Thank you to all those who attended last week’s Payroll webinar. You can watch a recording of the  content here.

The July 4th holiday is on a Saturday this year, and the university and Michigan Medicine will observe the holiday on Friday, July 3. For those departments that are open on the holiday (July 4th), you may observe the actual holiday instead of the U-M observed date as a unit. The choice must be consistently applied to all staff within each unit. See the UMHS & Shared Services Non-Bargained for Staff Holidays Policy for more information. Departments are required to communicate in writing to all staff when the holiday will be observed on the actual holiday rather than the U-M-observed holiday. Refer to the holiday time reporting guides by employee type on the MMHR website for more information and examples on reporting holiday time. 

If the holiday falls on the employee’s day off, the HOM/HOP time reporting code should be used and pro-rated based on the employee’s appointment fraction. (i.e., 8 hours for full time or 7.2 for a .8 FTE employee). For bargained-for staff please refer to the appropriate Collective Bargaining Agreement.

Now is an important time to review job data before payroll runs for all employees with appointment changes (including: furloughs, temporary reduction in effort, and reduction in force) in order to verify their status so that time can be reported/coded correctly on the timesheet.

What are you verifying?

• Is the effective date of the change correct?
• Manual entry of transactions has a margin for error so please check to see if effective dates are correctly entered.
• Was the change entered?
• Either way, you may need to code time differently in order to pay employees correctly.
• For example, a reduction in effort, a leave, or a return from leave doesn’t get entered on time for the payroll or is effective in the middle of a week for a biweekly paid employee:

You may need to report no pay (ETW) or over appointment (OTR) hours to create accurate pay for the employee based on what the system is going to pay (standard hours) and what they worked and should be paid for.

To access the Job Data page, use the search feature by clicking on the magnifying glass icon and type in “job data”. If you need assistance, please reach out to your pay analyst before the payroll cut-off date.

If a monthly paid employee has worked all of their scheduled hours in a month and are due their full months’ salary for that month, the effective date for termination or leave of absence should be the first of the following month.  If you have questions, about this information please reach out to your pay analyst. 

There are several resources available to assist Michigan Medicine time keepers and employees during these challenging times.

-          COVID FAQ

-          HR FAQ

-          COVID-19 Paid Time Off Flow Chart (a guide for reporting time by situation)

-          COVID-19 PTO Bank Grid

-          COVID-19 Time Reporting

If you still have questions, email MMHR-COVID19@med.umich.edu. If your questions are related to timekeeping, contact the Michigan Medicine Payroll office at 734-615-8722 and leave a message or email hr-payroll@med.umich.edu.