Policy no. I-9
Effective date: 01/01/2008
Scope: senior staff and staff employees
Exclusions: faculty, executive staff, and student employees
Punctuality and regular attendance are essential to insure optimal productivity and customer service. In order for the university to achieve these goals employees are required to maintain a satisfactory record of attendance. The following is the university’s policy on attendance. In order to meet operational needs and commitments, management centers and/or departments may adapt or modify the university policy or establish their own attendance policy. Management centers and/or departments that establish policies that are different than the university’s policy should consult with the Employee Relations Office when drafting their policy. The university’s policy on attendance will apply for departments and/or management centers that do not establish a policy. Supervisors are responsible for communicating the attendance policy to staff and for fair and consistent application of the policy.
All employees are expected to report to work on time every day that they are scheduled to work and to maintain a satisfactory record of attendance. If an employee is unable to report to work they are expected to notify their supervisor within 30 minutes of their start time.
Recording Time Worked
The university must comply with applicable laws that require records to be maintained of the hours worked by employees. To ensure that accurate records are kept of the hours an employee works (including overtime hours where applicable), of the accrued sick and vacation time an employee has taken, the amount of unscheduled time off and that employees are paid in a timely manner, employees and their department are required to maintain accurate time and attendance records in the Human Capital Management Time Entry System (HCM). Please refer to Human Resources’ Payroll web page for the quick reference guide.
Time entry should be completed by the employee on a weekly basis, but not later than, the pay closing date for the exempt (monthly employees) and/or non-exempt (semi-monthly) employee. After reviewing and resolving any discrepancies, the supervisor (or department designee) will approve the employee’s time and attendance in the Human Capital Management Time Entry System approval process.
The employee has the responsibility for ensuring that their actual hours worked and absences (sick, vacation and/or other unscheduled time off) taken are recorded accurately. Falsifying recorded time is an act of misconduct and considered a violation of the university’s Positive Corrective Action Policy (III-3) and may be subject to corrective action, up to and including termination.
Pre-Scheduled Time Off
Pre-scheduled sick time must be approved in advance by the supervisor. Use of sick time will be permitted if available.
Vacation days are to be taken in half or whole day increments and must be approved in advance by the supervisor.
Unscheduled Time Off
|Unscheduled Absence||An occurrence of absence and/or tardiness that is unrelated to approved time off.|
|Tardiness||More than 5 minutes late to work but less than two hours late to work. Leaving early for lunch, returning late from lunch or leaving prior to the end of the scheduled work day without supervisor approval will also be included.|
|Late Report||Failure to notify supervisor when unable to report to work within 30 minutes of the start time.|
|Partial Absence||Arriving at work 2 hours late but missing less than 50% of a scheduled workday.|
|Full Absence||Missing 50% or more of a scheduled workday.|
|Unreported Absence||Failure to notify supervisor of partial or full absence.|
|Patterned Absences||Absences before or after weekends, holidays or vacation days or absences following payday.|
|Excessive Absenteeism||Refers to repeated occurrences (more than six in six months) of unscheduled absence(s) and/or tardiness that are unrelated to approved time off.|
- Three incidents of tardiness equals one occurrence
- Two incidents of partial absence equals one occurrence
- One to five consecutive days of absence equals one occurrence
Any late report, unreported, patterned or unapproved absence(s) and excessive absenteeism will be addressed under the university’s Positive Corrective Action Policy (III-3). Failure to report to work for three (3) consecutive days without notice will be deemed a voluntary termination by the employee.
If an employee reports off work for more than five (5) consecutive days for the same medical reason they will be considered on Personal or Family Medical Leave provided the leave is approved by the Employee Relations Office in Human Resources. Absences due to approved Personal or Family Medical Leave(s) under the FMLA and other approved leave(s) including convenience, personal, jury duty, and military will not be included when considering any employees attendance record and will not be considered an occurrence. Management is aware that there may be times when there are extenuating circumstances, which may not permit an employee to follow the attendance policy. However, employees should notify management before their attendance is considered excessive. If an employee is not comfortable discussing the circumstances with management, or would like them to remain confidential, consultative services are available with the Employee Relations Office.
Policy Administration: Joint responsibility of supervisor with Employee Relations office.