This document outlines George Washington University's policy for payroll time reporting for employees paid bi-weekly. It states that all employees must accurately report their time worked using the University's Time Reporting System in order to ensure compliant and timely pay. Nonexempt employees must record their daily arrivals and departures while exempt employees are ordinarily paid for 80 hours per pay period. Supervisors are responsible for reviewing and approving employee time reports. The policy aims to comply with federal labor laws while accurately documenting hours worked.

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.
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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
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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
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