TEXAS WOMAN'S UNIVERSITY

TWU HUMAN RESOURCES OPERATING POLICY

50.38

 

SUBJECT:  Time Reporting for Faculty, Staff, Graduate Assistants, and Hourly

 

DATE:                           June 1, 2006

DATE REVIEWED:   

REVIEW NEXT BY:     June, 2011

 

 

PURPOSE:  The purpose of this policy is to establish guidelines for required timesheet completion.

 

Policy/Procedure:  As described below for each employee group, work time and/or leave time must be recorded on a monthly basis.  Timesheet or other reporting forms must be completed and approved within forty-five days of the end of the pay period.  Vice Presidents/Provost will be notified of timesheets not approved after this period. 

 

Employees who misrepresent time and supervisors who knowingly allow misrepresentations on employees’ timesheets are subject to disciplinary action up to and including dismissal.

 

Non-exempt employees: 

 

Non-exempt employees are defined as employees who, based on duties performed and manner of compensation, are subject to all Fair Labor Standards Act (FLSA) wage and overtime provisions.

 

Non-exempt employees must complete a monthly timesheet and report all work hours, lunch hours, and any vacation, sick, compensatory, leave without pay time,  and/or overtime hours taken. 

 

Exempt employees:

 

Exempt employees are defined as employees who, based on duties performed and manner of compensation, are exempt from the FLSA minimum wage and overtime provisions. 

 

Exempt employees must complete a monthly timesheet and report any vacation, sick, or leave without pay time taken.

 

Hourly Employees:

 

Hourly employees are defined as employees who are employed on a temporary basis or are student assistants.  Hourly employees are generally subject to the FLSA wage and overtime provisions. 

 

Hourly employees are paid from the 16th of the month through the 15th of the following month.  Hourly employees must complete a monthly timesheet and report all hours worked.  Supervisors are responsible for approving hourly timesheets the first business day following the 15th of the month.  Hourly employees will not be paid unless a timesheet is completed and approved.

 

Graduate Assistants, Graduate Teaching Assistants, Graduate Research Assistants:

 

A work hour authorization form must be completed for each person in this group recording any hours not worked during the month. The department chair must certify that each person in this group worked the required hours for the prior month.  Any absences must be reported on this form.  The form must be signed and returned to the Payroll Office by campus mail or fax.

 

Faculty (Full-time only):

 

A sick leave reporting form will be sent to each department chair at the end of each month.  The dates and hours of sick leave taken by any faculty member for the prior month must be recorded on this form.  The form must be signed, and returned to the Payroll Office by campus mail or fax.

 

For timecard tutorials, please log-in to the Pioneer Portal and follow the below link:

 

https://portal.twu.edu/iss-training/hr_docs.htm