Personnel and Timekeeping

Wages and benefits represent the largest expense for most UVU departments. This personnel and timekeeping self-assessment is intended to assist management of all levels in monitoring their payroll expenses and evaluating their compliance to UVU policies and best practices.

General

  • The responsible party within the department reviews Banner reports regularly to ensure correctness of payments and that payments are only being made  to current department employees.
  • The responsible party within the department reviews the time and attendance system regularly, preferably each pay period.
  • Job descriptions are utilized and up to date [Policy 322].
  • Annual performance evaluations are conducted for all benefits-eligible employees and are recorded in HR's performance management system (reminders are emailed each year by HR) [Policy 331]. Performance evaluations of other employee classes (part-time, student, etc.) are encouraged. 
  • Work schedules are defined, consistent with job classifications (see "Timekeeping" below) and meet the departments' staffing needs [Policy 325].
  • Deviations from established work schedules, such as work from home agreements, are documented through HR and receive the required approvals (generally supervisor & VP) [Policy 332].
  • Stipends and lump sums must be in accordance with the following policies: Policy 325, Policy 363, and Policy 327. This requires that an ePAF or eSAF be completed and properly approved (generally by a second-level supervisor and Index resp. party). Proper routing of the ePAF / eSAF requires review by HR, Compensation, the Budget Office, and Payroll, which will help guide compliance to these policies. Non-exempt employees should enter and be paid for hours worked through the Time Information Management System (T.I.M.S.) and not on a lump-sum. If a lump-sum payment was inappropriately paid to a non-exempt employee, the supervisor and employee must work with Payroll and HR to ensure that all hours worked, including overtime, are recorded and paid.

  • Spot awards must be within HR's guidelines: maximum amount, required approvals and maximum number of employees recognized [HR Guidelines - Spot Awards]

Hiring

  • Hiring procedures are conducted according to HR’s guidelines [HR Service Center, Policy 302], including:
    • Providing at least a week to advertise for most positions.
    • Having a hiring committee of at least two.
    • Documenting formal screening.
    • Interviewing candidates.
  • Note: Policy 306 addresses faculty hiring. Faculty salary offers must receive approval from Associate Provost - Academic Administration.

Timekeeping

  • Employees utilize UVU's timekeeping system, T.I.M.S [Policy 325].
  • Employees input and edit their own time entries, including clocking in and clocking out, to accurately reflect actual hours worked [Payroll]. The department assists the employee to ensure time entry accuracy.
  • Employees correctly record all time being worked, in the pay period it is worked, in the T.I.M.S system. Any time spent working while not clocked in ("working off the clock") is strictly prohibited, including an employee voluntarily working after their shift [Policy 325].
  • Students and part-time employees do not work in excess of 28 hours per week and 123 hours per month [Policy 321, Employee Definitions and Work Limits].
  • Students attending on foreign student visas work less than 20 hours a week [Policy 321, U.S. Immigration and Customs Enforcement].
  • Documentation exists to show prior approval was received before overtime was worked (non-exempt employees) [Policy 325]. Hours worked must be paid whether approved or unapproved. Unapproved overtime should prompt a supervisor and employee discussion regarding work schedule and overtime approval to prevent future occurrences. Unapproved overtime can lead to employment action, up to and including termination.

Use of Leave

  • Employees accurately record leave hours taken. Supervisors approve leave time taken by their employees (vacation, sick leave, comp time etc.) [Payroll, Policy 361].

  • Supervisors notify HR of any sick leave taken by their employees that extends beyond three days [Policy 360].

  • Leave is taken appropriately within job classification and leave type. Accumulated large balances could be an indicator of employees taking leave without recording it, or job growth requiring additional assistance, and should be investigated.

 Terminations

  • Terminating ePAFs are submitted timely and are approved as required. HR and VP approvals are required for full-time employee terminations [Policy 371].
  • Full-time employees, or their supervisors, submit an employee exit clearance form and schedule an exit interview with HR prior to the full-time employees' last day of employment [Policy 375].
  • Supervisors collect all UVU owned keys and equipment (laptops, P-Cards, equipment, etc.) from terminated employees, and  notify responsible areas to remove computer systems access, physical access, and revoke signature authority [Policy 374, Policy 375].