Time and Attendance Reporting
Policy Number: 24
- Date Reviewed:
- November 2014
- 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.
Semi-monthly schedule: A payroll schedule in which employees are paid twice a month on set dates. Semi-monthly payroll will have a one pay period lag between the time period in which hours are submitted and the actual payday. Exception hours will be extracted for processing on a one semi-monthly period lag schedule.
Biweekly schedule: A payroll schedule that consists of 26 pay periods each fiscal year. Paychecks are distributed every other Friday. Biweekly payroll will have a 6 day lag from the end of the pay period to the check date for all hours reported on current timesheet.
The schedule for submission and approval of time records in the university’s timekeeping system can be found on the Payroll website. 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.
The timekeeping system maintains all leave balances applicable to each employee. Leave balances are available on the timesheet or online through Employee Self Service.
The University of Texas Harris County Psychiatric Center ("UTHCPC") staff members may use a different timekeeping system and shall follow procedures established by UTHCPC for tracking time and attendance.
B. Salaried Exempt Employees (Benefits or non-benefits eligible)
Salaried exempt employees must submit timesheets in the timekeeping system on a semi-monthly schedule. The timesheets are to be completed by indicating the appropriate code for any leave taken (if benefits-eligible) or by indicating that there are no exception hours to report. Once completed and submitted, timesheets must be approved by the employee’s supervisor or designated approver.
C. Salaried Non-exempt Employees (Benefits eligible)
Salaried non-exempt employees must submit timesheets in the timekeeping system 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 employee’s supervisor or designated approver.
D. Hourly Employees
Some hourly employees must submit timesheets in the timekeeping system on a semi-monthly schedule while other hourly employees submit timesheets on a biweekly schedule. Employees should be advised by their department as to which schedule applies to them.
1. Semi-monthly schedule (non-benefits eligible, exempt or non-exempt): Timesheets are to be completed semi-monthly by indicating the number of hours worked. Once completed and submitted, timesheets must be approved by the employee’s supervisor or designated approver.
2. Bi-weekly schedule (benefits or non-benefits eligible, exempt or non-exempt): Timesheets are to be completed bi-weekly by indicating the number of hours worked, leave taken and all other absences for the pay period. Once completed and submitted, timesheets must be approved by the employee’s supervisor or designated approver.
E. Accuracy of Timekeeping Records
Employees are responsible for ensuring that time worked (if non-exempt or hourly) 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.