Managers must comply with university policies established to meet the requirements of federal and state wage and hour laws; our timekeeping systems help do exactly that. They also help us accurately calculate and fairly administer the university’s generous policies on vacation and sick time, as well as the various leaves available to staff.
USC uses a number of sanctioned timekeeping systems that are programmed to meet university timekeeping requirements and calculations and integrated with USC’s payroll system. You must use the system assigned for your department. Current systems include Workday, Kronos, MyPortal, and BOSS.
You should be familiar with all USC policies, including those related to timekeeping issues:
Rest and meal periods
Managers must ensure that non-exempt employees and student workers are allowed the prescribed meal periods and rest periods and that the breaks are scheduled to best meet the needs of the department, co-workers, and the employees themselves.
Managers must ensure their employees are paid promptly for any additional time worked, in the appropriate pay period, at the appropriate pay rates, when business requirements so dictate. Overtime worked must be paid, whether or not the manager was aware of or approved it in advance. Managers may require employees to work overtime but should be sensitive to an employee’s personal conflicts or restrictions.
Managers must ensure that each non-exempt employee and student worker keep an accurate time record. This includes reviewing time records for missing information, appropriate meal periods, and correct allocation of hours to funding accounts. The time record must be approved by both the employee and the manager and submitted on time for each biweekly pay period. Managers also must review monthly accruals of both vacation and sick time, which cease when the maximum accruals are reached, and resume when accruals fall below the maximum.
If a manager believes a time record submitted is not accurate, s/he may reject or modify it and must discuss any disputed modification or resulting difference in pay with the employee. If the employee and manager cannot agree on the modification, they should contact the department’s HR Partner or HR/Payroll Analyst, or the HR Service Center, for information about how to settle such disputes.
Accurate records are your responsibility
Managers are responsible for monitoring all employee timekeeping, and must address discrepancies (and discipline employees where appropriate). Discrepancies include failure to report to work, failure to call in to report absence, falsification of timekeeping records, and failure to appropriately take rest and meal periods. Consult with your HR Partner.
Note also that managers themselves are subject to discipline regarding attendance, timekeeping and leave. Violations that may result in discipline include, but are not limited to:
- failure to approve time resulting in late pay;
- failure to pay overtime;
- falsification of timekeeping records;
- unauthorized or unapproved absences;
- unauthorized approval of overtime;
- failure to allow proper rest and meal periods; and
- failure to monitor all timekeeping issues.