To ensure accurate and timely reporting of time worked and absences for all University employees in compliance with wage and hour laws, institutional policies, and federal leave regulations.
This policy applies to both:
- Exempt employees: Individuals who are paid a fixed salary and are exempt from the overtime provisions of the Fair Labor Standards Act (FLSA). They are not eligible for overtime pay and must report absences but do not track hours worked.
- Non-exempt employees: Individuals who are paid hourly and are covered by FLSA overtime provisions. They must report all time worked and absences and are eligible for overtime pay.
Purpose
To ensure accurate and timely reporting of time worked and absences for all University employees in compliance with wage and hour laws, institutional policies, and federal leave regulations.
Policy Overview
All faculty and staff are required to submit a time report via Ellucian’s Web Time Entry (WTE) system every bi-weekly pay period by the published deadline. Reminder emails, timesheets, and the Payroll website outline each deadline for the current pay period.
Supervisors, including deans, directors, department heads, or other designated approvers, are responsible for validating time reports every bi-weekly pay by the published deadline.
- For non-exempt employees: Approval confirms that the employee worked the hours reported and that any leave time used has been accurately recorded.
- For exempt employees: Approval confirms that all time away from work has been properly documented.
Reporting Requirements
A. Exempt Faculty and Administrators
- Must submit a time report in WTE every bi-weekly pay period.
- Absences (vacation, sick, leaves of absence) must be reported in half-day (3.75 hours) or full-day (7.50 hours) increments
- Faculty are exempt from reporting during pay periods between spring and fall when not under their full-time assignment, or while on academic or retirement sabbatical.
B. Non-Exempt Support Staff, Student Workers[EB1]
- Must submit a time report in WTE every two-week pay period.
- Time worked and absences (vacation, sick, leaves of absences if applicable) must be reported in quarter-hour increments.
- All time worked must be recorded in quarter-hour increments, in accordance with wage and hour laws.
FMLA Absence Reporting
For all employees, Family and Medical Leave Act (FMLA) qualifying absences must be reported in quarter-hour increments, regardless of exemption status.
Record Retention
- Electronic time reports are maintained and viewable in WTE for 24 months.