Recording Paid Time (9.14)

Recording Paid Time (9.14) - Policies, Administrative, UWHC, UWHC-wide, Personnel


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Administrative (Non-Clinical) Policy
As of January 10, 2016, this administrative policy applies to the operations and staff of legacy
UWHC. Effective July 1, 2015, the legacy operations and staff of UWHC and UWMF were integrated
into the University of Wisconsin Hospitals and Clinics Authority (UWHCA). All administrative policies
are being transitioned to apply UWHCA-wide, but until future revision to this policy #9.14, it applies
only to the operations and staff of legacy UWHC.
Policy Title: Recording Paid Time
Policy Number: 9.14
Effective Date: January 10, 2016
Chapter: Personnel
Version: Revision


To establish a policy for recording paid time for University of Wisconsin Hospital and Clinics' (UWHC)
employees to ensure proper payment of wages and to minimize unauthorized overtime while complying
with the Federal Fair Labor Standards Act (FLSA) and Wisconsin's Wage and Hour laws.


All employees must provide accurate reports of hours worked and/or leave time used through UWHC's
Automated Time and Attendance System, which is an automated payroll system. Supervisors and
managers must review all of these employee reports for accuracy prior to submitting biweekly wage
reports to Payroll for processing and payment. Supervisors shall edit an employee's recorded time when
appropriate; however, no supervisor shall delete hours actually worked as a means to control overtime.
Every effort will be made to prevent improper salary deductions. Should an employee suspect an
improper deduction has been made, the employee should notify his/her supervisor immediately. If
improper deductions are made, the employee will be reimbursed as soon as practicable after the error was

Non-exempt employees who actually work extra hours on their own initiative without prior permission
are considered to have been "suffered or permitted" to work. UWHC will pay the accumulated hours of
work, even if unauthorized. However, in such situations, supervisors shall either counsel or discipline as
appropriate, and will take all appropriate measures to control unauthorized overtime.

Each employee's position is evaluated by the Human Resources (HR) Compensation department and
determined to be exempt or non-exempt, under the FLSA and then identified as either a salaried or hourly
employee. The evaluation is based on job duties and pay practices.

A. Work Week - UWHC's work week for most hourly employees is a seven (7) day work week
("regular work week").
B. Pay Period - all UWHC employees, regardless of their designated work week are paid on a bi-
weekly pay basis.

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C. Exempt employees are generally paid on a salaried basis and are those whose administrative,
executive, or professional duties and salary status exempt them from overtime compensation
D. Non-exempt employees are generally paid on an hourly basis and are those whose duties require
they be paid in accordance with state & federal wage and hour regulations.
E. Overtime - hours in excess of 40 hours worked for hourly, non-exempt employees in a regular
work week. Overtime is paid in accordance with state & federal wage and hour regulations at
time-and-one half (1 1/2) the regular rate of pay.
1. Hours that are not considered hours worked for purposes of calculating overtime include:
on call, call back hours that have not been worked, but are a part of the minimum hour
guarantee, PTO, vacation, holiday, sick, or compensatory time.
F. Productive Time -Time when an employee is actually engaged in work.
G. Non-Productive Time - Time when an employee is reporting leave time, such as vacation or sick

The type of an employee's time report will depend upon whether the employee is an hourly or salaried
employee. The Automated Time and Attendance System records time through badge readers, telephone
lines, and computer workstations. The procedures below detail steps for reporting hours worked or leave
A. Common Procedures
1. Hourly Employees: Project, student, Limited Term Employment (LTE), temporary,
regular status non-exempt and some regular status exempt employees are hourly
a. Hourly employees shall record hours worked on a daily basis.
i. Employees shall record their own time and may not rely on supervisors
or co-workers to record time on their behalf. If an employee fails to
report productive or non-productive time in a timely manner,
management may either counsel or discipline the employee as
appropriate. Management will also attempt to rectify the error as soon as
practicable after the employee has notified management of the error.
ii. Hours worked include all hours spent actually performing work duties,
and one (1) fifteen (15) minute paid break period per four (4) hour shift.
iii. Employees required by their department to wear a uniform shall be
provided reasonable work time to get in their uniform at the beginning of
their shift and to get out of their uniform at the end of their shift.
iv. Employees shall receive reasonable and adequate wash-up time
immediately prior to their meal break and immediately prior to the end of
the shift. The manager will determine the positions which qualify for
wash-up time. Departments will determine what amount of time is
reasonable and adequate for wash-up.
b. Employees who are scheduled to work six (6) hours or more shall take an unpaid
meal period of no less than 30 minutes each shift except in those few instances
where straight shifts are previously approved by the employee's manager.
i. Employees must be completely relieved of their duties and must be able
to leave their work site for the meal period. Employees who are required
to remain in the work area to answer telephones, receive work requests,
answer questions, or handle other assigned responsibilities cannot be

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considered to have been completely relieved and must be paid for this
ii. If a meal period is not taken or is less than 30 minutes, the time will be
counted as hours worked.
c. Hourly employees shall receive one (1) fifteen (15) minute paid break period per
four (4) hour shift. Managers may schedule employees break periods to fulfill the
operational needs of the work unit. Break periods may not be postponed or
accumulated unless the employee has received prior management approval to do
so. Managers should make every reasonable effort to relieve the employee of
his/her duties during the employee’s break period.
d. Supervisors must review and approve time reports at the end of the biweekly pay
e. All overtime/extra work hours must have advance supervisory approval and must
be accurately recorded in the automated payroll system.
f. Compensatory time for non-exempt (hourly) employees: Based upon operational
need, departments may or may not choose to allow compensatory time for extra
hours worked over FTE. Hours over FTE may be earned at straight time unless
earned in overtime status, in which case they would be earned at time and a half.
Employees may cash out any portion of compensatory time twice per calendar
year, to be paid during the next scheduled pay date. Employees will contact
Payroll to initiate the cash out process. The maximum bank of compensatory
time is 40 hours. Compensatory time banked in excess of 40 hours will be paid
out in the following pay period.
g. Employees who work extra hours without prior approval, including beginning
work before their regularly scheduled shift or staying after the end of their
regularly scheduled shift, may be subject to disciplinary procedures. Repeated
occurrences may lead to progressive discipline.
h. UWHC's automated payroll system rounds each punch to the nearest tenth hour
based on the following rounding table:
Time Rounded to Hours
x:58-x:03 x:00 0.0
x:04-x:09 x:06 0.1
x:10-x:15 x:12 0.2
x:16-x:21 x:18 0.3
x:22-x:27 x:24 0.4
x:28-x:33 x:30 0.5
x:34-x:39 x:36 0.6
x:40-x:45 x:42 0.7
x:46-x:51 x:48 0.8
x:52-x:57 x:54 0.9

i. Examples of this rounding on a daily basis is as follows:
IN Rounds to Out Rounds to TOTAL
7:07 7:06 3:30 3:30 7.9 hours
7:01 7:00 3:28 3:30 8.0 hours

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6:59 7:00 3:37 3:36 8.1 hours
j. Rounding may lead to incidental unauthorized overtime for employees working a
regular work week or a biweekly work week. As a result, supervisors and
managers must review their employee's reported hours for incidental overtime
and when appropriate, take measures to control unauthorized incidental overtime.
2. Salaried Employees
a. Salaried FLSA-exempt employees are not eligible for overtime for working over
40 hours in a work week.
b. Some departments pay salaried workers on a shift basis for second appointments.
Departments utilizing such arrangements shall consult with a Compensation
Analyst, and must receive senior management approval before doing so.
c. Salaried employees are not required to keep daily time cards, unless they are
designated to be eligible for overtime.
d. At the end of each bi-weekly pay period, all salaried employees shall complete a
leave report to indicate any time off for sick, vacation or legal holiday time.
e. Supervisors and managers shall ensure that leave time is only recorded in half-
day increments. Supervisors and managers shall not dock a salaried employee for
shorter absences related to use of sick leave, vacation or legal holiday time.
f. Wisconsin wage and hour laws will allow salary deductions, i.e., suspensions
without pay, in full week increments for disciplinary purposes. Disciplinary
deductions will be made in accordance with Administrative Policies 9.55-
Disciplinary Action: Non-Represented UWHC Authority Regular Employee and
9.58-Workplace Violence Reporting, Investigation & Discipline.
B. Automated Time and Attendance System
1. Hourly Employees
a. Departments shall work with a Payroll Representative to ensure all employees
and supervisors are trained to use the automated payroll system.
b. Department managers are responsible for implementing this policy and setting
forth specific departmental procedures. Departmental procedures must accurately
document the daily hours spent performing work duties and identify the
i. Whether the department shall use telephone and/or badge readers
ii. The location of badge readers
iii. The location of computers for employees who wish to check their
reported time
iv. That instructions are posted for badge reader use at all departmental
badge readers
c. Supervisors shall review and edit employee daily time reports throughout the pay
period and are accountable for timely electronic approval of employee daily time
d. The Automated Time and Attendance System assumes a standard 30-minute
lunch deduction unless the department requests otherwise or the employee enters
a different lunch period. Employees must record the beginning and ending time
of the meal period or record that no lunch period was taken to override the
automatic deduction. Absent such reports, the automatic meal period will be
assumed for the purpose of defining hours worked. Departments that assume a
standard 30-minute lunch will notify their employees. On the third (3rd) shift,
many departments do not assume a 30-minute deduction.

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e. Employees should ensure that their time report is complete at the end of the pay
period including time worked and leave time. Any changes a supervisor makes to
the timecard must be annotated in the system through the use of the electronic
f. Employees using the telephone system must use a UWHC phone to punch in and
out of the Automated Time and Attendance System. If an employee punches in or
out via a non-UWHC phone without a reasonable explanation, the employee may
be subject to disciplinary action.
2. Salaried Employees
a. Salaried employees must report any time off covered by non-productive leave
time: sick, vacation or legal holiday time. Such time should only be recorded in
half-day increments. Non-productive leave time may be recorded using badge
readers, phone system, or computer.

This Policy creates no rights, contractual or otherwise. Statements of policy obtained herein are not made
for the purpose of inducing any person to become or remain an employee of UWHC, and should not be
considered "promises" or as granting "property" rights. UWHC may add to, subtract from and/or modify
this Policy at any time. Nothing contained in this Policy impairs the right of a non-represented employee
or UWHC to terminate the employment relationship at-will. For represented employees, who are not at-
will employees, this policy does not supersede, limit nor grant any rights beyond those provided by the
applicable collective bargaining agreement.


Hospital Administrative Policy 9.55-Disciplinary Action: Non-Represented UWHC Authority Regular
Hospital Administrative Policy 9.58-Workplace Violence Reporting, Investigation & Discipline
29 CFR Part 541
29 CFR Part 553
Wisconsin Administrative Code Ch. DWD 274
Fair Labor Standards Act (FLSA) Regulations


Sr. Management Sponsor: VP, Human Resources
Authors: Director, Compensation; Manager, Payroll

Approval Committee: UW Health Administrative Policy and Procedure Committee


Ronald Sliwinski
President, University of Wisconsin Hospitals
Chief of Clinical Operations

Revision Detail:

Previous revision: 012015
Next revision: 012019