Tehachapi Valley Healthcare District (TVHD) Leaders Will Be Responsible for Maintaining

Tehachapi Valley Healthcare District

POLICY: Electronic Timekeeping POLICY NUMBER: 300.103 and Payroll Records Original/Rewrite: December 13, 2011 ORIGINATING DEPT: HR APPLIES TO DEPTS: ALL

SCOPE:

Tehachapi Valley Healthcare District (TVHD) Leaders will be responsible for maintaining and monitoring this policy.

PURPOSE:

The purpose for this policy is to describe our procedures as it relates to the Electronic Timekeeping system, payroll records system, and to provide a clear understanding of the procedure for employees who are clocking in and out on the HRIS (UltiPro) payroll system.

POLICY:

The HRIS electronic timekeeping system and associated work records will become the official basis for recording hours worked for employees of TVHD. Handwritten timesheets have been replaced by the HRIS-generated timesheets based on the data in the timekeeping system. Absence records (PTO, FMLA, etc.) will also be recorded in the HRIS by the manager/supervisor.

In order to ensure consistent treatment for employees, the data recorded in the HRIS system shall be considered as the “official” record of the workday. Any disputes over actual hours worked or attendance will be resolved by referring to the official HRIS records.

It is recognized that in certain situations (i.e. clock malfunctions) that it will be necessary to correct or enter missing data. These changes will be carefully corrected in the HRIS software by the employee’s manager/supervisor. Both parties should concur on the final computed time.

The ID Badge scanning device contained within the time clock transmits information to the HRIS timekeeping database, or where the employee may use their personal computer to time stamp.

In order for the electronic timekeeping system to work as intended, all non-exempt employees must participate. Outlined below are some important rules.

PROCEDURE:

It is a requirement that ALL non-exempt employees MUST “clock in” at the beginning of their shift, and “clock out” at the end of their shift. (Under certain conditions, such as a training course at a

Disclaimer: Printed copies are not the official document. See on-line version. different facility, the employee shall clock in/out at the different location if applicable, or be clocked in/out manually by the manager/supervisor). Other requirements include:

 Employees should not clock in earlier than 7 minutes before their scheduled starting time (unless the employee has manager/supervisor approval for early arrival).

 Employees clocking in 7 minutes or later after their scheduled starting time will be recorded tardy (unless manager/supervisor has approved late arrival).

 Employees clocking out 7 or more minutes before their scheduled ending time shall be recorded as leaving early. Employees who repeatedly leave early without authorization will be subject to disciplinary action including suspension and/or termination.

 Each employee should take at least one half hour break during their workday.

 Failure of an employee to clock in or out will result in disciplinary action.

 Employees who fail to clock in or out more than 3 times in a pay period will be subject to disciplinary action.

 All non-exempt employees leaving the work site for any personal reason during the day must clock out when leaving, and clock in when returning to work.

Falsification or Tampering

 An attempt to tamper with the timekeeping hardware or software will be considered a serious offense, subject to disciplinary action up to and including termination.

 Anyone interfering with other employee’s use of time clocks shall be subject to disciplinary action.

 If an employee did not clock in and out and provided manager/supervisor with inaccurate or false information with respect to time worked, this infraction will be grounds for disciplinary action up to and including termination.

Clock Problems

If an employee is unable to clock in or out because of a time clock malfunction, it is the employee’s responsibility to immediately inform the manager/supervisor (via telephone, voicemail, email, etc.). In this situation the manger/supervisor will “manually” clock the employee in or out.

Overtime A manager/supervisor must authorize overtime in advance. Overtime will be calculated based on the actual hours recorded and credited to the employee, as measured by the HRIS time clocks. For example, if an employee leaves work 15 minutes early, that time will be subtracted from total time accumulated towards overtime.

Disclaimer: Printed copies are not the official document. See on-line version.  Overtime is earned on a daily/weekly basis, depending on your assigned work schedule. Depending on your schedule on a particular day or week, only actual work hours would count towards overtime.

 Overtime is paid at 1.5 times the employee’s base hourly rate.

All employees are paid according to the published payroll schedule. If a payday falls during an employee’s vacation, the employee’s paycheck may be mailed to their residence unless other arrangements have been made.

Failure to comply with this policy will result in the following disciplinary action as outlined below:  Verbal/Written Warning  Formal Written Warning  Final Written Warning  Suspension  Termination

A copy will be placed in the employee’s personnel file.

Summary

Each non-exempt employee is responsible for clocking in and out according to the time keeping rules. Time detail is based on the HRIS time clock records and it is the responsibility of each employee to clock in and out and to notify their supervisor/manager to edit punches and absences. Any disagreements with the official time detail record shall be reviewed with the employee’s manager/supervisor, who shall authorize any changes to timekeeping data.

Manager/Supervisor

The manager/supervisor will be responsible for editing punches, input absences, and approve PTO request and timesheets.

Timesheets need to be approved no later than 10:00am on the Monday following the end of the pay period (Saturday). In order to accomplish this, timesheets should be reviewed and edited (if necessary) on a daily basis as well as brought up to date as of the Friday before the end of the pay period.

HRIS timekeeping records are the sole and absolute property of TVHD and may not be destroyed, altered, or removed from the system.

Disclaimer: Printed copies are not the official document. See on-line version.