170.055 – TIME TRACKING POLICY
Updated: March 2019
Maine Media Workshops + College uses an electronic time tracking system called uAttend to capture and record employee time records. uAttend collects actual time entered by the employee using these methods:
- time clock
- cell phone app
- Business Office using the uAttend software
Employee will be notified of which type of tracking they will be authorized to use. uAttend allows employees to accurately monitor and keep track of their time and enables the organization to efficiently process employee time worked for payroll purposes. The following procedures and guidelines are to ensure accurate recordkeeping and compliance within Maine Media.
OFFICIAL TIME OF RECORD
uAttend electronic timekeeping system and associated work records will become the official basis for recording hours worked for employees of Maine Media Workshops + College. Any disputes over actual hours worked or attendance will be resolved by referring to the uAttend records.
EMPLOYEE TIME REPORTS
The Fair Labor Standards Act (FLSA) requires that employers keep detailed records on time and payment for employees. All FLSA provisions guide utilization of the time clock system at Maine Media.
Time clocks are located in the Homestead hallway outside of the kitchen AND in the housekeeping office at the Campus Residence. Employee’s that have completed their employment documents and have registered their fingerprint with one of the time clocks, may use either time clock at any time.
EXEMPT AND NON-EXEMPT EMPLOYEES AND OVERTIME PAY
‘Exempt’ refers to employees who are exempt from Federal and State laws regarding payment of overtime and are paid a pre-determined salary, not an hourly rate.
‘Non-exempt’ refers to employees who are eligible to receive overtime for hours worked in excess of 40 hours per week. All overtime must be pre-approved by the employee’s supervisor before working overtime. Supervisors will be notified if an employee is approaching overtime.
An employee may not accumulate overtime by arriving early or leaving late unless specifically pre-authorized by his/her supervisor. If a non-exempt employee has accumulated unapproved hours beyond his/her work schedule in the course of a week, he/she may be required to leave work early.
Disciplinary action will occur for reoccurrence of non-compliance with this policy. An employee should refer to the Business Office if help with the uAttend system is needed.
USE OF TIME CLOCKS
Non-exempt (hourly) employees must report attendance and time via the uAttend system. The non-exempt employee’s time card may be reviewed by the employee and must be approved by the supervisor each pay period.
If a non-exempt employee is missing hours and eligible for Maine Media’s time off benefits, an email must be sent to his/her supervisor so that an adjustment can be made to the time card. All time off requests should be submitted to their supervisor using Maine Media’s time off form, if possible, and before the time off has occurred.
DAILY CLOCK IN/CLOCK OUT REQUIREMENTS
It is a job requirement that all non-exempt employees must ‘clock in’ and ‘clock out’ at the start of their shift and at the end of their shift. Employees leaving for personal reasons during the day must clock out when leaving and back in upon returning.
TIME CLOCK POLICY AND GUIDELINES
Any falsification or misrepresentation of time and attendance information may result in disciplinary action, up to and including termination. Supervisors are responsible for ensuring that the work and time off reported accurately reflects each employee’s activity for each pay period and validate this by approving the employee’s time card. Intentional errors in reporting hours worked can result in serious consequences to the individuals involved.
ROUNDING HOURS WORKED
The FLSA allows an employer to round employee time to the nearest quarter hour. uAttend punches will be rounded according to a seven-minute grace period with a fifteen minute round.
Use the following guide when determining the round:
7:53am to 8:07am = 8:00am
8:08am to 8:22am = 8:15am
8:23am to 8:37am = 8:30am
8:38am to 8:52am = 8:45am
Employees are expected to clock in and out at their regularly scheduled times, as close to the beginning and end of their shift as possible. Employees should punch in no sooner than seven (7) minutes prior to the beginning of their shift and punch out no later than seven (7) minutes after their shift ends. Employees who continually punch in late or punch out early are subject to disciplinary action.
MISSED PUNCHES AND ADJUSTMENTS
An employee who misses a punch should notify his/her supervisor via email of any edits that need to be made to the timecard. Under certain conditions when an employee cannot clock in at their worksite, the employee should report times worked to their supervisor via email so their times can be manually entered.
MULTIPLE DEPARTMENT CODES
If an employee is paid from multiple departments or has more than one position within the organization, they will be assigned a separate job code for each position. It is the responsibility of the employee to ensure that they are clocking in on the correct code at all times. Failure to clock in and out or transfer correctly on multiple job codes may result in corrective action. If the employee is unsure which job code to use, he/she should contact their supervisor or the Business Office for clarification. Employees who have clocked in or transferred incorrectly using the wrong job code will need to notify their supervisor by email prior to the close of the pay period so their time can be corrected.
All meal periods are considered unpaid time and non-exempt employees must clock in and out.
Non-exempt employees are required to clock out for breaks that exceed 10 minutes.
The FLSA does not permit an employer to benefit from the work of an employee without compensating them for such work. Therefore, all hours worked by non-exempt employees must be reported using the uAttend timekeeping system. Any time spent working while not clocked in (‘working off the clock’) is strictly prohibited. Employees are required to clock in before performing any work and are not permitted to clock out until all work has stopped. Employees that under report or fail to report hours worked are subject to corrective action up to and including termination. Examples of ‘working off the clock’ may include:
- Forgetting to clock in or out
- Voluntarily continuing to work at the end of regular working hours
- Taking work home to complete on the weekend or in the evening
- Checking/reading/reviewing work-related emails or listening to work-related voice mails while away from the office or workplace.
- Answering phones, emails, or attending to student while clocked out for a lunch break.
Once an employee has clocked in, he/she is responsible for starting work. When a shift has been completed, it is the employee’s responsibility to clock out. Employees conducting personal business or simply not working while clocked in may be considered ‘riding the clock’ and could be subject to corrective action up to and including termination.
TIME OFF REQUESTS
Time off requests must be requested with a time off form before the time is actually taken. (See TIME OFF POLICIES – 180.010, 180.020, 180.030) If an employee was unable to request the time off in advance, the employee must email their supervisor to inform them of what paid time off was taken. Employees are not paid for paid time off taken in excess of the available balance. Paid time off does not count towards hours worked for computing overtime.
Holiday pay will automatically be given to eligible employees in the uAttend system. (See 180.040-PAID HOLIDAYS policy)
CLOCK OR SYSTEM PROBLEMS
Clocks may not continue to collect data during power outages, network, clock or system malfunctions. Employees should track their hours manually and the time will be adjust by their supervisor in the uAttend system.
An employee may be subject to disciplinary action up to, and including, termination for the following:
- Any attempt to tamper with the timekeeping hardware or software
- Interfering with another employee’s use of time clocks
- Falsifying another employee’s clocking transactions
- Failure to use the uAttend system properly
- Failure to promptly verify and reconcile time and paid time off records
- Falsification of hours actually worked
- Excessive missed punches without a valid (specific) reason
- Excessive early or late punches
- Excessive unauthorized overtime
- Refusing to punch in/out for meals or breaks