3502 PR.01 Timekeeping

Revision Date: 
February 13, 2015

1.      Exempt Employees. 1

2.      Yale Police Supervisors. 2

3.      Non-exempt Employees (except for Yale Police) 2

4.      Yale Police Benevolent Association (YPBA) Employees. 3

5.      Service and Maintenance (S&M) Employees. 4

6.      Cedarhurst Teachers. 5

7.      Hourly Undergraduate and Graduate Students. 5

8.      Temporary Employees. 5

9.      Timekeeping During a Leave of Absence. 6

10.         Oversight 6

11.         Corrections. 7

Scope

This procedure describes the methods used to comply with the University’s timekeeping Policy 3502.

Definitions   

Yale’s online timekeeping systems:  Yale has four different online timekeeping systems:

  • My Time (Kronos):  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 paid time off.  Time card approvers can use the system to review and approve employees’ hours worked and paid time off.  For information on how to use the My Time system, the deadlines for completing and approving time cards, and answers to many other questions, see My Time Resources in the Yale Portal.
  • E-Timesheet: This system is used by most student employees to record their hours worked.  Time card approvers use the system to review and approve these employees’ hours worked.
  • Oracle Casual Time Entry:  This system is used primarily by temporary employees to record their hours worked.  (As explained below, this system is also used by other employees in certain circumstances.)  Time card approvers use the system to review and approve these employees’ hours worked.  See section 3501.9 for information about tracking Connecticut Sick Leave.
  • Telestaff: This is the Yale Police Department’s in-house timekeeping system.  Data is initially entered into this system and then copied into the Casual Time Entry and My Time applications.

1.Exempt Employees

Timekeeping System: Kronos

 Exempt employees use the online My Time (Kronos) system and, if required, Casual Time Entry as follows: 

  • Hours worked:
    • Exempt employees are not entitled to overtime and are not paid based on hours worked.  Consequently, even though scheduled hours worked are pre-populated in My Time for M&Ps to enable proper accruing of paid time off, exempt M&Ps do not use My Time to record or approve their hours worked. 
  • Paid time off:  All Exempt Employees must record and approve the use of paid time off (PTO, sick, bonus vacation, compensatory time, jury duty, PTO max extension, etc.) in My Time. 
  • Requests:  All M&Ps may use My Time to request paid time off or a leave of absence.   

Time card completion and approval:

  • All Exempt Employees are responsible for accurately reporting use of paid time off during a month by the 10th of the following month, unless otherwise informed by an email from Employee Services or published on the Payroll Schedule
  • Time card approvers are responsible for reviewing monthly My Time entries and approving them by the 15th of the following month, unless otherwise informed by an email from Employee Services or published on the Payroll Schedule

Employees and time card approvers are required to perform these steps by the deadlines to ensure that employees’ paid time off balances are correct.

2. Yale Police Supervisors

Timekeeping System:   Telestaff (the Police Department’s in-house timekeeping system), and Casual Time are used to record the paid time of Yale Police supervisors as follows.

  • Hours worked:  Yale Police supervisors 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).   Nonetheless, they receive one-and-a-half-times regular pay for overtime work. The Yale Police administrative staff is responsible for entering hours worked by supervisors into Telestaff.   If the supervisors work overtime, they fill out overtime slips which are reconciled to the data in Telestaff. The administrative staff is responsible for entering the overtime hours worked as shown in Telestaff into the Casual Time Entry application on a weekly basis.   (See Section 3501.8 Temporary Employees regarding the Casual Time Entry application.)
  • Paid time off:  Generally, the Police supervisors record the use of paid time off (PTO, sick, bonus vacation, compensatory time, jury duty, PTO max extension, etc.) in Telestaff, although the administrative staff may also enter this information in when requested. 
  • Requests:  Yale Police supervisors 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.

Time card completion and approval:

  • The administrative staff is responsible for accurately entering and approving overtime hours worked in Casual Time Entry by Monday at 5pm of the following week, unless otherwise informed by an email from Employee Services or published on the Payroll Schedule (link).
  • The supervisors and administrative staff are required to perform these steps by the deadlines to ensure that the supervisors’ paid time off balances are correct and overtime hours are correctly paid.

3.Non-exempt Employees (except for Yale Police)

Timekeeping System:  Online My Time (Kronos) system:

Note: 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. These employees must edit their hours worked in My Time as needed, and approve their own timecards. 

  • Paid time off:  These employees must record their use of paid time off in My Time. 
  • Requests:  These employees may use My Time to request paid time off or a leave of absence.

Time card completion and approval:

  • Employees are responsible for accurately reporting and approving their hours worked and their hours of paid time off by midnight Saturday of the work week ending on that day, unless otherwise informed by an email from Employee Services or published on the Payroll Schedule
  • Time card approvers are responsible for reviewing and approving the weekly My Time time cards by 5pm Monday of the following week, unless otherwise informed by an email from Employee Services or published on the Payroll Schedule

Employees and time card approvers are required to perform these steps by the deadlines to ensure that employees’ paychecks and paid time off balances are correct.  If these responsibilities are not accurately and timely carried out, employees will be paid based on the incorrect or unapproved time entries that are in My Time or, if there are no entries in My Time, based on employees’ normal schedules.  This may result in unauthorized overtime being paid to employees, or authorized overtime not being paid to employees, or employees being paid for hours not worked, or employees not being paid for hours worked, or paid time off being incorrectly recorded.    

Most C&Ts are represented by Local 34, Federation of University Employees. Security employees are represented by the International Union of Security, Police and Fire Professions of America (SPFPA). Refer to the appropriate current bargaining agreement for comprehensive details regarding work hours and paid time off for these unions. 

4. Yale Police Benevolent Association (YPBA) Employees

Timekeeping System:  Telestaff (the Police Department’s in-house timekeeping system), and My Time (Kronos) are all used to record the paid time of Yale Police Benevolent Association (YPBA) employees as follows:

Note: The sections for C&Ts in My Time Resources apply equally to 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 supervisors are responsible for entering hours worked by YPBA employees into Telestaff.   In addition, the employees fill out overtime slips which are reconciled to the data in Telestaff. The administrative staff are responsible for entering the hours worked as shown in Telestaff into the My Time 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 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 My Time on a weekly basis. 
  • Requests:  These employees generally use Telestaff to request paid time off or a leave of absence.

Time card completion and approval:

  • The Yale Police administrative staff are responsible for accurately entering hours worked and the use of paid time off in My Time by 5pm Monday of the following week, unless otherwise informed by an email from Employee Services or published on the Payroll Schedule

The Yale Police supervisors and administrative staff are required to perform these steps by the deadlines to ensure that employees’ paychecks and paid time off balances are correct.  If these responsibilities are not accurately and timely carried out, employees will be paid based on the incorrect or unapproved time entries that are in My Time or, if there are no entries in My Time, based on employees’ normal schedules.  This may result in unauthorized overtime being paid to employees, or authorized overtime not being paid to employees, or employees being paid for hours not worked, or employees not being paid for hours worked, or paid time off being incorrectly recorded.   

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. 

5. Service and Maintenance (S&M) Employees

Timekeeping System:  S&M employees use time clocks in conjunction with My Time 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 My Time. 

Note: S&M employees can only work overtime at the written request of a supervisor. 

  • Paid time off:  Because S&M employees have read-only access to the online My Time system, they do not review and approve their paid time off. 
  • Requests:  Because S&M employees have read-only access to the My Time system, they do not enter their paid time off requests directly into My Time. 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 My Time, are responsible for entering employee requests for paid time off into My Time and approving employees’ weekly time cards. 

Time card completion and approval:

  • Swipe times are transferred into My Time automatically from the time clocks installed throughout the University.
  • S&M time card approvers edit the weekly My Time time cards as needed and approve them as needed by 5pm Monday of the following week, unless otherwise informed by an email from Employee Services or published on the Payroll Schedule (link). 

Time card approvers are required to review and approve time cards by the deadline to ensure that employees’ paychecks and paid time off balances are correct.  If these responsibilities are not accurately and timely carried out, employees will be paid based on the incorrect or unapproved time entries that are in My Time or, if there are no entries in My Time, they will not be paid.  This may result in unauthorized overtime being paid to employees, or authorized overtime not being paid to employees, or employees being paid for hours not worked, not being paid for hours worked, or paid time off being incorrectly recorded.   

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.

6. Cedarhurst Teachers

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 3501.1 M&P Employees above.)

7.Hourly Undergraduate and Graduate Students

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 5301.8); and
  • Students working in positions represented by Local 35.  These students use the S&M timekeeping system described in Section 5301.5.

Timekeeping System:  Most student employees record their hours worked in the Student Employment Office’s online e-Timesheet system.  [Please note that students working in departments that have not yet transitioned to e-Timesheet must record their hours worked in paper timesheets provided by their supervisor, which are then entered into the Casual Time Entry application.  See Section 3501.8 of this Policy for using paper timesheets and the Casual Time Entry application.]

Time card completion and approval:

  • Students are responsible for entering their hours worked into e-Timesheet by midnight Saturday of the work week ending on that day, unless otherwise informed by an email from Employee Services or published on the Payroll Schedule. (Students do not have paid time off.)
  • Time card approvers must review and approve the time cards by 5pm Monday of the following week, unless otherwise informed by an email from Employee Services or published on the Payroll Schedule

Students and time card approvers are required to perform these steps by the deadlines to ensure that students are correctly paid.  If a student does not enter her/his hours into e-Timesheet or if s/he does but the supervisor does not approve it, then the student will not be paid.  If the student enters the wrong hours worked and the supervisor approves it, then the student will not be paid the correct amount.

Refer to Procedure 3501 PR.17 Student Employment for a full description of the process of hiring and paying students, including the use of e-Timesheet. 

8.Temporary Employees

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 3501.5 above). 

Timekeeping System:  Temporary employees use paper timesheets in conjunction with the Casual Time Entry application as follows:

  • 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 on paper timesheets provided by their supervisor (see 3501 FR.05- Temporary Employee Payment Request), which are then entered into the Casual Time Entry application.   
  • 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 not tracked in the Casual Time Entry application.  Instead it is tracked in a customized system.  Contact the Employee Service Center for more information.

Time card completion and approval:

  • Employees complete the paper timesheets at the end of each week. 
  • Supervisors approve the time sheets.  
  • The authorized departmental data entry staff person enters the data into the online Casual Time Entry Application. 
  • Finally, a departmental approver approves the hours worked.  All of this should be completed each Monday morning but must be completed by Tuesday before 11AM, unless otherwise informed by an email from Employee Services or published on the Payroll Schedule (link).

Employees and time card approvers are required to perform these steps by the deadlines to ensure that employees are correctly paid.  If an employee does not enter her/his hours into e-Timesheet or if s/he does but the supervisor does not approve it, then the employee will not be paid.  If the employee enters the wrong hours worked and the supervisor approves it, then the employee will not be paid the correct amount.

See Procedure 3501 PR.02 Temporary and Student Time Entry for specific procedures regarding completion and approval of weekly paper timesheets. This procedure contains a link to The Casual Time Entry Employees Training Manual.

Refer to Section 102 of the Personnel Policies and Practices Manual for a definition of casual (which are only hired for S&M work) versus temporary employees.

9.Timekeeping During a Leave of Absence

Employees on a continuous leave of absence are not required to edit or approve their own timecard.  Employees on an intermittent leave of absence are required to edit and approve their own timecard. 

Time card approvers of employees on any type of leave of absence are still required to approve timecards for those employees.

10.Oversight

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 My Time Resources and My Time Business Operations Guide). 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 time card approver who has sufficient knowledge of the employee’s work to approve their time card.

  • Business offices must review all weekly time cards by 9am Tuesday of the following week, unless otherwise informed by an email from Employee Services or published on the Payroll Schedule.    Business offices must review all monthly time cards by the 20th of the following month.

11. Corrections

If an error in hours worked or paid time off is discovered by the employee, the time card approver, or the business office after Payroll has “locked” the time cards, then the business office is responsible for requesting that the error be corrected as follows:

  • If the error is a paid time off error, then the business office completes 3501 FR.02 C&T/M&P Paid Time Off Adjustment Document and submits it to Employee Services.
  • If the error requires adjusting the employee’s paycheck amount, then the business office completes 3501 FR.40 Payroll Paid Time and Attendance Payment Adjustment Document.  For more information on this form, see Policy 3501 Payroll.

 

Roles and Responsibilities

Roles

Responsibilities

Employee

All employees except Yale Police and S&M employees:

  • Accurately report hours worked and/or paid time off in the appropriate timekeeping system
  • Approve hours worked and/or paid time off before the deadlines

Yale Police and S&M employees:

  • Yale Police supervisors: report in and out with the Yale Police shift coordinators and enter paid time off in Telestaff.  Yale Police shift coordinators enter the hours worked into Telestaff and then transfer the overtime hours worked and paid time off from Telestaff to Casual Time Entry and My Time, respectively.
  • YPBA Police officers:  report in and out with the Yale Police shift coordinators and enter paid time off in Telestaff.  Yale Police shift coordinators enter the hours worked into Telestaff and then transfer the hours worked and paid time off from Telestaff to My Time.
  • S&M employees: swipe in and out using the time clocks, as required

Time Card Approver

  • Review, modify if necessary, and approve hours worked and/or paid time off before the deadlines

Lead Administrator or delegate

  • Review weekly payroll entries for accuracy
  • Identify timecards pending approval and follow up with relevant employees and/or time card approvers to stress the importance of timely approval.
  • Run reports to support time card approvers and to monitor time cards.

Employee Service Center

  • Answer questions from staff on My Time questions
  • Maintain the My Time system