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Non-Exempt
Employees' Procedures for Reporting Time and Attendance
Using
the Automated Time Entry System
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1.
Time Worked
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Record
daily work activity by using Caltech ID card to “swipe clock” when reporting for work, taking a meal break, returning from meal break, and leaving at the end of the workday.
(Note:
Do not begin swiping more than 12 minutes before
regular designated start time unless having obtained
prior approval from manager to begin workday early. Do not swipe out 12
minutes later than regular designated end time
unless having obtained prior approval from manager to work late.)
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2.
Meal Period
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Record
meal activity by using employee Caltech ID card to “swipe
clock” when taking a meal break and returning from meal break.
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3.
Leave Taken |
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All absences
are reported to the department administrator responsible for
tracking time and attendance |
Using
the Bi-Weekly Non-Exempt Time and Leave Report
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1.
Time Worked
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Examine the preprinted “In”
and “Out” times on the Bi-Weekly Non-Exempt Time and Leave
Report. No further action is required if
preprinted information is accurate. If the start
or end of a workday is different from preprinted
times, line out the preprinted entries and write
in the actual start and/or end time.
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Example
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2.
Meal Period |
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Write in time departed and returned from
meal-break times. When a second meal break is required in a single
workday, do not record end of workday in
previous “Out” column. Use “Out” column
to record the time break began. Subsequent “In” and “Out”
columns are used to record time returned from second meal break and to
record time that the workday ended
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Example
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3.
Leave Taken |
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Record the appropriate code representing the reason
for absence in ”Leave Code” column. Refer to the
guide on upper right-hand side of the report for a
list of leave codes. Note: All leave codes listed in
the middle box marked “Requires Prior Approval from
Leave Administration” cannot be used on this report
unless prior approval is obtained from the Leave
Administration unit in Human Resources
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Record the number of hours absent in hours
and tenths of hours (6 minute intervals) in “Hours
Taken” column. Example: Employee is ill and
went home 1.5 hours early. Out time under “Time
Worked” section is changed to reflect the actual time
left work; “Leave Taken”
section has leave code, “SE” (Sick Employee)
entered in “Leave Code “ column; “Hours Taken”
column has 1.5 hours entered |
Example
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4.
Occasional Work Scheduled (No Fixed Schedule) |
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Write in the actual start, and end time of the work
period
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Write
in the time departed for and returned from meal break
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Example
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5.
Totals |
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Daily
Total
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Add the total number of daily
reported hours by totaling work hours
based on recorded “In”
and “Out” times, plus any overtime and/or
double time. (Example:
Employee worked 8:00 AM to 7:00 PM with
1 hour for lunch; “T&L
Daily Total” column would have 10 hours
recorded for that day.)
Record number of leave hours taken when sick,
vacation, bereavement, jury duty/witness duty,
or holiday codes are used. Total of work and/or leave time for each
workday cannot exceed the number of scheduled hours.
Enter total number of hours in “T&L Daily Total”
column on Non-Exempt Time, Leave and Effort Report |
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Weekly
and 2-Week Totals |
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Total number of hours for
each day and enter number on "1st
week" total” and “2nd week total” lines (if worked) in “T & L Daily Total” column. |
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On “2-week
Total” line, enter combined total of 1st week and
2nd week totals for bi-weekly pay period |
Example
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6.
Not Previously Reported/Paid Hours (NPR) |
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Use this section to report time worked that has not
been recorded or paid in any prior pay periods. “NPR”
box is located on bottom right- hand side of report
above “Prior Periods Pay/Leave Code Change”
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Record
each date worked and pay code associated with work
performed on bottom right-hand side of the report,
time work began in the “In” column, time work
ended in the “Out” column, and enter total number
of hours worked “Hours” column. Use separate lines
to report each pay code and applicable date |
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Upon
completion of NPR information, total all hours
reported in this section. Add to that figure the “2
week Total” and enter that number in the “Grand
Total (2 week Total + NPR)” in the box located on
bottom right-hand side of the report above “Prior
Periods Pay/Leave Code Changes” |
Example
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7.
Prior Periods Pay/Leave Code Changes |
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To record changes to pay codes or leave codes
previously reported on prior reports, use this section
“Prior Periods Pay/Leave Code Change” located on
the bottom right-hand side of the report, above the
employee signature line
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In
the “Date” column enter the date the leave
actually occurred; in the “From: Code” column,
enter the code of pay/leave time that was previously
reported; in the “To: Code” column enter the code
to which previously reported pay/leave time should
have been charged; and in the “Hours” column enter
the total number of hours changed. Use separate lines
to report each change
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Example
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8.
Labor Distribution |
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Bi-Weekly Non-Exempt Time and Leave Report includes a
preprinted list of Project/Task/Award (PTA) where work
time will be charged for the bi-weekly period, along
with percentages that approximate the amount of time
expected to be worked on each PTA
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Review labor PTA charges to determine if they are
reasonably consistent with work performed during the
bi-weekly pay period. When labor PTA charges do not
reasonably reflect work performed during the pay
period, or if there are any questions regarding
information contained in this section, contact the
division or department administrator who is designated
to review, approves, and adjusts any PTA charges
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Example
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9.
Employee Signature |
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After
completion of all applicable sections on the Bi-Weekly
Non-Exempt Time and Leave Report, sign the form and
forward it to the department/division administrator
who has knowledge of the work performed and who has
been designated to review and approve the report. By
signing the form, an employee attests to the best of
their knowledge his/her information submitted is
complete and accurate. The employee is responsible for
any inaccuracy or omission of which he/she is aware at
the time the report was signed and submitted. An
employee may be subject to disciplinary action for
submitting any inaccurate information on his/her
report |
Exampl 
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