CLASSIFIED STAFF TIME REPORTING

August 7, 2008

TO: College of Letters & Science Chairs, Directors and Department Administrators

FROM: Diana Allaby, Human Resource Manager

RE: Time Reporting for Classified Staff

This email is being sent as a reminder of the requirements for completing accurate timesheets.

All CLASSIFIED STAFF NEED TO COMPLETE TIMESHEETS, this includes exempt classified staff such as supervisory department administrators. The timesheet recommended by campus can be found at http://www.ohr.wisc.edu/Forms/timesheet.XLS . If you use a different timesheet, please send a copy to me for review to ensure it meets campus policy.

Exempt Employees (this includes supervisors and managers) need only complete their total number of hours worked per week along with any leave time taken in the week. Exempt employees are salaried employees so they should NOT indicate their begin and end times. As salaried employees, they are compensated based on their total job responsibilities, not the number of hours they work. Therefore, exempt employees do not receive additional compensation for hours worked in excess of 40 hours a week except in rare circumstances.

Exempt employees do not receive night or weekend differential. Exempt employees do receive premium holiday compensation at time and a half (work on a holiday should be noted on the timesheet and must have prior approval by the supervisor).

Nonexempt Employees need to complete the timesheet with actual hours worked. They need to record their begin time, lunch time, end time and leave time taken each week. Nonexempt employees are covered by the Fair Labor Standard Act (FLSA), therefore, are compensated for overtime. They are also eligible for weekend and night differential and premium pay for working on a holiday. It is important that their time report accurately reflects their hours worked. All overtime and work on a holiday must receive prior approval by their supervisor.

If an employee has an alternative work schedule, there is a box added to the lower right portion of the time report for them to indicate their approved schedule. Alternative work schedule is any schedule other than the standard Monday through Friday from 7:45 to 4:30 with a lunch break from 11:45 to 12:30. All alternative work schedules need to be requested by the employee and approved by the supervisor in writing. A copy of the approved alternative work schedule needs to be sent to me at 207 South Hall.

Payroll staff should not payroll any classified staff, LTE or student hourly employees unless they have a timesheet in hand. The timesheets must be signed by the employee's supervisor. A copy of all completed and signed time reports are to be kept in the department.

Please feel free to contact me at 263-4964 or allaby@ls.admin.wisc.edu if you have any questions at all on this.

cc: Payroll Staff
L&S Administration

Diana Allaby
Human Resource Manager
College of Letters & Science Administration
608/263-4964
allaby@ls.admin.wisc.edu

[ Return to Chapter III.8, "Classified Staff" ]