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Employment Policies (HR-100)

HR-106 Reporting Hours Worked

Summary

In compliance with the Fair Labor Standards Act (FLSA), departments must maintain accurate daily records of worked time for all nonexempt employees.  Such records must document hours actually worked, rather than hours scheduled to work.   In compliance with the Patient Protection and Affordable Care Act (PPACA), exempt Variable Hour Employees, both academic non-teaching staff and administrative, service and support staff, are required to document hours worked.  Worked hours for variable hour academic teaching staff will be calculated based on a methodology that equates credit hours to worked hours and will be reflected as the FTE/standard hours in the HR/Payroll database.  Supervisors must also maintain records of all absences (whether paid or unpaid) on both exempt and nonexempt staff employees.

Overtime Pay

Nonexempt employees are paid 1.5 times their regular rate of pay for all hours worked over forty (40) in a designated University workweek.  Hours paid but not actually worked including, but not limited to, vacation, personal days, sick leave, holidays, voting and compensatory time do not apply toward the calculation of overtime.  Certain nonexempt police employees receive overtime according to specific FLSA approved standards.  Staff members in exempt job classifications are not entitled to overtime compensation.

Record Keeping

Exempt Variable Hour Academic Staff Appointments

Variable Hour Non-Teaching Academic Staff are responsible for accurately reporting hours worked in the University’s time reporting system

Variable Hour Teaching Academic Staff are not required to report hours worked.  Worked hours will be determined based on a methodology that 1 credit hour taught equals 3-1/3 worked hours. Based on this calculation, the FTE/standard hours should be entered in the HR/payroll database.

Supervisors are responsible for ensuring all records are current and accurate.

Administrative, Service and Support Staff Appointments

Regular Employees: All nonexempt employees are responsible for accurately reporting their time (hours worked and paid time off) in the university’s time reporting system.  An employee who falsifies a time record is subject to disciplinary action, up to and including immediate termination of employment.  Supervisors are responsible for reviewing, approving and correcting reported time and for ensuring that all records are current and accurate.  Supervisors should communicate changes to the employee.  Employees should review pay in a timely manner and report any discrepancies to their supervisor.

Variable Hour Employees: Variable Hour Exempt Employees are responsible for accurately reporting hours worked in the University’s time reporting system. Supervisors are responsible for ensuring that all records are current and accurate.

See Also

HR-101 Employee Status, HR-211 Overtime, HR-221 Bi-Weekly Payroll, and HR-401 Holidays.

Date Created: 09/26/1997

Last Updated: 10/01/2013