Employee Time Reporting Policy

EMPLOYEE TIME REPORTING POLICY

Purpose: This policy establishes mandatory procedures for recording, submitting and approving time worked and leave to ensure accurate payroll, compliance with wage-and-hour laws, and consistent corporate practices. It applies to all employees, whether exempt or nonexempt, and to any individual performing services for the company for compensation.

Scope and Applicability

This policy applies to all employees, contractors paid through payroll, temporary employees and interns. Supervisors are responsible for enforcing adherence to this policy within their departments.

Definitions

Workweek: The regular recurring period for payroll calculations. Work period begins on and ends seven days later. Nonexempt employee: an employee eligible for overtime pay. Exempt employee: an employee not eligible for overtime under applicable law.

Timekeeping Procedures

All employees must record time in the designated company timekeeping system at the beginning and end of each work period and for unpaid meal breaks. Time entries must reflect actual start and stop times; rounding rules apply only as explicitly stated below.

Pay period frequency: . Payroll cutoff for submission of approved timecards is: .

Recording Time Worked

Employees must record actual time worked. Time should be recorded at the beginning and end of work and for any unpaid meal periods. Supervisors may not permit employees to work off the clock. Any work performed before clocking in or after clocking out must be reported immediately to the employee's supervisor for correction.

Rounding increment (if used): . Rounding will be applied consistently and in a manner that does not result in underpayment of hours worked.

Meal and Rest Breaks

Nonexempt employees are entitled to unpaid meal periods and/or paid rest breaks as required by applicable law. Employees must record the start and end times of unpaid meal periods. Employees should not perform work during unpaid meal periods.

Overtime and Preapproval

Overtime must be authorized in advance by the employee's supervisor. Unauthorized overtime may be subject to corrective action. Overtime compensation follows applicable federal, state and local law.

Preapproval required:   I acknowledge that overtime must be preapproved by my supervisor.

Missed Punches, Corrections, and Adjustments

Employees must report missed or incorrect punches to their supervisor within hours. Timecard corrections must be documented with explanation and approved by the supervisor. Falsification of time records is grounds for disciplinary action, up to and including termination.

Correction rationale (to be used by supervisor when authorizing edits):

Supervisor Responsibilities

Supervisors must review and approve employee timecards by the payroll cutoff. Supervisors must ensure accuracy, authorize necessary corrections, and maintain supporting documentation for audits. Managers will be notified of repeated violations of time reporting procedures.

Travel and On‑Call Time

Travel time, on-call time and other non-standard work time must be recorded in accordance with applicable law and company practice. Employees must consult their supervisor for classification of travel and on-call periods.

Record Retention and Audit

Timecards and related documentation will be retained according to company record-retention schedules and applicable law. The company may audit time records at any time. Employees and supervisors must cooperate with audits and provide requested records and explanations.

Disciplinary Actions

Failure to comply with this policy, including repeated failures to record time accurately or falsification of time records, may result in disciplinary measures up to and including termination of employment.

Personal Information

Position Information

Employment History (Most Recent)

Employment History (Prior)

Education

Professional References

Legal Disclosures

At‑Will Employment: Employment with the company is at will unless expressly provided otherwise in a separate written agreement signed by an authorized company officer. Either the employee or the company may terminate the employment relationship at any time, with or without cause or notice, to the fullest extent permitted by law.

Equal Opportunity: The company provides equal employment opportunity to all employees and applicants and prohibits discrimination and harassment on the basis of protected characteristics under applicable law.

Authorization and Background Checks

By selecting the box below, I authorize the company and its agents to contact prior employers and references, and to obtain employment-related background information to the extent permitted by law. I understand that my continued employment may be contingent on clearance of such checks where permitted.

  I authorize background/reference checks as described above.

Employee Certification and Acknowledgment

I certify that the personal, employment and reference information provided on this form is true and complete to the best of my knowledge. I acknowledge that I have received, read, and understand the Employee Time Reporting Policy and that I agree to comply with its requirements. I understand that violations of this policy, including falsification of time records, may result in disciplinary action up to and including termination.

  I acknowledge receipt and understanding of the Employee Time Reporting Policy.

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