Merit, Merit Exempt, and Non-Exempt P&S Time Records

Merit, Merit-exempt, and non-exempt Professional and Scientific staff members report extra hours worked, regular hours not worked, holiday pay, other adjustments to pay, and excused absences with pay. This information is used to calculate additions and deductions to your monthly salary and to maintain a running record of sick leave and vacation available to you.

Report your time online via Employee Self Service by clicking the Time & Pay tile/link then clicking Time Records. Monthly time records should be submitted for supervisor approval by Friday of the first full week after the end of the month.

Adjustments computed from your monthly time record can include payments for overtime, shift differentials, time without pay, etc. These payments will always be one month in arrears—for example, adjustments recorded for October will be reflected in the pay you receive during December.

If you need to make corrections after submitting a monthly time record, look for Time Record Corrections in Employee Self Service. If you need assistance, contact your supervisor or HR unit representative.  

Completing Your Monthly Leave and Pay Adjustment Record

Every staff member must complete and submit a time record every month.

No entries are required for regularly scheduled hours worked. Enter only those hours that require an adjustment to your usual salary and those regularly scheduled hours not worked.

Each entry must be coded with the proper number from the listing of paid leave codes or pay adjustments in order to properly categorize the hours entered.

Staff members paid from more than one account should enter vacation and sick leave usage on only one of the monthly leave and pay adjustment records completed.  Any pay adjustments or comp time should be tied to the correct account code or master file key (MFK) number.

Merit staff members who are eligible will receive overtime compensation for hours in excess of forty in any workweek. The basic workweek is defined as 168 consecutive hours running from the first shift beginning on or after 12 a.m. (midnight) Sunday through the first shift beginning before 12 a.m. the following Saturday. As overtime is computed on the basis of a workweek, you may wish to complete a work record first and then enter the proper information on the electronic monthly time record in Employee Self Service.

If you have questions about the proper computation of overtime pay or what is properly classified as an absence without pay, contact your supervisor or HR unit rep.

Make all entries in hours or tenths of an hour using the following schedule:

06 minutes = .1
12 minutes = .2
18 minutes = .3
24 minutes = .4
30 minutes = .5
36 minutes = .6
42 minutes = .7
48 minutes = .8
54 minutes = .9

If the time worked or leave taken doesn't exactly equal a tenth of an hour, round to the nearest tenth of an hour.

You can elect to have sick leave transferred to vacation when submitting your monthly time record. If you check the “every month possible” box, your sick leave will be transferred to vacation every applicable month until the election is cancelled (no transfers will take place for months during which you use sick leave). Transfers are made on a 3-to-1 hour ratio—for example, 12 hours of sick leave converts to 4 hours of vacation (prorated for part-time employees).

Contact Information

University Workforce Operations

Campus Address
120 USB
Mailing Address

120 University Services Building
Iowa City, IA 52242-1911
United States