Building partnerships through collaboration.
Managing My Time
Recording your time at — and away from — work helps you plan ahead for family or personal time, and helps UB understand the effort it takes to manage the university, report to stakeholders and plan for the future.
Quick Links
YOUR UB AFFILIATION
To view or change your employee profile, log in to the SUNY portal for State with your UBITName and password, the SUNY portal for Research Foundation with your RF account login credentials, or AccuFund Portal for UB Foundation with your AccuFund account login credentials.
Select the tab with your UB affiliation to find how to schedule and report your time.
Research Foundation
In This Section:
> Exempt Employees
> Non-exempt Employees
> Graduate Students
COVID-19 Time Sheet Guidance
Personnel resources account for a substantial cost of research; time sheet records are needed to determine cost and payment for services.
Determine Your Employee Status
If you are faculty or staff whose affiliation with UB is the Research Foundation (RF), there will be an N (nonexempt) or an E (exempt) as your Employment Type in Employee Profile.
You accrue vacation and sick time based on this exempt or nonexempt status and you complete corresponding time sheets.
These instructions are for employees completing time sheets when they have been out for reasons related to COVID-19. Note: there is one set of instructions if you are out for reasons 1-3 and a different set of instructions if you are out for reason 4. Contact an RF expert with any questions.
Follow this set of instructions if you have been out for reasons 1-3:
Reason #1 You are approved or directed not to come to work for reasons related to COVID-19 and unable to work remotely. (The determination to work remotely is determined on a case by case basis and takes into account the technology available and/or means to work, and the ability to deliver a tangible work product.)
- or -
Reason #2 You are directed by a doctor not to come to work due to health issues related to COVID-19
- or -
Reason #3 A school, day care or other special needs dependent care provider is closed, and you need to be home with your dependent.
If you have accrued Paid Time Off Sick:
Choose “Hours Type” Sick and use the COVID-19: Other Related (Sick) reason. You will be able to charge your PTO sick accruals under the “COVID-19 expanded use of accrued sick leave program” up to the [current] maximum of 22 days or your current PTO sick balance, whichever is less.
If you DO NOT have or accrue Paid Time Off Sick:
Choose “Hours Type” Non Worked Time (exempt employees) or Non Worked Hours (nonexempt employees) and use the COVID-19: Other Related (Non Work) reason. For employees who exhaust their PTO sick or do not accrue PTO sick, you may be eligible for “RF COVID-19 salary continuation” (contact an RF expert to find out).
NOTE: Eligible employees can charge up to the current maximum of 30 calendar days salary continuation (Combined “COVID-19 expanded use of sick” and “COVID-19 salary continuation”) based on their regular work schedule. For example, if an employee has 5 days PTO sick and works 7.5 hours a day Monday-Friday and is out starting April 1. The employee will charge 5 days to PTO Sick (COVID-19 expanded use of accrued sick) and 17 days will be charged to Non Worked (Time/Hours) (COVID-19 salary continuation).
Follow this set of instructions if you have been out for reason 4:
Reason #4 You are subject to a mandatory or precautionary quarantine order issued by the State of New York, New York State Department of Health, local board of health or other authorized government entity. This includes employees who are diagnosed with COVID-19.
ALL EMPLOYEES whether you are eligible to accrue paid time off or not:
Choose “Hours Type” Non Worked Time (exempt employees) or Non Worked Hours (nonexempt employees) and use the COVID-19: NYS Quarantine (Non Work) or if sick use COVID-19: Employee Illness (Non Work) reason. You will be able to charge a maximum of 14 calendar days based on your regularly scheduled work hours. This leave is not deducted from any accrued PTO Sick and all employees are eligible whether they accrue PTO or not.
For example: If you are scheduled to work Monday through Friday for 7.5 hours each day, you will charge a total of 75 hours or 10 days of Non Worked (Time/Hours). If you are scheduled to work Monday, Wednesday and Friday for four hours each day, you will charge 24 hours for the 14 day period to Non Worked (Time/Hours).
Time Management for Exempt Employees
| Years of Service | Full Time Accrual Rates Effective July 1, 2016 | Maximum Accrual | Maximum Payment | |
|---|---|---|---|---|
| Days/Biweekly | Days/Year | Days | Days | |
| 0-2 | 0.615 | 15.99 | 40 | 30 |
Completion of 2 (24 Months) | 0.654 | 17.004 | 40 | 30 |
Completion of 3 (36 Months) | 0.731 | 19.006 | 40 | 30 |
Completion of 6 (72 Months) | 0.808 | 21.008 | 40 | 30 |
Completion of 7 (85+ months) | 0.846 | 21.996 | 40 | 30 |
Vacation
- Part-time employees' accruals are prorated
- Must be in pay status for 50% or more of the workdays during the month to accrue
- Maximum accrual is 40 days as of January 1
- 6 month waiting period for accruals to be used or paid upon termination
| Years of Service | Full Time Accrual Rates Effective July 1, 2016 | Maximum Accrual | Maximum Payment | |
|---|---|---|---|---|
| Days/Biweekly | Days/Year | Days | Days | |
| 0-2 | 0.577 | 15.00 | 200 | 0 |
Completion of 2 (24 Months) | 0.615 | 15.99 | 200 | 0 |
Completion of 3 (36 Months) | 0.692 | 17.992 | 200 | 0 |
Completion of 6 (72 Months) | 0.769 | 19.994 | 200 | 0 |
Completion of 7 (85+ months) | 0.808 | 21.008 | 200 | 0 |
Sick Leave Accrual
- Part-time employees' accruals are prorated
- Must be in pay status for 50% or more of the workdays during the month to accrue
- Maximum accrual is 200 days as of January 1
- Sick leave is not payable upon termination
| Holiday | Offices Open |
|---|---|
| New Year's Day | No |
| Martin Luther King Day | No |
| Lincoln's Birthday | Yes |
| Washington's Birthday (Observed) | Yes |
| Memorial Day | No |
| Independence Day | No |
| Labor Day | No |
| Columbus Day | Yes |
| Election Day | Yes |
| Veterans Day | Yes |
| Thanksgiving Day | No |
| Thanksgiving Friday* | No |
| Christmas Day | No |
Holiday
- Employees accrue leave equal to the amount of time worked on a holiday. This amount cannot exceed hours typically worked.
- Holiday leave is not payable upon termination.
*Thanksgiving Friday is not a holiday; although the university is officially open, only essential services will be maintained. Employees who do not work should charge the day to available leave credits (excluding sick leave) or take leave without pay.
Time Sheet for Exempt Employees
Exempt employees submit monthy time sheets to their supervisors.
Exempt employees are compensated on a salary basis and are not eligible for overtime pay.
E-Time Reporting
Research Foundation time reporting is done online at www.rfsuny.org. Employee and manager self-service are accessed using your RF web account.
Contact an Expert
Zachary Jenney
Manager
Research Foundation Benefit Services
Phone: 716-645-4439
Email: zjenney@buffalo.edu
Time Management for Nonexempt Employees (Salary Grades N.X or N/E.X)
| Years of Service | Accruals (Hours/biweekly) | Maximum Accruals (Hours) | Maximum Payout (Hours) | |||
|---|---|---|---|---|---|---|
| 37.5 work week | 40 work week | 37.5 work week | 40 work week | 37.5 work week | 40 work week | |
| 1 - 7 | 3.75 | 4.00 | 300 | 320 | 225 | 240 |
| 8 - 14 | 5.75 | 6.15 | 300 | 320 | 225 | 240 |
| 15 and up | 5.75 | 6.15 | 300 | 320 | 225 | 240 |
At the completion of each of one through seven years of service, full-time employees will receive a one-time addition of vacationdays.
| Full-Time Vacation Bonus Time | ||
|---|---|---|
| Years of Service | Accruals (Hours on Anniversary Date Per Year) | |
| 37.5 work week | 40 work week | |
| 1 | 7.50 | 8.00 |
| 2 | 15.00 | 16.00 |
| 3 | 22.50 | 24.00 |
| 4 | 30.00 | 32.00 |
| 5 | 37.50 | 40.00 |
| 6 | 45.00 | 48.00 |
| 7 | 52.50 | 56.00 |
Vacation
- Part-time employees' accruals are prorated
- Must be in pay status for 50% or more of the workdays during the month to accrue vacation time
- Maximum accrual is 40 days at January 1
- Six month waiting period for accruals to be used or paid upon termination
| Years of Service | Accruals (Hours/bi-weekly) | Maximum Accruals (Hours) | ||
|---|---|---|---|---|
| 37.5 work week | 40 work week | 37.5 work week | 40 work week | |
| 0 and up | 3.75 | 4.00 | 1500 | 1600 |
Sick
- Part time accruals are prorated
- Must be in pay status for 50% or more of the workdays during the month to accrue
- Maximum accrual may not exceed 200 days at January 1
- Sick leave is not payable upon termination
| Years of Service | Accruals (Hours on Anniversary Date Per Year) | |
|---|---|---|
| 37.5 work week | 40 work week | |
| 0 and up | 37.50 | 40.00 |
Personal
- Part-time employees' accruals are prorated
- Granted on anniversary and not cumulative
- Personal leave is not payable upon termination
| Holiday | Offices Open |
|---|---|
| New Year's Day | No |
| Martin Luther King Day | No |
| Lincoln's Birthday | Yes |
| Washington's Birthday (Observed) | Yes |
| Memorial Day | No |
| Independence Day | No |
| Labor Day | No |
| Columbus Day | Yes |
| Election Day | Yes |
| Veterans Day | Yes |
| Thanksgiving Day | No |
| Thanksgiving Friday* | No |
| Christmas Day | No |
Holiday
- Employees accrue leave equal to the amount of time worked on a holiday. This amount cannot exceed hours typically worked.
- Holiday leave is not payable upon termination.
*Thanksgiving Friday is not a holiday and although the university is officially open, only essential services will be maintained. Employees who do not work should charge the day to available leave credits (excluding sick leave) or take leave without pay.
Overtime Pay
Overtime
Employees who work addtional hours over their normal work week must be compensated as follows:
- Up to 40 hours: addtional salary at the regular (straight time) rate
- Over 40 Hours: additional salary at one and one-half times the regular rate
| Years of Service | Accruals (Hours/biweekly) | Maximum Accruals (Hours) | Maximum Payout (Hours) | |||
|---|---|---|---|---|---|---|
| 37.5 work week | 37.5 work week | 37.5 work week | ||||
| 0-2 | 4.615 | 300 | 225 | |||
| Completion of 2 (24 months) | 4.904 | 300 | 225 | |||
| Completion of 3 (36 months) | 5.481 | 300 | 225 | |||
| Completion of 6 (72 months) | 6.058 | 300 | 225 | |||
| Completion of 7 (85+ months) | 6.346 | 300 | 225 | |||
Vacation
- Part-time employees' accruals are prorated
- Must be in pay status for 50% or more of the workdays during the month to accrue vacation time
- Maximum accrual is 40 days at January 1
- Six month waiting period for accruals to be used or paid upon termination
| Years of Service | Accruals (Hours/biweekly) | Maximum Accruals (Hours) | Maximum Payout (Hours) | |||
|---|---|---|---|---|---|---|
| 37.5 work week | 37.5 work week | 37.5 work week | ||||
| 0-2 | 4.327 | 1500 | 0 | |||
| Completion of 2 (24 months) | 4.615 | 1500 | 0 | |||
| Completion of 3 (36 months) | 5.192 | 1500 | 0 | |||
| Completion of 6 (72 months) | 5.769 | 1500 | 0 | |||
| Completion of 7 (85+ months) | 6.057 | 1500 | 0 | |||
Sick
- Part time accruals are prorated
- Must be in pay status for 50% or more of the workdays during the month to accrue
- Maximum accrual may not exceed 200 days at January 1
- Sick leave is not payable upon termination
| Holiday | Offices Open |
|---|---|
| New Year's Day | No |
| Martin Luther King Day | No |
| Lincoln's Birthday | Yes |
| Washington's Birthday (Observed) | Yes |
| Memorial Day | No |
| Independence Day | No |
| Labor Day | No |
| Columbus Day | Yes |
| Election Day | Yes |
| Veterans Day | Yes |
| Thanksgiving Day | No |
| Thanksgiving Friday* | No |
| Christmas Day | No |
Holiday
- Employees accrue leave equal to the amount of time worked on a holiday. This amount cannot exceed hours typically worked.
- Holiday leave is not payable upon termination.
*Thanksgiving Friday is not a holiday and although the university is officially open, only essential services will be maintained. Employees who do not work should charge the day to available leave credits (excluding sick leave) or take leave without pay.
Overtime Pay
Overtime
Employees who work addtional hours over their normal work week must be compensated as follows:
- Up to 40 hours: addtional salary at the regular (straight time) rate
- Over 40 Hours: additional salary at one and one-half times the regular rate
Time Sheet for Nonexempt Employees
Nonexempt employees are eligible for overtime pay and are required to submit a time sheet each pay period to their supervisor, recording the hours worked each day during that period. Generally, overtime must be arranged with your supervisor in advance.
Research Foundation time reporting is done online at www.rfsuny.org. Employee and manager self-service are accessed using your RF web account.
Overtime pay is calculated based on the Research Foundation’s workweek beginning Saturday at 12:00 a.m. and ending Friday at 11:59 p.m. Clerical, technical support and other positions eligible for overtime pay are paid one and one-half times the regular rate of pay for all hours worked in excess of 40 in any workweek.
Record the Distribution of Effort table to report the percentage of time spent on each assigned project.
Contact an Expert
Zachary Jenney
Manager
Research Foundation Benefit Services
Phone: 716-645-4439
Email: zjenney@buffalo.edu
Graduate Student Research Project Assistants
Graduate Student Research Project Assistants
The appropriate timesheets must be completed electronically by the student and submitted to the supervisor. It is the responsibility of the student to submit their timesheet to their supervisor promptly so that the supervisor may submit the timesheet by the due date. Research Project Assistants must submit a monthly electronic time reporting summary.
Wage rate and account number changes must be done on the appropriate transaction form (ePTF, MSS, or paper).
Students with multiple appointments must ensure that their total combined hours do not exceed the maximum hours permissible to work and that hours do not conflict between departments. However, the student must be paid for the total hours worked, even when the hours worked exceeds the maximum hours permitted.
A meal break (a minimum of 30 minutes unpaid) must be taken when working more than 6 consecutive hours.
Graduate or Undergraduate Research Aide/Senior Research Aide
The appropriate timesheets must be completed electronically by the student and submitted to the supervisor. Refer to the RF Payroll Due Dates for Hourly Personnel. Students with multiple appointments must ensure that their total combined hours do not exceed the maximum hours permissible to work and that hours do not conflict between departments. However, the student must be paid for the total hours worked, even when the hours worked exceeds the maximum hours permitted.
Wage rate and account number changes must be done on the appropriate transaction form (ePTF, MSS, or paper).
A meal break (a minimum of 30 minutes unpaid) must be taken when working more than 6 consecutive hours.
Research Foundation time reporting is done online at www.rfsuny.org. Employee and manager self-service are accessed using your RF web account.
Download
Related Link
Contact an Expert for Graduate Student Time Management
Zachary Jenney
Manager
Research Foundation Benefit Services
Phone: 716-645-4439
Email: zjenney@buffalo.edu