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3502 PR.01 Timekeeping Procedure
Revision Date:
April 8, 2024
Contents
1. Yale’s Online Timekeeping Systems
3. Non-Exempt Employees (Except for Yale Police)
4. Yale Police Sergeants & Lieutenants
5. Yale Police Benevolent Association (YCBA) Employees
6. Service & Maintenance (S&M) Employees
8. Hourly Undergraduate and Graduate Students
10. Timekeeping During a Leave of Absence
Yale has three different online timekeeping systems. They are as follows:
- Workday Time and Absence: This system, which is used by most Yale employees, can be used by employees to record and approve hours worked and to request and record time off. Timekeepers can use the system to review and approve employees’ hours worked and time off. For information on how to use the Workday system, the deadlines for completing and approving timesheets, and answers to many other questions, see Workday Time and Absence Resources. Yale Police utilize Telestaff to enter overtime and comp. time earned. This is transferred over to Workday.
- E-Timesheet: This system is used by hourly paid student employees to record their hours worked. Timesheet approvers use the system to review and approve these employees’ hours worked.
- Telestaff: This is the Yale Police Department’s in-house timekeeping system for scheduling and paid time off (PTO) balances. Data is initially entered into this system and then copied into the Workday Time and Absence application, which is used for feeding Workday Payroll. The Workday application is the place of record for payroll purposes for overtime worked and comp. time earned for Police. Security (YUSOA) utilizes Telestaff for scheduling and Workday for payroll.
A. Timekeeping System
Exempt employees use the online Workday Time and Absence system.
Schedules: Schedules are pre-populated in Workday Time and Absence to request time and for accruing time. Exempt employees are not entitled to overtime and are not paid based on hours worked. Consequently, schedules are pre-populated in Workday Time and Absence for Managerial & Professional employees (M&Ps) to enable proper accruing of paid time off and the requesting of time off.
Paid time off: All exempt employees must record and approve the use of paid time off (PTO, sick, flex, jury duty, PTO max extension, etc.) in Workday Time and Absence.
Requests: All M&Ps may use Workday Time and Absence to request, correct, or cancel time off.
B. Timesheet Completion and Approval
All Exempt Employees are responsible for accurately reporting the use of paid time off during a month in accordance with the Payroll Schedule.
Supervisors are responsible for reviewing monthly entries and approving them in accordance with the Payroll Schedule.
A. Timekeeping System
Non-exempt employees use the online Workday Time and Absence system. Note: Security employees use Workday Time and Absence for timekeeping and accruals, but they use Telestaff for scheduling. Workday entries should be kept up-to-date and in line with Telestaff.
Schedules: These employees occupy positions that are considered non-exempt from (and therefore subject to) the provisions of the Fair Labor Standards Act (FLSA). Thus, they are paid based on hours worked. These employees must edit their hours worked in Workday Time and Absence, as needed, and approve their own timesheets.
Paid time off: These employees must record their use of paid time off in Workday Time and Absence.
Requests: These employees may use Workday Time and Absence to request paid time off.
B. Timesheet Completion and Approval
Employees are responsible for accurately reporting and approving their hours worked and their hours of paid time off in accordance with the Payroll Schedule.
Timekeepers are responsible for reviewing and approving the weekly timesheets in accordance with the Payroll Schedule.
Most Clerical & Technical employees (C&Ts) are represented by Local 34, Federation of University Employees. Security employees are represented by the Yale University Security Officer Association (YUSOA). Refer to the appropriate current bargaining agreement for comprehensive details regarding work hours and paid time off for these unions.
A. Timekeeping System
Telestaff (the Police Department’s in-house timekeeping system), is used to record the scheduling of Yale Police supervisors as follows.
Schedules: Yale Police Sergeants and Lieutenants are exempt M&Ps; that is, they occupy positions that are considered exempt from (and therefore not subject to) the provisions of the Fair Labor Standards Act (FLSA). Sergeants and Lieutenants receive one-and-a-half-times regular pay for overtime work (rank of Captain and higher do not receive overtime pay).
The Yale Police administrative staff are responsible for entering hours worked by Sergeants and Lieutenants into Telestaff. If Sergeants and Lieutenants work overtime, they fill out overtime slips which are reconciled to the data in Telestaff. The administrative staff are responsible for entering one-time payments in Workday for the overtime hours worked as shown in Telestaff.
Paid time off: Generally, the Police command and non-command M&P staff record the use of paid time off (PTO, sick, bonus vacation, compensatory time, jury duty, PTO max extension, etc.) in Workday Time and Absence, although the administrative staff may also enter this information in when requested.
Requests: Yale Police Sergeants and Lieutenants generally use Telestaff to request paid time off (PTO, sick, bonus vacation, compensatory time, jury duty, PTO max extension, etc.) or a leave of absence.
B. Timesheet Completion and Approval
The administrative staff are responsible for accurately entering and approving overtime hours worked in accordance with the Payroll Schedule through one-time payments in Workday.
A. Timekeeping System
Telestaff is the official record of the Police Department’s in-house scheduling timekeeping system and Workday Time and Absence is the record for paid time off of Yale Police Benevolent Association (YPBA) employees.
Hours worked: These employees occupy positions that are considered non-exempt from (and therefore subject to) the provisions of the Fair Labor Standards Act (FLSA). Thus, they are paid based on hours worked.
The Yale Police administrative staff are responsible for entering hours worked by YPBA employees into Workday. In addition, the employees fill out overtime slips and the administrative staff are responsible for entering the hours worked into the Workday application on a weekly basis.
Paid time off: The YPBA employees record the use of paid time off (PTO, sick, bonus vacation, compensatory time, jury duty, PTO max extension, etc.) in Workday and Telestaff, although the supervisors and administrative staff may also enter this information in when requested. The administrative staff are responsible for entering the paid time off hours as shown in Telestaff into Workday on a weekly basis.
Requests: These employees use Telestaff to request paid time off.
B. Timesheet Completion and Approval
The Yale Police administrative staff are responsible for accurately entering hours worked and the use of paid time off in Workday in accordance with the Payroll Schedule.
Yale Police Officers are represented by the Yale University Police Benevolent Association (YPBA). Refer to the appropriate current bargaining agreement for comprehensive details regarding work hours and paid time off for the YPBA.
A. Timekeeping System
S&M employees use time clocks in conjunction with Workday as follows:
Hours worked: S&M employees occupy positions that are considered non-exempt from (and therefore subject to) the provisions of the Fair Labor Standards Act (FLSA). Thus, they are paid based on hours worked and must swipe their employee ID cards into time clocks when they come to work and when they leave. In addition, S&M employees in the Facilities Department must swipe their ID cards before and after meal breaks. Their swipe times are then transferred automatically to Workday Time and Absence.
Note: S&M employees can only work overtime at the written request of a supervisor.
Paid time off Requests: Because S&M employees have read-only access to the Workday Time and Absence system, they do not enter their paid time off requests directly into Workday. Rather, they submit their requests for paid time off to their supervisors, using their departments’ paper form process. S&M supervisors, who have access to Workday Time and Absence, are responsible for entering employee requests for paid time off into Workday Time and Absence and approving employees’ weekly timesheets.
B. Timesheet Completion and Approval
Swipe times are transferred into Workday Time and Absence automatically from the time clocks installed throughout the University.
S&M timekeepers edit the weekly Workday Time and Absence profile as needed and approve them in accordance with the Payroll Schedule.
S&M employees are represented by Local 35, Federation of University Employees. Refer to the current bargaining agreement for comprehensive details regarding work hours and paid time off.
Cedarhurst School is operated by Yale University and its teachers are Yale employees. Teachers at the Cedarhurst School are represented by Local 933 of the American Federation of Teachers (AFT). Refer to the current bargaining agreement for comprehensive details regarding work hours and paid time off.
While their benefits differ, the timekeeping for Cedarhurst teachers is the same as for exempt M&Ps (see Section 2 Exempt Employees, above.)
This section covers Yale University undergraduate student employees (both work-study and non-work-study students) and hourly graduate and professional student employees. This section does not cover:
- Students from other institutions. Such students may be hired, but they are treated as temporary employees (see Section 9); or
- Students working in positions represented by Local 35. These students use the S&M timekeeping system described in Section 6.
A. Timekeeping System
Most student employees record their hours worked in the Student Employment Office’s online e-Timesheet system.
B. Timesheet Completion and Approval
Students are responsible for entering their hours worked into e-Timesheet in accordance with the Payroll Schedule. (Students do not have paid time off.)
Timekeepers must review and approve the timesheets in accordance with the Payroll Schedule.
Refer to Procedure 3503 PR.17 Student Employment for a full description of the process of hiring and paying students, including the use of e-Timesheet.
This section covers all temporary employees including non-Yale students, but excluding S&M casual employees, who use the same timekeeping system as S&M employees (see Section 6, above).
A. Timekeeping System
Temporary employees (including Retirees who have returned in a temporary assignment) use Workday Time and Absence.
Hours worked: Temporary employees working in any position are considered non-exempt from (and therefore subject to) the provisions of the Fair Labor Standards Act (FLSA). This means they are paid based on hours worked and must record their hours. Temporary employees record their hours worked in Workday Time and Absence.
Temporary employees working on grants will continue using paper timesheets to capture effort certification through June 2021; their time must also be entered and approved in Workday Time and Absence. (see Form 3502 FR.01 Temporary Employee Payment Request).
Paid time off: Temporary employees are not eligible for benefits, or holiday or recess pay so they do not record paid time off. The only University benefit that some temporary employees are eligible for is sick leave. Sick leave is tracked in Workday Time and Absence.
B. Timesheet Completion and Approval
A departmental approver approves the hours worked. All of this should be completed in accordance with the Payroll Schedule. Temporary employees will have blank timesheets in Workday Time and Absence, so they or their supervisor will have to enter time. This can be auto-filled from the prior week. Temporary employees are paid for the time entered, whether or not the time has been approved. Therefore, it is very important for timekeepers to review the time entered by temporary employees to ensure it matches the correct time worked.
Time taken on a leave of absence, with the exception of personal, sabbatical or workers’ compensation, is tracked by The Standard. Yale continues to manage timesheets required for payroll purposes. Timesheets for continuous leaves are administered in Workday by the Yale Absence Management team. Timesheets for intermittent time away and reduced schedules, because such time may be unscheduled and/or subject to last-minute modification, are administered by each manager in Workday as the absences occur. A manager’s role is to document an intermittent or reduced schedule absence with the proper pay deductions and accrual usage. Managers should discuss any questions regarding the management of absence time with their Human Resources Generalist.
Lead administrators should ensure procedures are in place that result in accurate time entry and paid time off balances. Resources are available to assist with this oversight (see Workday Time and Absence Resources and Workday Time and Absence Resources: Supervisors, Timekeepers and Business Offices). While the individual employee is ultimately responsible for correctly reporting their time, the lead administrator and his/her delegates have a responsibility to ensure financial accuracy which includes determining that employees are appropriately paid. Lead administrators need to ensure that all employees have a timekeeper who has sufficient knowledge of the employee’s work to approve their timesheet.
Business offices must review all weekly and monthly timesheets in accordance with the Payroll Schedule.
If an error in hours worked or paid time off is discovered by the employee, the timekeeper, or the business office after Payroll has “locked” the timesheets, then the business office is responsible for requesting that the error be corrected as follows (the business office has access to correct the time in Workday for 90 days):
- If the error is a paid time off error, then the business office completes in Workday Time and Absence (see Workday Time and Absence Resources: Supervisors, Timekeepers and Business Offices). After 90 days, submit Form 3501 FR.02 CT/MP Paid Time Off Adjustment Form to Employee Services.
- If the error requires adjusting the employee’s paycheck amount, then the business office completes either Form 3501 FR.06 Overpayment Recovery Form or Form 3501 FR.07 Payroll Payment Adjustment Form. For more information on these forms, see Policy 3501 Payroll.
Non-exempt employees must be paid for travel time and on-call time in accordance with the Fair Labor Standards Act (FLSA) and the Connecticut wage and hour regulations pertaining to travel time and on-call time. For all non-exempt staff except M&P OTE, this compensable travel time or on-call time must be reported by the employee or the person responsible for reporting the employee’s time, in the appropriate timekeeping system, utilizing the applicable time entry code associated with the travel or on-call time.
Non-exempt employees include Service and Maintenance (S&M), Clerical and Technical (C&T), Yale Police Officers/Detectives, Yale Security Officers, Hourly Undergraduate and Graduate and Professional Student Workers, Temporary Employees, and Managerial and Professional Overtime-Eligible (M&P OTE) employees.
For Non-exempt M&P OTE employees to be paid for travel time or on-call time, enter extra compensation in Workday. See the ‘Manage Compensation (Non-Academic) (TG7059)’ training module in Workday for guidance on how to process a One-Time Payment Request.