University of Vermont

College of Arts and Sciences

Department Chair's Handbook

Time Reporting for Salaried Nonexempt Employees

Beginning January 1, 2012 all salaried, nonexempt staff are responsible to report both time worked and exception time suing the existing PeopleSoft Timesheet. This policy is in compliance with the Fair Labor Standards Act. Records for each non-exempt employee must include information about the employee and data about the hours worked and the wages earned. The FLSA requires this information to be accurate.

  • The employer must keep a record showing the exact schedule of daily and weekly hours and confirm that the worker did follow the schedule.
  • When a worker is on the job for a longer or shorter period of time than the schedule shows, the employer must record and confirm the number of hours actually worked.
  • Employees and supervisors must provide UVM a confirmed record of hours worked that is linked to the corresponding payroll.
  • Salaried nonexempt employees will enter time worked and time off for their supervisor to approve each pay period.
  • The work week is defined as the period from Monday at 12:00 midnight through Sunday at 11:59 PM.
  • Supervisors are responsible for reviewing and either rejecting or approving the time entered by nonexempt salaried employees.
  • All time should be entered by the employee and reviewed by the supervisor each pay period. Division offices will receive regular reports indicating who has not approved time for nonexempt salaried staff.
  • All overtime work must be approved by supervisors in advance, and any approved overtime will be compensated as compensatory time.
  • All departments must have a back-up approver who is responsible for approving time when the primary approver is unavailable. The CAS Business Office will serve as a tertiary back-up approver.

Time entered includes the following:

  • Regular time worked
  • Vacation time
  • Sick/medical time
  • Cultural holiday
  • Personal days
  • Compensatory time (earned or taken) –The system will calculate the compensatory time and credit the compensatory time balance 1.5 times the hours.
  • Holiday time
  • Bereavement leave
  • Jury duty
  • Educational/Professional development leave
  • Military leave (paid)
  • University closing
  • Winter break days
  • Blood drive
  • Volunteer emergency services
  • Community/Professional service
  • Town meeting

Specific information on how to enter time is contained in the mini manual, “Approve/Enter/Report Salaried Nonexempt Time.”

Last modified April 30 2015 06:44 PM

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