To: Physical Plant Employees
From: Jim FitzGerald
Date: 7 January 2009
Subject: Time Clock Procedures
Physical Plant will utilize a time clock for its non-exempt employees. This is the official time record for employee compensation. To provide uniformity within the department, the following shall apply.
Every Physical Plant employee has assigned working hours. Everyone that clocks in on a time clock will need to abide by the following guidelines.
A) Employees must utilize the time clock located closest to their shop or use the computer terminal in their shop. Employees shall not use a clock outside of the Physical Plant or their shop unless they do not have access to either.
B) Clock in at the beginning of the work day/shift and clock out at the end of the assigned work day/shift. Clock in no more than 7 minutes prior to the start of shift. (subject to Supervisor’s instructions) Clock out no more than 7 minutes after the end of shift. (subject to Supervisor’s instructions)
C) Clock out at the beginning of your lunch period and clock in at the end of your lunch period.
D) Continuous failure to swipe in or out even if the immediate supervisor is notified may be considered abuse of these procedures and will result in disciplinary action being taken.
E) Employees may be allowed the opportunity to work early or late to complete their assigned workday to prevent a loss of pay. They must have permission of their supervisor and email notification to the Business Manager. This opportunity will be allowed only occasionally (not more than 2 times per month). Time made up must not interfere with scheduled events or adversely impact the work schedules of others. The time missed and made up must occur in the same pay week as the lost time.
F) Clock in and clock out is required for regularly scheduled work time, overtime and emergency call out.
· When called out for an emergency the employee should clock in and out as they do for a normal work day once they report for work. This can be accomplished at Public Safety or in the Physical Plant compound.
· When called out for an emergency is less than two (2) hours, then the maximum compensation time received is two (2) hours.
· When called out for an emergency is more than two (2) hours, then the maximum compensation time received is the actual time from call receipt to clock out. If you fail to clock out proof of departure time will be required to substantiate hours worked.
· The employee must ensure the person calling them for an emergency (Boiler Plant or Public Safety) notes the time and the requestors name so the appropriate record keeping can be completed (as soon as possible) by the supervisor.
· If compensatory time is selected instead of paid over time, Compensatory Time Slips are to be completed, approved by the appropriate supervisor(s), and turned in to the appropriate Division Chief.
· Normal policies and practices for overtime will be followed. If an employee is scheduled to work (a non-emergency), then the employee’s work schedule may be adjusted not to exceed 40 hours per workweek, if possible. A work week is Sunday through Saturday.
Any deviation from the assigned working hours MUST be approved in advance by your supervisor.
Continual and/or repeat deviations from assigned working hours will be grounds for disciplinary action. These deviations include, but are not limited to, time changes that did not have prior approval, tardiness, and clocking in/out early or late.
If the calculation of work hours result in the loss of any time due to corrections for failure to follow guidelines, then the policies and procedures for Leave of Absence reporting apply. An Employee Leave Request must be completed and approved. (NOTE: Vacation time, compensatory time and extended sick leave must be approved in advance.) Information on Employee Leave may be found on the Citadel WEB site: http://www.citadel.edu/hr/pol_proced/ppannleav.htm
It is not acceptable to swipe or punch in another employee. Falsification of records or documents is a violation of college policy and will result in both employees receiving disciplinary action in accordance with college policy. The first offense will result in suspension. Future offenses may result in termination.