Time Entry Reminders for Non-Exempt Employees

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The College has many functional units with diverse objectives and operational needs. It is expected that administrative offices are open from 8:15 a.m. to 5 p.m., Monday through Friday. This means the normal work hours for most employees in these areas are based on a 7.75-hour per day schedule. Employees in other areas may have schedules that are based on 8-hour days and/or days other than Monday through Friday. Employees should discuss expectations regarding their individual work schedule with their supervisor and, if needed, clarify the length of their department’s normal scheduled workday. Appropriate CTO usage is based on work schedules, so it is important that benefits eligible employees understand their particular work commitment in order to track their time away accurately. It is the supervisor’s responsibility to ensure all of their employees’ timesheets are submitted and approved prior to the deadline for payroll processing. Supervisors must review timesheets for accuracy prior to approving them.

All non-exempt employees should remember the following points when entering their time:

  • Actual work hours must be entered for the day they are worked, even if the total number of hours exceeds the normal schedule length of 7.75 or 8.
  • Work time must be entered in the correct shift so the proper shift differentials are paid and overtime (if applicable) is accurately calculated.  The policy on shift differentials may be found at: http://www.middlebury.edu/about/handbook/employee/wage_salary/shift_differentials

When taking full days off, time away hours (CTO, SLR, and Holiday Pay) for benefits eligible employees must be entered in increments based on the employee’s normal schedule for that day. Employees in Public Safety, the Snow Bowl/Rikert Ski Touring Center, and other areas normally open during holiday breaks should check with their supervisor for their department’s expectation regarding the use of Holiday Pay. All time away is entered under shift 1; shift differentials are not paid for time away.

When taking partial days off, CTO may be used to supplement work hours up to the normal number of scheduled hours. Supervisors are encouraged to be flexible with work schedules if an employee would like to minimize the use of CTO by working longer days, as long as it is operationally feasible. These changes to scheduled hours to compensate for time away should be planned in advance, approved by the employee’s manager, and can only be done during the same Monday through Sunday pay week as the time off.  An employee may also choose to reduce the amount of CTO used for a partial day by working extra hours that day. The total number of hours entered would still be equal to their normal schedule. Here’s an example: An employee normally works 8:15 a.m. to 5 p.m. with a one-hour lunch break from noon to 1 p.m., a total of 7.75 hours per day. They have an appointment that keeps them away from work until 11:00 a.m. They end up working until 5:30 p.m. that day and only take a half-hour for lunch. In this case, they would reduce the amount of CTO they use from 2.75 (the number of hours from 8:15 to 11) by the extra time they worked and enter their hours as follows:

  • 6 hours of Regular Shift 1 (11AM to 5:30PM minus ½ hour for lunch);
  • 1.75 hours of CTO;
  • Total 7.75 hours for the day.

It may be possible for an employee to work enough extra hours to make the use of CTO unnecessary. In that case they would enter only worked hours, which could potentially be more than their normal schedule for that day and may even result in overtime. Remember, this type of flexing is only allowed in the same Monday through Sunday pay week as the time off.  The combination of time away and worked hours each pay period should be equal to an employee’s regular scheduled hours.

Questions regarding schedules and recording time should be directed to your supervisor or Human Resources.

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