3502 PR.01 Timekeeping Procedure

Revision Date: 
March 28, 2018

Contents

Yale has three different online timekeeping systems.  They are as follows:

  • 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 time off.  Time card approvers can use the system to review and approve employees’ hours worked and 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 on the It’s Your Yale.  Yale Police utilize My Time to enter overtime and comp. time earned.
  • E-Timesheet:  This system is used by hourly paid student employees to record their hours worked.  Time card 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 My Time application, which is used for feeding Workday Payroll.  The My Time 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 My Time for payroll.

A.  Timekeeping System

Exempt employees use the online My Time (Kronos) system.  

Hours worked: Exempt employees are not entitled to overtime and are not paid based on hours worked.  Consequently, scheduled hours worked are pre-populated in My Time 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, 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.  

B.  Time Card 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.

Time card approvers are responsible for reviewing monthly My Time entries and approving them in accordance with the Payroll Schedule.

A.  Timekeeping System

Telestaff (the Police Department’s in-house timekeeping system), is used to record the scheduling of Yale Police supervisors as follows.

Hours worked: 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 in My Time 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 Telestaff, 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.  Time Card Completion and Approval

The administrative staff are responsible for accurately entering and approving overtime hours worked in accordance with the Payroll Schedule.

A.  Timekeeping System

Non-exempt employees use the online My Time (Kronos) system.  Note: Security employees use My Time (Kronos) for timekeeping and accruals, but use Telestaff for scheduling.  Kronos entries should be kept up-to-date and in line with Telestaff.  

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.

B.  Time Card 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.

Time card approvers are responsible for reviewing and approving the weekly My Time time cards 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 scheduling 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 administrative staff 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 use Telestaff to request paid time off.

B.  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 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 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 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. 

B.  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 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.  Time Card 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.)

Time card approvers must review and approve the time cards 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 My Time (Kronos).

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 My Time (Kronos).

Temporary employees working on grants will continue using paper timesheets to capture effort certification; their time must also be entered and approved in My Time.   (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 My Time (Kronos).

B.  Time Card Completion and Approval

A departmental approver approves the hours worked.  All of this should be completed in accordance with the Payroll Schedule.  Because temporary employees do not have a schedule in My Time, they are paid for time entered.  Temporary employees are paid for the time entered, whether or not the time has been approved.  Therefore, it is very important for approvers 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 timecards required for payroll purposes.   Timecards for continuous leaves and reduced leave schedules are administered in Kronos by the Yale Absence Management team.  Timecards for intermittent time away, because such time is generally unscheduled, are administered by each manager in Kronos as the absences occur.  A manager’s role is to document an intermittent absence with the proper pay deductions and accrual usage using the Quick Leave Editor.

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 and monthly time cards in accordance with the Payroll Schedule.

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 Form 3501 FR.02 CT/MP Paid Time Off Adjustment Form and submits it 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.