UAMS ADMINISTRATIVE GUIDE

NUMBER: 4.3.02
DATE:
12/01/2000
REVISION:

SECTION: HUMAN RESOURCES
AREA: PAYROLL
SUBJECT: DEFINITION OF WORK DAY, WORK SHIFT, PAY PERIODS, LUNCH AND ROUNDING

POLICY

The purpose of this policy is to notify employees of the University of Arkansas for Medical Sciences (UAMS) of the definitions and provisions related to their work days, work shifts and pay periods. It is the policy of UAMS to schedule an employee for a normal workweek of 40 hours. The work day and work week for each department are predetermined and may be modified by the department director with the approval of the Assistant Vice Chancellor for Human Resources. The actual work shift of each employee is the responsibility of the department director or immediate supervisor. Employees must be advised of their normal work days, work shift(s), and work week prior to their employment. Work schedules may be permanently changed by a department director or other appropriate department head following a two week notice period.

Accutime (Kronos) reflects these policies and practices. Lunch and rounding rules reflect the Fair Labor Standards Act (FLSA).

PROCEDURE

  1. A regular work day shall consist of 8, 10, 12, or 16 consecutive or non-consecutive hours worked within the period 12:01 a.m. and 12:00 Midnight. Within Accutime (Kronos) a work shift is attached to the day in which the work was begun (that is, the IN punch) Department directors and appropriate department heads shall be responsible for designating an employee's standard work day and for scheduling adequate staffing. Employees may be required to work additional or altered hours to meet department needs.

  2. A regular work shift is defined as the specific hours of the work day during which an employee works. An employee's work shift may be the same hours of the day every week or it may differ due to the operational needs of a specific department.
  3. Non-exempt employees shall be paid for each hour or part of an hour. Accutime (Kronos) will automatically calculate the hours worked between IN punch and OUT punch, thus recording time to be paid for each work shift. Accutime will round IN and OUT punches (except for lunch rounding) to the nearest quarter hour for purposes of calculation of pay. Exact points of rounding are :07 after the hour, :23 after the hour, :37 after the hour, and :53 after the hour. Rounding will not prevent a department head from establishing a standard for "tardiness" which calls for a more exact definition of "lateness".

    Exempt employees shall be paid a full day (8 hours) when any of that day is worked; hours of vacation and sick may be used for partial days, but the employee must be paid 8 hours.

  4. The workweek shall consist of seven consecutive days, beginning with the start of day shift on Sunday and ending with the last shift Saturday night. Accutime (Kronos) automatically determines the work week by day of week as well as date. The concept of work week does not apply to exempt employees.
  5. The pay period for employees paid bi-weekly shall consist of two consecutive work weeks and is automatically determined by Accutime (Kronos). All non-exempt employees are to be paid on a biweekly cycle; a few exempt employees are paid biweekly. Each week is treated separately to calculate the "average hourly rate of pay" used in calculating overtime. Timekeepers must be careful when posting hours manually (Paycode edit) and when "moving" hours from one paycode to another, to ensure that the hours actually fall within the correct workweek.

The pay period for employees paid monthly shall begin on the first day of the month and extend through the last day of the month.1 All monthly employees are exempt employees. Accutime (Kronos) utilizes two periods for monthly payroll: 1st through the 15th, where all hours for the month are to be posted for payment, and 16th through 31st, where timekeepers sign-off on hours.

  1. Employees working six or more hours a day must be granted a non-paid lunch break of 30 minutes. Lunch is unpaid time, so that the employee is free to pursue their own personal interests during this time, including leaving campus. The minimum amount of unpaid lunch is 20 minutes.

Accutime (Kronos) will automatically calculate unpaid lunch as one of the following:

  1. Employees working non-consecutive workday schedules must also be granted a non-paid, mid-day lunch break of 30 minutes. Employees are free to use this time for lunch as they please, and they may travel off-campus, provided they return within the time allotment.

  2. Employees may be granted one paid 15 minute break for every four hours worked at the discretion of the department head. Failure by the department to provide, or by the employee to use, such breaks shall not result in additional compensation. Paid breaks may not be combined with unpaid lunch periods, nor used to reduce the ending time of a shift. Accutime (Kronos) does not differentiate break time from other paid working time; employee should not clock OUT/IN for breaks.

  3. Procedures 1 through 7 above shall also apply to part-time employees, except that hours and days worked during the workweek by such employees may vary according to arrangements established by the Department. Department Directors or supervisors may alter or adjust the work schedules of part-time employees to meet operational needs of the department so long as the employee has been notified at least two weeks in advance of such changes.

  4. Whenever possible, work days should be consecutive and a straight shift of hours with evenly distributed rotation of weekends should be provided. Departments should make every attempt to provide an employee with two consecutive days off after each workweek. Except in the case of an emergency, permanent changes in an employee's day or days off should be communicated to the employee at least two weeks prior to the change.

  5. Department directors or supervisors shall be responsible for arranging equitable work schedules so that the needs of the department are met. If difficult operational requirements exist, and if it is not possible to arrange an employee's schedule in accordance with the policies outlined above, the problem should be discussed with Human Resources. If a modification is agreed upon, a statement defining the policy variance shall be committed to writing and made available to the Office of Human Resources and to all appropriate personnel in the affected department.

REFERENCE
1 UAMS Policy 4.3.07