Time Sheets

Policy Statement

Time reporting is the basis for determining payment to employees for services performed and it is the policy of the University to use time sheets to report employee’s time while at work.

Reason for Policy

This policy outlines the guidelines relating to employee time reporting on Adelphi’s campus and in university facilities.

Who Is Governed by this Policy

Staff

Policy

All non-faculty non-exempt employees are required to submit a bi-weekly attendance sheet showing actual hours worked and lunch period taken (unpaid). All (exempt) employees shall submit reports of vacation, sick days, etc., on a monthly reporting sheet. Falsification of attendance sheets or payroll sheets constitutes grounds for immediate termination of employment.

It is the non-exempt employee’s responsibility to record on a daily basis the time they begin work, lunch period and the time they stop working. Non-exempt employees’ record of time taken for vacation, personal, sick, jury duty, funeral leave, etc. is recorded on the bi-weekly attendance sheet, which is signed by the Department Head, input by an employee designated by the Dean/Department Head, and submitted to the Office of Human Resources. On the last working day of the covered period, the employee must submit to their manager or designated supervisor a signed bi-weekly attendance sheet or hourly payroll sheet.

Overtime rates and hours for union members are covered in the applicable CBA. Overtime for exempt non-union members is not applicable.

Exempt employees’ record of time taken for vacation, personal, sick, jury duty, bereavement, etc. is recorded on the Monthly Administrators Attendance Report which is signed by the Department Head, input by an employee designated by the Dean/Department Head, and submitted to the Office of Human Resources.

Student and hourly employees are paid on an hourly basis and must submit their hours worked on-line. The hours must be approved by the authorized department representative by the due date.

Pay schedules with the listed due dates are available in the Office of Human Resources or on-line under the Payroll tab.

Definitions

This policy does not have definitions associated with it at this time. Upon periodic policy review this area will be evaluated to determine if additional information is needed to supplement the policy.

Procedures

1. It is the Supervisor’s or the Department Head’s responsibility to review, approve, calculate and enter the correct computation of the non-exempt employee’s hours including overtime payment or absence without pay and promptly submit the originals of these time sheets to the Office of Human Resources. Each school/department is to maintain copies of the timesheets for reference.
2. It is the Office of Human Resources’ responsibility to file the time sheets and maintain a record of total sick days, vacation days, personal days, and floating holidays (with or without pay), jury duty, funeral leave, taken by the employee.
3. Exempt employees’ record of time taken for vacation, personal, sick, jury duty, bereavement leave, etc. is recorded on the Monthly Administrators Attendance Report which is signed by the Department Head and submitted to the Office of Human Resources.
4. Non-exempt employees’ record of time taken for vacation, personal, sick, jury duty, funeral leave, etc. is recorded on the bi-weekly attendance sheet, which is signed by the Department Head and submitted to the Office of Human Resources.
5. Student and hourly employees are paid on an hourly basis and must submit their hours on-line, approved by the authorized department representative for processing no later than 10:00 A.M. on the due date. Pay schedules with the listed due dates are available in the Office of Human Resources and on-line under Payroll at.

Forms

If a non-exempt employee works overtime, the additional hours must be submitted on the overtime form.

Related Information

This policy does not have related information at this time. Upon periodic policy review this area will be evaluated to determine if additional information is needed to supplement the policy.

Document History

• Last Reviewed Date: March 16, 2023
• Last Revised Date: March 16, 2023
• Policy Origination Date: Unknown

Who Approved This Policy

John Siderakis, Chief Administrative Officer