In compliance with the Fair Labor Standards Act (FLSA), departments must maintain accurate daily records of work time for all nonexempt employees. Such records must document hours actually worked, rather than hours scheduled to work. Units must also maintain records of all absences (whether paid or unpaid) on both exempt and nonexempt staff employees.
Nonexempt employees are paid 1.5 times their regular rate of pay for all hours over forty (40) in a designated University workweek. "Hours paid" includes all authorized hours worked, plus all time off with pay with the exception of compensatory time. Certain nonexempt police and hospital employees receive overtime according to specific FLSA approved standards. Staff members in exempt job classifications are not entitled to overtime compensation.
All regular staff members receive paid time off for designated University holidays in proportion to their FTE, up to a maximum of eight (8) hours. Nonexempt employees who must work on an officially-observed University holiday are paid 1.5 times their regular rate of pay for all time worked during any of the designated holiday hours. Actual hours worked should be reported; the payroll system automatically calculates the holiday premium rate. Employees who work on a holiday will not receive both holiday premium pay and overtime pay for the same hours. In no instance may pay be pyramided or duplicated or will pay be more than 2.5 times the rate for the same hours.
For nonexempt employees, daily attendance and job time records must be maintained on the Bi-Weekly Payroll Time Record (UMUW Form 13A - Employees Paid from Single Account or UMUW Form 13B - Employees Paid from Multiple Accounts) except in those areas using time cards and time clocks which are used in support of the hours reported for pay on the Bi-Weekly Time Roster (UMUW Form 283). At the discretion of the department or unit, employees may keep their own daily attendance and job time records; however, the department or unit is responsible for ensuring that all records are current and accurate.
Each time record or time card must be signed by the employee to certify correctness of the work time reported. At the end of the applicable pay period, all records must be reviewed and signed by the appropriate supervisor(s), and retained for a specified period of retention. An employee who falsifies a time record is subject to disciplinary action, up to and including immediate termination of employment.
HR-211 Overtime, HR-221 Bi-Weekly Payroll, and HR-401 Holidays.
Date Created: 9/26/97
Last Updated: 9/1/2000