Hourly Time Entry 2.2-2

***This policy will take effect on Sunday, March 23, 2025 coinciding with the go-live of the Workday ERP System***

Introduction/Purpose

To provide clear guidelines for the accurate and timely reporting of hours worked by hourly employees at the University. This policy ensures compliance with federal and state laws. All hourly employees are required to record time in the time entry system (currently Workday) to ensure that compensation reflects actual hours worked.

Policy  

All hourly employees and their supervisors are required to submit accurate records of time worked using the time entry system. Time entries must be completed and submitted by the employee and approved by the supervisor. Hourly employees must be paid at least one and one-half times their regular rate of pay for each hour worked over 40 hours, unless otherwise specified in the employee’s collective bargaining agreement.  Overtime must be approved by the supervisor prior to performing the work.

Procedure

1. Time Entry 
   

   Following are the options for time reporting. Employees are required to use one of these options. 

   • Mobile Devices: Employees may utilize the mobile device application (app) to record their time. This option allows time reporting from any location near the employee’s designated work site.
   • Web Portal: Employees may use the web portal from their workstation computer to record their daily time. Employees whose primary job functions involve the regular use of a computer are required to use their workstation and/or mobile devices.
   • Check In/Out Stations: Employees without access to a computer may use the check in/out stations located around campus. These stations are primarily intended for groups with limited access to workstation computers.

   Employees who manually enter time must submit their entries by 9:00 a.m. on the Monday following each pay period. Employees are encouraged to verify their time by 9:00 a.m. on the Monday following the end of each pay period.

2. Time Entry Approval: 
   
   • Supervisors must review and electronically approve their employees’ time submissions by 10:00 a.m. on the Monday following the end of each pay period.
   • Payroll will not be processed for an employee until their time entry has been approved by their supervisor.
   • Time entries for previous periods will be paid in the next available pay period after approval.
3. Corrections:
   Proper time reconciling between the employee and supervisor plays a crucial role in ensuring the accuracy of time report records. This process helps maintain accurate payroll and ensures that employees are fairly compensated for their work.
   • Supervisor Responsibilities: Supervisors must regularly review time entries and promptly notify employees of any discrepancies, including missed check-ins/outs or errors in recorded hours to prevent payroll inaccuracies that could affect employee pay.
   • Employee Responsibilities: Employees are responsible for accurately recording their actual hours worked or ensuring check-in and check-out times are properly recorded. Time records must be submitted by the designated deadline established by the University to ensure proper compensation for all time worked, in compliance with the applicable laws.
     
     If there are any missed hours or inaccuracies in time records, employees should report them to their supervisor promptly to facilitate timely correction. If time records are not submitted, Supervisors may estimate the hours worked based on their observations and the employee’s schedule to comply with legal requirements. Employees who fail to submit their time records on time are required to review their pay stub and notify their supervisor of any discrepancies in the compensated time within 14-days of receiving their paycheck. If the employee does not report any discrepancies within 14-days, the recorded time will be deemed accurate.
     
     Failure to adhere to these deadlines may result in disciplinary action, up to and including termination of employment.
   • Documentation of Corrections: All time entry corrections must be documented in the Workday system to ensure a clear record of any changes made to time entries. This documentation helps maintain accountability and provides a trail for auditing purposes.

False Reports

Any individual found to be falsifying time reports or misusing time reporting systems will be subject to disciplinary action.  Falsifying time reports or misusing time reporting systems includes, but is not limited to, actions such as:

• Checking in for a colleague who is not present.
• Recording hours not actually worked.
• Checking in while not in your designated work location.
• Falsifying leave records or time-off requests.

Employees are prohibited from performing job functions “off the clock” that is not reflected on their time records. No one may authorize or instruct employees to perform work on behalf of the University that is not accurately recorded in the time record.

Additional Information

• Rounding: A 6-minute rounding window will apply at the start and end of each shift (i.e. 3-minutes before and 3-minutes after the scheduled start/end time). For example, if an employee checks in at 7:57 a.m., the start time will be rounded to 8:00 a.m. To have a start time of 8:00 a.m., the employee must check in between 7:57:00 a.m. and 8:02:59 a.m. If the employee checks in at 8:03:00 a.m., the start time will be rounded 8:06 a.m. 
• Overtime: Time worked beyond 40 hours in a week is considered overtime and must be approved in advance.
• Time Off Requests: All requests for paid time off (PTO), holidays, jury duty, etc., must be made and approved through the Absence feature.

Definitions:

• Hourly: Employees who are compensated based on the hours they work. All hourly employees are eligible for overtime. 
• Workweek: The normal workweek begins Sunday at 12:01 a.m. and ends the following Saturday at midnight, unless otherwise specified in the employee’s collective bargaining agreement.
• Overtime: Hours worked in excess of 40 hours per workweek, requiring pre-approval.
• Time Theft: The act of an employee deliberately misusing company time. This may include practices like clocking in or out for another employee.

Related Policies & Forms:

• Workday User Guide: Instructions for entering time and managing leave in Workday to be posted soon.
• Fair Labor Standards Act
• Workday Job Aids: to be posted as soon