Executive Council

Authorizes Release:

Vice President for Administration and Finance

Responsible Area:

Personnel Manual

Review Cycle:

Annually or as required

Last Review:

August 2021

Related Policies and Additional References:


Job requirements and responsibilities are evaluated to determine classification and compensation. Requirements, responsibilities, and compensation are periodically compared to the appropriate benchmark in the industry or community, and additional factors may be considered including education, experience, skill, and effort.

All positions must be documented with job descriptions, which are updated annually and kept on file with the supervisor and the Office of Human Resources. If classifications or responsibilities are not accurately portrayed in the employee’s job description, the matter should be discussed with the supervisor, who will then consult with the Office of Human Resources. The Federal Wage and Hour Laws define parameters for positions that are referred to in this manual as non-exempt, while other positions that are not subject to such regulations are called exempt. In some sections of the manual, a distinction will be made between these two classifications in terms of regulations, compensation, and/or benefits.

Exempt: Those employees whose positions meet specific tests established by the Fair Labor Standards Act (FLSA) and state law and who are exempt from overtime pay requirements. Exempt employees are paid on a monthly basis. Exempt functions are primarily managerial, administrative or professional in nature and are those in which the person must regularly exercise discretion and independent judgment and perform supervisory, directorial, instructional, or specialized technical activity.

Non-exempt: Those employees covered by the FLSA’s overtime pay requirements. This law states that certain employees are compensated at the rate of time and one-half for time worked over 40 hours per week. Non-exempt employees are paid on a semi-monthly basis, and positions include technical (specialized knowledge and skills); clerical and secretarial; skilled crafts (electricians, carpenters, plumbers, etc.); service and maintenance (Facilities housekeepers and grounds); and police and security officers.

Full-time: Those employees who work an average of 40 hours per week for 12 months of the year.

Part-time: Those employees who generally work less than 40 hours per week. Employees working fewer than 30 hours per week are not eligible to receive benefits, except as mandated by law.

Temporary or Seasonal: Those employees who are hired for a short period (usually less than one year) or who are classified as student employees. Temporary, seasonal, and student employees are not eligible for benefits, except as mandated by law.

Work Schedules

University Offices are open from 8 a.m. to 5 p.m., Monday through Friday. Extended hours for participating offices are set annually. If the employee is salaried, the position is considered “exempt” from overtime pay provisions of the FLSA. Employees are paid a salary for carrying out a particular function over a period of time rather than for completing assigned tasks during a standard 40-hour workweek. Therefore, the number of hours that it is necessary for an employee to work from week to week in order for the employee to perform his/her functions may vary.

The job of a non-salaried employee is “non-exempt” from the overtime pay provisions of the FLSA. This means that the employee is paid time and one-half for all hours worked over 40 hours in any one-workweek. For overtime purposes, vacation time, holidays, sick days, and personal days are counted as

hours worked. If the employee works extra hours on a particular day, the supervisor may choose to reduce the employee’s work hours on a subsequent day within the same workweek so that the employee works 40 hours or less in that particular workweek.

Employees are required to follow core-working hours, and work is to be performed on University premises. Exempt employees must also adhere to the core working hours.

Department schedules and workflow may vary; therefore, it is the responsibility of the supervisor to schedule lunch periods and breaks with each employee. Breaks must not be used for late arrivals, extended lunch periods, or early departures. Two break periods of 15 minutes each are counted as part of each workday. The one hour lunch period is not counted as part of the eight-hour workday.

Reporting Hours of Work

The University is required by state and federal law to maintain records of the actual hours worked by employees. Non-exempt employees are required to record and report their hours of work via an online timesheet and/or a physical time sheet or time card, depending on individual departmental procedures.

Where required, timecards must be punched in no more than seven minutes before an employee starts work and punched out when the employee leaves. Any additional time that may appear on the employee’s time card because of punching in or out prior to the beginning or ending of the normal work schedule must be specifically authorized by the supervisor.

Employees must punch/enter their own time. Anyone who falsifies an online or physical timecard or timesheet will be subject to disciplinary action, up to and including termination.

If an employee is absent or late because of illness or any other reason, the employee must record the absence on the online timesheet/timecard.

In the event an employee takes a planned personal/vacation/sick day, the supervisor is responsible for verifying and approving the time entered on the employee’s timesheet.

All online timesheets must be submitted by the employee and approved by the immediate supervisor or department head at the end of each pay period. An employee’s paycheck will not be issued unless an online timesheet is submitted when due.

Employees (both exempt and non-exempt) can view their attendance record online. This serves as a permanent record of the number of sick, personal, and vacation days as well as holidays that have been earned and used by the employee. This record becomes the official documentation for vacation pay due at the time of termination. Department supervisors are responsible for maintaining attendance records for their exempt and non-exempt employees.

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