Ohio Administrative Code › Title 3364 - University of Toledo › Chapter 3364-25 - Benefit Policies; Employment › Section 3364-25-22 - Record time utilizing the automated system

Current through all regulations passed and filed through July 1, 2024
(A) Policy statement
Time records constitute the basis for payment of wages, and
				complete and accurate time records are therefore vitally important to both the
				employee and the university. Furthermore, federal and state laws require the
				university to maintain accurate records of time worked by hourly
				employees.
Each employee is responsible for recording hours worked via the
				automated electronic payroll system in a "live mode"/ "etime." Each employee is
				also responsible for recording and/or requesting all non worked hours.
(B) Purpose of policy
This policy describes timekeeping regulations and
				responsibilities for hourly-paid employees working on the health science
				campus.
(C) Procedure
(1) All hourly-paid employees shall record
			 job attendance through the university's official timekeeping system(s) at the
			 beginning and end of each workday. Employees are to clock in
			 and out using their 
									identification
			 ("ID") badge. There are many badge readers available but managers may
			 require their employees to clock in/out via a
			 specific badge reader located near their department.
(2) Employees, with management permission,
			 may use an alternate method other than "etime," if available.
(3) Any employee who works a split shift or
			 leaves for more than the normal lunch period,  must also 
									clock in and out  using the official timekeeping system. Request for an exception to using
			 the official timekeeping systems must be in writing and approved by payroll.
			 The only exceptions considered will be unusual circumstances and only for
			 departments with dependable recordkeeping and a fully trained backup
			 timekeeper.
(4) An employee may not
			 clock in seven or more minutes before the start of their
			 shift unless directed by their supervisor. An employee may not begin work until
			 the employee has clocked in, nor continue to work after the employee has
			 clocked out.
(5) Non work time
			 (e.g. sick, vacation, comp) is to be recorded via the automated electronic time
			 keeping system. Employees are responsible for requesting or recording vacation
			 and compensation time via the automated electronic system. Only under a leave
			 of absence will the manager be responsible for recording non worked
			 time.
(6) Employees leaving "UTMC"
			 property are required to use the automated time keeping system. An exception to
			 this would be travel from one "UT" property to another.
(7) Employees are required to report promptly
			 to their supervisor any differences between time actually spent working and the
			 time reported as worked in the automated electronic timekeeping system.
			 Employees are responsible for verifying their payroll record for the pay period
			 they are in prior to the close of the pay period.
(8) Employees, including student employees,
			 must clock in and out themselves using the official timekeeping system. Other employees, including
			 supervisors, timekeepers and departmental staff, may not clock attendance for
			 another employee. Modification of time reported by an employee shall be limited
			 to correction of administrative errors, editing of failure to clock in or out,
			 or reporting of leave time and only with the employee's knowledge.
(9) Anyone using another employee's
			 ID to clock in or out of the automated electronic
			 time keeping system; or permitting his/her ID to be used by another to
			 clock in or out of the system, may be subject to disciplinary action up to and
			 including termination. Employee "ID" information that has been forgotten or
			 compromised must be reported to the supervisor and/or the "IT" help desk
			 immediately. Under no circumstances are passwords to be
			 shared.
(10) Employees are
			 not permitted to "add/delete" or modify clockings. Employees who
			 consistently fail to clock in 
									/out, or clock in/out at 
									an improper time, or who knowingly
			 and through any means inaccurately report time spent working may be subject to
			 disciplinary action up to and including termination.
(11) Supervisors, timekeepers or departmental
			 staff who 
									clock in/out for another
			 employee or modify time reported by an employee, other than the limits listed
			 in this policy or without the employee's knowledge, are subject to disciplinary
			 action, up to and including termination.
(12) Under no circumstances is an employee to
			 approve their own time record.
(13)
									.