Employee Time Records

Policy number: 4.12

Policy section: Business & Finance

Revised Date: January 2, 2019

1.  Definitions

Definitions of capitalized terms are set forth in Appendix A.

2.  Policy Statement

It is the policy of the University that University employees must complete and approve time records in a timely and accurate manner so that correct wages are paid.

3.  Purpose

The purpose of this policy is to ensure compliance with applicable laws and regulations, clarify institutional expectations, promote operational efficiencies, reduce institutional risk, and enhance the University’s mission.

4.  Applicability

This policy applies to all employees subject to time-keeping requirements as described in this policy.

5.  Time Records for Non-Exempt Employees

  1. Non-exempt employees are required to use the University’s timekeeping system to record time worked. Employees must record their own time worked in the form of actual punch times (“In” and “Out” punches) using approved timekeeping devices.
  2. An employee’s time record must be accurate and reflect all time worked on behalf of the University, regardless of where the work is performed (including time authorized by a manager to attend University activities).
  3. Non-exempt employees must not perform any work on behalf of the University “off the clock”.
  4. The non-exempt employee’s manager or manager’s delegate will record any leave taken on the employee’s time record.
  5. The non-exempt employee’s time record must be approved each pay period by the employee’s manager before the hours are submitted to be paid. A manager may delegate his or her approval authority.

6.  Time Records for Exempt Employees

  1. Exempt staff, including, but not limited to, post-doctoral fellows, are required to use the University’s timekeeping system to report leave taken during the month, such as vacation, medical or bereavement leave. If no leave is taken during the month, the exempt employee must use the University’s timekeeping system to report that no leave was taken.
  2. The exempt employee’s time record must be approved each month by the employee’s manager.

7.  Accuracy of Time Records

  1. Time records must be accurate and reflect all time worked and leave taken. An employee’s completion of his or her time record, and the approval of that time record by a manager or manager’s delegate, signifies confirmation of the time record’s accuracy.
  2. Falsification of time records may be considered just cause for corrective action, up to and including termination of employment. See University Policy 7.24, Corrective Action for Staff.

8.  Questions

Questions about this policy may be directed to Vice President for Business and Finance.

9.  Related Policies and Definitions

  1. University Policy 7.7, Employee Classifications, describes “non-exempt” and “exempt” employee classifications.
  2. University Policy 7.24, Corrective Action for Staff, describes the process by which the University takes corrective action against staff.

Revised: January 2, 2019

Adopted: June 1, 1994