Recording Time Worked
POLICY NUMBER: III G
SUBJECT: RECORDING TIME WORKED
APPLIES TO: NON-EXEMPT STAFF AND STUDENTS
EFFECTIVE DATE: July 1, 1993
REVISED FROM: February 17, 1990
RECORDING TIME WORKED
All employees including students who are doing non-exempt work as defined by the State Wage and Hour Law are required to record all hours worked during each University workweek. (See definition of University workweek.)
1. Method of Recording Time Worked
The University requires that time be recorded by all employees doing non-exempt work using either a time sheet or a time clock. Each department is required to maintain accurate records of time worked and report the time worked to the Payroll Office on a scheduled basis.
a. Time sheets
(1) To be used in recording time if the department does not use a time clock.
(2) Time sheets must be signed by the employee and the designated supervisor.
b. Time clocks
(1) To be used in recording time by those departments using time clocks.
(2) Time cards with recorded time must be signed by the employee and the designated supervisor.
2. Verification of Time Worked
a. Each employee and his/her supervisor must sign the time sheet or time card (from time clocks) to verify that the recorded time is the time actually worked.
b. An employee may not use a time clock to record the time worked for another employee. This action will be cause for disciplinary action. (Reference: Employee Discipline)
3. Record Retention
a. Time sheets submitted to the Payroll Office will be retained for a minimum of three years by the Payroll Office.
b. If time worked is reported to the Payroll Office on a separate card from the one signed by the employee, the department submitting the time record is responsible for maintaining the employee signed time sheets or time cards for a minimum of three years.