee comes in (5) five hours early and works 2 AM – 5 PM by manager request. The Midnight Shift Premium is paid on the entire 15 hours worked. If an employee's schedule of work is divided by a period of time exceeding one (1) hour, the second segment will be considered a new starting time in determining whether a Shift Premium is payable for that segment or shift. UMPNC/MNA contract paragraph 170 Shift Premium shall be paid for the number of hours of accrued PTO time scheduled and used, only by an employee who does not rotate from a shift for which a Shift Premium is payable. This means only for employees who work straight Evenings or straight Nights. UMPNC/MNA contract paragraph 333F If an MNA member who rotates shifts calls in late or goes home early (sick), they are not paid Shift Premium for that portion of their shift. However, if they are assigned off and/or are eligible to receive reporting pay, Shift Premium would be paid, if applicable. (UMPNC/MNA contract paragraph 164I and Article 15A) AFSCME members: If an employee's schedule of work is divided by a period of time exceeding one (1) hour (split shift), the second segment will be considered a new starting time for determining Shift Premium. If an employee is receiving the Special Schedule premium he/she shall not receive the Shift Premium. 6|Page 2/20/14 UMHHC Time Reporting Code Manual IUOE members: An IUOE member who works beyond the scheduled hours shall continue to receive the Shift Premium, if any determined by the starting time, except if working four (4) or more hours beyond the scheduled hours, they shall be paid the Shift Premium for those four (4) or more hours. An employee who would start work on or after 12 noon and before 4:00 a.m., except when they are called to start before 12 noon will receive the Shift Premium for those hours prior to 12 noon. The employee will also receive the Shift Premium for the regular shift provided they are scheduled and work four (4) or more hours into that shift. **Special Note of clarification for all UM employees: If an employee is scheduled to work a shift requiring shift premium pay and the employee comes into work late, you will pay the shift premium for PTO or REG hours, based on the scheduled start time. Working beyond the scheduled shift includes coming in early or staying late. Additional Information/Resources SPG: 201.55 Bargaining Agreements MNA: Article 16 AFSCME: Article 11 TRADES: Article 12 IUOE: Article 11 Please contact the UMHHC Payroll Office if there are questions, different practices in place in your department, or if this information needs to be updated. 7|Page 2/20/14
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