Completing and Retaining Employee Weekly Time Records For FLSA Subject Employees

Completing and Retaining Employee Weekly Time Records For FLSA Subject Employees (Permanent, Temporary, and Students)

 

Dated:  October 17, 2012

Category:  Classification, Compensation, and Human Resources Information Systems

Contact:  Director of Classification and Compensation – ext. 7-0654

References: None

 

Federal Law requires employers to keep accurate records of hours worked for certain categories of employees. Employees who are designated as “subject” to the Fair Labor Standards Act (FLSA) are required to complete and sign time sheets on a weekly basis. Employee time sheets are to be signed by the supervisor and retained in the employing departments. Supervisor verification and signatures should occur on the same weekly basis as the employee, when possible, but absolutely within two weeks. Administrators must assure that time sheets are fully and accurately maintained in the employing department as required by law.

The head of each department is responsible for retaining (in a central location within each department) the original Permanent Employee Weekly Time Records for all FLSA subject employees. These original records must be retained for the current calendar year and five prior calendar years. To assure all records are retained and to assist with this process, departments must not destroy time records maintained by the department before January of the seventh calendar year after the records are created.

Each employee required to complete a time sheet must complete and submit the time record to his or her supervisor accurately reflecting hours worked or charged to leave. It is a very serious, even criminal, matter to incorrectly and falsely report hours worked. Timesheets may be downloaded here.

The supervisor of the employee is responsible for signing the timesheet only if the hours worked have been accurately reported by the employee. This signature constitutes the supervisor’s verification that the time record is accurate. This supervisory responsibility may not be delegated.

When an employee leaves university employment, the employing department will be responsible for sending the Payroll Department copies of the employee’s Permanent Employee Weekly Time Records for the final two months of employment.

Each department must be prepared to provide original Permanent Employee Weekly Time Records to the Internal Auditor in response to random, no-notice audits. As the university’s responsible agent on this matter, each department head must be able to produce required time records on short notice for such matters as Department of Labor pay disputes or other legally sufficient external requests for inquiry.

For “exception pay” (i.e. overtime, leave without pay, holiday premium pay, call back pay, on call pay, shift differential pay), each department must send the Payroll Department a copy of the Permanent Employee Weekly Time Record together with an authorization memorandum for the exception on Monday of the week following the work performed by the employee, signed by the department head/chair.

Departments must submit original Applications for Leave reflecting actual leave taken to the Payroll Department on a weekly basis, or as soon as possible following the time off from work. Applications for leave may be downloaded here.

Reminder: Departments with employees in leave without pay status must submit a copy of the Permanent Employee Weekly Time Record and an Application for Leave denoting leave without pay (code 420) on the following Monday. If you have any employee with more than 8 hours of LWOP, contact Payroll immediately at 7-5795 in order to avoid overpayment.

Failure to maintain accurate and complete records may result in significant financial loss to the university and damage the university’s reputation for sound fiscal management. To avoid these problems, the university will conduct periodic, random audits and will report non-compliance to the appropriate vice chancellor for appropriate response.

Your support of and attention to this important requirement is essential. It is recommended this attachment be conspicuously posted as a continual reminder to employees and supervisors.

 

GUIDELINES FOR RETAINING / SUBMITTING EMPLOYEE TIME / LEAVE RECORDS (PERMANENT SPA EMPLOYEES, TEMPORARY, STUDENTS) AS STATED BY THE UNC CHARLOTTE PAYROLL OFFICE

 

TIME RECORDS

Original

Copy

Copy

Permanent Employee Hours worked (Regular schedule including compensatory time no OT, LWOP, Leave)

Department retains

N/A

Employee retains

Leave without pay (LWOP)

Department Retains

Submit to Payroll (with original leave application)

Employee retains

Overtime (OT)

Department Retains

Submit to Payroll (with authorization memo)

Employee retains

Shift Differential Pay

Department Retains

Submit to Payroll

Employee retains

Holiday Premium Pay

Department Retains

Submit to Payroll (with authorization memo)

Employee retains

Call Back or On Call Pay

Department Retains

Submit to Payroll (with authorization memo)

Employee retains

Temporary / Work Study Employee (SPA and student)

Submit to Payroll

Department retains

Employee retains

 

LEAVE RECORDS

Original

Copy

Copy

Vacation / Bonus / Sick / Advanced

Submit to Payroll

Department Retains

Employee retains

Leave without pay (LWOP)

Submit to Payroll (with copy of time record)

Department Retains

Employee retains

Community Involvement Civil / Military

Submit to Payroll (with documentation)

Department Retains

Employee retains

Department heads and supervisors are responsible for tracking and managing compensatory time earned by FLSA subject employees. FLSA exempt employees (both SPA and EPA) are not entitled to hour for hour compensatory time for hours worked in excess of forty weekly. See guidance for FLSA exempt employees at University Policy Statement #101.19.

For more information regarding work schedules for employees subject to the Wage and Hour provisions of the Federal Labor Standards Act (FLSA), see PIM 16. For further information on payroll timekeeping requirements, please contact the Payroll Office (ext. 7-5795). For information concerning FLSA subject or exempt employee status, please contact the Director of Classification and Compensation (ext. 7-0654). For information concerning leave administration, please contact the Benefits Manager (ext. 7-0649).

 

PIM Number: 
54
PIM Category: