The University of Texas Health Science Center at Houston (“the university) requires all employees to submit a record reflecting their hours worked and hours absent from work. All records will include time and attendance, leave accrual and use, and the reasons for all leaves of absence, regardless of whether they are paid or unpaid.
The head of each primary operating unit is responsible for verifying and assuring the unit's compliance with policy.
The university is not obligated to record or grant exempt employees compensatory time for hours worked in excess of a standard work week.
For questions regarding the functionality of the Time Management System, contact Payroll.
For questions regarding the university’s leave policies, contact Human Resources – Employee Relations department.
The schedule for submission and approval of time records in the Time Management System is the 5th day following the end of each semi-monthly reporting period. All employees and supervisors should carefully complete and review timesheets as the submission by the employee and the supervisor's approval certifies that the time report correctly reflects all time worked and absences for the pay period indicated.
All absent time will be considered according to currently established university policies.
Harris County Psychiatric Center (HCPC) staff members will use the official time keeping system and procedures established for tracking time and attendance.
Exception hours will be extracted for processing on a one semi-monthly period lag schedule.
Faculty have the option of completing the official Monthly Time Report to indicate any leave hours taken and submit to their department Timekeeper for entry into the Time Management System; or, if desired, they can enter their own time directly into the Time Management System.
Timekeepers who enter time for faculty members must enter both hours worked and hours taken as leave reported to them by faculty.
Employees must enter a timesheet in the university Time Management System on a semi-monthly schedule. The timesheet is to be completed by indicating the number of hours worked and entering the appropriate code for any leave taken. Once completed, the timesheet must be approved by the employee's supervisor. The Time Management System maintains all leave balances applicable to each employee.
There shall be a reduction in pay (docking) for all hours a non-exempt employee does not work when scheduled to work and does not have adequate leave accrual balances to cover the time off that was taken. The employee timesheet in the Time Management System is the appropriate tool with which to "dock" an employee.
All absent time will be considered according to currently established university policies. (Refer to Chapter 2 for more information on types of leave.)
HCPC is responsible for providing a copy of the Cumulative Time Record reflecting current leave balances to the gaining department when employees transfer to another unit of the university.
If an area within an organizational entity closes permanently, its reporting documents will be retained by the organizational entity. If an organizational entity is permanently closed, its reporting documents should be forwarded to Records Management Systems and Services.
VI. Record Retention
All media of time records (e.g., time sheets, and request for leave authorizations) must be maintained for four years. The cumulative time records of separated employees must be maintained for four years after the separation of the employee.
Created 12/1987; Updated 05/05; 08/07; 01/08