Liberty Public Schools TIME & ATTENDANCE HANDBOOK For Non-Exempt Employees

Updated June 2021

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TABLE OF CONTENTS

DEFINITIONS …………………………………………………………………………………………………………………………………………..………………………..3

ELECTRONIC TIMEKEEPING ……………………………………………………………………………………………………………………………………………….4

ACCESS AND PUNCHING……………………………………………………………………………………………………………………………………………………4

MISSING PUNCHES AND CORRECTIONS…………………………………………………………………………………………………………………………….6

EMPLOYEE TIME OFF ………………………………………………………………………………………………………………………………………….….…………6

EMPLOYEE LEAVE BALANCES …………………………………………………………………………………………………………………………………..……….8

EMPLOYEE/EMPLOYER RESPONSIBILITY …………………………………………………………………………………………………………..……….………9

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DEFINITIONS

Approver – Approvers are appointed by the District and are responsible for monitoring and approving the electronic time and attendance information for their team/department. Timesheets cannot be released for processing without department-level approval. Approvers certify that times submitted to the Payroll Department are accurate.

Employee ID Badge – All employees are assigned an employee ID badge at the time of hire. Employees can use their personal employee ID badge to punch in and out at any District time clock location.

Fair Labor Standards Act (FLSA) – The FLSA establishes federal guidelines for minimum , pay, and work time recordkeeping for covered employees. The FLSA requires that employers keep detailed records of time and for all employees subject to FLSA protections. The FLSA standards guide the District’s utilization of the time clock system.

Flexing Time – Adjusting regularly scheduled work times, either by the employee or by the employee’s . Some employee hours may be flexed, with prior approval from the employee’s supervisor, within a single workweek.

Non-Exempt – Non-exempt employees are entitled to overtime pay through the Fair Labor Standards Act. Also known as “hourly” employees, non-exempt staff must punch in and out on a time clock to record hours worked.

NOVAtime – NOVAtime is the timekeeping and absence management system that LPS uses to record the hours worked by non-exempt employees and track non-exempt employee absences that do not require a substitute.

NOVAtime Employee Web Service (EWS) System – This web service provides employees with access to their personal timesheet and paid leave records. Employees may view timesheets, view PTO or vacation accruals, submit absence requests, and more. Employees login to the NOVAtime EWS system using their district username and password.

NOVAtime Mobile Web Service Application – This smartphone application is available for both Apple and Android devices. Employees who choose to download the free app will have mobile access to view timesheets, view PTO or vacation accruals, and submit absence requests. Utilization of the mobile web service application is not required by the District. Time spent utilizing this application is not considered compensable by the District. Overtime – Wages for hours physically worked, beyond 40 hours, during a single workweek. Overtime is paid at 1.5 times the employee’s regular hourly rate, also known as “time-and-a-half.”

Straight Time – Wages for hours physically worked, up to 40 hours, during a single workweek. Straight time is paid at the employee’s regular hourly rate.

Timekeeper – Timekeepers are appointed by district administration and are responsible for monitoring and editing the time clock records for a team/department. This includes collecting, verifying, maintaining, editing, and entering timesheet information. Employees should contact their supervisor to identify the timekeeper for their team.

Timekeeper Adjustment Form (TAF) – Employees should complete a timekeeper adjustment form (TAF) when it is necessary to adjust a missed or incorrect time clock punch for the current workweek. Each TAF should be signed by the employee’s supervisor and then submitted to the timekeeper, who will make a manual adjustment to the employee’s timesheet.

Workweek – The District defines a single workweek as 12:00 AM Sunday through 11:59 PM Saturday.

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ELECTRONIC TIMEKEEPING

In order to document all non-exempt employee time and attendance records, the District uses the electronic timekeeping system called NOVAtime. This system allows employees to personally monitor and track their work time and enables the District to efficiently process and appropriately pay employees for time worked and leave taken. The data recorded in the NOVAtime system is considered the official record of the workday for non-exempt employees. For payroll purposes, NOVAtime records time worked in increments of hundreds (1/100th) of an hour (i.e. 1.50). For timekeeping purposes, the District workweek begins at 12:00 AM on Sunday and runs through 11:59 PM on Saturday.

ACCESS AND PUNCHING

NOVAtime Access New employees are enrolled in the NOVAtime system at the time of hire. Employees who transfer from one non-exempt position to another are updated in the timekeeping system, effective on the date of transfer. Employees who have issues accessing NOVAtime should contact .

Daily Punch In/Out Requirements All non-exempt employees must personally punch in and punch out per the below instructions at the start of their shift, during meal breaks, at the end of their shift, and anytime the employee is not doing compensable work.

Time Clock Locations Time clocks are located throughout the District at every school building and department worksite. Employees may contact their supervisor to identify time clock locations in their building.

Time Clock Punching Instructions Due to health and safety concerns related to the COVID-19 pandemic, the District has created a contact-free time clock process. Beginning in 2020-2021, and until further notice, while on District property, employees will use their employee ID badge to punch in and out according to the steps outlined below:

Step 1: When approaching the time clock, the employee should stand in front of the time clock so they are within camera view. Step 2: The employee should then touch the wifi symbol located under the keypad with their employee ID badge. Step 3: The time clock will beep once when the employee ID badge is identified. Step 4: A second beep and pop-up notification will indicate that the punch has been accepted.

Note: Pressing the physical “Punch In” or “Punch Out” buttons prior to engaging the ID badge is not necessary. The system is capable of capturing an accurate punch without the utilization of these buttons.

Remote NOVAtime Access A few select non-exempt positions may be approved for remote work on a temporary basis by the supervisor and Human Resources. If a position is approved for remote work and there is a need for remote punch access, a link and instructions to punch in and out remotely with the NOVAtime system will be provided to the employee. Employees approved to work remotely are still responsible for following all district policies and procedures as spelled out in this handbook.

Multiple Assignments If an employee is paid from more than one funding source, or holds more than one position within the District, he or she will be assigned a separate job code for each non-exempt position. It is the responsibility of the employee to ensure that he or she is punching in on the correct code at all times. Employees who have punched in/out using the incorrect job code will need to complete a Timekeeper Adjustment Form. 4

Multiple Job Code Time Clock Punching Instructions To punch into a job other than the default job, employees should press the “Transfer” button after engaging their employee ID badge. The time clock will prompt the employee to enter a job code. Employees with multiple should review the Job Code Table on Inside Liberty, or contact their supervisor, timekeeper, or the Human Resources Department to locate the appropriate code.

Employee Work Schedules All non-exempt employees are assigned a work based on department needs and building operational hours. Employees are expected to work only their assigned schedule and are expected to punch in and out at their regularly scheduled times. Any deviations or “flexing” of the employee’s schedule must be approved by the employee’s supervisor prior to the schedule adjustment taking place. Hours worked as part of an approved schedule adjustment may not be carried from one workweek to another.

Time Clock Grace Period A grace period of five (5) minutes is applied to employee work start and end times, based on the employee’s assigned work schedule. When an employee clocks in 5 minutes before or 5 minutes after the scheduled work start/end time, the NOVAtime system will automatically round the employee’s in/out punch to the scheduled start/end time.

Overtime The District discourages employees from working overtime hours. Any time worked by an employee that exceeds the employee’s budgeted position hours must be approved by the employee’s immediate supervisor prior to the overtime being worked. All approved overtime will be calculated based on the hours recorded and credited to the employee through NOVAtime. Overtime hours may be paid at the employee’s straight time rate or at the employee’s time-and-a-half rate, based on the hours physically worked in the same workweek.

Example: Overtime Paid at Straight Time Rate Example: Overtime Paid at 35 Hours Physically Worked 43 Hours Physically Worked 8 Hours of Paid Leave Utilized 0 Hours of Paid Leave Utilized 43 Hours Paid at the Regular (Straight Time) Hourly Rate 40 Hours Paid at the Regular (Straight Time) Hourly Rate 0 Hours Paid at the Overtime Rate 3 Hours Paid at the Overtime Rate (Time-and-a-Half)

Viewing Hours Worked Through the EWS system, employees may view current and previous timesheets (see sample below). After logging in, select the “Timesheet” window on the homepage menu to view hours worked by day/week and job category, daily in/out punches, overtime totals, total weekly earnings, and scheduled work hours.

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MISSING PUNCHES AND CORRECTIONS

Timekeeper Adjustment Form (TAF) Any corrections to time that occur prior to the close of the workweek require a Timekeeper Adjustment Form. The form must be completed by the employee and signed by the employee’s supervisor prior to the timekeeper making any change to the employee’s timesheet. The Timekeeper Adjustment Form is then scanned by selecting the “Time Adjustment Forms” option available on all district copy machines.

Examples of changes requiring a TAF: • Entering a missed punch • Adjusting the punch in or punch out time • Correcting a punch to the wrong job code

Under certain conditions (such as at an off-site location, or work-related events) when an employee cannot punch in or out at his or her worksite, the employee should report time worked to the timekeeper using a Timekeeper Adjustment Form (TAF) in order for work time to be manually entered into NOVAtime.

Prior Period Adjustment Form (PPA) Any corrections to time that occur after the close of the workweek will require a Prior Period Adjustment Form. The form must be completed by the employee and signed by the employee’s supervisor. When completed, a copy of the form must be submitted to the Payroll Department. Corrections to a prior period timesheet will be paid on the next available payroll.

Time Clock Problems If an employee is unable to punch in or out because of a time clock malfunction, it is the employee’s responsibility to immediately inform his or her timekeeper and complete a Timekeeper Adjustment Form. In this situation, the timekeeper will manually correct the punch in/out information. If the correction is needed for a workweek that has already closed, a Prior Period Adjustment Form must be submitted to the Payroll Department to manually correct the error.

Disputes Over Time Punched In/Out In the event of a dispute over an employee’s timesheet, the employee should bring it to the attention of his or her supervisor immediately. The NOVAtime electronic timekeeping system provides a log to assist in validating times and locations of all employee time clock punches. Any dispute that cannot be resolved using the logs should immediately be reported to the Human Resources Department.

EMPLOYEE TIME OFF

Absence Requests Employees are responsible for entering their own absence requests in NOVAtime. If practical, employees should receive authorization from their supervisor before taking time off. If an employee is unable to enter his or her own absence request in the system, the employee must contact his or her supervisor immediately. When foreseeable, employees are expected to submit absence requests at least five days in advance of the date of absence. For more information regarding absence requests please review Board Policy GDBDA.

Employees may login to the NOVAtime EWS system using their Employee ID and district password to submit an absence request. After logging in, select the “Scheduler” menu and choose the “Requests” option. Select “Add Request” and enter the type of leave being requested as well as the date and hours per day. Select the “Submit” button to complete the request. The absence will not appear on the employee’s timesheet until the supervisor has approved the absence request. Unless otherwise required by law, administrators reserve the right to deny absence requests if the employee’s absence will adversely affect the District or its students.

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Meal Breaks One daily, duty-free meal period is available to non-exempt District employees. Meal breaks may not be taken at the beginning or end of a work shift and should be taken at a time that allows for adequate job coverage. The meal is considered unpaid time; employees must be punched out and must not work during their meal break. Employees must promptly punch back in at the end of the meal break. The meal break should be taken daily, is usually 30 minutes long but must be a minimum of 21 minutes in length. However, due to the nature of some District positions, exceptions to the meal period may be made with prior approval from the employee’s supervisor.

Rest Breaks Providing employees with paid break time during the workday is not required by the Fair Labor Standards Act. However, the District does allow for one 15-minute paid rest break for each 4 hours worked when conducive to District needs. Rest breaks may not necessarily be duty-free and an employee must remain available to perform duties during a rest break, if needed. Rest breaks may not be taken at the beginning or end of a work shift. Breaks that are either duty free (i.e. the employee does not remain available to perform duties) or are longer than the allowed time will be converted to unpaid breaks.

Breaks for Nursing Mothers In accordance with the law, the District will provide a reasonable break time for a non-exempt employee to express milk for her nursing child for one year following the child's birth. Per Board Policy GBA, breaks for nursing mothers to express breast milk are not considered as hours worked; employees must therefore punch out for nursing breaks.

Holidays Applicable paid holidays will automatically populate on eligible employees’ timesheets. Holidays are paid at the employee’s regular hourly rate, based on the employee’s scheduled work hours. Holidays may be modified or eliminated as needed when the academic calendar is changed due to inclement weather or other reasons. Holidays may change from year to year. To view applicable paid holidays by position, please review the employee work calendars made available on the LPS website.

Medical Leave Employees whose absences are related to a serious health condition or disability may qualify for unpaid, job-protected leave under the Family Medical Leave Act (FMLA) or the Americans with Disabilities Act (ADA). An employee who anticipates the need for time off work for medical reasons should notify the Human Resources Department as soon as possible. If the Human Resources Department has approved an employee’s absence under the FMLA or the ADA, the employee’s timesheet must be closely monitored to comply with federal leave regulations. In cases of consecutive leave, the Human Resources Department will enter FMLA or ADA related absences in NOVAtime on the employee’s behalf. In

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cases of intermittent leave, the employee is responsible for entering his or her own leave requests in NOVAtime, as directed in writing by the Human Resources Department. Timekeepers may not enter or make changes to employee medical leave codes in NOVAtime.

Additional Leave The District provides eligible employees with time off work for additional reasons such as bereavement, jury duty, military leave, etc. For further information regarding paid or unpaid leave, please review Board Policy GDBDA.

EMPLOYEE LEAVE BALANCES

Viewing Paid Leave Balances Through the EWS system, employees may view accrued paid leave as well as previous absences (see sample below). After logging in, select the “Scheduler” menu and choose the “Accruals” option.

The Accruals page provides leave information for three paid leave types: • PTO () • Vacation • Last Year’s Vacation

Select the “+” icon to view expanded pay code details (see sample below). For further information regarding eligibility, accrual, and use of paid leave, please review the LPS .

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EMPLOYEE/EMPLOYER RESPONSIBILITY

Unreported Hours The FLSA does not permit an employer to benefit from the work of an employee without compensating him or her for such work. Therefore, all hours worked must be reported using NOVAtime. Employees are required to be punched in while performing any work. Any time spent working while not punched in, also known as “working off the clock” is strictly prohibited. Employees who under-report or fail to report hours worked may be subject to discipline, including termination.

Examples of working off the clock may include, but are not limited to the following: • Failing to punch in at the start of a work shift • Continuing to work after punching out at the end of a work shift • Completing work-related while not punched in • Checking, reading, or responding to work-related emails or listening to work-related voicemail messages while not punched in • Answering phones, emails, or attending to business while punched out for lunch

Personal Business After an employee has punched in, he or she is expected to begin working. When a shift has been completed, it is the employee’s responsibility to punch out before leaving for the day. Employees conducting personal business or simply not working while punched in may be subject to discipline, including termination.

Commute Time Commute time between an employee’s home and the district is not considered work time and thus, employees should not be punched in for commute time.

In District Travel In the event a non-exempt employee needs to travel from one District building to another for a work related reason, they should remain punched in during their travel time.

Examples as to when this may be applicable include, but are not limited to the following: • Job assignment is split between multiple schools • Employee needs to attend a meeting or training in a building other than their home building

Tampering and Other Infractions The following infractions are prohibited and may be subject to discipline, including termination. • Any attempt to tamper with timekeeping hardware or software • Punching in or out for another employee • Interference with another employee’s use of the NOVAtime system • Unauthorized viewing of another employee’s timesheet in the NOVAtime system

Processing of Electronic Time Reports For NOVAtime purposes, the District workweek begins at 12:00 AM on Sunday and runs through 11:59 PM on Saturday. The Payroll Department will close the workweek in NOVAtime according to a pre-set schedule to ensure that timesheet records are documented in a timely manner. Therefore, it is imperative that employees complete any necessary Timekeeper Adjustment Forms prior to the close of the workweek. Timekeepers must resolve all missed punches and review clock hours in preparation for approvers to approve employee timesheets before Tuesday at 12:00 PM.

Time Clock System Audits NOVAtime data is subject to annual external audit and may be monitored by a third party to verify compliance. Additionally, the Payroll Department, in conjunction with the Administrative Services Department, will monitor NOVAtime

9 data on a regular basis and review for irregularities or patterns. Any questionable irregularities or patterns will be reported to the Human Resources Department and findings may be investigated.

Reporting Unethical Behavior Employees are encouraged to immediately report criminal, unethical, or other inappropriate behaviors that violate the law or district policy. Fraud, abuse, and falsification of information, related to timekeeping or otherwise, may be anonymously and confidentially reported online through the EthicsPoint fraud reporting webpage, or by calling EthicsPoint at 1-877-213-0989.

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