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Employer Reporting Basics

Calculating Days Worked

Before you can properly determine the number of days worked to report, you must know:

  • The standard work day for that member’s position, and
  • The total hours that member worked during the reporting period.

Divide the number of hours worked during the reporting period by the standard work day to arrive at the number of days worked you should put on the monthly report. The number of days worked should be raised to the next highest hundredth of a day.

Formula:

Number of hours worked during the reporting period ÷ Number of hours in the standard work day = Number of days worked to be reported (rounded up to 2 decimal points)

Example:

62 hours worked in the month ÷ 6 hour standard work day = 10.34 days to include on the monthly report (10.333 rounded up to 2 decimal points)

If the total number of days to report for the month exceeds the maximum number of days reportable for that month, then report the maximum number of days.

You should not reduce the number of days worked you report if an employee is:

  • On fully paid sick leave, personal leave, or bereavement leave; or
  • Taking time off for a paid holiday or in lieu of payment for overtime; or
  • Using accrued vacation time.

If a member was paid reportable salary but didn’t work during the reporting period (e.g., lag pay), you must enter zeroes (0.00) for days worked on the monthly report.

Overtime/Additional Time Worked

If part-time employees work additional hours, you should include those hours when you calculate their days worked. Overtime hours worked by full-time employees do not need to be included in the days worked calculation, since those employees already receive full-time credit. Overtime or additional salary should be included on the monthly report for both full and part-time employees.