9/80 SCHEDULE TIMECARD ONLINE USER GUIDE (REPORTING REGULAR TIME AND OVERTIME)

For employees who work a 9/80 flex schedule, please note the following regarding how to report your regular time and overtime (OT):

(1) The term “Flex ” means the day you work every other (either on Friday or , depending upon the schedule you have selected).

(2) Your workweek begins at 12:01 PM on Fridays if you have selected the Flex Friday schedule, or 12:01 PM on Mondays if you have selected the Flex Monday schedule.

(3) Consequently, your 2 week payroll period begins on a Friday at 12:01 PM or on a Monday at 12:01 PM, depending upon the schedule you have selected (see your published payroll schedule).

(4) For typical payroll periods (e.g. two 40 hour workweeks, with no overtime or other leave), your timecards will always look the same. That is, for each workweek, on your “REG HRS” row you will report 4 hours on your Flex Day and 9 hours on each of the other 4 calendar days. However, depending upon whether your Flex Day is in the middle of the payroll period or on the beginning and ending dates of the payroll period, the 4 hours you report on your Flex Day will represent different hours worked or even different calendar days. Understanding these differences will matter in some situations, such as when OT is incurred in a given workweek. Thus, the following points explain the differences.

(5) Your Flex Day is split between 2 workweeks. For those whose Flex Day lands on the beginning and ending dates of your payroll period, the Flex Day is also split between 2 payroll periods. However, the City’s timecard online program shows only your Flex Day. Thus, the Flex Day columns will be used only to report hours worked on your Flex Day, as your regularly scheduled day off will be assumed to be zero, and not provided on timecard entry screen.. As explained further below, for those whose Flex Day lands in the middle of the payroll period, your Flex Day column will be used to report hours on the same calendar day, and for those whose Flex Day lands on the beginning and ending dates of the payroll period, your Flex Day column will be used to report hours on different calendar days.

(6) If your Flex Day is in the middle of the payroll period, you must report your Flex Day AM hours on the Friday or Monday of workweek 1 (they will be designated as your last 4 hours of workweek 1), and you must report your Flex Day PM hours on the Friday or Monday of workweek 2 (they will be designated as your first 4 hours of workweek 2).

(7) If your Flex Day is on the payroll period beginning and ending dates, you must report your Flex Day AM hours on the Friday or Monday of workweek 2 (they will be designated as the last 4 hours of workweek 2), and you must use the “selected period” drop down menu at the top of the timecard to go to the next payroll period and report your Flex Day PM hours on the Friday or Monday of workweek 1 of the next payroll period (they will be designated as the first 4 hours of workweek 1 of that payroll period).

(8) If you work more than 40 hours in any given workweek, and if such OT hours were worked on your Flex Day or on the opposite Friday or Monday, you must use the “OT Week1”

row or the “OT Week2” row (as applicable) to report such time, and you must also use the “notes” column in the drop down menu for that day to indicate on what calendar day such OT was worked and whether it was worked in the AM or PM. OT hours worked on any other day of the week can be reported on that day in the appropriate “OT Week1” or “OT Week2” row.

(9) If you use leave time in any given workweek, you will continue to use the appropriate row to report such use. When you use leave on your Flex Day, you must also use the “notes” column in the drop down menu for that day to indicate on what calendar day such leave was taken. Of course, your “REG HRS” row should be reduced accordingly.

For 9/80 Flex Friday Schedule Employees who do not work on the pay period beginning/ending dates Workweek 1:

TO Pay Period ID

Timecard Online User Guide

Workweek 1

Report the last 4 hours of Workweek 1 here (Friday AM hours). The other 4 hours worked on this calendar Friday (Friday PM hours) should be reported in Workweek 2 (see below).

Workweek 2:

TO Pay Period ID (same with Workweek 1)

Timecard Online User Guide Workweek 2

Report the first 4 hours of Workweek 2 here (Friday PM hours). This is the same calendar Friday as for Workweek 1.

CITY OF CORONA Payroll Schedule 2013 Friday Flex Schedule

Timecard Online Pay Period Pay Period ID Begin End Pay Day 1301001 12/15/12 12/28/12 01/03/13 1301002 12/29/12 01/11/13 01/17/13 1301003 01/12/13 01/25/13 01/31/13 1301004 01/26/13 02/08/13 02/14/13 1301005 02/09/13 02/22/13 02/28/13 1301006 02/23/13 03/08/13 03/14/13 1301007 03/09/13 03/22/13 03/28/13 1301008 03/23/13 04/05/13 04/11/13 1301009 04/06/13 04/19/13 04/25/13 1301010 04/20/13 05/03/13 05/09/13 1301011 05/04/13 05/17/13 05/23/13 1301012 05/18/13 05/31/13 06/06/13 1301013 06/01/13 06/14/13 06/20/13 1301014 06/15/13 06/28/13 07/03/13 1301015 06/29/13 07/12/13 07/18/13 1301016 07/13/13 07/26/13 08/01/13 1301017 07/27/13 08/09/13 08/15/13 1301018 08/10/13 08/23/13 08/29/13 1301019 08/24/13 09/06/13 09/12/13 9/80 Friday Flex Schedule Effective PR20 1301020 09/06/13 09/20/13 09/27/13 1301021 09/20/13 10/04/13 10/11/13 1301022 10/04/13 10/18/13 10/25/13 1301023 10/18/13 11/01/13 11/08/13 1301024 11/01/13 11/15/13 11/22/13 1301025 11/15/13 11/29/13 12/06/13 1301026 11/29/13 12/13/13 12/20/13 1401001 12/13/13 12/27/13 01/03/14

U:\Payroll\TimecardOnline\FridayFlexTimecardSchedule