The E210 system is the official University time keeping system
to be used by all full and part-time staff members. It is used to
document time worked, paid and unpaid leaves, holidays, vacation
and sick leave accrual, etc. The system was developed to meet federal
grant reporting requirements. Each employee is required to submit
his/her E210 at the end of each month; it is approved monthly by
the supervisor or timekeeper. Timely completion and approval each
month insures the transfer of money (credit) from the Benefits Pool
to the department for paid sick and vacation time taken.
Faculty and holders of appointed research positions do not complete
E210's for themselves, although they may be on the system as supervisors
and/or timekeepers for staff members.
The E210's for Bargaining Unit members are completed by their supervisors.
The E210 system is accessed on-line at: https://e210.johnshopkins.edu/e210/index.jsp.
Absences, Sick Leave Accrual
Sick leave for full time staff members is accrued at the rate
of 1 day per month worked, up to a maximum of 90 days. Part time
staff members who work on a regularly scheduled basis accrue sick
leave on a pro rata basis. Limited, temporary and casual staff members
do not accrue sick leave and are not eligible for leave of absence.
Absences due to non-work related illness or, dental or medical appointments,
or absences due to the illness or injury of a child, spouse, same
sex domestic partner, or parent, may charge the absence to sick
leave. Please see the E210 codes listing to charge the absence appropriately.
Accrued sick leave cannot be taken in advance of being earned. Accrued
sick leave will not be paid out to the employee upon termination.
(However, there are provisions for paying out sick leave in excess
of 44 days accrued upon retirement.) Please see the University’s
Policy on Sick Leave and Absences for staff for additional details:
http://hrnt.jhu.edu/elr/pol-man/section14.cfm
Vacation
Full time staff members begin accruing vacation in the month the
staff member begins working, providing that the starting date of
employment is the 10th of the month or earlier; otherwise the vacation
accrual begins the following month. Full-time staff members working
less than 37.5 hours per week and part-time staff members who work
at least 19 hours on a regularly scheduled basis earn vacation on
a pro rata basis. Limited-time, temporary and casual staff members
do not earn vacation.
Employees are eligible to take vacation leave after 90 days of
employment. Vacation cannot be taken in advance of being earned.
Accrued vacation for eligible employees (up to a maximum of 44
days) must be taken within 24 months of the month of which it is
earned. Once the maximum vacation is accrued, no additional time
can be accrued until some is used and the total falls below the
maximum of 44 days. Exceptions may be made only when the Chair submits
documentation to KSAS HR that vacation has been deferred at the
University's request. To allow vacation accrual in excess of the
maximum, an Electronic E210 adjustment form (found on the bottom
of the time administrators E210 screen), must be completed by the
department payroll coordinator or the E210 time administrator and
submitted to Annie Eckenrode, KSAS Payroll Coordinator. KSAS HR
must sign the E210 adjustment form and then will submit it to the
E210 Help Office for correction.
Staff members who terminate following 90 days or more of employment
will be paid for unused vacation leave up to a maximum of 44 days.
Please see the E210 codes listing to charge the vacation appropriately.
Additional information can be found on the University's Policy -
Vacation Leave for staff at: http://hrnt.jhu.edu/elr/pol-man/section11.cfm
New Hires
Information appearing on an employee's E210 originates with the
approved hiring ISR. Effective 7/2002, users login to the E210 using
their JHED login ID. Users that do not currently know their JHED
login ID and password should create their login ID and password
as soon as possible. To do so, users should connect to the JHED
server at http://jhed.jhu.edu
and follow the directions for establishing a JHED login and ID and
password. Call E210 Help at x74357 for assistance.
E-210 System Problems
Although information for the E210 initially comes from the information
input into SAP through the hiring ISR, payroll updates may not always
reflect on the E210. Therefore, modifications not transferred directly
from the Payroll System must be corrected by an E210 administrator.
While each department has its own E210 Administrator, some changes
may have to be made by KSAS HR (see contacts below.)
The E210 Help Desk may be contacted at x74357. Department Administrators
may contact Annie Eckenrode, KSAS Payroll Coordinator x66438 for
answers to general questions about the system.
One common error with the E210 system is improper accrual of vacation
and/or sick leave. One reason for inaccurate accrual rates is errors
in the Payroll System, i.e. hours or days per week worked, employment
date, etc. Once these are corrected via an ISR, the supervisor should
complete an E210 adjustment form and forward it to Annie Eckenrode,
KSAS Payroll Coordinator, Suite 248 Mergenthaler Hall for approval.
The E210 adjustment form will be signed by KSAS HR and then forwarded
to Sharon McBride, Divisional Payroll Records Coordinator (x65110)
for processing. Sharon also is a good resource for trouble shooting
E210 problems.
Transfers/Terminations
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Transfers:
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When an employee leaves one department to
take a position in another department, the receiving department
will process the ISR to reassign the employee to the new department.
Once the ISR has been processed and the system is uploaded,
the E210 records will be corrected to reflect the new information.
Which department (old or new) approves current month's E210
depends on when in the month person transfers and when the
ISR is processed and approved.
Do not put "T" on E-210 for a transfer
- use only if the person leaves the university (termination).
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Terminations:
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HR Payroll will check to see if the vacation payout (if allowable)
agrees with the amount on the E-210. (This is when "T"
goes on E-210.)
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Floating Holidays
Staff members employed at the Homewood campus as of July 1, but
no later than December 31 observes Commencement Day and will have
one floating holiday available during the fiscal year (July 1 -
June 30). See Personnel Policy Manual for additional information
http://hrnt.jhu.edu/elr/pol-man/section12.cfm#D
Floating holidays cannot be carried over from one fiscal year to
another.
Floating holidays not taken during the fiscal year are lost. Floating
holidays must be taken in full day increments. At termination, there
is no payment for unused floating holidays.
For those Homewood campus staff who work Commencement Day, the "X"
which is indicated on Commencement Day in the E210 system would
remain indicating that day was worked and the code "AH"
(Alternate Holiday) would be indicated for the day taken in its
place with an explanation.
Short and Long-Term Disability
Employees who have elected short term disability during the annual
benefits period may apply for benefits by contacting directly the
short term disability benefit carrier, The Hartford. Once the short
term disability has been approved by The Hartford, the insurance
carrier will forward a letter of determination directly to the employee’s
supervisor of record. In the majority of cases, those qualifying
for short term disability are also eligible for FML. Please see
section on FML, below. The department administrator may also contact
the Divisional HR Payroll Office, Sharon McBride, to determine if
the short or long term disability has been approved. The E210 system
will calculate time if the employee chooses to supplement STD with
accrued time.
Overpayment of Salary While on Short Term Disability
If there is an overpayment due to approval of STD and lag time in
getting the ISR and E210 forms processed, the overpayment can be
repaid via a salary reduction. The department administrator determines
the amount of the overpayment and forwards that information to the
KSAS Dean’s Office, Nancy Fleming, x68720, for processing.
The KSAS Dean’s office will contact the employee directly,
determine the payback amount and schedule, and process the paperwork
needed to make the corrections within SAP. The employee must be
left with at least the minimum wage based on a 40 hour week after
payroll deductions.
Long Term Disability
Long-Term Disability cannot be supplemented with sick time. LTD
can only be supplemented with vacation time without incurring penalties
for the employee.
FMLA/Worker's Compensation
When a staff member is approved for leave under the Family and Medical
Leave Act or Worker’s Compensation, the appropriate code(s)
need to be entered into the E210 system for the period during which
FMLA is approved. E210 codes and their definitions can be found
on the E210 main page. FMLA is not paid leave; the staff member
must use sick or vacation time if it is available.
PLEASE CONTACT KSAS HR WHENEVER A STAFF MEMBER IS OUT OF WORK FOR
AN FML QUALIFYING REASON, AND/OR IS NOTIFIED OF FML/SHORT TERM DISABILITY
APPROVAL SO THAT KSAS HR CAN PROCESSTHE APPROPRIATE ISRs FOR LEAVE
OF ABSENCE.
If Worker's Compensation is granted, there is a three day “waiting
period” during which the staff member receives no pay from
Worker’s Compensation; she/he must use accrued sick/vacation
pay if available. After three days of absence, the staff member
will receive 66-2/3% of normal pay. She/he can choose whether or
not to take supplemental vacation or sick leave. They must notify
their departmental administrator in writing if they want to do this.
There is no code for Worker's Compensation on the E210 system (other
than the "e" code for 3-day waiting period).
FMLA can run concurrent with Worker's Compensation. Sometimes Long-Term
Disability can run concurrently with Worker's Comp. Short-Term Disability
may not run concurrently with Long-term.
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E-210 Help Desk
X74357
E210 Help
HR Director, Joan Spoltore
Telephone: 410-516-4138
FAX: 410-516-4100
Annie Eckenrode, KSAS
Payroll Coordinator/Divisional E-210 Administrator
Telephone: 410-516-6438
FAX: 410-516-4100
Divisional HR
Sharon McBride, Senior Payroll
Records Coordinator
Wyman Park, Suite 600
410-516-5110
Dean’s Office,
Nancy Fleming, Administrative
Coordinator (for overpayments)
410-516-8720
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