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POLICY: HR 315

TITLE: Timekeeping

EFFECTIVE DATE: 11/08 AUTHORIZED BY: Board of Trustees

REVISION DATE: 8/10

10/11

12/15

3/16

Purpose

The purpose of this policy is to provide time reporting requirements for all employees of House of New Hope (HONH). House of New Hope ascribes to the provisions promulgated under the Fair Labor Standards Act (FLSA).

General Information

1. A work hour is any hour of the day that is worked and authorized to be worked and should be recorded to the nearest tenth of an hour.

2. Authorized hours are work hours that management assigns to complete a task.

3. The workweek covers seven consecutive days beginning on Monday and ending on Sunday. The usual workweek period for non-exempt and hourly employees is 40 hours.

4. A pay period is two consecutive workweeks culminating the Sunday before a payday. There are 26 pay periods in the year.

5. Time Not Worked: Per the Fair Labor Standards Act (FLSA), House of New Hope does not count the following provisions as time worked:

a. Paid Leave: Approved paid absences, including but not limited to PTO, holiday leave, military leave, jury and witness duty, funeral/bereavement leave, and voting time off are not counted as time worked.

6. Lunch or Dinner Periods: Of the allowed 45-minute uninterrupted lunch or dinner period, 30 minutes off for lunch or dinner is not counted as time worked.

7. Work Away from Premises or at Home: A nonexempt or hourly employee shall not be permitted to perform work away from the premises, job site or at home, unless approved in advance by the Department Director. If approved, work performed off the premises, job site or at home by a nonexempt employee will be counted as time worked.

8. Overtime is defined as authorized hours worked by an hourly or non-exempt employee in excess of 40 hours in a workweek and should be recorded to the nearest tenth of an hour. Overtime must be approved in advance by the supervisor to whom the employee reports; if not, an employee is not authorized to work the overtime. Unauthorized overtime will be paid and may result in disciplinary action up to and including termination.

9. Exempt employees who work in excess of 40 hours are not eligible for overtime pay.

Travel Time

1. Home to Work Travel: An employee who travels from home before the regular workday and returns to his/her home at the end of the workday is engaged in ordinary home to work travel, which is not work time.

2. Home to Work on a Special One Day Assignment in Another City: A non-exempt employee who regularly works out of a HONH facility is given a special one-day assignment in another city and returns home the same day. The time spent in traveling to and returning from the other city is work time, except that HONH requires the employee to deduct/not count that time the employee would normally spend commuting to their regular work site.

3. Travel that is all in a Day’s Work: Time spent by a non-exempt employee in travel as part of their principal activity, such as travel from job site to job site during the workday, is work time and will be counted as hours worked.

4. Travel that is Away from Home Community: Travel that keeps a non-exempt employee away from home overnight is travel away from home. Travel away from home is clearly work time when it cuts across the employee’s workday. The time is not only hours worked on regular working days but also during corresponding hours on nonworking days.

Per FLSA (for a non-exempt employee):

a. All on- and off-the-clock times are to be recorded accurately and chronologically on the time card/time sheet.

b. HONH will not consider as work time that time spent in travel away from home outside of regular work hours as a passenger on an airplane, train, boat, bus, or automobile.

c. HONH will consider as work time that time spent in travel away from home outside of regular work hours as a driver of a company or private vehicle.

d. HONH will not consider as work time that time spent waiting and/or sleeping in the hotel or hotel room, checking-in or checking-out, or driving to or from a restaurant for meals.

e. HONH will consider as work time that time spent setting up and breaking down equipment necessary to perform work duties.

5. No employee is to travel the night before an authorized event and incur travel, food and/or lodging costs without the pre-authorization of a member of the Executive Management Team. When an event’s schedule is under the control of House of New Hope (i.e., pre-service and continuing training for House of New Hope), the event is to be scheduled with sufficient time to allow for travel to said event on the actual day of the event.

Lectures, Meetings and Training Program Participation:

1. Attendance at lectures, meetings, training programs and similar activities will not be counted as work time if (1) it is outside normal hours, (2) it is voluntary, (3) not job related, and (4) no other work is concurrently performed.

2. Providing training or a lecture, or chairing a meeting will be considered work time if (1) required/approved by management and (2) is work-related.

Hours Worked Under the FLSA:

1. Work time. Nonexempt and hourly employees will be paid for all hours worked, including time spent working outside the office for approved activities.

2. Breaks. Nonexempt and hourly employees will be paid for rest or meal periods lasting 20 minutes or less. Break periods that exceed 20 minutes will not be compensated. While on a business trip and not engaged in work, the employee will not be compensated for meal periods unless they are involved in performing work during the same period (e.g. eating lunch with foster parents during a training session and performing work duties through lunch).

3. Overtime and paid time off. House of New Hope will include time worked on the business trip when calculating overtime. During workweeks when a nonexempt employee has taken paid time off, overtime pay is based on actual hours worked and not PTO, holidays, etc.. For example, if the employee used eight hours of paid time off and worked 40 hours on the business trip, he would be compensated for 48 hours at straight-time pay.

4. On-Call: An employee who is required to remain on call on HONH’s premises is working while “on call.” An employee who is required to remain on call at home, or who is allowed to leave a message where he/she can be reached, is not working while on call until the employee engages in on-call work activity. Exempt employees may be required to provide on-call responsibilities with or without a restriction on activities and without additional compensation.

5. Exempt employees eligible for overtime pay will be provided with the process for recording time.

Time Allocation for Title IV-E Cost Reporting Purposes

1. Employees may be required to submit a time allocation spreadsheet as directed by management. Time allocation records must show the total of hours worked in each of the agency’s cost centers during a specified period of time. Time allocation records must not be completed in advance.

2. In the event of an error in reporting time allocation, immediately report the problem to HR.

Procedures for Time Reporting

1. Non-exempt and/or hourly employees will submit their time record bi-weekly as directed by management; either completed using a time clock or hand-written time record as directed by management. Time records must show all hours worked (hours worked, PTO and so forth) that were incurred for the bi-weekly pay period. Time records must not be completed in advance.

2. In the event of an error in reporting time, immediately report the problem to your Supervisor.

3. A valid reason must exist for early clock-ins or late clock-outs, and be authorized in writing by your Supervisor on the time card.

4. If corrections or modifications are made to the time record, both the employee and the supervisor must verify the accuracy of the changes by initialing the time record.

5. Exempt employees will not submit a bi-weekly time card, but may be required to submit a Title IV-E cost report time allocation sheet.

Responsibilities

1. Each employee is to:

a. Maintain an accurate daily record on his/her time record of hours worked. All absences from work schedules should be appropriately recorded. Entries should be made daily.

b. Obtain advanced approval for any overtime to be made in the workweek.

c. Sign and submit the completed time record in the format required to the supervisor in the time period required for approval.

d. You have a responsibility to be honest and accountable. Having a co-worker clock-in for you is considered time card fraud. Lying about the amount of hours that you have worked in a single shift (e.g. “milking the clock”) is considered time card fraud. Time card fraud will result in disciplinary action up to and including termination.

2. Each supervisor is responsible for:

a. Ensuring that all employees maintain accurate time records.

b. Providing approval for overtime pay.

c. Approval of time records and submission to Payroll or designee.

3. Payroll will:

a. Ensure that all employees are paid earned wages/salaries on appropriate dates in accordance with federal and state regulations.

b. Distribute blank time cards for employees using a time clock.

Penalties

1. Employees who are found to be offenders of this policy shall be subject to disciplinary action at the discretion of management up to and including termination of employment.

2. Altering, falsifying, tampering with time records or recording time on another employee’s time record may result in disciplinary action, up to and including termination of employment.

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