U
NIVERSITY OF
H
OUSTON
S
YSTEM
ADMINISTRATIVE MEMORANDUM
NUMBER: 03.D.03
AREA: Payroll
Time Reporting (Interim)
1. PURPOSE
This document establishes guidelines for preparing and submitting employee time and effort reports to meet state and federal regulations. These guidelines apply to all nonexempt employees and regular benefits-eligible employees of the University of Houston
System regardless of appointment type or the source of funds from which the employee is paid.
2. POLICY
2.1. State agencies are required to maintain time and effort reports of vacation and sick leave accrual, absences and the reasons for absences (whether from sickness, vacation or other paid leave) and leave without pay for all regular benefits-eligible employees. A regular benefits-eligible employee is defined as one who is employed for at least 20 hours per week on a regular basis for a period of at least four and one onehalf continuous months, excluding students employed in positions which require student status as a condition of employment.
2.2. State agencies are required to maintain employee records on wages, hours and other items in accordance with the Fair Labor Standards Act of 1938 (FLSA) and record keeping provisions of the U.S. Department of Labor .
2.3. The records described above are available for public inspection, in keeping with the provisions of the Texas Public Information Act .
2.4. Each component university’s human resources department will establish and publish procedures to ensure compliance with these regulations.
2.5. Each non-exempt employee is required to clock in and clock out to record time worked by entering in and out punches on a web clock or time collection device; and submit absence requests for to prepare a timesheet and effort report detailing time worked, and time to be deducted for vacation, sick leave or other periods not at work during regularly scheduled workdays. Each non-exempt employee must sign and date the timesheet and effort report to certify its accuracy.
Each time sheet and effort report must be reviewed and approved by the employee’s supervisor (or designee, in the supervisor’s absence) to ensure time
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AM No. 03.D.03 worked and leave taken are to determine whether the employee accurately reported leave usage and in the case of non-exempt employees to determine that hours worked were accurately reported.
2.6. Each exempt employee (including faculty , and administrative and professional personnelstaff ) , with the exception of non-benefits eligible adjunct faculty, is required to prepare a time and effort report to certify job completed and/or recordsubmit absence requests for time to be deducted for vacation, sick leave or other periods not at work during regularly scheduled workdays, as applicable ., into the individual’s timesheet in the Personal
Advantage Self Service (P. A. S. S.). Each employee must must complete the timesheet in P. A. S. S. no later than the last day of the month in which the timeleave was taken. In addition, Tthe employee must submit a request for leave
Leave Request form in toadvance to the supervisor which corresponds to the leave which was approved and entered on the timesheet in accordance with component university and/or departmental procedures.sign and date the time and effort report to certify its accuracy.
2.7. Each time and effort report must be approved by the employee’s supervisor (or designee, in the supervisor’s absence) to determine whether the employee accurately reported leave usage and in the case of non-exempt employees to determine that hours worked were accurately reported. Time and effort reports of principal investigators paid from contract and grant accounts must be approved by an individual who can verify that the work was performed by the principal investigator. Time and effort reports of all other persons paid from contract and grant accounts, must be approved by the principal investigator and an individual who can verify that the work was performed by the other person if the principal investigator cannot do so. The Ddean can appoint a responsible party in their college to certify time sheets of non-benefits eligible adjunct faculty. By certifying, the responsible party is attesting that to the best of their knowledge that the non-benefits eligible adjunct faculty member is performing their responsible duties. The Chancellor, or designee, shall approve the time and effort reports for the component university Ppresidents.
2.
78 . Time sheets and effort reports for all non-exempt employees (except for nonbenefits eligible adjunct faculty) must be reviewed and approved by the department payroll administrator (or designee, in the department payroll administrator’s absence) by the deadline established to ensure timely payment. A
UH System payroll calendar will be published reflecting timesheet due dates each fiscal year that will be updated as necessary.submitted to the component university payroll office within the proper time frame to ensure timely payment.
The time and effort reports for non-benefits eligible adjunct faculty will be retained at the unit level designated by the university and may be certified by a cover memo or other similar document listing each such faculty member.
Retention requirements for the time and effort reports for non-benefits eligible adjunct faculty members are the same as for cost center verifications. Each
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AM No. 03.D.03 component university will publish a payroll calendar reflecting appropriate due dates for non-exempt and exempt employees.
2.8 Each component university that receives federal funds for conducting sponsored research must implement an effort certification process that complies with the requirements set forth in the Office of Management and Budget (OMB)
Circular A-21, Cost Principles for Educational Institutions.
3. REVIEW AND RESPONSIBILITY
Responsible party: Associate Vice Chancellor for Finance
Review: Every years , on or before December 31
Interim Due Date for Review: February 15, 2013
4. APPROVAL
Approved: John Rudley
Executive Vice Chancellor for Administration and Finance
Jay Gogue
Chancellor
Effective Date: November 30, 2005 November 5, 2012
Time and effort report
Revision
Number
1
2
REVISION LOG
Description of Changes Approval
Date
11/04/1994 Initial version (Original title: “Employee Time and Effort
Reporting”)
08/30/2002 Applied revised SAM template to meet current documentation standards. Revised Section 1, removing Section 1.2 from the contents. Consolidated information in Section 2.7. A detailed definition of a regular benefits-eligible employee in accordance with the State of Texas General Appropriations Act was added to
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3
Interim
4
AM No. 03.D.03
Section 2.1. The responsible party was changed to the Assistant
Vice Chancellor for Human Resources. The review period was changed from even numbered years on or before December 31 st
to every three years on or before December 31 st
. Added the Vice
Chancellor for Administration and Finance to the approval process
11/30/2005 Applied revised SAM template to meet current documentation standards. Added information to Section 2.7 to enable college
Deans to appoint a person in their college to verify time and effort for adjunct faculty members, streamlining the approval process for their timesheets. Changed the responsible party to the
Associate Vice Chancellor for Finance
11/05/2012 Added new Revision Log. Title of SAM 03.D.03 changed from
“Employee Time and Effort Reporting” to “Employee Time
Reporting.” Removed all references to “effort” in the documentation. Added hyperlinks to websites and documents as applicable. Added information to Section 2.5 concerning the process of approving employee timesheets. Added documentation to Section 2.6 on the Personal Advantage Self
Service (P.A.S.S.) and the requirement for documenting leave before the end of the month when the leave was taken by the employee. Removed Section 2.7 on time and effort reports by principal investigators. Removed information on adjunct faculty and retention requirements for timesheets in Section 2.7. Added
Section 2.8 on sponsored research and the effort certification process. Changed the review period from every three years on or before December 31 st
to every five years on or before
December 31 st
. Removed “Effective Date” from Section 4.
Removed Section 6, Indexing Terms
TBD This SAM is being submitted for review and approval to remove the Interim designation. Added “non-exempt employees and benefits-eligible employees” to Section 1 guidelines. Revised information regarding non-exempt employees recording time using a web clock or time collection device, and removed the requirement to sign a timesheet in Section 2.5. Removed most of the documentation in Section 2.6, except for the requirement for benefits-eligible employees to submit absence reports for time to be deducted. Revised Section 2.7 concerning the process for reviewing electronic timesheets from non-exempt employees, and the documentation of due dates via the UH System payroll calendar
October 26November 4 , 1994; Interim Revised June 3, 2013 Page 4 of 4