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* Currently, the University of Kansas allows one overtime rates at one at time-and-a-half (1.5- OTP)
Overtime pay must be calculated separately for each standardized work period.
Non-exempt employees who are employed on multiple positions and whose total hours worked exceed
the FLSA limit during the work period are eligible for overtime that must be recorded as Overtime-
Multiple Positions (OTM). The agency/agencies involved will need to calculate the overtime and enter
the flat amount and the associated hours on the time sheet.
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Effective with HRIS-L issued 1/27/06 Holiday credit counts toward FLSA hours worked:
With the conversion from civil service to university support staff, we are able to consider policy
revisions to better meet the needs of our campus. In the past, holiday credit (the paid time for a
holiday when it is not worked) did not count toward the calculation of the overtime eligibility for non-
exempt staff. Effective with this memorandum, holiday credit will count toward the calculation of
overtime eligibility for all of the University’s non-exempt staff, whether university support staff or
unclassified professional staff. No other forms of paid leave will count toward the calculation of
overtime eligibility, e.g. neither sick nor vacation leave.
HDC (nonexempt) and HDE (exempt) are the straight time credit codes to reflect paid holidays for the
Univerity of Kansas employees.
HDP (exempt and nonexempt) is the code to pay an employee who works on a holiday.
HCP is the code to give holiday compensation time to an employee who works on a holiday.
KAR 1-5-24 was amended to allow an official state holiday to be counted as time worked for
nonexempt employees in certain circumstances (i.e.emergency work outside the normal work
schedule, etc.)
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Increase in Hourly Rate x Total Overtime Hours Worked in preceding 12 months x .5 = Additional
Overtime Pay (ODP)
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Example: REG 40...then called back in and worked 1.75 hours....CBO 1.75 and CBN .25.
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The tables and the exemption allowance of $3,650.00 are effective for all wages paid on or after
March 13, 2009.
Federal Taxable Gross = All earnings codes that add to Gross Pay - Non Resident Alien pay (NR4,
NR5) - Adjustment earnings codes (ADJ, PRB) + Fringe Benefit Income (FBN, VUT, MET, AST, CDT)
+ Taxable Group Life Insurance (GTL%%%) - Tax Sheltered Annuity (TSA) - Voluntary Tax Sheltered
Annuity (VTSA) - Deferred Compensation (457DEF) - KPERS (RET%%%-Class B) - KPER Buyback -
Before Tax Group Health Insurance - Health Care - Dependent Care -Before Tax Parking W4 data is
entered on the Federal Tax Data 1 panel in the Maintain Payroll Data window. Federal Withholding
Tax is calculated based on annualized wages under the percentage method of withholding for an
annual pay period in accordance with Internal Revenue Service regulations. This form is located on
our web site on the Employee Forms page.
Step I. (Annualized federal taxable wages subject to withholding*) - (# of exemptions per Form W-4 x
$3,650.00) = Federal Taxable Wages to be applied to table.
Step III. Divide the tax amount arrived at in Step II by the number of payroll periods in a year (26).
MARRIED PERSON
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Step III. Divide the tax amount arrived at in Step II by the number of payroll periods in a year. The
above table and the exemption allowance of $2,250.00 are effective for all wages paid on or after
January 1, 2009. State Arbitrary Tax - Employee contribution only; State Arbitrary tax must be in
whole dollar amounts. Employee completes additional withholding form and indicates a flat dollar
amount to be withheld. This form can be obtained from payroll and needs to be returned to payroll.
This is not shown as a separate amount on the paycheck stub, but is added to the regular withholding
deduction. This form is located on our web site on the Employee Forms page.
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The Annual Benefit Base Rate is calculated by taking the compensation rate times 26 or 2080
depending on whether the employee is exempt or nonexempt. It currently does not include any
additional earnings such as longevity, shift, overtime, etc. Internal Revenue Service Code Section 79
requires inclusion in an employee federal and state taxable gross the cost of group term life insurance
coverage in excess of $50,000 provided to an employee by an employer. Employees covered by
KPERS death and disability insurance being paid more than $1282.05 per bi-weekly pay cycle (based
on 26 pay dates) are subject to the provisions of Code Section 79.
Taxable group life insurance is calculated as follows: Step 1. (Annual TGL gross*) x 150%) - 50,000=
Calculate taxable coverage Step 2. (Taxable coverrage/$1,000) x age rate = Imputed Income Step 3.
Multiply the amount arrived at in Step 2 by 12 and divide this result by the number of payroll periods in
the year (26).
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Deferred Compensation
Deferred Compensation The deduction was set up as a savings plan. The deduction code is 457DEF
as a before tax deduction. Partial deductions are allowed in order to exactly reach the maximum. ING
is responsible for entering all enrollment information. Deduction amount is determined by the
employee (Within Internal Revenue Service Code Section 457 limitations). Deduction is specified in
terms of a fixed-dollar amount. Please click here to be directed to the ING website for more
information.
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Please use the Fringe Benefit Reporting form to submit taxable fringe benefit to the payroll office for
processing.
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KU Endowment Loan
In the event that an employee would miss their regularly scheduled pay check due to an administrative
error out of their control, the KU Endowment Association will grant a payroll loan. The loan will not
exceed 60% of the gross wages due to the employee for that specific pay check. The Payroll office is
the only authorized department at the University who may initiate and sign for a payroll endowment
loan using the Request for KU Endowment Loan form. Loans will not be granted in cases where the
employee themselves caused the delay due to untimely submission of documents, such as late
timesheets.
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