This information is regarding College policies as well as federal and state laws governing employee time and attendance.
Administrators/supervisors should routinely discuss with their staff their expectations about setting regular schedules, the time of meal and rest breaks, and the process for requesting and approving vacation and sick leave, etc. It is vitally important that supervisors and employees clearly communicate and establish specific expectations regarding timekeeping, scheduling, attendance and leave. All college faculty and staff are expected to be familiar with and follow current college policies.
When possible, requests for vacation and/or time off will be granted as requested by staff members. However, staff members must bear in mind that operating the College and/or office within requires an adequate number of trained.
Staff members should request vacation, personal and compensation time off as far in advance as possible. Vacation time will be granted based on a "first come, first served" basis. In other words, the first staff member to request a specific date for vacation time will be granted that date, as long as the department's staffing needs allow. The procedure for requesting vacation time will be as follows. Staff members will make the request in writing to the Supervisor. All requests should be submitted on the "Requests for vacation and other absences" form. Supervisor must approve all vacation time and forward signed form to the employee.
Accurate records of time worked are essential for all employees. Submission of inaccurate records by employees and approval of inaccurate records by supervisors will result in disciplinary action.
Supervisors are responsible for ensuring that accurate time records are kept of hours worked for each employee. The time record must be approved by both the employee and the supervisor and submitted on time for each biweekly pay period.
Supervisors are responsible for establishing and assigning a work schedule for staff under their supervision.
Non-Exempt and Exempt Employment Status
All AFSCME positions are classified as non-exempt from the Federal Fair Labor Standards Act. Non-exempt employees are paid on a wage basis for all hours worked and compensated at overtime rates of pay for all qualified overtime hours. AFSCME employees may be authorized, upon their request, to receive compensatory time off in lieu of overtime. Timekeeping procedures for non-exempt employees are essential compliance with overtime pay regulations, as well as requirements for meal and rest periods.
Exempt staff employees are paid an established bi-weekly salary and are expected to fulfill the duties of their positions even if that requires working beyond regularly scheduled hours. Non-Unit Professionals are not eligible to receive overtime pay or compensatory time off.
MCCC Unit Professionals are required to receive compensatory time for hours worked beyond 37.5 hours.
Break and Meal Periods
- Break and lunch period should not be skipped to shorten the work day.
- Supervisors are responsible for making certain that non-exempt employees are allowed the prescribed meal periods and rest periods and that the breaks are scheduled to best meet the needs of the department and/or program.
I. ATTENDANCE RECORDS POLICY
It is the responsibility of the Holyoke Community College faculty and staff to ensure that time and attendance reporting procedures are followed throughout the College and that designated employees are delegated with appropriate authority when administrators are absent from work.
Designated employees authorized to approve time and attendance records are, in effect, authorizing an expenditure involving public funds. The employee making an expenditure decision involving public funds is responsible for the good judgment and lawfulness of the expenditure.
Standards and Practices
HCC is ethically and legally required to pay its employees correctly and promptly correct mistakes, errors, and omissions that may have occurred during the payroll processing cycle.
It is important that employees are neither overpaid nor underpaid. The accuracy of paychecks and payroll related payments, as well as the data integrity of leave balances and associated accounting transactions and records, are dependent upon the accuracy of the time and attendance records.
Administrators shall ensure designated employees are knowledgeable of, understand and receive training in the statutes, rules, policies and procedures that govern safeguarding confidential information, ethical, and professional conduct.
Time and Attendance Review and Approval
1. Employees are expected to prepare and present accurate and timely documentation of their time and attendance based on their status under the Fair Labor Standards Act (FLSA) and the respective collective bargaining agreements.
2. The requirement to report actual hours worked or the eligibility for compensatory time or overtime is dependent on the employee's FLSA status or the applicable collective bargaining agreements for represented employees, Human Resources and State Policies. By signing/submitting a time and attendance report, the employee is attesting to the accuracy and truthfulness of the time reported.
3. Managers, supervisors, or designated employees shall ensure that the review and approval of the time and attendance records are accurate and timely.