Human Resources Manual

Policy No.: 3-3 This policy applies to:
Policy Name: Timekeeping Non-exempt staff
Effective Date: 08/01/04   Exempt staff
Revised: 08/01/11   Faculty

Policy

Accurately recording time worked is the responsibility of every staff employee. Federal and state laws require Loyola University New Orleans to keep an accurate record of time worked in order to calculate employee pay and benefits. Time worked is all the time actually spent on the job performing assigned duties.

Nonexempt employees should accurately record the total hours worked per day. They should also record the beginning and ending time of any split shift or departure from work for personal reasons.

Exempt employees should record only those hours that are exceptions to their regular hours such as sick leave, vacation, etc. These exceptions should be listed in the proper earnings code and then initialed. If there are no exceptions, N/A should be in the total column and initial. Partial day absences should not be recorded.

It is the employees’ responsibility to sign their time records to certify the accuracy of all time recorded. The supervisor will review and then initial the time record before submitting it for payroll processing. In addition, if corrections or modifications are made to the time record, both the employee and the supervisor must verify the accuracy of the changes by initialing the time record. In the absence of the employee, the supervisor may approve the time record to expedite processing. In order to ensure that payroll records are legally correct, NO TIME SHEET WILL BE PROCESSED FOR PAYMENT UNTIL IT IS PROPERLY AUTHORIZED.

Time sheets are legal records of the University. Altering, falsifying, tampering with time records, or recording time on another employee’s time record is a serious matter that may result in disciplinary action, up to and including termination of employment.

Procedure

The following procedures should be used for recording time worked:

There are two different systems used by the University.

ONLINE EXEMPT TIME SHEET via EWS Link: Exempt employees (administrative staff)
SCANNABLE TIME SHEET: Nonexempt employees (university staff)

Non-exempt employees who use a scannable Time Sheet should report all hours worked each day under the appropriate earnings code. All hours should be totaled by the earnings code in order for the employee to be paid. Hours worked should be rounded to the nearest quarter hour (example: an employee works seven hours and 3 minutes, the recorded time is 7 hours; an employee works 7 hours and 25 minutes, the time recorded is 7.50 hours).

1/4 hour or 15 minutes = .25
1/2 hour or 30 minutes = .50
3/4 hour or 45 minutes = .75
1 hour or 60 minutes = 1.00

A schedule of payroll dates as well as deadlines for submission of timesheets and other paperwork is published on the Human Resources web page.