A360

ESS Frequently Asked Questions

• 1. How do I record holidays, holidays worked, holiday premiums, or bank holidays?
  • If the employee WORKS on a holiday and WANTS TO GET PAID for the holiday:
  • 8 hours REG (Regular Hours)
  • 8 hours HOLWP (Holiday Worked Premium)
  • 8 hours HOLWK (Holiday ADD Pay)
  

  • If the employee WORKS on a holiday and wants to "BANK" their holiday:
  • 8 hours REG (Regular Hours)
  • 8 hours HOLWP (Holiday Worked Premium)
  • Complete the Employee Benefit Time Bank Adjustment Request Form requesting the 8 hours be added into their personal bank
  
  

  • If the employee is not scheduled to work (and does not work) on the holiday (has 80 hours outside of the holiday) and want to get PAID their holiday pay:
  • 80 hours REG (Regular Hours)
  • 8 hours HOLWK (Holiday ADD Pay)
  
  • If the employee is not scheduled to work (and does not work) on the holiday (has 72 hours outside of the holiday):
  • 72 hours REG (Regular Hours)
  • 8 hours HOL (Holiday Time)
  
• 2. What procedures should I follow for submitting my timesheet?

  • Employees should enter their time worked at the end of every shift (enter the hours and then click “save and close”)
  • After entering time at the end of the last shift of the pay period, click “Save” and then “Submit”. This will route the completed timesheet to the supervisor for approval.
  • Please do not submit “estimated” hours on the timesheet

• 3. What if my supervisor rejects my timesheet?

  • Your timesheet will route back to you for correction. You will need to Modify your timesheet and resubmit.
  • Supervisors are responsible for notifying the employee if their timesheet is rejected.
  • Employees are responsible for notifying the supervisor that their timesheet has been corrected and resubmitted

• 4. When are timesheets due?
  • Employee timesheets are due to their supervisors by 12:00 pm (noon) on the Monday following pay-period end.
  • Supervisors have until 5:00 pm on Monday following pay-period end, to approve all timesheets.
• 5. What if I miss the timesheet deadline?
  • Employees: Submit it as soon as possible.
  • Supervisors: Review and approve the timesheet through MSS as soon as possible
  • Payment for a timesheet submitted after the bi-weekly payroll processing is complete will be made in the form of a paper paycheck.
• 6. I am on an extended leave of absence. Do I submit a timesheet?

  Please submit a paper timesheet to the Payroll Office.

• 7. I will be on vacation at the end of the pay period. Can I submit my timesheet in advance?

  Yes, please do.

• 8. Can a supervisor adjust my timesheet for me?

  No

• 9. How do I change leave bank time used on a previous timesheet (ex: from Personal Time to Vacation Time)?

  Changing from one form of leave bank to another should rarely be necessary. If a true error is made, such as Scheduled vs Unscheduled Personal Time used, please submit an amended timesheet.

• 10. Will my vacation accrual change?

  Hourly employees, except for KCDSA members, will accrue vacation on a monthly basis on the first paycheck of each month. You will see this change effective on the February 9 paycheck which will include your vacation accrual for the entire month of February

• 11. Can I use more benefit time than is in my bank?

  No. Per Kent County policy, A360 will not allow a leave bank to go negative.

• 12. I am an exempt (salaried) employee. Do I need to report my time in ESS?

  Only exempt (salaried) employees who are required to charge their time worked to Accounting Overrides (AORD’s), will submit a timesheet through ESS (primarily Health Department and KCCA). Employees can charge out as many hours as required, without affecting their bi-weekly salary amount. This includes benefit time used.

• 13. I am an exempt (salaried) employee. How do I record benefit time used?

  Except as explained above, exempt (salaried) employees recording benefit time used must complete a Salaried Employee Record of Benefit Time Used form and turn it in to Payroll.

  This can be found on the Kent Country Intranet website under payroll forms.

• 14. Under what conditions does an employee send a PAPER time sheet to Payroll Department?

  In most instances, it would be to record benefit time being used during a leave of absence, or in rare instances, to correct a previous time sheet. Because employees are no longer “estimating” their time worked, the need for amended time slips is expected to decline dramatically.

  If the employee is on an extended HR approved leave as described in Item #6.

• 15. How do I submit a request for an expense reimbursement?

  This process has not changed. Employee reimbursements, will still be submitted to Fiscal Services for review and, will be manually entered by payroll department and paid through payroll.