The University requires all employees in positions classified as nonexempt (bi-weekly) to maintain time and attendance records. Employees should report actual hours worked and other paid time off via the assigned time keeping system. The hours worked should be submitted by the employee and the supervisor or a designated timekeeper should approve the information. Those employees who have the ability to submit their time via mobile technology should be aware that the same expectations of accuracy continue to apply. Employees are expected to be at their assigned work location and ready to begin work at the start of their work day. Those employees who check in or out to track time worked should do so at the location assigned for such purposes.
Non-exempt employees are expected to receive management approval prior to working overtime however, overtime must be reported and paid even when it is worked without the supervisor’s prior permission.
A time record is a legal record of the hours an employee is at work and paychecks are based on the time recorded on time records. By submitting and approving the time worked, the employee and supervisor are attesting that this is an accurate representation of the time worked by the employee. Any addition, correction or change on a time record must be approved by the supervisor or a designated timekeeper. An employee, supervisor or designated timekeeper’s failure or refusal to maintain an accurate time record is cause for disciplinary action up to and including termination.
Employees in positions classified as exempt are required to keep a leave record. The leave record should record time paid but not worked such as vacation or sick time. Employees should periodically review the amount of unused vacation time and sick time they have available.
The University provides a number of tools by which time may be tracked. Management can decide the method of time tracking best suited to its respective areas based on an assessment of the nature of work performed and the setting in which it is done. The approach to tracking time should be consistent across business units unless specific working conditions suggest otherwise (example, a field team that does not report to the same work location each day might require different technology than an office or clinical staff reporting consistently to the same work location).
Updated May 2021