Monthly Time Reporting by Employees

The Following is a general summary of time reporting requirements.

Exempt vs. Non-Exempt Status

A key factor in determining the way an employee completes her/his monthly time sheet is whether an individual's payroll title is classified as EXEMPT or NON-EXEMPT from the Fair Labor Standards Act (FLSA) minimum wage and overtime provisions.

Instructions for Exempt Positions

Exempt employees are paid an established salary and are expected to fulfill the duties of their position regardless of hours worked. At the University of California exempt employees are not eligible to receive overtime compensation or compensatory time off, and are not required to adhere to the strict time, recordkeeping, and attendance rules for pay purposes that are required of non-exempt employees.

However, a full time exempt employee is expected to work a minimum of 40 hours per week and supervisors may establish regular work schedules, expectations for attendance, and procedures for handling absences and changes to the regular schedule.

An exempt employee is required to complete a monthly time sheet. Use of vacation, sick, or other leave is to be recorded in full day increments — generally 8 hours per day for full time employees (there are some FMLA-related exceptions), or in accordance with the hours scheduled for employees with alternate work arrangements. Exempt employees with appointments that are less than full time will record absences in proportion to the percentage of their appointment and their work schedule.

Instructions for Non-Exempt Employees

Non-exempt employees are compensated for actual hours worked and on pay status. Hours worked and time on leave (for holidays, vacation, sick, or other leave) must be recorded to the nearest quarter hour (i.e. .25, .50, .75, or 1, etc.).

Overtime is earned based on time on pay status in excess of 40 hours per week (Monday-Sunday). The premium rate of 1.5 times the normal rate is used only for hours actually (physically) worked in excess of 40 hours. When you have not actually worked over 40 hours (due to holiday, sick, vacation leave, etc.) then overtime will be compensated at the regular rate of pay. Overtime compensation will be either accrued or paid as indicated by the election form completed by the employee in accordance with policy.

The supervisor or other management authority must approve in advance any overtime to be worked by full time employees, or extra hours to be worked by part time employees. Non-exempt employees are required to take an unpaid meal break in accordance with policy.

Paid Leaves and Accruals (Exempt and Non-Exempt)

We are changing to a factor accrual leave rate August 31st for Non exempts and September 1st for Exempts (except academic titles in both cases). See the Factor Leave Accruals Information (PowerPoint).

Holiday Leave

UC designates 13 paid holidays per year for eligible employees. A full time employee receives 8 hours of paid leave for each holiday. Holiday leave will be prorated for eligible part time employees who work 50% or more.

Sick Leave

UC provides 8 hours of sick leave per month for eligible full time employees. A part time employee who is on pay status for at least 50% of the total hours in a month will earn sick leave on a pro rata basis (in whole hours, according to UC calculation). Sick leave is not available for use until the 1st of the month following the month in which it is earned.

There is no maximum accrual for sick leave (unused sick leave is added to service credit at time of retirement).

Vacation Leave

Vacation leave is earned on a monthly basis at a rate determined by an eligible employee's position classification and/or years of service, and pro rated according to percentage of time appointed or worked in a given month. Vacation accrual rates are 10, 12, 14, or 16 hours per month. Vacation leave is not available for use until the 1st of the month following the month in which it is earned (there is a one time exception to this rule for the campus energy curtailment period over and between the Winter and New Year holidays).

Vacation leave may be accrued to a maximum of two times the annual full time earning rate whether the employee holds a full or part time appointment. Employees who are within 60 days of exceeding the maximum should schedule vacation to prevent maxing out.

Submission and Review of Timesheets (Exempt and Non-Exempt)

Exempt employees use CalTime to submit their time sheets. Non exempt and non-academic student employees will begin using CalTime in Fall 2014. More info to follow.

Non exempt employees are required to prepare, sign in ink, and submit their monthly time sheet to their direct supervisor by the 5th business day of the month for the previous month. The supervisor will personally review and be responsible for the time sheet, sign it, and forward to Rebecca Davis (395 Soda Hall) by the 7th of the month. The supervisor should monitor the employee's maximum vacation accrual and ensure that vacation is scheduled for an employee who otherwise would max out within 60 days.

An employee's failure to follow policy regarding submission of time sheets is a performance issue. Whether or not a time sheet is submitted by the employee, the information should be available from supervisory records and should be submitted by the supervisor in a timely manner.

Becky Davis will review each time sheet to ensure completeness and compliance with reporting policy and for accuracy of the calculations for time used, accrued, and the resultant accrual balances. Employees and/or supervisors will be contacted regarding any questions or changes to submitted time sheets.

EECS Time Sheets