1. Caraustar Industries, Inc.
Human Resources Policies and Procedures
Effective Date:
June 16, 2008
Section:
Compensation
Policy No.
1.3
Subject:
Time Collection Policy – Non-Exempt
(Salaried and Hourly Wage) Associates
Last Updated By:
Corporate Human Resources
January 1, 2016
Approved By: Page:
1 of 4
PURPOSE
Provide guidance for salaried and hourly compensated non-exempt associates not covered by a
collective bargaining agreement and supervisors/managers in the collection and approval of non-
exempt associates’ time worked.
In accordance with the Fair Labor Standards Act, all hourly wage and salaried non-exempt
associates are responsible for accurately recording all time worked to ensure they are properly
paid for all time worked. All time worked must be reported to the Company through methods
established by the Company. The usual and normal method of recording and submitting time
worked is through electronic time collection. All overtime worked must be approved in advance
by the associate’s supervisor or other appropriate manager.
POLICY
1. Procedure
A. Non-exempt associates are expected to use Company approved electronic time
collection to record and submit time worked. In pre-approved circumstances,
paper time collection and submission of time worked may be acceptable.
Incorrect time reporting or missed scans may result in inaccurate pay or delay in
payment for time worked until verification of the time worked.
B. Non-exempt associates who have access to electronic time collection clocks will
be issued a Company owned bar-coded badge by the associate’s Human
Resources representative for the purpose of “scanning” their time worked.
Associates are responsible for safeguarding their badge and reporting immediately
to their supervisor or Human Resources representative of a misplaced, lost, or
inoperable badge. The first replacement badge is at no fee to the associate.
Associates are responsible for five dollar ($5.00) replacement fee for all
subsequent issued badges. A badge that becomes inoperable due to defect or
normal usage will be replaced at no fee to the associate.
2. Non-Exempt Associate Time Collection Policy
Updated 1/01/2016
Page 2 of 4
C. All time worked must be recorded on the day worked and submitted to the
Company at least weekly.
D. Associates are required to scan-in just prior to the beginning of their work period
and scan-out as soon as possible at the completion of their work period unless
there is no electronic time collection method at the place of work or if the
electronic time collection device is inoperable. In the event of no electronic time
collection unit, or the unit is inoperable, or an associate fails to scan-in or scan-
out, associates are to record their time worked on a signed document and submit
the document to the associate’s supervisor on the same or next business day.
Inoperable time collection units must be reported immediately to the associate’s
supervisor or Human Resources representative. Time worked and time paid not
worked (PNW) that is not collected electronically must be entered into the
electronic time collection unit by the associate’s supervisor or appropriate
manager, or the associate’s human resources representative. Repeated failure of
an associate to scan-in or scan-out time will result in disciplinary action.
Disciplinary action may also result if an associate repeatedly scans in early (prior
to shift start) and is not working or scans out late (after shift ends) and is not
working.
E. Associates are prohibited from working off-the-clock and may not work before or
after their shift without prior approval. Associates should contact Human
Resources or the Hotline if they feel pressured to work off-the-clock.
F. Associates are to scan-out when leaving their work location premises unless the
time away from the premises is a continuation of work. If the time away from the
normal work premises is work related and an associate does not return to the
premises at the completion of the work, the associate must note the time the work
ended and report such time worked and ended in a signed document to the
associate’s supervisor on the next business day.
G. An e-mail from the associate’s Company e-mail address is an acceptable
submitted document. The associate’s Company e-mail address will be considered
a signed document by the associate. All other submitted time documents must
include the associate’s signature and date signed.
H. Associates may scan-in or scan-out at any electronic time collection unit at the
associate’s home work location. Associates are not to use electronic time
collection units at facilities other than the associate’s home facility to record and
submit associate’s time. Using a visited facilities’ electronic time collection unit
will not properly record or submit the visiting associate’s time.
I. Lunch periods are normally non-work and non-paid periods. Associates are
required to scan-out and scan-in for lunch periods unless such period or partial
period is time actually worked. Overtime hours as a result of a working lunch
period must be approved by the associate’s supervisor or other appropriate
3. Non-Exempt Associate Time Collection Policy
Updated 1/01/2016
Page 3 of 4
manager prior to working the overtime hours. Break periods of fifteen (15)
minutes or less do not require a scan-out or scan-in.
J. Falsifying time worked, scanning another associate’s badge or recording and
submitting another associate’s document for time worked are considered
falsification of Company records and will result in immediate termination of
employment.
2. Time Collected
A. All time worked for the Company must be collected and reported to the Company.
B. Electronically scanned time will be rounded to the nearest Quarter hour unless
required otherwise by law in the State in which the associate is employed. Time
manually documented is to be rounded to the nearest Quarter hour unless required
otherwise by law in the State in which the associate is employed.
C. All time scheduled to be worked for the Company but not worked must be
collected and reported to the Company.
D. Time worked for the Company over forty (40) hours in a workweek will be
counted as overtime hours. Normally, a workweek begins at 7:00 AM on
Monday and ends at 7:00 AM the following Monday. Overtime hours are to be
paid as wages. Compensatory Time Off in lieu of wages is not permitted. Pay for
overtime hours will be at a rate not less than time and one-half of the associate’s
regular rate of pay Or on an average hourly rate of pay for all hours worked over
forty (40) in the workweek if the associate worked multiple job rates during the
workweek.
E. Time not worked (PNW) for designated holidays under the Company Holiday
policy, including Personal Day or Floating Holiday, will be considered as time
worked for overtime pay calculation purposes.
F. All other time not worked will not be considered as time worked for overtime pay
calculation purposes. Such time must be recorded in the electronic time
collection unit by the associate’s supervisor/manager for tracking purposes.
Examples include:
Vacation (daily and weekly)
Family & Medical Leave Act (FMLA) time-off
Leaves of Absences (e.g., Short-term and Long-term Disability, Workers’
Compensation, and Personal leave)
Absences due to illness or injury of associate or other person.
Absences due to personal or family matters.
Absences under Jury policy leave
On-Call paid time
Absences under Bereavement policy leave
Absences due to work disruption reasons (e.g., fire, weather beyond the day
of the event)
Premium portion of overtime pay and call-in pay.
4. Non-Exempt Associate Time Collection Policy
Updated 1/01/2016
Page 4 of 4
RESPONSIBILITIES
It is the responsibility of all associates subject to this policy to comply with the policy. Human
Resources Administrators, Supervisors and Managers are responsible for enforcing the policy
and ensuring compliance with the policy. Corporate Human Resources is responsible for
interpreting and maintaining the policy. This policy may be changed, modified or removed at
the discretion of the Company.
Associates may access this policy through their Human Resources Administrator or on the
Company Intranet at http://www.caraustar.net.
Complaints of non-compliance with this policy may be made to local facility management,
Corporate Human Resources, or to the Company Hotline.
