Policy: Non-Exempt Employees s2
Section: 7004.12 Standards Subject: Recording of Hours Worked
Effective Date: 2/20/01 Approved By: Board of Directors
Policy: It is the policy to keep accurate records of the hours actually worked (including overtime hours where applicable) and of the taken and available accrued leave time, and to ensure pay in a timely manner.
Procedure:
1. To ensure that accurate records are kept of the hours actually worked (including overtime hours where applicable) and of the accrued leave time that has been taken, and to ensure pay in a timely manner, all employees will be required to record their time worked and their absences on the School’s official time record form. This form should be completed daily and signed and forwarded to the employee’s supervisor on a weekly basis. After reviewing the form and resolving any discrepancies, the supervisor will sign the form and forward it to payroll for processing.
2. Actual hours worked and leave time taken must be recorded accurately. Falsification of a time record is a breach of school policy and is grounds for disciplinary action, including the possibility of discharge.
3. For non-exempt employees, the FLSA requires the following records to be maintained and preserved:
a. Name in full
b. Home Address
c. Date of birth if under 19
d. Sex
e. Occupation in which employed
f. Time and day of the week on which the employee’s workweek begins
g. Regular hourly rate of pay for any workweek in which overtime compensation is due, in accordance with the FLSA’s requirements; an explanation of the basis of pay, indicating the monetary amount paid per hour, day, week, or other basis; amount and nature of each payment excluded from the employee’s regular rate.
h. Regular hours worked each workday and total regular hours worked each workweek
i. Total daily or weekly straight-time earnings or wages due for each workday or workweek, exclusive of overtime compensation
j. Total premium pay for overtime hours
k. Total additions or deductions from wages paid each pay period
l. Total wages paid each pay period
m. Date of payment and pay period covered by such payment
4. For exempt employees, employers are required to maintain and preserve records containing all the information and data previously set forth, with the exception of the date required in items g through k above, which pertain to non-exempt employees only. In addition, wage records must be maintained in sufficient detail to permit calculation for each pay period of the employee’s total remuneration, including fringe benefits and perquisites.
5. Rounding of Clock-Time – Clock hours are rounded by the Payroll Department as follows:
a. Greater than 7 minutes, round up to next quarter hour
b. Less than or equal to 7 minutes, round down to previous quarter hour.
6. Example of Time Record Form (Hourly Full-time Non-Exempt Staff). See Addendum A.
7. Example of Time Record Form (Hourly Part-time Non Exempt Staff) See Addendum B.
8. Example of Time Record Form (Salaried Non-Exempt Staff). See Addendum C.
a. A Salaried Non-Exempt form must be completed and submitted to the Payroll Department for any salaried non-exempt employee who works greater or less than 40 hours in a work week. Supervisors do not have to submit the Salaried Non-Exempt form to the Payroll Department if the employee has completed the standard 40-hour workweek.