Reporting Time Worked

Below is information on reporting time worked properly.

It is the responsibility of all employees to accurately and completely record time worked and absences from work on their bi-weekly timesheet at the end of each pay period for hourly employees or on a monthly leave report at the end of each month for salaried employees. Time sheets or monthly leave reports are available in Bannerweb. The University does not tolerate falsification of time records and will take appropriate disciplinary action up to and including discharge for violations.

Federal and State laws require that Alfred University must accurately record time worked by our employees for the week in which they perform the work. These “payroll records” are legal documents and must be certified by the employee as being correct and complete. Payroll records are retained by the University for a minimum of three (3) years and are subject to audit and review by the US Department of Labor and NY State authorities for the purposes of enforcing the various statutes that relate to wage and hour issues.

Alfred University has established a “payroll week” as the period of time from Sunday 12:00 midnight to Saturday 11:59.59 p.m. of each week. For Non-Exempt (hourly) and Professional Non-Exempt (weekly professionals) paid employees, overtime is paid at time and a half for any hours worked in excess of 40 hours in a workweek.

  1. All time is to be recorded electronically in Banner web by the employee no later than Monday following the last day of a payroll period. The employee will be required to certify, by their PIN code, that the time is an accurate depiction of their time record for that pay period. The timesheet is to be approved by the supervisor no later than noon on Tuesday following the last day of a payroll period.
  2. All time actually worked in a payroll week will be accounted for by the employee during that week. All overtime (in excess of normal schedule) must be approved in advance by the employee’s supervisor. Unapproved overtime will be paid to the employee but may subject them to disciplinary action.
  3. All hourly employees are required to take at least a 30 minute “lunch break” (unless in Union position where a paid lunch is appropriate) for any shift in which they work more than six hours. Your lunch break should be uninterrupted and work free.
  4. Under no circumstances will an employee work any time “off the clock” or fail to fully report actual time worked during a payroll week. “Comp Time” is not allowed and any time missed during a week must either be made up during the same payroll week, must be excused by an established University pay exception, or must be accounted for as vacation, sick, personal, floating, or merit time.
  5. The standard workweek for Support Staff is 35 hours a week. The standard workweek for Maintenance classifications is 40 hours a week. The University does not pay hourly employees for any hours over 35 or 40 per week unless they are “worked hours”. Paid time off must be used (if available) to bring the employee’s time up to the 35 or 40 hour work schedule if they work fewer than 35 or 40 hours so that the employee gets a full check. Hours recorded in a combination of worked/paid time off will not exceed the employee’s standard workweek (unless due to the half day vacation rule).
  6. The employee cannot choose to go unpaid during the payroll period if they have appropriate available accruals in their paid time off banks. Employees must exhaust all accrued time before going unpaid.
  7. Holiday Pay: All employees should code their normal number of hours per day as Holiday on their timesheets for University recognized Holidays. If an employee is approved to work on a University recognized Holiday the employee will code (7, 7.5, or 8) Holiday hours. In addition to the Holiday hours, all approved hours worked will be coded as worked hours and will be paid at 1.5x their normal rate of pay.  
  8. If an employee works 2nd or 3rd shift they need to code all hours worked on 2nd/3rd shift as Shift 2 on their timesheet to ensure they receive premium pay.

How and When To Use Different Codes on Timesheets

Worked- enter all hours actually worked per workweek in quarter hour increments

Vacation- vacation hours to be recorded in half or full day increments

Sick- sick hours recorded in ½ hour increments as necessary

Family Sick- AU designates 5 days per calendar year (January-December) for you to use to assist an ill/injured immediate family member. There are also 5 additional days that are designated as Family Emergency sick leave to attend to an emergency medical situation which requires the employee’s presence at home to arrange for care of an ill family member, or at the hospital while the family member undergoes surgery or is hospitalized with a serious illness. This leave comes out of your sick bank, but should be coded as family sick for tracking purposes. Can be taken in ½ hour increments.

Floating Holiday & Personal Day- can be used in 1 hour increments (Non Statutory employees accrue time on January 1 and must use time by December 15) (Statutory employees accrue time on their Anniversary date and must use the time by their next Anniversary date).

Excused- should only be used to enter bereavement leave, weather related days where the University closes, jury duty, court or other legal hearings, or the ½ day of religious holiday. When an employee enters excused hours, there should always be a comment made in the comments section in regards to what the excused time was used for.

Holiday- should only be used when the University is closed for a designated Holiday as listed on the Holiday Schedule posted online.

FMLA- this field will only be used if you are out on an approved FMLA leave, HR will be completing your timesheet for you while on leave.

Paid Leave Day- this field will only be used for Non-Statutory full time temporary employees with a one-year appointment who receive 10 Benefit Days.

Persons who violate any of the above requirements or whose attendance becomes problematic will be subject to disciplinary action to correct the problem. Repeated violations may lead to discharge.

Policy#: E-2
Original Effective Date: 5/27/10
Revised Effective Date: 10/15/19