Policy Number: 24

Time and Attendance Reporting

Subject:

Time records

Scope:

All employees

Date Reviewed: December 2011

Responsible Office: Payroll and Human Resources

Responsible Executive: Vice President, Finance and Business Services

I.     POLICY AND GENERAL STATEMENT

The University of Texas Health Science Center at Houston ("university") requires all employees to submit a record reflecting their hours absent from work, and in the case of hourly and salaried non-exempt employees, hours worked. For the purposes of this policy, “all employees” does not include graduate assistants and School of Dentistry residents who are appointed .5 FTE or greater.

Each supervisor is responsible for verifying and assuring his or her area's compliance with policy.

II.     PROCEDURE

A. Schedule

The schedule for submission and approval of time records in PeopleSoft Time and Labor (T&L) is the last day of each semi-monthly reporting period. All employees and supervisors should carefully complete and review timesheets.  The submission by the employee and the supervisor's or designated approver’s approval certify that the timesheet accurately reflects all time worked (if hourly or salaried non-exempt), leave taken, and all other absences for the pay period indicated.

All absences shall be entered consistent with currently established university policies.

Exception hours will be extracted for processing on a one semi-monthly period lag schedule.

The University of Texas Harris County Psychiatric Center ("UTHCPC") staff members will use the official UTHCPC Kronos time keeping system and follow procedures established for tracking time and attendance.

B. Salaried Exempt Employees (Benefits eligible)

Salaried exempt employees must submit timesheets in T&L on a semi-monthly schedule.  The timesheets are to be completed by indicating the appropriate code for any leave taken or by indicating that there are no exception hours to report.  Once completed and submitted, timesheets must be approved by the employees’ supervisor or designated approver.  PeopleSoft maintains all leave balances applicable to each employee.  Leave balances are available on the timesheet or through Employee Self Service.

C. Salaried Non-exempt Employees (Benefits eligible)

Salaried non-exempt employees must submit timesheets in T&L on a semi-monthly schedule. Timesheets are to be completed by indicating the number of hours worked and by entering the appropriate code for any leave taken. Once completed and submitted, timesheets must be approved by the employees’ supervisor or designated approver.  PeopleSoft maintains all leave balances applicable to each employee.  Leave balances are available on the timesheet or through Employee Self Service.

D. Hourly Employees (Non-benefits eligible, Exempt and Non-exempt)

Hourly employees must submit timesheets in T&L on a semi-monthly schedule.  Timesheets are to be completed by indicating the number of hours worked.  Once completed and submitted, timesheets must be approved by the employees’ supervisor or designated approver.  There will be a one pay-period lag between the time period in which hours are submitted and the actual payday.

E. Duty to Report Time Accurately

Employees are responsible to ensure that time worked (if non-exempt) and leave time are reported accurately.  Failure to report leave and/or falsifying a time record is a violation of the university’s Standards of Conduct and could constitute a violation of the Texas Penal Code.

F. Closures

If an area within an organizational entity closes permanently, its reporting documents will be retained by the organizational entity. If an organizational entity is permanently closed, its reporting documents should be forwarded to Records Management Systems and Services.

G. Record Retention

All media of time records (e.g., time sheets, and request for leave authorizations) as well as the cumulative time records of separated employees must be maintained in accordance with the university's records retention schedule.

III.     CONTACTS

ContactTelephoneEmail/Web Address
Payroll 713-500-3962

payroll@uth.tmc.edu

https://inside.uthouston.edu/finance/payroll/contact-us.htm

Human Resources 713-500-3130 http://www.uth.edu/hr/department/employee-relations/index.htm