| VOLUME: IV |
POLICIES RELATED TO PAYROLL ADMINISTRATION |
| SUBJECT: |
Time Reporting for Non-Exempt Employees |
| SOURCE: |
Federal Wage and Hour Law |
| DATE ISSUED: |
October 1990; Revised August 2002; Revised July 2007 |
| POLICY NO.: |
IV - 1 |
| RATIONALE: |
To account for the recording of hours worked, benefit hours, absent hours and minimum wage requirements. |
| POLICY: |
All hourly, student hourly, appointed biweekly staff and professional overtime eligible staff shall record hours worked each week by completing time sheets, attendance records, or by use of time clocks or the TIME
electronic timekeeping system. Biweekly paid and professional overtime eligible appointed staff shall also record the use of benefit hours used and all absent hours, whether with or without the accrual of benefit hours.
All employees are responsible for accurately recording their time worked and will not allow anyone else to record their time. It is also impermissible to record time for anyone else. It may be necessary for TIME approvers and/or payroll processors to
adjust time and attendance to correct any errors or omissions in order to provide timely and accurate payments. It is impermissible for any TIME approvers or payroll processor to intentionally or knowingly approve false records. Once timesheets are approved,
a chain of custody must be maintained until timesheets are recorded in the university payroll system. The department’s fiscal officer has responsibility to establish proper procedures and ensure adequate controls.
|
| PROCEDURE REFERENCE: |
Employees using an electronic timekeeping system who are scheduled to begin work at the hour or half-hour shall record their time as close as possible to the begin and end time of the employees' workday but no greater than three minutes before the start of the workday
and no more than three minutes after the end of the work day, unless the employee has the supervisor’s prior permission to work extra time. Employees scheduled to work at times other than the hour or half-hour should talk to their supervisor to determine the proper window for clocking in and out.
Time sheets, time cards and attendance records must be signed by the employee and approved and signed by a supervisor having direct knowledge of the work of employee(s).Time recorded on an electronic timesheet in the TIME system and approved by a TIME supervisor will satisfy the requirement for a signature under this policy.
|
| CROSS REFERENCE: |
See TIME policy IV-270
See Accounting Policy I-1, Role of Fiscal Officer, Account Manager and Account Supervisor
|
| RESPONSIBLE ORGANIZATION: |
Financial Management Services |
