8-02.1 Procedures - Time and Attendance

Working Hours

Time worked is all the time actually spent performing assigned duties.  Greenville Technical College’s standard full-time workweek is defined as a forty (40) hour, five (5)-day work week which begins on Sunday at 12:00 a.m. and ends on Saturday at 11:59 p.m.  Standard work hours are 7:45 a.m. to 5:00 p.m. Monday through Thursday and 8:00 a.m. to 1:00 p.m. on Friday. There are a variety of other work schedules that are necessary for different workgroups based on business needs. These are reflected within the college’s automated time and attendance system.

Non-Exempt Personnel

Departments use the college’s automated time and attendance system for each of their non-exempt employees.

Supervisors

It is the responsibility of each supervisor to ensure that

  1. every non-exempt employee uses the automated time and attendance system;
  2. all new hires are trained on how to complete a time record;
  3. each time record is completed by their employees for completeness and accuracy and indicate their approval for each time record; and
  4. overtime is managed so that it infrequently occurs

Employee Time Keeping Procedures

  1. Non-exempt employees are required to record their time daily.
    1. Designated GTC computers and InTouch kiosks at the employee’s work location are to be used for clocking in and out.
    2. Employees should be ready to work as soon as they clock in.
    3. Employees should avoid any work off the clock before they have clocked in or after they have clocked out.
  2. Employees are responsible for clocking only themselves in and out:
    1. Under no circumstances, should an employee clock another employee in or out
  1. Clock in at the beginning and clock out at the end of each assigned workday:
    1. Employees working six (6) hours or longer will receive an unpaid meal break of thirty (30) minutes and must clock out and back in if they leave their designated break area.
  1. In the event an occasional infraction of the assigned working hours occurs there will be a seven (7) minute grace period. More than the seven (7) minute grace period will be counted at fifteen (15) minute increments.
  2. All requests for overtime must be approved in advance by the appropriate supervisor or his/her designee.
  3. Effective August, 2016 employees should submit leave requests for absences due to vacation, sick leave, holiday, or personal reasons via the college’s automated time and attendance system.
  4. Any deviation from this procedure must be approved by the supervisor. Employees must obtain their supervisor’s approval for any non-routine or unscheduled breaks as well as any leave.
  5. Any questions concerning the timekeeping system should be directed to the Human Resources Information System (HRIS) manager, payroll manager, or the leave coordinator.

Due Dates

A payroll processing schedule is established at the beginning of each calendar year.  The official schedule prepared by the Payroll Office makes exceptions related to holidays and operational necessities, but generally is based on the following sequence of events:

  1. Supervisors are encouraged to review and monitor time records in the automated time and attendance system at mid-week and make schedule adjustments if needed
  2. Supervisors should review and save time records in the automated time and attendance system weekly no later than 11:59 p.m. on Saturday.
  3. Supervisors must approve time records in the automated time and attendance system by close of business (5:00 p.m.) on the first day of the new pay period. Pay periods are defined as the first of the month through the end of the month.
  4. Direct deposits occur and/or paychecks are issued on the last working day of each month for full-time employees.
  5. Direct deposits occur and/or paychecks are issued on the 10th of each month for temporary employees.
  6. Supervisors who are not available on the day time records are due should make arrangements with their own manager or designee so that time approval duties are carried out.

Failure to follow these due dates may result in delayed payment to employees according to the payroll processing schedule.

Discipline

Misrepresenting working hours, falsifying information on a time record, or tampering with a GTC InTouch time clock or another employee’s time record are considered serious offenses.  Employees found to have engaged in any of these prohibited activities are subject to disciplinary action, up to and including termination of employment.