V. 506 - Salary Payment to Exempt Employees
Accurately recording information on the monthly timesheet is the responsibility of every staff member. Federal and state laws require Drury to keep an accurate record of time worked and leave time in order to calculate staff member pay and benefits.
Altering, falsifying, tampering with time records, or recording time on another staff member's time record may result in disciplinary action, up to and including termination of employment.
It is the staff member's responsibility to sign their timesheet each month to certify the accuracy of all time recorded and submit to their supervisor for approval. Timesheets must then be reviewed and signed by the direct supervisor and budget administrator prior to their submission to the payroll department. In addition, if corrections or modifications are made to the time record, both the staff member and the supervisor must verify the accuracy of the changes by initialing the time record.
Accurately recording time worked and any leave time used on the monthly timesheet is the responsibility of every nonexempt staff member who does not utilize a time clock for timekeeping purposes. Non-exempt staff members should accurately record the time they begin and end their work, as well as the beginning and ending time of each meal period. The beginning and ending time of any split shift or departure from work for personal reasons should also be recorded.
When staff who utilize a timesheet compute hours worked, times should be rounded to the nearest quarter of an hour. In and out times for staff who utilize a time clock are automatically rounded to the nearest 10th of an hour by the time clock.
Time worked is all the time actually spent on the job performing assigned duties. For more information on what is considered time worked, contact the Human Resources department, or refer to the “Guide To Hours Worked”. The total hours worked each day should be recorded on the timesheet. Overtime work must always be approved before it is performed.
Non-exempt staff are specifically prohibited from performing any work for the university “off the clock”. No one has the authority to allow or ask, directly or indirectly, any non-exempt staff member to perform any work for the university “off the clock”. In all cases, all time worked by non-exempt staff MUST be recorded on the time record, and will be compensated. There will be no retaliation against any employee for reporting any “off the clock” work or any request for “off the clock” work.
Exempt staff must record all leave time used on the monthly timesheet, but are not required to record hours worked. Even if no leave time is used, a monthly timesheet must be submitted to document that no leave time was used.
Exempt staff members must be paid on a salaried basis and that salary may not be reduced due to variations in the quality or quantity of the work performed, subject to the exceptions listed below.
In addition to required deductions such as payroll taxes and garnishments, and voluntary deductions authorized by the employee, such as insurance premiums, retirement contributions, etc., the following deductions from an exempt staff members’ pay are permitted:
Deductions to recoup salary payments advanced but not earned by the employee;
When an employee is absent from work for one or more full days for personal reasons other than sickness or disability;
For absences of one or more full days due to sickness or disability if the deduction is made in accordance with a bona fide plan, policy, or practice of providing compensation for salary lost due to illness;
To offset amounts employees receive as jury or witness fees, or for military pay;
Disciplinary suspensions of one or more full days, coordinated through Human Resources, imposed in good faith as penalties for serious infractions of safety rules of major significance;
Disciplinary suspensions of one or more full days, coordinated through Human Resources, for infractions of workplace conduct rules including, for example, violations of the university’s policies prohibiting harassment or workplace violence, prohibited use of drugs or alcohol, or violations of state and federal law;
In the initial or final week of employment; or
Hours taken as unpaid leave under the Family and Medical Leave Act (FMLA)
The following are non-permissible deductions from exempt staff members’ pay:
Absences of less than a full workweek occasioned by the university or by the operating requirements of the university;
Absences of less than a full workweek caused by jury duty, or attendance as a witness in a judicial proceeding (although the university may offset against the regular salary any amount paid as jury or witness pay);
Absences of less than a full workweek caused by temporary military leave (although the university may offset against the regular salary any military pay the employee receives; or
Partial day absences for personal reasons or because of sickness or disability not covered by the Family and Medical Leave Act (FMLA).