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Scheduling and Time and Attendance (1.05)

Scheduling and Time and Attendance (1.05) - Policies, Administrative, UWHC, Department Specific, Respiratory Care Services, Administrative/Organizational

1.05






1.05 Scheduling and Time and Attendance
Category: UWHC Patient Care Policy
Effective Date: August 3, 2017
Version: Revision
Manual: Respiratory Care Services
Section: Administration

I. PURPOSE
This policy establishes time reporting guidelines and attendance standards for Respiratory Care (RC) staff.

II. POLICY
All employees in the RC department are expected to work the hours assigned on the work schedule and to
use the automated time and attendance system to record hours worked. Failure to comply with the
following rules, policies and procedures will result in progressive discipline.

III. PROCEDURE
A. Time Reporting
1. Employees will use MyTime, an automated time and attendance system consisting of
identification badges, badge readers, and automated time card calculation.
2. Employees must input both their productive and non-productive time (vacation, legal holiday,
and sick leave) by using any badge reader located within UWHC or AFCH, or on the web using
MyTime.
3. All timecards will be reviewed and edited on Monday morning following the end of each pay
period. They will then be audited and given supervisory approval on Monday. Further changes
can be made until Thursday via direct supervisory contact with the Payroll department.
4. Employees may not under any circumstances enter co-worker’s time information.
Failure to comply is considered falsifying time reports and is justification for disciplinary action
up to and including termination of employment.
5. If the employee has unplanned time off at the end of a pay period, they have until the following
Monday morning to enter benefit time to cover the absence. If there is no opportunity to enter the
appropriate paid time off, the employee should call the department administrative secretary and
their supervisor by 1000 Monday regarding the type of benefit time wanted.
6. Compensation time (CT) may be granted (a member of the RT administrative staff must
approve CT) in lieu of overtime, if it is in the best interest of the Department, but CT
accumulation will be limited to 40 hours.
7. The automated time and attendance system rounds each scanning to the nearest tenth of an hour.
Tables showing this can be viewed in UWHC Policy # 9.14.
8. Employees will be allowed to clock in up to six minutes past their scheduled start time.
a. Employees must report to their workstation within six minutes of their scheduled
start time.
b. Employees should assure total time worked equals their FTE to avoid loss of
benefits.
9. Employees who are scheduled to work six hours or more are expected to take an unpaid
meal period of 30 minutes.
a. The automated time and attendance system will assume a standard 30-minute
lunch deduction. An employee may be required to punch in and out for lunch if
a supervisor has reason to believe they are taking longer than a 30-minute lunch.
b. Employees working the evening shift that choose to have their lunch before 6:00
pm need to punch and enter lunch begins “05” to avoid losing differential pay.
c. Lunches will be covered using the lunch buddy system.
See related link: Lunch Coverage
9. Overtime/Extra time Approval
a. Employees should not work more than 60 hours in a rolling 7-day period
b. Full time employees who regularly work a schedule that includes a combination





of 8 and 12 hour shifts may be scheduled up to 64 hours in a rolling seven (7) day
period.
c. Employees must have prior approval from a supervisor or Charge therapist to
clock in early, work through lunch, or work after scheduled shift has ended.
d. Employees must have prior approval from a supervisor to make up time for
coming in late or leaving early.
10. Please refer to related link: ‘ Time and Attendance Expectations’.

B. On Call
1. RC Staff on call will be notified by the charge therapist or supervisor if they will be needed to
work the scheduled shift. See related link for call coverage process.
a. RC staff must be available for notification of need two hours prior to the start of any on-
call status.
b. Staff will be on call for the entire shift and are expected to arrive at the start of the shift or
within 2 hours of notification.
c. The on-call therapist is responsible for being available by phone during this time
period. If they are not reachable at numbers listed in the department, it is the
employee's responsibility to contact the charge therapist to determine if they will
need to report to work.
d. Employees are eligible for a minimum of 3 hours when called in.
e. For the call process, see related link: Scheduling Guideline.

C. Notification of Unscheduled Absence, Late Arrival or Early Departure.
1. An employee must personally call and speak to the charge therapist for any unscheduled
absence. In situations when an employee cannot place the call secondary to injury or
severity of illness, a family member may make the call. It is expected that employees call
as soon as the absence or tardiness is apparent to them, but no less than two hours
prior to the start of their shift.
2. Employees must notify the Charge Therapist at the earliest possible time of a late
arrival.
3. Employees must have approval of a supervisor or charge therapist for early departure.
a. Early departure will be determined by operational need on a shift by shift basis.

D. Shift Trades
1. The employee desiring a shift trade must find someone willing to make an even trade. The
person trading should be able to perform the same job duties unless the supervisor approves a
variance.
2. The trade must not result in overtime pay and employees are expected to maintain their FTE for
the pay period.
3. All trades must be approved through My Time or through AOC if it is after the schedule is
printed.
4. Employees are responsible for checking My Time for accuracy.
5. No vacation time can be granted via a trade.
6. All teams will work to maintain team minimum per shift or per operational need determined by
supervisor/AOC.

F. Assigned Shift Process
1. Assigned shifts occur when additional staffing is needed. The need to assign shifts is
Determined by the AOC. See related link: Scheduling Guidelines.

G. Hold Over Process
1. If staffing needs are greater than the number of therapists scheduled to work, it will be
necessary to hold employees over. See related link: Scheduling Guideline.

H. Offering Off
1. If staffing is greater than needed for the workload, time will be granted off.
See related link: Scheduling Guideline.





I. Rotating Holidays
1. Staff will be divided into three groups as equal as possible among teams and shifts.
See related link: Scheduling Guideline.





VI. REFERENCES

A. UW Hospital and Clinics Policy #9.14
B. UW Hospital and Clinics Policy #9.13
C. UW Hospital and Clinics Policy #4.61-
D. Related link: Lunch Coverage
E. Related link: Scheduling Guideline
F. Related link: Time and attendance Expectations

Approved by Director and Medical Director of Respiratory Care: