5.4
Time Tracking Responsibilities and Recording Time Off
● Each time record will note the actual time an employee: ○ arrives ready to work in their assigned work area ○ the time of departure and arrival back to the work site for any breaks exceeding 20 minutes ○ the time the employee leaves work at the end of their work shift Employees are individually responsible for the review and accuracy of their time records. If an employee discovers an error on their timecard, they must notify their Direct Supervisor immediately so it can be corrected in the current pay period, if possible. If the timecard is locked from making changes, the Direct Supervisor will need to notify the Payroll Department immediately. Important Note: It is a violation of COPC policy: ● for any employee to falsify or alter a timecard or other time reporting mechanism ● for any employee or manager to instruct another employee to incorrectly or falsely report the number of hours worked ● for any employee to alter another employee’s timecard ● for any employee to under or over-report actual hours worked Violations to the time keeping policy may include disciplinary action, up to an including termination of employment. Any instructions or requests to engage in such activity must be immediately reported to a member of the Human Resources Department. Any form of retaliation as a result of reporting policy violations may result in disciplinary action, up to and including termination of employment. ● Overtime will be paid for work performed in excess of 40-hours in any work week. Overtime will be computed at a rate of 1 ½ times the regular base hourly wage or blended hourly wage for those who work two or more jobs at different pay rates. ● Time-off for any reason (i.e., paid time-off, unpaid time-off, holiday pay, leave of absence, planned and unplanned office closures, etc.) during the week will not be considered as time worked in the computation of overtime, even if the employee is paid for such time-off.
All employees’ time worked will be payable one week in arrears of the next scheduled pay date. It is the employee’s responsibility to ensure all time-off is accurately recorded in the time and attendance system used by COPC. All requests for scheduled time-off must be approved by management in advance of the actual day(s) being requested. Any scheduled and/or unscheduled time-off must be accurately tracked by the employee and by the employee’s Direct Supervisor. This includes all unpaid time-off and all paid time-off, (i.e., accrued paid time-off, floating holidays, bereavement, jury duty, unexpected illness during the workday, which may lead to an employee leaving work prior to the end of their regularly scheduled workday, etc.). Non-exempt employees must record all hours worked and may never work “off the clock”. When employees receive their pay, they should verify immediately that they were paid correctly. ● All employees must keep an accurate record of hours worked in the time and attendance system. ● An employee may not carry over hours of work from one day to the next, or from one week to the next. Time records must reflect the exact hours worked for each day indicated within the same pay period. ● An employee must obtain the permission of a manager prior to working over and above regularly scheduled work hours. This includes the time worked before or after a regular shift, during unpaid meal breaks, or after hours at home or another off-site location. Overtime Due to the nature and scheduling concerns of our business, employees may be required to work overtime on weekends, holidays, or additional hours during the regular workday. In cases where employees work overtime, state and federal wage and hour laws govern how non-exempt employees will be paid for time worked. In compliance with these regulations, COPC overtime pay is as follows: ● Overtime must be approved by management in advance of working any overtime. Failure to receive approval will be considered a violation of Company policy. ● Time lost due to tardiness, unexcused absence, or leaving early will be deducted in the computing of both regular and overtime pay.
5.5
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