Guidelines for completing Time Records – (Blue bubble forms)
The University’s official workweek begins at 12:01 am Monday and ends midnight Sunday. While the majority of employees have Saturday and Sunday as their days off, other schedules also exist but must conform to recording their hours Monday - Sunday.
Recording your schedule at the bottom of the time record is required by the wage and hour laws.
Each week should have 40 non-overtime hours recorded. Each week 40 regular hours need to be recorded using the codes Work, Vacation, Sick (employee), I (family illness), CT (compensatory time taken), Funeral, Jury, FM (family medical leave without pay), Absent without pay, UC (university closed). Hours worked in excess of 40 should be recorded as OT (overtime for pay) or CW (compensatory time).
When the workweek falls over two months, remember what is recorded for the last week when filling out the next month’s time record. Only fill in the circles that have numbers in them. If extra days are fill in, the time record will not scan.
If a day needs to be split between two or more types, leave the calendar section blank for that day. Use two or more blocks in the Exception Box portion to total 8 hours, see the back of the time record for details.
Holidays are prerecorded on the time record on the official days to ensure all employees receive the same number of holidays in the same month.
In a week when there is a holiday and it falls on the employee’s normal day off, it is suggested they be given another day off within the same Monday through Sunday week. If that is not possible, the employee should record a total of 32 hours using the codes in the calendar blocks for the week (the holiday is pre-marked). The last day the employee works that week should be recorded as OT or CW even if it is their regular day to work.
For example in the case of an employee with Monday and Tuesday off and the official campus holiday is Monday. The time record would have an H recorded in the Monday position. If the normal schedule is worked, Wednesday through Saturday would be recorded by filling in W for each day. Sunday would be recorded as OT or CW in the exception boxes below the calendar section since those hours would be in excess of 40.
For departments required to report for work on Holidays, all hours worked should be recorded in the exception boxes as OT or CW for any days that are pre-marked with 8 hours of Holiday. Never record both W and OT for hours worked on a Holiday