Financial Policies Training: Timekeeping for Hourly-Paid Employees (2.7.2) Effective Date: January 1, 2009

1. Financial Policies Training:Timekeeping for Hourly-Paid Employees (2.7.2)Effective Date: January 1, 2009

2. These PowerPoint slides are intended for training purposes. In the event of any discrepancy or interpretation difference between the policy and the slides, the policy dictates.

3. Timekeeping for Hourly-Paid Employees (2.7.2) • TOPICS • Who does the policy apply to? • Why is a timekeeping policy important? • How is timekeeping recorded at UC? • When does an employee report time? • What are the timekeeping regulations and responsibilities for an employee?

4. Timekeeping for Hourly-Paid Employees (2.7.2) • Who does the policy apply to? • Non-exempt, biweekly, hourly-paid University of Cincinnati employees • Why is a timekeeping policy important? • Accurate time records • Are the basis for payment of wages • Are required by federal and state laws for hourly paid employees

5. Timekeeping for Hourly-Paid Employees (2.7.2) • How is timekeeping recorded at UC? • UC’s official timekeeping system(s) • Currently, KRONOS • Time clock or • Teletime • Using an org unit phone • Using some other approved phone if permitted by the org unit and Payroll Operations • Exceptions to official timekeeping systems must be • Requested in writing • Approved by Payroll Operations • Unusual circumstances and only for org units with • Dependable recordkeeping • A fully trained backup timekeeper

6. Timekeeping for Hourly-Paid Employees (2.7.2) • When does an employee report time? • At the beginning of each work day; at their authorized start time • At the end of each work day • If working a split shift, at in and out times • If leaving for more than the normal lunch period, at in and out times

7. Timekeeping for Hourly-Paid Employees (2.7.2) • What are the timekeeping regulations and responsibilities for an employee? • An employee should not clock in until the time that employee is authorized to work by regular schedule or authorized overtime • Employees should not begin to work until clocking in or continue to work after clocking out

8. Timekeeping for Hourly-Paid Employees (2.7.2) • …. regulations and responsibilities….(cont.) • Employees must promptly (within two weeks) report to their supervisor any differences in time actually spent working and time reported as worked in the system • Differences reported after two weeks must be approved through the College business office or VP business office • Modifications of time reported by employees can only be made with their knowledge and only for • Correction of administrative errors • Editing of failure to clock in/out • Reporting of leave time

9. Timekeeping for Hourly-Paid Employees (2.7.2) • …. regulations and responsibilities….(cont.) • Employees must clock in/out for themselves (even a student employee) using the university’s official systems; others, including the employee’s supervisor, timekeeper or org unit staff, cannot clock in/out for the employee • Employees must not use another employee’s badge or ID to clock in/out; employees must not allow someone else to use their badge or ID to clock in/out • Employees must report a lost or damaged ID to their supervisor immediately

10. Timekeeping for Hourly-Paid Employees (2.7.2) • …. regulations and responsibilities….(cont.) • Employees may face disciplinary action (up to and including termination) in these situations • Consistently failing to clock in/out • Clocking in/out at other than proper times • Knowingly, inaccurately reporting time spent working (through any means) • Using another employee’s badge or ID to clock in/out • Allowing someone else to use their badge or ID to clock in/out

11. Timekeeping for Hourly-Paid Employees (2.7.2) • …. regulations and responsibilities….(cont.) • Supervisors, timekeepers and org unit staff may face disciplinary action (up to and including termination) in these situations • Clocking an employee in/out • Modifying an employee’s time without their knowledge • Modifying an employee’s time other than for correction of administrative errors, editing of failure to clock in/out or reporting leave time

12. Timekeeping for Hourly-Paid Employees (2.7.2) • The Policy (2.7.2): www.uc.edu/af/documents/policies/timekeeping.pdf • Policy questions e-mail:policyquestions@uc.edu • KRONOS Information and Payroll Calendars/Due Dates: www.uc.edu/af/payroll/payroll_topics.html