Time Information Management (TIM)
TIM provides alternate methods to process and manage time and leave, and the system offers alternate devices for each of the methods. The University has a large, decentralized workforce with department-specific needs and a single method is not sufficient for all timekeeping needs. To more efficiently manage the implementation process, a standard method and standard device have been determined for major groups of employees. The following points summarize the standard timekeeping method and device for each major group:
• Permanent EPA and Permanent SPA Exempt employees will use a Leave Notification method which means those faculty and staff members will enter leave information into the online timekeeping application. Leave balances are automatically updated allowing employees to access real-time accrual balance information.
• Permanent SPA Non-Exempt (i.e. subject to overtime pay) employees will use a Manual Time Entry method and use a web time card to enter the start and end times for each workday into the online timekeeping application. Employees will have full edit rights to the information in their time card.
• Temporary and Student employees will use the Automated Time Capture method to automatically record start and end times for each workday. The standard device will be the Web Stamp, an application accessed on a computer by an employee at the start and end of each workday to record the actual time in and out. Employees cannot edit or enter time in the system.
Determining The Workweek
Employees are required to work their full schedule each week.
Example: Abby Jones is an SPA Non-Exempt employee at 1.0 FTE, 40 hours a week.
Week 1 she works 38 hours.
Week 2 she works 42 hours.
She will need to apply leave time to make up for the 2 hours she did not work in week 1. If she does not have leave to use at the end of week 1 she will be docked those hours. The extra 2 hours worked in week 2 will be converted to comp-time or overtime depending on the departmental set up.
Apply Offsetting Leave/PTO to the workweek
If total hours worked (including any Paid Holiday, Paid Callback, and Civil Leave, as noted above) are less than employees’ regularly scheduled number of hours:
- Identify total hours necessary to get employee’s time record up to the employee’s regularly scheduled number of hours for the workweek.
- Identify reason(s) for absence(s) during employee’s regular schedule.
- Apply the leave or PTO in the following order of priority use:
- Any occurrence of Administrative Absence, Communicable Disease Leave, or Adverse Weather Leave Condition III.
- Any occurrence of Community Service Leave, Military Leave, or Educational Leave.
If none of the above apply to the absence(s) or do not fulfill the employee’s regular number of work hours for the workweek, apply other leave or PTO as appropriate in the following order of priority use:
- Any accrued Compensatory Time Off.
- Any accrued Paid Leave Award.
- Any accrued Holiday ETO.
- Any accrued On-Call Time Off.
- Any accrued Adverse Weather ETO, or Travel Time ETO.
- Any Vacation, Bonus, or Sick Leave as allowed by policy.
- NOTE: Family & Medical Leave or Family Illness Leave designation (and related Voluntary Shared Leave) may be used concurrently with Vacation, Bonus, or Sick Leave, or any other available PTO, as provided by policy.
Exception: Employees may take leave without pay before coding paid leave or PTO if:
- the absence is covered under Family & Medical Leave or Family Illness Leave, as allowed by those policies, OR
- the employee will be out longer than 10 days for any reason, OR
- the employee will be out for less than 10 days for non-vacation reasons