PAYROLL PROCEDURES Time Keeping and Attendance Procedures All Board employees must record their time and attendance using the Kronos electronic time and attendance system. Upon reporting for work, employees must “clock-in,” either via the clock, personal mobile device, or the computer. This will facilitate your payroll editor’s creation of the Scheduled Not Clocked In report. Each employee and supervisor is responsible for proper completion of electronic attendance to account for the total days/time worked each pay period. The Fair Labor Standards Act (FLSA) identifies two groups of employees for record-keeping requirements – “exempt” and “non-exempt”. For “exempt” employees (those who are exempt from the over-time requirements of FLSA) an attendance record is all that is required. Therefore, only the initial “clock-in” is necessary. For “nonexempt” employees (those who are not exempt from the over-time requirements of FLSA), actual hours worked must be tracked in order to accurately calculate any over-time (compensatory time). Consequently, “non-exempt” employees must clock-in just prior to beginning work and upon returning from lunch, and clock-out when going to lunch and departing from work for the day. Any questions as to an employee’s FLSA status – exempt vs. non-exempt – should be directed to the Human Resources Department. It is strictly prohibited to work “off-the-clock”. In other words, it is a violation of this procedure for a “non-exempt” employee to commence work prior to “clocking-in” or subsequent to “clocking-out”. It is also a violation of this procedure for any employee to instruct another “non- exempt” employee to work “off-the-clock”. Such violations should be reported to the Director of Human Resources immediately. The practice of “buddy-swiping” is strictly prohibited. Under no circumstances should an employee “clock-in” for another employee using the absent employee’s Kronos ID badge or Kronos log-in. Such violations are subject to disciplinary action and should be reported to the Director of Human Resources immediately. All time taken off must be charged to the appropriate leave code in accordance with Board procedures. All employees must submit their timecard online via the Kronos generated timecard at the end of each pay period. Supervisors must approve staff’s time electronically each pay period. Unofficial time records are strictly prohibited. All employees, with the exception of substitutes and certain temporary employees are assigned a schedule in the Kronos time and attendance system. Employees may not change their assigned schedule without the approval of their supervisor. If, however, a supervisor finds it necessary to change an employee’s assigned schedule, they must notify the Bookkeeper/Pay editor immediately. Section 2, POLICIES AND PROCEDURES
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