Human Resources :: Time Sheet Procedures

Time sheets are the district’s record of adherence to Fair Labor Standards Act
regulations. Please be aware of the following guidelines when completing time cards.

Time sheets are:

  • submitted according to pay periods
  • a true and accurate picture of the work day
  • note any time worked over or under the regularly scheduled work day (8 hours)
  • signed by the employee and supervisor indicating this is a true and correct document
  • are audited by the supervisor each pay period to assure adherence to FLSA.

Employee:

  • completes name, social security number, dates from and to, and campus at the top of the sheet.
  • completes prior comp box at the top left of the time sheet. This is the balance you are carrying forward. If comp time is not carried forward on each time sheet, the employee is not in compliance with Wage and Hour Law nor in compliance with District procedures.
  • notes the reason for any absence taken on the date applicable. Absence from Duty forms are compared to time sheets.
  • completes the comp hour section at the bottom of the time sheet.
  • signs the sheet and gives to administrator.
  • meal periods are not to be counted as time worked if the employee is completely relieved from duty and the meal period is 30 minutes or more.
  • daily recorded work hours must conform to the defined campus work day or per directive of the supervisor/principal.

Administrator:

  • audits the sheet for compliance with FLSA guidelines
  • ensures hours worked are true and correct
  • verifies comp time totals, signs the card and submits to Payroll each month

Important Reminders about Time Sheets

1. Nonexempt employees are not authorized to work beyond their normal work schedule without advance approval from their supervisor.

2. Accruing compensatory time in lieu of cash payments must be understood and agreed to before the work is performed.

3. Employees may not volunteer their time for duties similar to their regular duties without being compensated.

4. A supervisor’s signature confirms that the time sheet is true and accurate.

5. When compensatory time exceed 60 hours, a plan should be designed to reduce the number of accrued hours. *

6. Pay off employee’s compensatory time before they change positions or the new year begins.

7. Federal law does not require lunch or coffee breaks. However, when employers do offer breaks of 5 to 20 minutes, federal law considers the breaks work time that must be paid.

8. Meal periods are not to be counted as time worked if the employee is completely relieved from duty and the meal period is 30 minutes or more.

9. Time-and-a-half applies only to hours above 40 in a single work-week (Mon.-Sun.)

10. All MT record their work using time clocks. Paraprofessionals and other non-exempt employees must record their time on a time sheet.

11. Daily recorded work hours must conform to the defined campus work day or per directive of the supervisor/principal.

* Compensatory time shall be used within the duty year in which it is earned. Use of compensatory time may be at the employee’s request or as determined by the employee’s supervisor to protect the District’s schedules and activities.