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Payroll Time Reporting Final
Payroll Time Reporting Final
Payroll Time Reporting Final
Payroll Time Reporting Final
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Payroll Time Reporting Final

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  • 1. Responsible University Official: Director, Payroll Services Responsible Office: Payroll Services Origination Date: April 1, 2003 PAYROLL TIME REPORTING POLICY FOR EMPLOYEES PAID BI-WEEKLY Policy Statement It is the University's policy to pay all employees for time worked in an accurate and timely manner, in accordance with applicable laws, and to maintain the required supporting documents and records. This policy applies to University employees who are paid biweekly regardless of their FLSA-based exempt/nonexempt status. Employees have a duty to comply with University guidelines with respect to time and attendance. Supervisors have a duty to be familiar with those procedures as well as the basic provisions of the Federal Fair Labor Standards Act (FLSA) covering time reporting and record keeping. Reason for Policy/Purpose This purpose of this policy is to formalize existing University practices and to assist in compliance with the provisions of the FLSA, and other applicable federal and local laws and related regulations, and to provide that time records are accurately reported. Who Needs to Know This Policy Faculty and staff Table of Contents Page # Policy Statement ..................................................................................................1 Reason for Policy/Purpose...................................................................................1 Who Needs to Know This Policy.........................................................................1 Table of Contents.................................................................................................1
  • 2. PAYROLL TIME REPORTING POLICY FOR EMPLOYEES PAID BI-WEEKLY Policy/Procedures ................................................................................................2 Website Address ..................................................................................................3 Contacts................................................................................................................3 Related Information .............................................................................................3 Who Approved This Policy .................................................................................4 History/Revision Dates ........................................................................................4 Policy/Procedures The University makes available an automated Time Reporting System (TRS) to record time worked for the purpose of: 1) Collecting the data necessary to pay employees accurately and timely; 2) tracking compliance with appropriate governmental regulations; and 3) maintaining the required supporting documentation. All biweekly employees are required to use the TRS system, as detailed below. Employees who are in the FLSA "nonexempt" status are required to use the TRS to record their arrivals and departures from work for each scheduled workday. The system also records absences from work (paid and unpaid) and provides the basis to allocate an employee’s pay to multiple jobs (labor distribution). Employees who are full time and are in an "exempt" FLSA status ordinarily are scheduled to be paid eighty (80) hours per biweekly period, unless they move into an unpaid leave or disciplinary status in accordance with University policy. Each exempt employee’s supervisor is responsible for reviewing, approving, and reporting any paid time off for that exempt employee. Accurate and contemporaneous reporting of employee time and attendance is the responsibility of the employee and his/her immediate supervisor. A nonexempt employee must assume responsibility for accurately reporting his/her hours on a daily basis. The supervisor is responsible for reviewing, approving, and reporting all hours worked and any paid time off for that nonexempt employee. Employees may enter time only for themselves and only from locations approved by their supervisor. Employees and/or supervisors found improperly reporting time and attendance information are subject to disciplinary action up to and including termination. Manager and Supervisor Responsibilities • Being familiar with the University’s policies which govern hours worked, meal periods, overtime pay, and premium pay for shifts, weekends, and on call as defined in The Online Guide for Supervisors at GW and any other applicable documents, including collective bargaining agreements as appropriate. • Informing all employees of the importance of adhering to the University’s policies and departmental practices as they relate to time worked. 2
  • 3. PAYROLL TIME REPORTING POLICY FOR EMPLOYEES PAID BI-WEEKLY • Reviewing pay reports regularly and correcting any erroneous or missed entries on a timely basis. • Reviewing and approving time worked, leave time and overtime in accordance with the University’s Biweekly Payroll Calendar available at the following web link: http://www.gwu.edu/~payroll/calendar.html. • Reviewing, approving and sending to Payroll Services any manual time sheets no later than the "Due Date" noted on the Biweekly Payroll Calendar. • Signing and approving pay reports. • Removing an employee’s scheduled hours from the TRS if the Change in Status (CIS) form terminating the employee has not been processed. Removal of hours helps ensure that a terminated employee will not be paid beyond their last day worked. • Maintaining 'Work and Leave' records for all full time and permanent part time employees assigned to the department. Employee Responsibilities • Reporting all time worked by using the TRS on a phone/PC designated by your supervisor (nonexempt employees). • Providing your supervisor with a written request for all leave. • Adhering to University policy and departmental rules relating to time and attendance. • Reporting promptly any discrepancies between the time you worked and your pay to your supervisor or Payroll Services. Website Addresses for This Policy GW University Policies Contacts Subject Contact Phone Questions Payroll Services (703) 726-4277 Related Information Biweekly Payroll Calendar Repayment of Overpaid Wages Policy 3
  • 4. PAYROLL TIME REPORTING POLICY FOR EMPLOYEES PAID BI-WEEKLY Who Approved This Policy Louis H. Katz, Executive Vice President and Treasurer Beth Nolan, Senior Vice President and General Counsel History/Revision Dates Origination Date: April 1, 2003 Last Amended Date: October 10, 2008 Next Review Date: May 1, 2010 4

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