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Employee Hours Worked – Detail

Purpose

The Employee Hours Worked – Detail universe may be used to report on pay records considered as work effort. This universe contains all detail pay records that were used to calculate the Employee Hours Worked – Summary universe totals. There is data available back to FY 2010. The data for the current and previous fiscal years is recalculated after each pay calc is recorded in FAMIS. The recalculation of the entire FYs is to appropriately distribute or redistribute hours based on the work time included in normal payrolls and payroll corrections for prior pay periods respectively.

This universe is ideal for but not limited to reporting for the following business processes:

  • ACA (Affordable Care Act) Eligibility
  • FMLA Eligibility for exempt and hourly employees
  • Tracking effort for working retirees

Type

The Employee Hours Worked – Detail is of type Transaction.

The transactions consist of all pay records that should be considered when calculating time spent working. These pay records include Salary/Wage, marked as “Include in Hours Worked” (via its supplemental pay code), and not Pay Types “D” (death benefits) or “V” (vacation payout).

Grain

A record is kept for each Employee, PIN, Salary/Wage pay record, and Salary Object Code.

Measures

This universe provides the following measures and significant dimensions.

  • Hours Worked – amount of work hours associated to a S/W pay record that is designated as “Include in Hours Worked”
    • For Hourly PINs: total hours from pay record
    • For Monthly PINs: Work Days In Month * 8 * (Actual Amount Paid / FTE Monthly Salary for PIN)
  • Actual Amount Paid – total amount paid in month that is salary/wage pay for actual time worked. Accounts for the “Include in Hours Worked” flag on the supplemental pay code for pay record. Payments like merit and cell phone allowances are not included in this total.
  • In Academia Flag – set to True if ONE or more of the following criteria is met:
    • PIN’s Faculty Rank is not “T” (staff), includes faculty, GAs, and students
    • Pay Source’s Faculty Rank is not “T” (staff) , includes faculty, GAs, and students
    • Annual Term Months is 9 or 4.5
  • Work Days in Month – total number of week days in a calendar month (does NOT EXCLUDE holidays)
  • Work Hours in Month – calculated by multiplying Work Days for that month by 8 hours per day

Filters

The following filters are available:

  • Budget Employee – Returns only records for Budgeted PINs
  • Wage Employee – Returns only records for Wage PINs
  • Task Only – Returns only records that are Task payments
  • Exclude Task – Returns only records that are not considered Task payments
  • Work Study Only – Returns only records that are Work Study payments
  • Exclude Work Study – Returns only records that are not considered Work Study payments

Dimensions

This universe contains links to the following dimensions. Any attribute in these dimensions can be used to sort, filter, subset, or include on the report or graph.

  • Worked Time
  • Employee
  • Member
  • Employee Adloc Organization
  • Employee Location Organization

Additional Considerations

ACA Time Dimensions – a special set of dynamic dates have been added for the ACA measurement periods in order to set up scheduling in this universe.  These dates are intended to be used in conjunction with the Calendar Date in the Run Dates folder.

  • ACA Standard Measurement Period Start Date – August 1st of prior FY
  • ACA Initial Measurement Period Start Date – 1st of month, 13 months prior to current month
  • ACA Initial Measurement Period End Date – 1st of prior month
  • ACA Initial Measurement Period Employee Start Date – (used with Current Employment Start Date) 2nd of month, 14 months prior to current month.
    • The rule for an ACA new hire start date is either 1st of month if hired on 1st or 1st of following month if hired after the first.  Since a separate ACA new hire date is not stored in BPP, use this date against the current employment date.

Work Study Flag – The Work Study Indicator is set to true on individual detail pay records if the Salary object code on the detail pay record is one of the object codes below. For the Work Study and Non-Work Study measures, hours and pay amounts are totaled based on the detail records with corresponding flags.

  • 1745 – Wages – Student (Federal College Work Study)
  • 1746 – Wages – Student (Federal Community Services)
  • 1747 – Wages – Student (Federal Off-Campus)
  • 1750 – Wages – Student (State College Work Study)
  • 1751 – Wages – Student (College Work Study Mentor-ship Program)
  • 1759 – Rising Scholar Work Study Program
  • 1755 – Wages – Student (Reading Tutors Program)
  • 1756 – Wages – Student (America Counts – Federal)

Task Payment Flag – The Task Payment Indicator is set to true if the Task Payment flag of the supplemental pay code on the detail pay record is ‘Y’. For the Task and Non-Task measures, hours and pay amounts are totaled based on the detail records with corresponding flags.

Worked Time – The Time Dimension in this universe is based on the Worked Time of the employee’s pay history records i.e. the month and year in which the work was actually performed. This is primarily based on the pay period through date. However, there are exceptions:

  • Biweekly pay ranges that cross a month has the pay record split (including the amounts and hours worked) into their corresponding months.
  • Pay corrections that cross multiple pay periods in one record will be aggregated to the Paid Though date. The effort will not be split back out into their corresponding months since only one time frame was given.

Task Workers – For employees that are paid fully or partially as Task, there may be overstatement or understatement of their hours and Total Percent Effort, depending on how the budget record is set up. For example:

  • A budgeted faculty member is paid regularly, but occasionally receives pay for “Teaching in Excess of 100%”. When the task payment comes across, the Hours Worked calculation will still take Amount Paid / FTE Monthly Salary as the effort producing an effort that could be 200 – 400% effort for that month.
  • A wage employee is a task worker whose hourly rate is set to $500/hour because whenever they perform a unit of work, they are paid $500. In this case, the employee will appear to only work the number of hours as “units” that were completed.