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.

Directions

How you schedule and report your time depends on your affiliation and job type. Start by looking up your affiliation.

YOUR UB AFFILIATION

To view or change your employee profile, log in to the SUNY portal for State with your UBITName and password or the SUNY portal for Research Foundation with your RF account login credentials.

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Research Foundation

Exempt Employees

Nonexempt Employees

Graduate Students

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.

Time Management for Exempt Employees

See the Accrual Rates For Exempt Employees

Vacation Accrual Rate

Mobile Users: Swipe to scroll table

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
Years of Service Full Time Accrual Rates Prior to July 1, 2016 Maximum Accrual Maximum Payment
Days/Month Days/Year Days Days
0-2 1.33 16 40 30

Completion of 2

(24 Months)

1.42 17 40 30

Completion of 3

(36 Months)

1.58 19 40 30

Completion of 6

(72 Months)

1.75 21 40 30

Completion of 7

(85+ months)

1.83 22 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

Sick Time Accrual Rate

Mobile Users: Swipe to scroll table

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
Years of Service

Full Time Accrual Rates

Prior to July 1, 2016

Maximum Accrual Maximum Payment
Days/Month Days/Year Days Days
0-2 1.25 15 200 0

Completion of 2

(24 Months)

1.33 16 200 0

Completion of 3

(36 Months)

1.50 18 200 0

Completion of 6

(72 Months)

1.66 20 200 0

Completion of 7

(85+ months)

1.75 21 200 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

Holidays

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 RF Expert for Exempt Employees

Zachary Jenney

RF Benefit Services

Phone: 716-645-4439

Email: zjenney@buffalo.edu

See the Accrual Rates for Nonexempt Employees

Vacation Accrual Rate

Mobile Users: Swipe to scroll table

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

Sick Leave Accrual Rate

Mobile Users: Swipe to scroll table

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.

Personal Leave

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

Holidays

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 for Nonexempt RF Employees

Zachary Jenney

RF Benefit Services

Phone: 716-645-4439

Email: zjenney@buffalo.edu

Graduate Student Project Assistants

Time Sheet for Graduate Students

Graduate students submit a monthly leave summary to their supervisor and report the percentage of effort they spend on each assigned grant.

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 for Graduate Student Time Management

Abigail Blakely

RF Benefit Services

120 Crofts Hall

Phone: 716-645-4483

Email: ablakely@buffalo.edu

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