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40.050: Payroll Time Reporting for Classified and Student Employees




January 6, 2004

Initiated by:

John Goodwin | Payroll Manager

Reviewed by:

Herman ("Butch") Hill | Chair, Policy and Procedure Review Committee

Endorsed by:

Gary North | Vice President for Administration and Finance

Approved by:

Stephen Kopp | Provost

Signatures and dates on archival copy
  1. Purpose

    To establish guidelines for payroll time reporting for classified and hourly student employees.

  2. Policy

    When reporting hours worked to the Payroll Office, the guidelines stated in the Procedures section, immediately below must be observed.

    The following policies should be consulted as appropriate:

    1. Policy 40.028, "Personal Days for Classified Civil Service Employees"

    2. Policy 40.031, "Terminal Pay for Classified Employees"

    3. Policy 40.055, "Pay Determination for Classified/Classified IT & Administrative IT Staff"

  3. Procedures

    1. Start and stop times

      1. Start and stop time must accurately reflect the time the employee actually began and ended work (as opposed the time he or she may have arrived at or left the premises).

      2. Hours may not be reported when an employee is on leave of absence.

      3. Supervisory approval is needed before submission of hours to Payroll.

      4. Student employees are compensated for actual time worked. Payment is not made for sick time, holidays, vacation, or other time off. In accordance with the Fair Labor Standards Act, the times in and out must be the actual starting and quitting times.

      5. All hourly employees are paid on a biweekly basis.

    2. Overtime

      1. Overtime hours are calculated on a weekly basis only and will be paid on that basis.

      2. Overtime hours are calculated by subtracting 40 from the sum total of weekly hours worked, vacation hours, sick hours, holiday hours, and other hours.

    3. Sick leave for classified staff

      1. Sick leave may not be reported for any day designated by University Policy as a holiday. If sick on a holiday, the employee will be paid for the holiday and not charged with sick leave.

      2. Sick leave may be used only on days for which the employee is scheduled to work. Payments for sick leave will not exceed the normal scheduled workday earnings or a maximum of 80 hours during a pay period.

      3. Sick leave credit is earned at the rate of .0575 hours for each hour of service in active pay status. Active status refers to all time for which the employee is paid.

      4. Report only the amount of sick leave for which the employee has sufficient accrual to cover the absence.

    4. Vacation for classified staff

      1. Vacation hours may not be reported for any day designated as a holiday. If on vacation when a holiday occurs, the employee will be paid for the holiday and not charged with vacation time.

      2. Vacation Hours are earned by all eligible classified employees at the following rates:

        Years of service Vacation hours earned per hour paid

        0 - 5


        5 - 10


        10 - 20


        20 or more


      3. Vacation Hours are earned on a maximum of 80 paid hours per pay period. Employees may use accumulated vacation after their initial probationary period (also refer to Policy 41.001, "Vacation Leave for Classified Employees," for more information.)

      4. Report only the amount of vacation hours for which the employee has sufficient accrual to cover the absence.

    5. Holidays for classified staff

      1. If an employee is required to work on a holiday, he or she will receive one and a half times the regular hourly rate, for all hours worked on that date, plus holiday pay (for the number of hours that would normally have been worked, but no more than eight hours), at the regular hourly rate.

      2. Hours worked on a holiday will be paid at the overtime rate regardless of the total number of hours reported in the week, for all eligible employees.

      3. Holidays falling on Sunday will be observed on the following Monday; those falling on Saturday will be observed on the preceding Friday.

      4. Payment will not be made for Holidays occurring when an employee is on leave of absence.

      5. For further Holiday information refer to Policy 41.125, "Holidays for Administrative Contract and Classified Civil Service Employees."

    6. Jury duty for classified staff

      University departments will grant full pay when the United States, the State of Ohio, or a political subdivision subpoenas an employee for court or jury duty. Time reporting should be submitted showing the regular number of hours an employee would otherwise have worked if he or she had not been on jury duty.

      See also Policy 40.025, "Jury Duty and Court Leave."


Proposed revisions of this policy should be reviewed by:

  1. Policy and Procedure Review Committee

  2. Assistant Vice President for Administration for Human Resources