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Additional Timesheet Entries (Overtime, Standby, Responsibility Allowance etc.)

A Positive Time employee is an employee that is required to enter their hours of work in the Self Service system.
Positive Time employees include most shift workers, relief workers and “as and when” employees.

As a Positive Time employee you must enter ALL time and leave (regular, overtime, lieu, sick, annual, etc.) on your Timesheet everyday that you work in order to be paid.

If your time is not entered and approved before the approval deadline, those hours will not be reflected on your next pay.

Additional Hours

This section provides instructions on how to enter additional hours and allowances on the Timesheet.
If you are entering additional hours worked or earned, you will need to report the additional hours AND your regular hours.

Additional hours are entered on a separate row than your regular hours.

Entry of overtime, standby, responsibility allowance, shift premium and callback etc are entered in the same way on the Timesheet.

Note: The following examples show how to enter overtime and standby. You will need to change the Time Reporting Code for other types of additional hours or allowances.

Entering Additional Hours

Log on to Self Service

Click Timesheet Self Service

This will bring up the Timesheet.

The Timesheet displays a two week period. To see a different week, click on the calendar or type in the date, and click Refresh.
The Previous Time Period and Next Time period links can also be used.

Entering Paid Overtime

You can enter overtime into Self Service, but you must have approval from your manager/ supervisor to work the overtime before you work it.
If overtime is worked on a day following your regular hours, you will need to report both your overtime AND regular hours to be paid for both.

If you are entering the overtime as hours to be paid (ie.you are not accumulating the hours as lieu) you do not need to convert the time because the code that you will choose calculates the overtime for you. For further information on your overtime entitlements, please reference Section 604 of the Human Resources Manual.

Enter your work hours for that day. Click on the Time Reporting Code dropdown to find the code for Regular time.

Enter the amount of Overtime you worked on a separate row. Choose the correct Time Reporting Code for the Overtime.

OT1 (Overtime @1.5) is used when you have overtime up to and including 4 hours after your regular working day (a regular working day for most people is 7.5, 8 or 12 hours). OT2 (Overtime @ 2.0) is used when you have overtime over 4 hours after your regular working day. Sundays and Stat Holidays are counted as OT2. (For example, if you worked 7.0 hours of overtime and your regular day is a 7.5 hour day, enter 7.5 hours of Regular time, 4.0 hours of OT1 and 3.0 hours of OT2).

Double check that your information is correct. Click to save.

You will receive confirmation that you have submitted your time.

This time now appears below your Timesheet and is ready for your Supervisor/ Manager’s approval.

The status of each entry will be displayed as “Approved” or “Denied” when your Approver reviews your time.

Standby, lieu time earned, responsibility allowance, shift premium etc. are all entered on the Timesheet in the same way as overtime (You must enter your regular hours and your additional hours).

There are some differences between the types of additional hours. Read each of the following descriptions carefully.

Entering Standby

Standby Worked (SBW) and Standby Unworked (SBU) are entered in units and will be calculated for you by the Self Service system. Each unit of SBW compensates an employee for one hour’s pay at the employee’s hourly salary. Each unit of SBU compensates an employee for one hour’s pay at one and one-half hours times the employee’s hourly salary. For further information on Standby, please see Section 604a of the Human Resources Manual.

Lieu Time Earned

When entering Lieu Time Earned you must convert your overtime hours into a straight time equivalent, as the Lieu Time Earned code does not calculate it for you.

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For example, if you work 2 hours overtime at 1.5 times the regular rate, and your supervisor has approved your banking this time as Lieu time, you must enter this into your Timesheet as 3 hours for that day (2 hrs at 1.5 = 3 hrs).

Self Service will not allow you to enter lieu time taken if you do not enough time in your lieu time bank. Here’s an example of the error message you will receive.

Responsibility Allowance

Responsibility Allowance is applicable when you are working in an acting capacity for another employee.

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If you are in an acting position for 5 days or less, you will enter the Responsibility Allowance code at 10% and if you are acting in a position for more than five days or up to six weeks, it is entered at 12%. If you are acting in a position for more than six weeks this may mean that a transfer assignment will be completed. Your supervisor will need to contact their Client Services Manager to complete the required document.

Shift Premium

Employees who must work shifts shall be paid a shift premium of $2.00 per hour for all hours worked between 16:00 and 08:00. Shift premium will also be paid for overtime hours worked continuously to this period of time, but for no other overtime hours. The code for this premium is PS1.

In addition to the basic shift premium, a weekend premium of $2.00 per hour shall be paid for all regularly scheduled straight time hours worked on Saturday and Sunday. Weekend premium is not paid for overtime hours worked. The code for this Premium is PS2. See your Section 603 of the Human Resources Manual for further information on Shift Premiums, or contact the HR Helpdesk.

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