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INT143 Time and Attendance

INT143 Time and Attendance
Sec. 1 Policy Statement.

The University of Texas System Administration requires employees to report on a weekly basis time worked and absent.

Sec. 2 Purpose.

To provide administration for accurate time and attendance records to ensure proper timekeeping administration and compliance with overtime and recordkeeping requirements of the Fair Labor Standards Act (FLSA).

Sec. 3 Excess Hours.

All time worked by a nonexempt employee in excess of the hours appointed to work and/or more than 40 hours in a workweek must have prior approval from the supervisor. A nonexempt employee who works in excess of the hours appointed to work and/or more than 40 hours in a workweek without prior approval is in violation of U. T. System Administration policy. A nonexempt employee who works excess time with or without the required approval must be compensated for the excess time worked.

Sec. 4 Regular Work Schedule.

4.1 U. T. System Administration's regular work schedule for full-time employees is eight hours a day (plus a one-hour meal period), Monday through Friday, 8:00 a.m. to 5:00 p.m. A supervisor may approve adjusted work schedules as needed for business purposes and/or to provide flexible work schedules as long as sufficient staffing exists to conduct official business Monday through Friday, 8:00 a.m. to 5:00 p.m.

4.2 Though employees may occasionally be required or permitted to work through a meal period, an employee's regular work schedule will include a meal period of at least 30 minutes.

Sec. 5 Requirement to Record Time.

5.1 Use of electronic timesheets. All employees will record time worked and absent on the electronic timesheet. Timesheets will automatically route to the direct supervisor for approval.

5.2 Employees will accurately record time worked and absent during the workweek. Employees will submit timesheets on a weekly basis. Time worked and absent is recorded to the nearest quarter of an hour, with fractions of hours recorded as .25, .50, and .75.

Sec. 6 Official Travel and Hours Worked.

The time an employee spends traveling on official business will, at a minimum, be recorded as hours worked as indicated below.

6.1 Official Travel.

(a) Travel time to and from the location, less regular home-to-work commute time and meal periods, will be recorded as hours worked whether the employee was driving or a passenger.

(b) Time spent waiting at the airport will be recorded as hours worked. For example, an employee is instructed to report to the airport one hour before flight departure, the employee will record the time arrived at the airport and time spent waiting before flight departure as hours worked.

6.2 Hours Worked. Outside of travel time, reported hours worked should coincide with actual hours worked. For example:

(a) If you work from 9:00am to 4:00pm with a 1 hour lunch, work hours should be recorded as 6.00.

(b) If you work from 7:45am to 6:00 with a 30 minute lunch, work hours should be recorded as 9.75.

6.3 Employees may earn state compensatory time for meetings held outside of the normal business day. This does not extend to social activities held in conjunction with conferences or other events.

Sec. 7 Leave Requests.

7.1 Employees will request time off in advance from the supervisor using a leave request form. An employee unable to request leave in advance must notify the supervisor as soon as possible and submit a leave request form upon return if requested by the supervisor.

7.2 All employees will request leave using the SharePoint leave request form and add explanatory notes, if appropriate, in the "Notes" section of the form; or with an emailed message to the supervisor that provides the required information.

Sec. 8 Responsibilities of Supervisors.

8.1 A supervisor should promptly review and respond to employees' leave requests and timesheets.

8.2 Supervisors are responsible for ensuring employees accurately record time worked and absent, and have sufficient leave balances to cover any leave approved.

8.3 Supervisors may decide if and when a leave request is not required.

Sec. 9 Responsibilities of Department Timekeepers.

9.1 The department timekeeper should help to ensure timesheets are submitted and approved weekly.

9.2 The department timekeeper is responsible for retaining leave request forms until the forms and the timesheets have been reconciled. The department timekeeper is also responsible for maintaining time records which are not entered into the electronic timesheet in accordance with the retention schedule.

9.3 The department timekeeper will assist department managers and employees with requests for data in the electronic timesheet system.  The timekeeper will also provide end-user support for the electronic timekeeping system.

Sec. 10 Inclement Weather.

10.1 Notice of official closing of U. T. System Administration offices due to inclement weather will be provided to U. T. System Administration employees. Announcements concerning closure of The University of Texas at Austin do not apply to U. T. System Administration.

10.2 Official closings of U. T. System Administration offices in Austin do not automatically apply to work locations outside of the Austin metropolitan area. Closure decisions for those U. T. System Administration offices are initiated by the onsite manager based upon the operation of the institution with which they are located. The onsite manager will notify the department head who will contact the Office of Employee Services (OES). OES will submit the request to the Chancellor or his designee, i.e.,the Associate Vice Chancellor for Employee Benefits and Services, who will make the official closure decision. Any further absence by an employee not approved by the aforementioned procedure requires the use of personal accumulated and applicable paid leave.

10.3 OES will provide instruction on the use of Emergency Leave for official closings of U. T. System Administration offices.

Sec. 11 Records Retention.

11.1 The electronic timesheet retains records for the appropriate time and then deletes them in accordance with the records retention schedule.

11.2 Paper timesheets for hourly employees will be retained by Accounting and Purchasing Services in accordance with the U. T. System Administration records retention schedule.

Definitions

Exempt Employee - an employee who is exempt from the overtime provisions of the FLSA under an executive, professional, administrative, or other exemption.

Fair Labor Standards Act (FLSA) - the federal law that establishes minimum wage and overtime standards for employees and regulates the employment of children.

Nonexempt Employee - an employee who does not fall under any of the exemptions to the overtime provisions of the FLSA and is therefore covered by the Act.

Time Worked - time that U. T. System Administration requires or permits an employee to work.

Workday - a 24-hour period beginning at 12:01 a.m. and ending at 12:00 midnight.

Workweek - a fixed and recurring period of seven consecutive 24-hour days, which begins at 12:01 a.m. Monday and ends at 12:00 midnight Sunday. 

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