Employee Time Record
Additional References: US Department of
Labor; Human Resources: Employee Time Record
Contact Info: Classification and Compensation (919-515-7175).
As an agency of the state of North Carolina, NC State
University is required to follow various federal and state laws and regulations,
as well as policies and regulations of the University of North Carolina.
1. PURPOSE
Federal Law requires that time records be maintained for employees subject
to overtime.
2. COVERED EMPLOYEES
SPA (Staff) employees are covered.
2.1. Non-Exempt Status
Exempt or non-exempt status is prescribed by the Fair Labor Standards Act (FLSA).
It is determined by Classification and Organizational Services when a position
is established or reallocated.
3. PROCEDURE
The NC State University Time Record is required for recording daily work time
for the following employees:
- All SPA (Staff) employees who are subject to overtime,
- All SPA (Staff) employees who are agricultural exempt,
- All SPA (Staff) employees exempt from overtime who earn supplemental pay
(such as shift premium or holiday premium) that month.
The use of a time clock or any other type of time record in lieu of the time
record must be approved by Human Resources.
4. RECORDING WORK TIME
4.1. Time Records
Each employee is required to maintain his or her own time record. Both the
employee and supervisor must sign the time sheet certifying that the hours
were worked as recorded and
that the employee is entitled to any supplemental payment. Mistakes must be
lined through and initialed by both the supervisor and the employee.
Total hours worked for each day must be indicated. Total hours worked are rounded
to the nearest quarter hour.
4.2. Accuracy of Records
A falsified Time Record violates state and university policy. Anyone who prepares,
certifies, or approves a falsified record is subject to disciplinary action.
4.3. Record Retention
The employee’s department must retain the Time Record for five years,
even if the employee separates or transfers to another department.
4.4. Record keeping
A. Non-exempt Employees
Time records are required for all non-exempt employees and must be maintained
in the department for five years. The NC State University Time Record must
be used to record hours worked, overtime, and compensatory time for SPA employees.
B. Exempt Employees
Time records are not required for exempt employees unless they earn additional
pay (Holiday Premium or Shift Premium) that month. If compensatory time is
being accrued and taken, these hours should be recorded and maintained in
the department for 12 months.
5. RESOURCE
Salary Administration (919-515-7929).
