University of Arkansas for Medical Sciences
University Hospital and Clinical Programs
Department of Pathology and Laboratory Services
Little Rock, Arkansas

UAMS Pathology and Laboratory Services Time Keeping Policy and Procedure
Implemented: November 16, 1998                   Revised: 


I. PURPOSE:

To ensure accurate and consistent time keeping with the Kronos ACCUTIME system in compliance with campus, State and Federal labor guidelines.

II. SCOPE:

This policy applies to all employees in Department 643 and 649: Clinical Laboratory, Blood Bank and Anatomic Pathology.

III. DEFINITIONS:

Timekeeping Supervisor: The person charged with ensuring that the time data is accurate and complete in all aspects: hours worked, shift designations, special hours pay (call) and time off (vacation, sick, etc.). The supervisor will access the on-line system at any time on a PC, enter an ID and password, and be allowed to view electronic timecards of all employees with the department/sub-department designated. The timekeeping

Supervisor would:

  • discover the ‘clocking exceptions’ where employees failed to clock in or out correctly
  • enter missing ‘in ‘ and ‘out’ punches into the system as corrections
  • identify and enter, where necessary, the correct cost center for hours worked
  • gather the approved requests for employee leave time and enter them into the system for payment
  • other tasks as required by manager and/or department head, such as creating schedules and running reports

Manager: The person responsible for reviewing the on-line records and reports of employees for whom they are responsible. Most importantly, this person would ‘sign off’ on the employee’s time once amended by the supervisor as being approved and ready to go to payroll. The manager may:

  • review at any time each employee’s timecard for the departments/sub-departments allowed
  • check absence and tardy entries
  • check for potential overtime and take action as necessary
  • review audit trail of employee’s data for clocking location
  • print standard reports as desired
  • create on-line reports as necessary and useful
  • take final responsibility for signing off and authorizing payment for hours to employees

30OT: The Department designation for a 30-minute lunch with earned overtime routinely paid cash.

POLICY:

Clocking in and out:

All hourly employees paid from departments 643 and 649 must use the AccuTime system for reporting time. Employees are required to clock in when reporting to work and clock out at the end of their workday. Each employee must clock in no earlier than 7 minutes before his or her shift is to begin and no later than 7 minutes after his or her shift is to end. Employees who clock in early will be paid for the time but will also fall under progressive discipline for failing to follow directions. Employees who clock in late will be given a tardy for that day and will not be allowed to make up the time unless they have the written approval of their supervisor or manager prior to the time requested.

Lunch:

Department employees are set up in the AccuTime system to have their lunch time automatically deducted (30OT) at 30 minutes. Therefore, employees will NOT be required to clock in and out for lunch. Exceptions to this rule are as follows:

1) If you leave the campus during lunch,
2) If you take an hour lunch as regular scheduled time, and
3) If you have been identified by your supervisor or manager as abusing the allotted 30 Minute period.

Employees that are required to work through the lunch period must record this on the Leave or Clocking Exception Request form. It is against UAMS policy to combine lunch with breaks.

Leaving or Clocking Exception Request:

Effective with the new time keeping implementation, department employees will be required to use the Leave and Clocking Exception Request form. This form will replace existing leave forms and overtime request/documentation forms. Overtime, whether in the form of paid time or paid time off (comp time), must be documented under Reason for Exception. This form must also be used when an employee fails to clock in and/or out. All requests must be submitted in a timely manner and approved by the supervisor or manager before being inputted into AccuTime.

Call and Call Back Pay:

The Department allows call pay for qualified positions that must carry a pager for the purpose of having to return to work if paged. The Department does not pay call for persons who answer questions or concerns while not at work but are not expected to be called back to work. Call back pay begins when the employee clocks in using the F1 key. This will credit the employee with all elapsed time as worked hours plus one-hour travel time, or at least a minimum of two hours of pay, whichever is greater.

Disciplinary Actions:

It is each employee’s responsibility to learn the AccuTime system and use it appropriately. Disciplinary action can occur for the following events:

1) Clocking in and out for other employees

  • This is considered gross misconduct and can result in both the employee and the person clocking them in or out to be terminated.

2) Continually failing to clock in and/or out

  • This will fall under progressive disciplinary action

3) Incorrectly reporting time worked

  • This will fall under progressive disciplinary action. Examples are taking extended lunch breaks or clocking in and not being at your workstation.

PROCEDURES:

Procedures for clocking in and out, reporting time, and processing payroll are found in the AccuTime Timekeeper Training Manual.

VI. SIGNATURES:

James Flick, M.D.(original on file) Bill Woodell, MHSA (original on file)
Medical Director         Date 11/16/98

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Medical Director         Date 		Adminstrative Director         Date 11/16/98

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Administrative Director         Date

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Medical Director         Date
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Administrative Director         Date

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