3502 Timekeeping

Responsible Official: 
Controller
Responsible Office: 
Controller's Office
Effective Date: 
December 12, 2014
Revision Date: 
October 24, 2017

Policy Sections

3502.1 Employees

3502.2 Time Card Approvers

3502.3 Lead Administrators

Scope

This policy describes the University’s timekeeping requirements by employee classification (Exempt and Non-Exempt).  This policy does not cover the following two groups, who are not required to keep and submit time cards because their pay is not based on hours worked, nor do they receive paid time off:

  • Faculty and other academic employees (including postdoctoral associates, postgraduate associates, research scientist/scholars, visiting teaching faculty and visiting research faculty); and
  • Graduate School and professional school students who receive fellowships or payments for teaching or research positions. 

Reason for the Policy

Salaries, wages, payroll taxes, and associated benefits constitute a significant portion of the University’s overall expenditures and are subject to regulations imposed by the federal government, the State of Connecticut, and other agencies.  Salaries, wages, payroll taxes, and benefits are accurate only to the extent that they are based on accurate time cards.  This policy states the requirements for timesheets are completion, review, and approval.  Falsification of hours worked is considered theft and grounds for termination.

Definitions

Exempt Employees:   Exempt employees (which include most Managerial and Professional employees - M&Ps) are exempt from (not subject to) the provisions of the Fair Labor Standards Act (FLSA).

Non-Exempt Employees:  Non-exempt employees (which include Clerical & Technical (C&T), Service & Maintenance (S&M), Yale Police, Yale Security employees, and overtime-eligible M&Ps) are not exempt from (and therefore subject to) FLSA standards.  Under the FLSA, these employees must be paid for travel time, on-call time, and one-and-a-half-times regular pay for overtime work.

Hours Worked:  Hours worked include scheduled hours worked and, for all non-exempt employees, overtime hours and compensable travel and on-call time.  See Policy 3504 Compensation for Travel Time and On-Call Time for definitions and eligibility.  See Procedure 3504 PR.01 Entering Travel Time and On-Call Time for instructions on how to enter this time into the appropriate timekeeping system. 

Paid time off:  Paid Time Off (PTO) refers to the specific type of paid time off provided by Yale to M&P employees (previously called vacation and personal time).  Paid time off, where the first letters of each word are not capitalized, refers more broadly to all types of paid time off provided by Yale, including PTO, vacation, sick, bonus vacation, compensatory time, jury duty, and PTO max extension.  Refer to Section 300 of the Staff Workplace Policies for a description of the accrual and use of benefit time.

Policy Sections

All employees covered under this policy must accurately report their time worked and any benefit time taken.  In the case of Exempt employees who are not on an intermittent family medical leave, that responsibility is in half days.  In the case of Non-Exempt employees and exempt employees on an intermittent family medical leave, time needs to be recorded to the quarter hour.  The University provides various time keeping systems which employees must use to record their time.  See Procedure 3502 PR.01 for details regarding those systems and the appropriate way to use them.  The employee is responsible for the timely submission of their time in order to ensure they are correctly paid.  In the event an employee is paid for time not worked, it is their obligation to report the error immediately to their supervisor for correction.

The time card approver is responsible for having sufficient knowledge of the employee’s work to be able to approve the time card.  This responsibility includes knowledge that any overtime submitted was approved by the immediate supervisor (which may be the time card approver).

The lead administrator is responsible for the accuracy of his/her financial reports and the internal controls in his/her areas of responsibility.  He/she needs to ensure that appropriate procedures are in place for the accurate submission and approval of time cards in a timely manner.