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TIMEKEEPING POLICY & PROCEDURE AND GUIDELINES. HUMAN RESOURCE POLICIES & PROCEDURES TIME RECORDS. All staff members are required to maintain a time record using a time-keeping system designated by the University.

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TIMEKEEPING POLICY & PROCEDURE AND GUIDELINES


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human resource policies procedures time records
HUMAN RESOURCE POLICIES & PROCEDURESTIME RECORDS
  • All staff members are required to maintain a time record using a time-keeping system designated by the University.
  • On their time record, non-exempt staff members must on a daily basis accurately record all hours worked, including the time in and out for the work day and meal break(s).
  • Supervisors are also responsible for making sure that time records are prepared accurately and submitted to Payroll timely.
human resources policies procedures work schedules work hours
HUMAN RESOURCES POLICIES & PROCEDURESWORK SCHEDULES/WORK HOURS
  • Management is responsible for ensuring –

(1) adequate work coverage to successfully meet

business demands.

(2) work schedules are observed.

(3) non-exempt staff members are afforded the opportunity to observe rest periods and take their meal break.

human resources policies procedures work schedules work hours1
HUMAN RESOURCES POLICIES & PROCEDURESWORK SCHEDULES/WORK HOURS
  • Management has the right to set, modify and/or change the work schedule.
  • When permanently changing work schedules managers should provide two weeks advance written notice.
  • Time off requests are subject to management approval and time actually taken must be accurately recorded in the time keeping system.
human resources policies procedures work schedules work hours continued
HUMAN RESOURCES POLICIES & PROCEDURESWORK SCHEDULES/WORK HOURSCONTINUED
  • Under no circumstance will the meal break be less than 30 consecutive minutes duty-free for non-exempt staff.
  • Meal breaks must be duty-free and must be taken before the end of the 5th hour worked.
  • A meal break is not required for shifts of more than five, but less than six hours when there is an agreement with the staff member to waive it. Since staff members have historically done so, the supervisor should be notified before the start of the fifth hour if you do not agree to waive the meal period for a shift of less than six hours.
human resources policies procedures work schedules work hours continued1
HUMAN RESOURCES POLICIES & PROCEDURESWORK SCHEDULES/WORK HOURS CONTINUED
  • 15-minute rest periods should be taken in the middle of each four-hour work period or major fraction thereof.
  • Rest periods and meal breaks may not be combined nor may they be used to arrive late or to leave early.
human resource policies procedures overtime
HUMAN RESOURCE POLICIES & PROCEDURESOVERTIME
  • Non-exempt staff members may not, under any circumstance, be given compensatory time off in lieu of overtime pay.
  • All overtime worked must be accurately reflected in the daily recording of “time worked” by the non-exempt staff member.
human resource policies procedures overtime continued
HUMAN RESOURCE POLICIES & PROCEDURESOVERTIME CONTINUED
  • Overtime must be preapproved by the staff member’s supervisor before being worked by a staff member.
  • However, should the non-exempt staff member work overtime (including incidental) overtime , it must be accurately recorded and paid at the appropriate overtime rate.
what we are hearing
WHAT WE ARE HEARING
  • What if I believe I have to work during my lunch?

Remember, we are providing you with the opportunity to take your meal

period. Working during your lunch hour is not what we want you to do.

Even if you believe you have to, because it will result in additional pay,

you are required to obtain supervisory approval before working during or

through your lunch hour. Where some work is pre-approved by your

supervisor, you should still take a break of at least 30 consecutive minutes

duty-free. If you do not think that you can do so, then you must inform your

supervisor prior to performing any more work.

what we are hearing1
WHAT WE ARE HEARING

There are a few scenarios that could occur –

(a) You miss lunch completely and work the entire nine-hour day in

which event you will receive overtime for the ninth hour worked and

one additional hour of pay as a premium for the missed meal break.

(b) You take a late lunch (after the fifth hour worked) you will receive one additional hour of pay as a premium for the missed meal break

to the extent required by law.

(c) You leave early because you missed your meal break. You will receive one additional hour of pay as a premium for the missed meal

break, to the extent required by law, and applicable overtime, if any.

what we are hearing2
WHAT WE ARE HEARING
  • I often begin my work day by stopping off at the store to purchase items for the office, how will I record my time?

Your work day begins when you arrive at the first location that is required

by the University and that is work related. For example, if your supervisor

requires you to stop at the bakery to pick-up sweets that is the beginning

of your work day and should be recorded as the time “in.” If you

voluntarily decide to pick up sweets, however, your work day generally will

start when you arrive at the office.

what we are hearing3
WHAT WE ARE HEARING
  • Why can’t I work six hours today so I can attend my child’s school play and make the time up tomorrow by working 10 hours?

With prior supervisory approval for overtime you may have an

arrangement like this. Remember – no overtime may be worked without

prior approval and compensatory time is not allowed by University policy.

So, with prior supervisory approval, the day you work six hours you will

receive regular pay for six hours. The day you work 10 hours you will

receive eight hours at your regular base rate of pay and two hours of

overtime pay.

what we are hearing4
WHAT WE ARE HEARING
  • Are there any circumstances where a non-exempt staff member can “flex” their schedule and not incur overtime?

Two ways come to mind –

(a) Daily time missed either in a single day or over a week period may be

worked (or “made up”) on a Saturday as long as total hours worked in any

given work week does not exceed 40 hours or exceed eight hours in any

day.

(b) The University does have a Flextime Policy and Procedure. With

supervisory approval, a flex schedule may be established.

what we are hearing5
WHAT WE ARE HEARING
  • What if my supervisor mandates that I work overtime but does not want to pay me?

First, supervisors are trained not to mandate unpaid overtime.

Second, the University requires that all overtime worked by a non-exempt

staff member be paid at the appropriate overtime rate. There are NO

exceptions. We suggest that if you believe your supervisor is mandating

unpaid overtime, prior to working that overtime, you first speak with your

supervisor’s supervisor or speak with Human Resources.

what we are hearing6
WHAT WE ARE HEARING
  • My department does not have a budget for overtime, what are they supposed to do when they need a non-exempt staff member to work overtime? Can I “waive my right to overtime pay?”

Employees may not “waive” their right to overtime. There are NO

exceptions. If there is no budget, then there is no overtime, period.

what we are hearing7
WHAT WE ARE HEARING
  • How will time away from the office to attend University events like Mass, convocations, etc. be handled? Will I get paid?

Although attendance at such events is not required, your supervisor in

consultation with leadership, will be able to grant “paid time” to attend

certain University-wide events and celebrations, thus, keeping the staff

member whole. If you feel that you should have been paid for an event for

which you were not, then please immediately contact your supervisor.