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HR-106 Reporting Hours Worked


The policy provides guidance to employees and their time approvers regarding accurately tracking and reporting hours worked and absences approved.

If any part of this policy is in conflict with Collected Rules and Regulations (CRR), the provisions of the CRR will govern.

HR Policy Provisions

  1. Non-Exempt Time Reporting
    1. In compliance with the Fair Labor Standards Act (FLSA), departments must maintain accurate daily records of worked time for all nonexempt (hourly paid) employees. Such records must document hours actually worked, rather than hours scheduled to work.
    2. Non-exempt employees are eligible for overtime or compensatory time off for hours worked over forty (40) per week. See HR-211 Overtime and Compensatory Time.
  2. Exempt Time Reporting
    1. 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. 
  3. Record Keeping
    1. Exempt Variable Hour Academic Appointments
      1. Variable hour non-teaching academic employees are responsible for accurately reporting hours worked in the University’s time reporting system.
      2. Variable hour teaching academic employees 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.
      3. Recorded hours do not produce pay.
    2. Administrative, Service and Support Staff
      1. All nonexempt employees are responsible for accurately reporting their time (hours worked and paid time off) in the University’s time reporting system.
      2. All exempt employees are responsible for accurately reporting paid time off in the University’s time reporting system.
      3. Employees should review pay in a timely manner and report any discrepancies to their supervisor.
      4. Supervisors are responsible for reviewing, approving and correcting reported time and for ensuring that all records are current and accurate.
      5. Supervisors should communicate changes to the employee.
      6. An employee who falsifies a time record is subject to disciplinary action, up to and including immediate termination of employment.

See Also

HR-101 Employee Status
HR-211 Overtime and Compensatory Time 
HR-221 Bi-Weekly Payroll
HR-401 Holidays

Date Created: 09/26/1997
Updated: 09/01/2000; 08/23/2009; 10/23/2009; 10/1/2013; 02/01/2021

Reviewed 2021-02-01