Overview
Establish clear process and expectations for accurately recording, reviewing, and approving work hours and time off according to applicable laws and University of California policies.
Purpose
Time records constitute the basis for payment of wages and of university-authorized paid time off, including calculation of eligibility under some leave policies. This Policy addresses compliance related to accurate and timely recording and reporting of time worked to promote the efficient processing of payroll. This Policy applies to all employees for the recording and reporting of all time off, paid or unpaid, hours worked for leave policy eligibility, and to non-exempt employees for the recording and reporting of actual hours worked. In addition to maintaining accurate payroll and time records, and enhancing operational efficiency, this Policy aims to ensure that all employees are fairly compensated for the hours they work and receive their entitled leave benefits.
Definitions
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Employees exempt from Fair Labor Standards Act (FLSA) minimum wage and overtime rules due to their duties and salary basis. They receive a fixed salary and must fulfill job duties regardless of hours worked. Exempt employees do not receive overtime pay or compensatory time off and are not required to follow strict timekeeping rules for pay purposes.
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Employees subject to all Fair Labor Standards Act (FLSA) provisions due to their duties and hourly compensation. They must record hours worked and are eligible for overtime pay for qualified hours.
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The monthly pay period begins on the first calendar day of the month and ends on the last calendar day of the month. Payment is scheduled for the first working day following the close of the pay period. If a non-working day occurs between the end of the pay period and the first working day of the next pay period, payment is made on the last working day of the pay period, except that December earnings are always paid on the first banking day after January 1.
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The biweekly pay period takes place at two-week intervals. Payment is scheduled for the second Wednesday following the close of the pay period. If the second Wednesday is a holiday, then the payday is the first working day prior to that holiday, except for the New Year's holiday for which the pay date will always be the first banking day after January 1.
Policy
Employees and their supervisors (or delegates) share responsibility for accurately accounting for time worked and time off in the pay period taken.
A. Reporting Time for Non-Exempt Employees
- All non-exempt employees are required to clock in and out at the beginning and the end of their shift and for all meal breaks.
- All non-exempt employees are required to clock in and out via their assigned method/location unless approved by their supervisor for an alternative method/location.
- For clocking in or out of a shift, UCSF pays in quarter-hour increments, and the timekeeping system automatically rounds the time of any clock-in or clock-out to the nearest quarter hour for the beginning and end of the shift. This rounding is for pay purposes only and should not be considered as a grace period for attendance purposes.
- For clocking out or in for purposes of a meal break, the timekeeping system does not round time and exact times are used.
- An employee may only clock in/out for themselves and may not clock in/out for another person.
- At the end of each shift, employees must attest to the accuracy of their timesheet regarding clocking in/out time and meal breaks taken/not taken.
- All time worked and time off, paid or unpaid, must be recorded in the timekeeping system no later than the Monday after the close of the pay period unless an earlier deadline is communicated.
- All employees should submit advance leave requests for approval through their designated timekeeping system.
B. Reporting Time for Exempt Employees
- Exempt employees must accurately report on their timesheet all time away from work in full-day increments, inclusive of any paid and unpaid time off.
- Exempt employees whose regular schedule is less than a full day will record time away from work equivalent to their regular schedule.
- Timesheets must be completed and submitted for each pay period by the established deadline, whether leave was taken or not.
- At the end of each pay period, employees must attest to the accuracy of their timesheets.
- All employees should submit advance leave requests for approval through their designated timekeeping system.
C. General
- Any employee who knowingly, and through any means, inaccurately reports time spent working or time off, paid or unpaid, is subject to performance management up to and including termination from employment.
Procedures
Link to final procedures will be forthcoming.
Responsibilities
- The employee’s responsibility is to report their time accurately each pay period, including reporting time away from work.
- The supervisor and/or delegate’s responsibility is to ensure that timekeeping records are kept in compliance with wage and labor laws and University of California policies.
- The Payroll Office's responsibility is to maintain and update this Campus Administrative Policy and the related timekeeping procedures.