The E-210 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 E-210 at the end of each month; non-exempt staff (PCN 6**
or 7**) should complete his/her E-210 weekly;it is approved monthly
by the supervisor or timekeeper. Faculty and holders of appointed
research positions do not complete E-210's for themselves, although
they may be on the system as supervisors and/or timekeepers for
staff members. The E-210's for Bargaining Unit members are completed
by their supervisors. The system is accessed on-line at: https://e210.jhu.edu/e210/help210.jsp.
Vacation and Sick leave Accrual
The University's Policy on Vacation Leave for staff can be found
at: http://www.jhu.edu/~hr1/pol-man/sectn11.htm#A
The University's Policy on Sick Leave for staff can be found at:
http://www.jhu.edu/~hr1/pol-man/sectn14.htm
Staff Members may not accrue vacation or sick time beyond the maximum
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vacation -- 25, 30, 37, or 44 days, based on accrual rate (2 yr.
max)
sick - 90 days
Once the maximum is accrued, no additional time can be accrued
until some is used and the total falls below the maximum. Exceptions
may be made only when the Chair submits documentation to the Dean's
office that vacation has been deferred at the University's request;
an Electronic E-210 adjustment form (found on the internet), must
be signed by the KSAS HR Manager, Joan
Spoltore.
New Hires
Information appearing on an employee's E210 originates with the
Payroll System. Effective 7/02, 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 Payroll
System, payroll updates are not always reflected on the E210. Therefore,
modifications not transferred directly from the Payroll System must
be corrected by an E210 administrator.
The E-210 Help Desk may be contacted at x74357. Department Administrators
may contact Nancy Fleming at KSAS Human Resources (x6-8720)
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, the supervisor/timekeeper needs
to reset the months which have incorrect accruals. After the corrections
have been made in PAYR and interfaced into the E-210 system, the
months in question need to be resubmitted in chronological order
before being approved by the supervisor. If the system still does
not compute properly for past months (even though current months
may be correct) the supervisor can print out an Electronic E-210
adjustment form (found on the internet), complete it and forward
it to Joan Spoltore, KSAS HR Manager, Ste. #250 Mergenthaler Hall
for approval. Sharon McBride,
Divisional Payroll Records Coordinator (x65110) also is a good resource
for trouble shooting E-210 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 administrator must send a copy
of the current E210 (along with the 200 form) to HR Payroll
in the Divisional Human Resources Office, 119 Garland. Which
department (old or new) approves current month's E-210 depends
on when in the month person transfers i.e., if the employee
is transferring close to beginning of month the new department
should approve that month's E-210; if transferring close to
end of the month, the original department approves.
Do not put "T" on E-210 for a transfer
- use only if the person leaves the university.
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Terminations:
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HR Payroll will check to see if the vacation payout (if allowable)
agrees w 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 observe Commencement Day and will have
one floating holiday available during the fiscal year (July 1 -
June 30). 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 E-210
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
HR Payroll receives copies of determination letters from Benefits
Administration when short or long-term disability is granted. The
Divisional HR Payroll office will inform the department of this
and can advise on how to handle the E-210 form (as well as ENTL
and PAYR).
In the case of STD, the E210 system will calculate time if the
employee chooses to supplement STD with accrued time. If there is
an overpayment due to receipt of STD & lag time in getting PAYR
& E-210 forms processed, Payroll will calculate amount of the
overpayment. They will advise the Divisional Personnel Payroll Office,
who will then advise the departmental administrator of the amount
of the overpayment. the overpayment can be repaid in two ways:
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Gross amount (by salary deduction). The department determines
over what period payback takes place and must keep track to
do salary reduction forms within guidelines, i.e. the employee
must be left with at least the minimum wage based on a 40 hour
week after payroll deductions.
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Net amount Employee writes out one check to JHU for net amount
of overpayment.
Do not supplement Long-Term Disability with sick time or the insurance
company which pays this benefit will ask for their money back. 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, the appropriate
code(s) need to be entered into the E-210 system for the period
during which FMLA is approved. FMLA can run concurrent with Worker's
Compensation.
If Worker's Compensation is granted, an employee can choose whether
or not to take concurrent 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 E-210 system (other
than the "e" code for 3-day waiting period). Therefore
supplemental sick leave or vacation time has to be calculated manually.
Sometimes Long-Term Disability can run concurrently with Worker's
Comp. Short-Term Disability may not run concurrently.
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E-210 Help Desk X74357
KSAS HR Manager, Joan Spoltore
Telephone: 410-516-4138
FAX: 410-516-8480
HR Generalist, Linda Evans
Telephone: 410-516-7062
FAX: 410-516-8480
Personnel Payroll
Sharon McBride
Senior Payroll Records Coordinator
Shriver Terrace, X65110
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