3.7.0: Time Keeping Policy
Time worked includes all time that an employee is required to be performing duties for the University. Time worked is used to determine overtime pay required for nonexempt employees. The following provisions are included as time worked:
- Work away from premises or at home. If approved, work performed off the premises or job site or at home by a nonexempt employee will be counted as time worked. Working includes monitoring, reading and responding to company email or text. A nonexempt employee will not be permitted to perform work away from the University or at home unless they obtain preapproved, in writing, by the employee’s supervisor.
- Break/Lunch time. For non-exempt employees, relief breaks of not more than ten (10) minutes in duration may be taken during each four (4) hour period of work, and are considered part of the working hours. Such breaks may not be used to extend one’s lunch period or to shorten one’s workday, nor may they be accumulated. Meal periods shall be a minimum of 30 minutes, which will not be considered a part of the working hours.
Time Not Worked
Per the Fair Labor Standards Act (FLSA), Spalding University does not count the following provisions as time worked:
- Paid leave. Approved paid time off and holiday leave, Family and Medical Leave Act (FMLA) leave, military leave, jury and witness duty, funeral/bereavement leave, and voting time off are not counted as time worked.
- Lunch or dinner periods. Uninterrupted time off for lunch or dinner is not counted as time worked.
Salary – Nonexempt employees must accurately record the hours worked and paid time off (minimum 1 hours) taken each day in the University’s timekeeping system.
Hourly - Nonexempt employees must accurately record the time they begin and end their work, as well as the beginning and ending time of each meal period, in the University’s time keeping system. They must also record the beginning and ending time of any departure from work for personal reasons. They must accurately record any paid time off (minimum 1 hour) taken each day in the University’s timekeeping system.
Exempt employees must accurately record the paid time off hours (minimum 4 hours) taken each day in the University’s timekeeping system.
It is the employee’s responsibility to review his or her time record to certify the accuracy of all time recorded. The timekeeper for the department will review and then approve the time record before submitting it for payroll processing. In the event of an error in reporting time, employees must immediately report the problem to the employee’s manager.
It is a violation of University policy for any employee to alter, falsify, tamper with time records or record time on another employee’s time record. Such behavior may result in disciplinary action, up to and including termination of employment. If any manager or employee instructs you to incorrectly or falsely report your hours worked, or alter another employee’s time records to inaccurately or falsely report that employee’s hours worked, you must report it immediately to the Human Resources Director.