The work week for FLSA non-exempt employees begins and ends at 12 midnight each Friday. Employees are required to work forty hours each week and must adhere to the work schedule approved by the President at the beginning of each appointment year.
To ensure that accurate time records are maintained, the College requires that non-exempt employees (1) use the designated software to record their work time and (2) communicate directly with the Human Resources Director regarding time recording issues or questions. The time software should be used to clock-in and clock-out when an employee arrives to work, begins a lunch break, resumes work after lunch, and leaves work. A non-exempt employee is not allowed to work when he or she is clocked out.
When unable to clock in or clock out, immediate completion of a manual time form is required. Each employee is expected to accurately record his or her time to the minute. After completing a manual time form, an employee must immediately notify the Human Resources Office of the need to make a manual adjustment to his or her time. This notification should be made initially by phone call, text, or email, and the manual form should be approved by the immediate supervisor and submitted to the Human Resources Office by noon of the next workday. The notification and manual form submission must be made directly to the Human Resources Office by the employee or his or her immediate supervisor. Once the approved manual adjustment is recorded and noted as being entered on the manual time form, it will be returned to the employee. The employee should attach the manual time form to the weekly time report when it is received the following week.
At the beginning of each week, the Human Resources Office will produce the previous week’s time record for review and approval by each non-exempt employee’s supervisor and the employee. Each employee should carefully review his or her time report and contact the Human Resources Office to discuss errors as soon as possible. Supervisors must carefully review the reports to ensure accuracy. After review and approval, each employee and supervisor will attest to the accuracy of the report by signing at the bottom. Time reports should be returned by each employee directly to the Human Resources Office by Friday at noon of the same week in which they are received.
Requests for compensatory time may be approved in rare circumstances by the President. A non-exempt employee must have the specific, prior approval of the President before working past his or her normal 40-hour work week. If approved, compensatory time will be granted at one-and-one-half (1 ½) the time worked over the normal 40-hour work week. For example, an employee working 42 hours during a week would receive three hours of compensatory time. Frequent or repeated overtime without prior approval may lead to disciplinary action. To request compensatory time, an employee should submit the Adjustment to Work Schedule Request form, available online on the Forms page, to the President as soon as the need for compensatory time is anticipated.
An employee who has been approved for compensatory time must request use of the accrued time within two months and should request to use available compensatory time before requesting to use annual, personal, or sick leaves for absences. The requested use cannot unduly disrupt the operations of the College. Compensatory time may not be used during periods such as in-service, graduation, or other key timeframes and events that are a part of the College’s operation. If approved, an employee should request to use his or her compensatory time by completing an Employee Leave Request and noting on the request that he or she would like to use compensatory time. A copy of the approved Adjustment to Work Schedule Request form should be attached.
An employee who has accrued compensatory time shall, upon termination of employment, be paid for the unused compensatory time at a rate of compensation not less than (a) the average regular rate of pay for such employee during the last three years of employment or (b) the final regular rate of pay received by such employee, whichever is higher.