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USA Operations Centers Time Sheet Completion May 2017
As this policy is reviewed, please note the following State/Area for which exceptions exist:
California
Specific details on each exception may be found within the General Information section of this text
Joyner is required by Federal and State Laws to keep records of the hours worked by non-exempt/overtime eligible employees.
Timesheet Completion – Employee Expectations
Time Entry Full-time and part-time non-exempt/overtime eligible employees are expected to report all time worked on the timesheet in the Time Management Tool on a daily basis showing actual starting and ending times for each work day and starting and ending times for each meal period. It is Joyner’s policy to pay non-exempt/overtime eligible employees to the minute. When reporting time worked on the timesheet, employees should not round to the nearest 5- or 10-minute increment, for example. Additionally, employees should not report only their standard work hours each day, unless the employee actually worked his or her standard hours that day.
Employees must accurately record all time worked, regardless of whether the work occurs inside or outside of the office, so that it can be paid. As has always been the case working "off the clock" for any reason is strictly against company policy. Working "off the clock" refers to performing work that is not reported on a timesheet.
Time worked must be entered and saved on the timesheet for each day of the two-week pay period. Employees will be initially paid for the time worked recorded on the applicable timesheet. If any time worked is not recorded for any reason, an amended timesheet must be submitted as soon as possible to record additional time worked.
Submission of an amended timesheet may result in a delay in payment for hours worked that were not initially recorded.
State Selection An employee’s work state is defaulted on the timesheet and shows in the Work State field in the Time Management Tool. The Work State field should be updated anytime an employee works in another state. The pay policy rules for every employee are based on the employees default work state unless the Work State field is changed to California. Refer to the California State Exceptions.
If traveling to another state for a conference or business meeting for example, the Work State field on the timesheet should be updated to reflect the appropriate state the employee is working in.
Employees traveling to another state for an overnight trip or special one-day assignment should record their travel time using the Travel pay code in the Time Management Tool and update the Work State field to reflect the state the employee is traveling to.
Mobile Workers, for example, who may travel between states on a daily basis because of their work territory, do not need to update the Work State field for their daily work assignments, UNLESS they are traveling in and out of California. If these employees are traveling to a conference or business meeting for example and working in a different state for a day or more, the Work State field should be updated on the timesheet to reflect the appropriate state the employee is working in.
Anytime an employee is traveling to or working in California for ANY portion of day, the Work State field must be updated to California for the ENTIRE day in order for the California pay policy rules to apply.
Time Clocks Some employees may be required to use physical time clocks to report time worked. Time clocks are used to assist employees with accurately recording all time worked. Employees required to use time clocks should use the time clock to report the start/end of their workday and the start/end of their meal periods. Business areas will need to set expectations with employees regarding the usage of time clocks, taking into consideration work requirements, the location of the time clock and the time required to perform any necessary initial or concluding activities (e.g. logging on/off a workstation).
Note: Employees must register their badge to use the time clocks. Refer to the following job aid for instructions on registering a badge for use with the time clocks. The link to the Badge ID Registration Database is also provided.
Badge ID Registration Job Aid
Note: For those employees using physical time clocks for time entry, manual entry on the timesheet may be necessary in some instances. The following are a few examples of situations in which a manager may need to manually enter time on the timesheet:
New Hires - First day in the office, new hires will be unable to use time clocks until they have registered their badge.
An employee starts/ends their workday at a facility/area where a physical time clock is not available.
A manager needs to adjust an employees time clock entry to account for time worked prior to badging in (e.g. an employee is stopped by a co-worker and engages in business-related discussion prior to the employee badging in on the time clock).
A time clock is not working properly and there is no other time clock available.
An employee forgets/loses their badge
Is issued a temporary badge - Do not register a temporary badge. Temporary badges cannot be used with the time clocks.
Is issued a new badge - The new badge number will need to be registered before the employee can begin using the time clock again.
Submitting the Timesheet In the Time Management Tool, employees will have the ability to submit the timesheet to their manager. Employees should review the entries made on the timesheet and submit their timesheets at the end of each pay period when possible. The employee must recall the timesheet from the manager if it was previously submitted in order to make updates
Note: Non-exempt/overtime eligible employees using physical time clocks to report time worked will be unable to submit the timesheet at the end of the pay period. Employees using time clocks are expected to review the timesheet for accuracy and make any necessary adjustments prior to logging off their system on their last scheduled day of the pay period.
Timesheet Review – Manager Expectations Managers have the ability to review their non-exempt/overtime eligible employee’s timesheets at any time throughout the pay period, and are expected to review the timesheets for accuracy. Managers also have the ability to approve timesheets and are encouraged to approve the timesheet. Only managers should manually update time sheets, if an error is made, the employee should complete a Time Correction Form (TCF).
Recording Planned Absences Absence information for absences requested in advance will be automatically saved to the timesheet once the manager has approved the request.
Note: Requests for FMLA leave may be made by contacting Joyner’s third party Health Service Provider. For information on FMLA leave see the Family and Medical Leave Act (FMLA) Policy.
Extended Absences In the event an employee is absent for an extended period of time the employee's manager or alternate designated by the manager in coordination with the Accommodation and Leave Team, when applicable, can complete and submit the absent employee's timesheet.
Correction of Timesheet An amended timesheet should be submitted for corrections to previously processed timesheets. To complete an amended timesheet complete the Amending a Timesheet Form found on Joyner Forms.
State Exceptions
California non-exempt/overtime eligible employees:
See the California State Exception Section of Work Hours and Time Worked Policy for information on additional one hour of pay owed to nonexempt/overtime eligible employees for not starting a Meal Break by the time specified.
Make Up Time - Please refer to the California State Exception section of the "Overtime Pay and Flex Time Policy" for information regarding California's "Make-Up Time Request"” requirements and guidance on when a "Request for Make-Up Time Form" needs to be completed.
Note: If management approves a request by a California employee to “Make-Up Time” by working on a Company Holiday, the employee is eligible for Regular Holiday Pay and Holiday Premium Pay for the approved “Make-Up Time” worked on a Company Holiday. The time must be recorded on the timesheet as Holiday Worked. The CA Make-Up Time pay code should not be used on a Company or a National Holiday.
Compressed Workweeks: “Compressed Workweeks” are not an available option for non-exempt/overtime eligible employees working in California.
Note: Joyner applies its California pay policies to non-exempt/overtime eligible, non-resident employees while they are temporarily working in California. Therefore, these employee's will be expected to adhere to, and will be compensated pursuant to, Joyner's pay policies applicable to California. Non-exempt/overtime eligible employees temporarily working in California for any portion of a day must update the Work State field on the timesheet to California for the entire day. By doing so, all time entered on the timesheet will be compensated pursuant to Joyner’s pay policies applicable to California. Additionally, employees whose default Work State is California are required to update the Work State as stated in the State Selection section of the this policy. However, California pay policy rules apply regardless of what Work State is selected on the timesheet.
Non-exempt/overtime eligible employees are responsible for appropriately and accurately completing their timesheets each day to ensure they are paid correctly.
Employees will have until 10:00 a.m. on Saturday morning following the end of the pay period to adjust entries and submit the timesheet.
The manager explains to new non-exempt/overtime eligible employees how to complete their timesheet and directs the employee to complete the online training courses.
The manager reviews and approves overtime and absence leaves.
Managers are responsible for reviewing their direct reports’ timesheets for accuracy and timely submission. Managers also have until 10:00 a.m. EST on the Saturday morning following the end of the pay period to edit, when necessary, and approve employee timesheets.
Provide assistance to business partners and employees as needed in understanding and applying this policy.