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306 Timekeeping
Accurately recording time worked is the responsibility of every employee and records
should represent actual time worked on the job performing assigned duties. Federal
and state law requires that the City of Grapevine keep accurate records of time
worked in order to calculate employee pay and benefits.
.01 In accordance with the Fair Labor Standards Act, nonexempt employees will be paid
only for actual hours worked unless they have accrued benefits under the City’s sick
leave, vacation, holiday, compensatory time or other leave policies.
.02 In accordance with the Fair Labor Standards Act, exempt employees will be paid on
a salary basis and, in general, must be paid their full salary for any week in which
they perform work. Their pay may be reduced only in the following circumstances.
A. Employees who are absent from work for at least a full day because of
sickness will not be paid for that day unless they have accrued benefits. An
employee’s pay will not be reduced if late or absent for less than a full day
because of sickness; however, sick accruals must be used if available.
B. Their pay will not be reduced if they are absent for less than a full day.
C. Employees who take leave under the Family and Medical Leave Act will not
be paid for that time unless they have accrued benefits. Their pay will be
reduced by the hours missed even if it is less than a full day.
D. Employees who are absent from work for at least a full day for personal
reasons will not be paid for that day unless they use approved vacation time.
An employee’s pay will not be reduced if late or absent for less than a full day
for personal reasons; however, vacation accruals must be used if available.
E. Employees who violate a safety rule of major significance may have their pay
reduced in an amount to be determined by the Department Head as a penalty
for that violation. Such action will require a disciplinary hearing.
F. Employees may be suspended without pay for other types of workplace
misconduct such as sexual harassment, drug or alcohol use or violations of
state or federal laws, but only in full-day increments. Their pay will be reduced
an amount that is proportionate to the number of days suspended. Such
action will require a disciplinary hearing.
G. Employees who work less than 40 hours during their first or last week of
employment will be paid a proportionate part of their full salary for the time
actually worked.
.03 Employees who believe that their salary has been improperly reduced or subject to
improper deductions should notify Payroll, who will promptly investigate the
complaint. If the deduction was improper, the City will reimburse the employee for
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the improper deduction and will take all reasonable steps necessary to ensure that
no such improper deductions are made in the future.
.04 It is the immediate supervisor's responsibility to accurately document and/or verify
the time his subordinates begin and end their work period, each meal period, any
split shift and departure from work for personal reasons.
.05 The appropriate supervisor will review and sign the payroll time sheet before
submitting to payroll.
.06 No person shall tamper with, alter, or falsify payroll information for wages or
personal benefit.
.07 Any category of time recorded on time sheets must be in no less than 15-minute
increments as this is the smallest increment of time recorded for timekeeping
purposes.
Revised 12/21/2007
Revised 06/16/2021