Time Reporting—New Policy 310

The purpose of this policy is to provide time reporting requirements for all individuals paid on an hourly basis (including weekly-paid staff, temporary staff and students). 

1. Reporting

Individuals paid on an hourly basis will follow positive pay reporting. Positive pay reporting is accurately entering/recording all hours worked, compensatory time and time away from work, including but not limited to paid time off (PTO), sick, holiday, bereavement and jury duty.

Individuals paid on an hourly basis must accurately enter into Workday their hours worked for each day of the work week.  At the end of the work week, the time worked for that week must be submitted.

For each day worked by an individual paid on an hourly basis, that person must enter the time they began working that day, as well as the time they stopped working that day.

In addition, if an individual paid on an hourly basis takes a meal or other break that is at least 30 consecutive, uninterrupted minutes, the individual must record the break in Workday by entering the time the individual stopped working to begin the break, as well as the time the individual began working again following the break. Individuals should not record in Workday any meal or other breaks that are less than 30 consecutive minutes in length. Rather, any break that is less than 30 consecutive minutes should be treated as working time and should not be recorded.

Workday uses a 15 minute rounding system based on seven minute intervals. For example, a start time of 7:07 a.m. is rounded to 7 a.m. A start time of 7:09 a.m. is rounded to 7:15 a.m. A similar rounding occurs for end times.

Monthly-paid staff will follow exception pay reporting.  Exception pay reporting is accurately entering/recording only time away from work, including but not limited to paid time off (PTO), sick, holiday, bereavement and jury duty.

2. Responsibilities

Individuals paid on an hourly basis are responsible for doing the following:

  • Accurately entering into Workday their start and end times for each day worked, as well as the start and end times of any meal break that is at least 30 consecutive, uninterrupted minutes. Individuals should not record in Workday any meal breaks that are less than 30 consecutive minutes in length.
  • Submitting their completed weekly time records in Workday within the time period required for approval.
  • Not entering the time worked of another individual or instructing/advising another individual to falsify or incorrectly report time.

Managers/Timekeepers are responsible for doing the following:

  • Ensuring that all of these individuals have entered their hours worked timely into Workday and submitted them for approval.  If an individual has not entered his/her time, the manager/timekeeper must ensure that it is timely entered and can do so on his/her behalf, if necessary.
  • Reviewing hours worked for accuracy addressing any issues prior to approving time, and timely approving these individuals’ time in Workday.
  • Not falsifying or incorrectly reporting time worked by an individual, or instructing/advising an individual to do the same.
  • If any errors or omissions are identified, promptly submitting corrections for any errors or omissions. This should be done before payment if possible, or after payment if necessary.

Individuals who violate this policy will be subject to disciplinary action up to and including termination.