Policy. Applies To: UNM Hospitals Responsible Department: Human Resources Revised: 7/2015

Transcription

1 1. POLICY STATEMENT The purpose of this policy is to provide for the use of the Kronos time system in order to accurately record all hours worked by employees. 2. DETAILED POLICY STATEMENT It is the policy of the University of New Mexico Hospitals (UNMH) to require that all non-exempt employees accurately record hours worked (arrivals and departures) through utilization of the Kronos time entry system. Time keeping stations shall be located throughout the Hospitals and employees will be assigned to a specific station designated as the "home station." 3. APPLICABILITY UNM Hospitals and Clinics. 4. POLICY AUTHORITY UNM Hospitals CEO and Administrator Human Resources authorize this policy. 5. REFERENCES 110 Code of Conduct 130 Discipline 165 Employment Classifications 225 Leave-Holiday HSC Identification Badge Applies To: UNM Hospitals Responsible Department: Human Resources Revised: 7/2015 Policy Patient Age Group: (X) N/A ( ) All Ages ( ) Newborns ( ) Pediatric ( ) Adult 6. IMPLEMENTATION PROCEDURES 6.1 General Information All employees will swipe in or out with their HSC identification badge. All employees will be issued an identification badge in accordance with UNM Hospitals Administrative Policy and Procedures HSC Identification Badge All hours worked as indicated by a non-exempt employee swiping in and swiping out will be paid in accordance with the Fair Labor Standards Act (FLSA) If an employee works unauthorized overtime (swiping in early or swiping out late), payment will be made for all time reported as worked. However, the employee may be subject to disciplinary action, up to and including termination, for failure to obtain the necessary supervisory approval to work overtime An employee should not swipe in the Kronos system or begin working before their assigned work hours, unless authorization has been received from the department manager or supervisor in advance An employee should swipe out of the Kronos system upon completion of their assigned work hours, unless authorization has been received from the department Page 1 of 5

2 manager or supervisor in advance for the employee to remain in the work area and continue working and swipe out thereafter Swipes in the Kronos system round to the nearest quarter-hour interval for pay purposes. (For example, a swipe at 7:55 rounds to 8:00, a swipe at 8:06 rounds to 8:00, and a swipe at 8:09 rounds to 8:15.) This seven-minute rounding rule is for pay purposes only and does not impact an employee s obligation to work a complete shift. Employees must commence work at their scheduled start time and must continue working until their scheduled end time. 6.2 Procedure Each employee will be issued a personal identification badge that must be used to accurately record hours worked in the Kronos system Each badge shall be assigned to a specific employee and must not be used by another person to swipe in or out of the Kronos system. An employee who gives his/her badge to another employee or individual to enter time or for identification purposes will be subject to termination. An employee who records another employee s time by using that employee s personal badge will also be subject to termination If a pattern of failure to use his/her personal badge to accurately record hours worked is evident, an employee may be subject to disciplinary action, up to and including termination Non-productive time (annual leave, sick leave, educational leave, jury duty, leave without pay, etc.) must be requested by the employee in advance in accordance with Hospitals' policy and approved by the supervisor and/or department manager on the non-productive Punch/Edit Request Form Both paid and unpaid leave must be entered manually into the system by the supervisor or authorized designee. Supervisors shall be required to verify an employee's paid time as evidenced in the employee's record to ensure that nonproductive time or approved leave is appropriately and accurately recorded No employee shall edit and/or approve his/her own time sheet unless approved by the appropriate Administrator Payroll Department procedures for missed edits/punches are as follows: If the missed edits/punches are one-half (½) the employee s regular worked hours or more, the Payroll Department will cut a manual check on the current pay date If the missed edits/punches are over eight (8) hours but less than onehalf (½) the employee s regular worked hours, the Payroll Department will cut a supplemental check on the following supplemental pay date If the missed edits/punches are eight (8) hours or less, the employee s Kronos editor will add the missed hours to the pay period cycle currently in progress to be paid on the next scheduled pay date. Page 2 of 5

3 6.3 Process Requirements Employees Employees must provide written documentation to the designated Kronos editor for all requested edits Acceptable written documentation includes an approved Kronos edit sheet or an from the employee to the supervisor requesting that an edit be made along with the response from the supervisor approving the edit. This documentation shall be forwarded to the Kronos editor Edit Sheets shall be provided to the Kronos editor, in accordance with individual department s time requirements No changes should be made in the Kronos timekeeping system without a copy of the Kronos edit sheet containing both the signatures of the employee and the employee s supervisor or a copy of an from the employee s supervisor authorizing the edit It is the responsibility of the employee to insure that all edits have been properly made to their time card prior to processing payroll. The Payroll Department processes payroll on Tuesdays at 10:00 a.m. No edits will be allowed after this time. See sub-paragraph above regarding payment of missed punches/edits Kronos Editors Punches should not be deleted or changed with the exception of duplicate double punches, in which case the Kronos editor will delete the punch that leaves the greater advantage to the employee. No Kronos editor is authorized to edit his/her own punches unless approved by the appropriate Administrator An editor shall not change overtime to regular time or regular time to overtime without providing a detailed Kronos comment explaining why the change is required by timekeeping and pay policies It is the responsibility of the Kronos editor to process all edit sheets in a timely manner, in accordance with both the Payroll Department s deadlines and the individual department s deadlines The Kronos editor is responsible for reviewing holiday hours for each employee to ensure that the proper amount of hours is coded based on Policy HR 225 Leave Holiday Editors are responsible for using the proper pay codes based on the employee profile A hard copy of the Kronos Edit Sheets and/or approved request shall be maintained for a period of not less than four (4) years Supervisor/Manager/Director Page 3 of 5

4 It is the responsibility of the department supervisor, manager, director and/or administrator to approve all edits and time worked for their direct reports Electronic sign-off is mandatory Supervisors, Managers, Directors and/or Administrators should designate an alternate Kronos editor at their peer level or higher for the purposes of entering Kronos edits when the primary editor is absent or to edit the primary editor s punches when necessary Union Delegates/Stewards All employees acting as official union delegates/stewards or performing official union business shall use the Kronos time keeping system to record time spent on union activities by logging out and back in using the union representative activity code (52). 6.4 Non-Exempt Employee Time All non-exempt employees shall record time at the home time station or, if assigned to another department for work, at the assigned department s time station. Such reporting should take place when the employee reports to work and leaves for the day Lunch breaks are predefined within the Kronos system and normally do not have to be recorded. However, breaks must be recorded by swiping out and swiping back in, if the employee: is requested by management to swipe out and in for lunch/break times; takes a lunch/break that is longer or shorter than predefined in the Kronos system; leaves the "home time station" building for other than approved or assigned business purposes; or has a substantiated pattern of abuse of lunch/break time. 6.5 Exempt Employee Time Exempt, salaried employees shall clock in when they arrive to work. Exempt employees are generally not required to swipe out of the Kronos time keeping system to record time worked, but may be required to do so by their manager to monitor the amount of time worked. 6.6 Kronos Clock Maintenance All hardware issues with the Kronos clocks and software issues with Kronos Workforce Central should be communicated to the IT Help Desk. 7. DEFINITIONS 7.1 Kronos Time System: The time keeping system used by the Hospitals is to accurately record employee arrivals and departures to assure that employees receive the compensation to which they are entitled and that the Hospitals' records are accurate. Page 4 of 5

5 7.2 Home Time Station: The Kronos time station location to which an employee is assigned to swipe in and swipe out of in order to accurately reflect hours worked by recording employee arrivals, departures, leave or other non-productive time. 8. SUMMARY OF CHANGES 1. Added new Section Supersedes HR Kronos Time System, 2/5/2014. RESOURCES/TRAINING Resource/Dept Analysis Systems II, IT, Payroll Department, Contact Information DOCUMENT APPROVAL & TRACKING Item Contact Date Approval Owner James J. Pendergast, HR Administrator, UNMH Y Human Resources James J. Pendergast, HR Administrator, UNMH Y Official Approver Stephen W. McKernan, CEO Hospitals, UNMH Y Official Signature Date: 7/29/2015 Origination Date 6/4/1982 Issue Date Clinical Operations Policy Coordinator 8/4/2015 ar Page 5 of 5