Timekeeping Frequently Asked Questions
Work Time for all SPMS employees that are paid by CPB must be entered into Workday. Temporary employees, Contractual employees, daily and hourly employees will not be paid for any hours without a submitted timesheet. State/Regular and State/Regular Faculty will be paid for their regular scheduled hours if a timesheet is not submitted; however, no overtime, shift differential, or special payments will be paid until a timesheet is submitted and approved. Non-SPMS agencies will not utilize Workday Timekeeping/Payroll (i.e., MDOT, Judiciary, Universities, other independent agencies like Stadium Authority and Food Center Authority).
Since all Contractual Employees are hourly employees, they are considered Nonexempt employees, pursuant to and consistent with the Fair Labor Standards Act (FLSA). All Contractual Employees who work beyond 40 hours in a work week or who are covered by the 8/80 overtime provisions will receive time and a half payment for additional hours worked.
Note: You will not see the Non-exempt status in the SPS for contractual employees. The rule that drives this designation is based on the “Employee Type” in the system, not the Job Profile; therefore, the system will recognize contractuals as Nonexempt and work performed in excess of 40 hours in a workweek or as covered by the 8/80 overtime provisions will be paid at the applicable overtime rate.
The SPS Timekeeping module will allow employees to enter the exact time that they start and end work. The flexibility of the SPS increases the responsibility of the supervisor to control overtime expenditures. For overtime eligible employees, any minute worked over 40 hours in a week, or for 8/80 employees over 8 hours in a day or 80 hours in a pay period (whichever is most advantageous to the employee), becomes paid overtime. Supervisors should be advised that this incremental overtime will have a cost if it is permitted to occur. Supervisors need to be clear with their employees concerning their work schedules and ensure that employees are not inadvertently working unauthorized overtime.
Workday offers an ability to copy time entered from a prior week. If you work the same schedule each week, you copy from a prior week instead of manually entering your time again. If anything changes, you can always go in and edit the time blocks once they are on your time card. This option is called “Auto Fill from Prior Week” and is found on the bottom left of the timesheet page when you are in the timesheet to complete work and leave time.
All SPMS Agencies will be moving to SPS Workday Timekeeping. This includes all of the Agencies running MD Time, as well as Agencies using paper or other forms of Timekeeping. Hourly employees include contractual employees and temporary employees, all of these employees will be completing time in Workday.
In the instances where you use a punch clock or a bio-metric punch clock, the process for your Agency will be determined by your agency. Your agency may decide to continue the way that you currently process your time. In those instances, Timekeepers at your Agency will be entering time on your behalf into Workday.
In general, we recommend that employees use the Auto Fill from Prior Week to start each week in the pay period. Employees then can edit each day with any differences from the previous week schedule. Employees will submit time at the end of the pay period, on the last Tuesday in the pay period by 11:59pm. Managers will have until noon on Wednesday to approve timesheets. We strongly recommend that managers discuss their preferences regarding submission times with their staff as well as how to request various types of leave.
Leave time can be taken in minutes, with SPS Timekeeping we are no longer required to use time in 10ths of an hours, or 6 minute increments. Managers should discuss the use of leave time with their staff. We do not recommend that employees use leave in one minute increments.
All employees use the Time Type menu, Time Off drop down listing of the leave types available.
The Manager or the Manager’s Manager will approve Time Off Requests in Workday.
No. A Manager can send the request back to the employee with comments. The employee will get an Action in their inbox to revise Time Off, and they can click on the “minus” to remove a row or change the hours based on the Manager’s feedback. Once complete, the employee must submit the request again to their manager for approval.
Managers may view their team’s time off through the Team Time Off Worklet on the home page. These calendars will not show time off that is entered onto a timesheet but not submitted or approved. Managers may want to let their staff know how they want them to submit partial days off, either as they come up in the timesheet or at the end of the pay period submission with all of the time for that pay period.
Annual leave hours are forfeited at the beginning of the next calendar year. Notifications will appear before that forfeiture date.
The Manager’s Manager will be able to approved work time and time off requests if the Manager is not available.
All leave earning and usage rules remain the same as stated in COMAR and the State Personnel and Pensions Article.
All State/Regular employees leave balances will be loaded into Workday before the go-live date and again before the end of the first pay period as a catch up for employees that used leave in the pay period before the go-live date. Agencies should maintain their leave balances the same way they are currently. Prior to go-live, Agencies will be asked to run a report or take a “snapshot” of their leave balances, and to reconcile those with what has been imported.
Agency Timekeepers will have to enter leave balances for employees that “transfer” or are hired from a Non-SPMS agency into a SPMS agency. This is a one time set up of the employee’s leave balances after they are confirmed by the former agency.
Leave Usage History will not be loaded into Workday. Agencies will have to run Annual and Fiscal Year report from their current timekeeping systems before decommissioning the system. The Annual reports should be from January 6, 2016 to the go-live date and Fiscal Year reports should be from July 1, 2015 to the go-live date. These partial year reports will be combined with Workday reports at the calendar year end and the fiscal year end.
All State/Regular employees leave balances will be loaded into Workday before the go-live date and again before the end of the first pay period as a catch up for employees that used leave in the pay period before the go-live date. There are many built in rules, validations and calculations in the system. All staff are responsible for reviewing leave and pay hours to make sure all work time and leave time is calculated correctly.
All State/Regular employees’ end of year carryover leave balances will be loaded into Workday before the go-live date. These leave balances will be used in the Termination Pay Out process.
For employees transferring between SPMS agencies, the employee will already be in Workday Timekeeping so their leave balances will remain the same. Employees transferring from non-SPMS agencies will have to have their balances set up at the SPMS agency by the Timekeeper.
Manager will approve all timesheets by noon on Wednesdays following the end of the pay period.
Managers can view their Team Time Off calendar through the Worklet on the home page. This will show time off requested and approved.
No. Managers are not required to delegate their responsibilities in Workday. The Manager’s Manager will be responsible for the timesheets and time off requests in the Manager’s absence.
Yes. All timesheets and time off requests go to both the Manager and Manager’s Manager automatically. No delegation is required.
Employees with a Compensatory Time leave balance will have one year from the go-live date to use this Compensatory Time. After the one year date in the new system, comp time will expire from the date it was earned.
All Non-Exempt employees may elect compensatory leave in lieu of cash overtime. This includes contractual employees. This compensatory leave is also calculated at time and a half.
The timekeeping go-live will not change the State’s longstanding practice, which permits an employee to make this election on a pay period basis. The only exception to this rule is for Bargaining Unit I employees. The Memorandum of Understanding for Unit I employees permits an election to be made on a daily basis.
This type of schedule refers to an employee that does not work 8 hours each day. An employee may work 6 hours one day and 10 hours on another day, the schedule may vary day to day. All schedules must be balanced between the two pay weeks, totaling 40 hours each week. If an employee is designated as a Compressed Work Week Schedule under the Other IDs, the employee will not automatically get comp time after working 8.5 hours in a day. Employees in this situation will have to enter in any time that should be considered as comp time each day as it is worked.
The HR Coordinator will use the Edit Other ID section on the employee’s profile.
This type of schedule usually refers to a schedule of 40 hours that is worked in less than 5 work days. Such as, 4 ten hour work days. All schedules must be balanced between the two pay weeks, totaling 40 hours each week. A compressed schedule cannot result is overtime hours in any one week.
Since compressed/modified workweek must not result in overtime hours, Nonexempt (COE) employees who are approved for a compressed or modified workweek must have a schedule that has no more than 40 hours in each work week. Employees must not be permitted to work an “unbalanced” schedule (e.g. 36 hours in week 1, and 44 hours in week 2), since a workweek that contains more than 40 hours will result in the payment of cash overtime.
The HR Coordinator will use the Edit Other ID section on the employee’s profile.
Pursuant to the Code of Maryland Regulations (COMAR), shift differential shall be paid to an employee in a position that is designated “shift eligible” by an appointing authority when the employee works a “qualifying shift”. A qualifying shift is a full-time or established part-time shift which starts at or after 2:00 pm and at or before 1:00 am. Shift differential is available in units having multiple, established shifts (e.g. 4:00 pm – 12:00 am, 12:00 am – 8:00 am, etc.) and is not triggered in situations where the unit operates with work schedules that only include typical core business hours (i.e. 8:00 am – 4:30 pm, 9:00 am – 5:30 pm, etc.)
The Department of Public Safety and Correctional Services is moving to an online, “real-time” timekeeping system, which will result in the payment of overtime and shift differential in the pay period in which it is earned. This will be a tremendous benefit to all of our employees.
The total number of hours that appear on your paystub are split up by regular work hours, overtime hours, leave hours, shift differential-eligible hours, etc. This split results in a potential rounding issue for some employees in the total number of hours, but gross payroll is based on 80 hours, except when an employee is in a “without pay” status.
If your paystub indicates that you worked, for example 70 hours, but you actually worked 80 hours (and perhaps even had some overtime hours worked in the pay period), but this is not reflected on your paystub, the problem is that a full timesheet was not submitted and approved on your behalf. As a result, the timekeeping/payroll system defaulted to ensure that you would be paid for 80 hours. Any additional overtime or shift differential that was not paid and to which you are entitled should be included in your next paycheck.
If you did not receive the overtime and/or shift differential to which you were entitled, you should see the payment in your next paycheck, which will occur on November 16th. Within two to three pay periods stabilization should occur and the real-time payments for overtime and shift differential will be the norm.