HOP 3.4.3 Time and Attendance

Sec. 1 Purpose

To establish practices for accurate time and attendance records ensuring compliance with overtime and recordkeeping requirements of the Fair Labor Standards Act (FLSA).

Sec. 2 Principles

2.1 Employees will:

a) report time appropriately to comply with policy;

b) adhere to applicable laws, rules, and procedures; and

c) ensure balance limits do not exceed the maximum allowable.

2.2 Managers have the discretion to balance business needs in the context of the personal needs and legal rights of the employee and will:

a) accommodate an employee’s request to the extent practicable;

b) consider the financial impact of an employee’s leave request and available leave balance;

c) follow applicable laws and policies;

d) adhere to responsibilities set forth by UT System Administration as defined below; and

e) ensure balance limits do not exceed the maximum allowable.

2.3 Timekeepers will:

a) review timesheets to help ensure compliance with policies;

b) complete time entry; and

c) assist employees and managers with time reporting, leave and balances.

Sec. 3 Applicability

This policy pertains to all employees.

Sec. 4 General Responsibilities

4.1 Employee requests leave in advance of absence when the need for leave is foreseeable. If the need for leave is not foreseeable, the employee must request leave as soon as s/he knows of the need for leave.

4.2 Manager or HR, when applicable, responds to leave request after considering department staffing requirements in the context of the personal needs and legal rights of the employee.

4.3 Employee records absence from work in the electronic timesheet system using the appropriate leave type.

4.4 Negative leave balances are not permitted.

Sec. 5 Work Schedule

5.1 UT System Administration’s regular work schedule for full-time employees is eight hours a day (plus a one-hour meal period), Monday through Friday, 8:00am to 5:00pm. A manager 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.

5.2 Though employees may be occasionally 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.

5.3 A non-exempt employee must have prior approval from his/her manager before working hours that may result in the earning of FLSA overtime. A manager who permits an employee to work overtime is equivalent to the manager ordering or authorizing the employee to work overtime. In other words, if a manager is aware that a non-exempt employee works through lunch, starts early or stays late, and works more than 40 hours in a work week, UT System Administration is responsible for compensating the employee for that overtime.

Sec. 6 Requirement to Record Time

6.1 Non-Exempt, Salaried Employees. Weekly timesheets are required regardless of the time being reported.

6.2 Exempt, Salaried Employees. Employees in a FLSA exempt position may be eligible to participate in exception-based time reporting. Exception-based time reporting requires the completion of a timesheet only when the employee takes leave or when hours worked in a single work week exceed the employee’s scheduled hours.

a) For weeks in which exceptions occur (leave was taken or hours worked in a single work week exceed the scheduled hours), a timesheet for the entire week will be submitted in the electronic timesheet system.

b) For weeks in which there are no exceptions, the week will be marked as such in the electronic timesheet system using the No Exceptions to Report button. Alternatively, a timesheet may be submitted for a no exception week.

c) All exception and no exception reporting will be completed within 45 days of the work week start date.

6.3 Hourly Employees. Weekly timesheets are required for each week in which time is worked.

6.4 Reporting Time. Employees will accurately record time worked and absent during the work week. Required timesheets will be submitted on a weekly basis. All time is recorded to the nearest quarter of an hour, with fractions of hours recorded as .25, .50 and .75. Managers will review and approve timesheets weekly. Timekeepers will complete time entry weekly.

Sec. 7 Official Travel

7.1 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.

7.2 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.

7.3 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.

7.4 Employees may earn state compensatory time and overtime 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. 8 Leave Requests

Employees will request time off in advance from the manager. The manager will determine the method of leave request to be utilized. An employee unable to request leave in advance must contact the manager as soon as possible.

Sec. 9 Inclement Weather

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

9.2 Official closings of UT System Administration offices in Austin do not automatically apply to work locations outside of the Austin metropolitan area. Closure decisions for remote UT 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 contact the Office of Human Resources (OHR).  Further direction will come from OHR. Any absence not approved by the aforementioned procedure requires the use of personal applicable and accumulated paid leave.

Definitions

Employee – an individual who is on the UT System Administration payroll.

Exempt Employee - an employee who is not covered by the overtime provisions of the Fair Labor Standards Act.

Fair Labor Standards Act (FLSA) - the federal law (29 U.S.C. §§ 201-219) that establishes overtime standards for employees.

Hourly Employee - an employee who is paid semi-monthly at an hourly rate.

Non-exempt 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.

Salaried Employee - an employee who is paid monthly at an annual rate.

Time Worked - hours performed working.

Work week - 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.