APPENDIX A: ROUND ROCK INDEPENDENT SCHOOL DISTRICT RRISD Electronic Timekeeping Policy

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1 APPENDIX A: ROUND ROCK INDEPENDENT SCHOOL DISTRICT RRISD Electronic Timekeeping Policy Official Time The RRISD electronic timekeeping system and associated work records will become the official basis for recording hours worked for employees of the Round Rock Independent School District (RRISD). Handwritten timesheets will be replaced by RRISD Time Detail Records based on the data in the timekeeping system. Absence records (e.g. vacation, sick days) must also be recorded in RRISD Timekeeping System by the Campus/Department Timekeeper Manager. In order to ensure consistency of treatment for employees, the data recorded in the RRISD system shall be considered as the official record of the workday. Any disputes over actual hours worked or attendance will be resolved by referring to the official RRISD records. It is recognized that in certain situations (e.g. clock malfunction) that it will be necessary to correct or enter missing data. These changes will be carefully documented on the RRISD TIME DETAIL AUTHORIZATION CHANGE FORM so that it will be possible at all times to determine how a time detail record was computed. In order for the electronic timekeeping system to work as intended, all non-exempt employees must participate. Outlined below are some important rules. Note: The terms clock-in, punch in and swipe in (or out) mean the same thing. They all refer to the action whereby an employee slides his/her ID badge through the slot on a time clock or reader that reads the employees badge number from the ID badge and transmit this information to the RRISD timekeeping database, or where the employee may use the time stamp method Daily Clock-in/Clock-out It is a job requirement that ALL non-exempt employees MUST clock-in in the morning, and clock-out at the end of the work day at their place of work. (Under certain conditions, such as a training course at a different location, the employee shall clockin/out at the different location, or be clocked in/out manually by the Campus/Department Timekeeper Manager). Other requirements include: Employees should not clock-in earlier than 7 minutes before their scheduled starting times (unless the employee has Supervisor approval for early arrival). Employees clocking in 7 minutes or later after their scheduled starting time will be recorded tardy (unless Supervisor has approved late arrival).

2 Employees shall not clock-out before their scheduled ending time, unless authorized to do so by their supervisor. If a non-exempt employee that is paid on an annualized basis clocks out early, they shall either make-up that time during the same work week or the time not worked will be docked from their pay. Employees clocking out 7 or more minutes before their scheduled ending time shall be recorded as leaving early. Each employee is entitled to a ½ hour or hour lunch break towards the middle of their workday. RRISD will automatically deduct ½ hour or an hour dependent on the employees schedule, unless employee has been requested by their supervisor to clock in/out for their lunch break or they leave campus for lunch break. All non-exempt employees leaving campus/department site for any personal reason, including lunch during the day must clock-out when leaving campus, and clock-in when returning to campus/department. Falsification or Tampering Any attempt to tamper with the timekeeping hardware or software will be considered a serious offense, subject to disciplinary action up to and including termination. Punching in for an absent employee (a.k.a. buddy punching ) will also be considered a serious offense, with both employees subject to disciplinary action up to and including termination. No employee should be in possession of another employee s badge at any time. No employee should be in possession of another employee s password for the RRISD Timekeeping System at any time. Anyone interfering with other employees use of time clocks shall be subject to disciplinary action. To tamper with RRISD equipment, interfere with use of the clocks, or punch in for someone else will be considered a serious offense. Due to the severity of these infractions, there will be immediate discipline enforced, up to and including immediate termination. The Supervisor and the Personnel Department will review the specific details of such an infraction and develop an appropriate response.

3 Lost or Missing Identification Badge Employees are required to wear their badges at all times while on duty. Any lost badges must be immediately reported to the responsible supervisor or designee, who will report the loss to the Human Resource Services Department and obtain a new badge as soon as possible. Employees who have lost or forgotten their badges may be clocked-in and out using the RRISD Time Detail Authorization Change form Lost badges will be replaced at a charge of $5.00 for each lost ID badge and $30.00 for each lost or damaged access badge. Damaged ID badges will be replaced free of charge when they are turned in. Excessive forgetting or loss of badge may be cause for disciplinary action. Damaged Identification Badge If your badge becomes damaged and cannot be read by the electronic time clock or reader, you must immediately inform your supervisor and turn in your damaged badge to the Campus/Department Timekeeper Manager in order to obtain a replacement badge. Until your new badge arrives, you will be manually clocked in by the Campus/Department Timekeeper Manager. Damaged badges will be replaced free of charge to the employee. As noted above, badges cannot be replaced until the damaged badge has been turned in. Excessive damaged badges may be cause for disciplinary action. Clock Problems If any employee is unable to punch in or out because of a time clock malfunction, it is the employee s responsibility to immediately inform the Campus/Department Timekeeper Manager. In this situation the Campus/Department Timekeeper Manager will manually clock the employee in or out. The Campus/Department Timekeeper Manager will notify the Payroll Department of any clock problems. Overtime Overtime should always be authorized in advance by a supervisor and documented with the Overtime Permit. No overtime will be credited if an employee clocks out later than his scheduled ending time without prior approval from the employees supervisor. Overtime will be calculated based on the actual hours recorded and credited to the employee, as measured by the RRISD time clocks. For example, if an employee leaves work 15 minutes early, that time will be subtracted from total time accumulated towards overtime.

4 Overtime is earned on a weekly basis, and is only earned after 40 hours of actual work hours have been accumulated within a given week. Overtime must be approved in advance by the employee s Supervisor, and is paid at 1.5 times the employee s base hourly rate after 40 hours worked. Since overtime or extra hours are calculated when recorded work hours exceed 40, employees must not clock-in early or clock-out late without supervisory approval. All employees are paid according to the published district payroll schedule. Employees are required to have direct deposit for their pay. Employees can access the Employee Access Center for an itemized statement of wages when RRISD makes direct deposits. Each non-exempt employee is responsible for clocking in and out according to the time keeping rules. Time detail is based on the RRISD time clock records, and it is the responsibility of each employee to clock-in and out and complete the necessary forms to edit punches and absences. Any disagreements with the official time detail record shall be reviewed with the employee s Supervisor, who shall authorize any changes to timekeeping data. Note: All Semi Monthly and Monthly absences (scheduled and unscheduled) must be documented on the RRISD TIME DETAIL AUTHORIZATION CHANGE form. Copies of all approved forms must be sent immediately to the Campus/Department Timekeeper Manager. [See: RRISD Administration Guidelines, Section DEC which explains the District rules for Leaves and Absences] Docked Pay If non-exempt employees who are paid on an annualized basis are absent and have used up all their sick days, personal days, etc., their pay shall be docked for the time missed, based on their pay rate. Also, pay will be docked for non-exempt employees paid on an annualized basis who fail to work their full number of scheduled hours during any given workweek (subject to any exceptions granted by their Supervisor). Employees who fail to submit a RRISD Time Detail Authorization Change Form when required and this action results in a dock of pay, corrections will not be made until the next pay cycle.

5 RRISD Timekeeper Managers Timekeeper Managers are to edit punches, input Absence from Duty requests and approve time cards. To edit punches and add pay codes for Absence from Duty requests the Timekeeper Manager should have an AUTHORIZATION TO CHANGE RRISD TIME DETAIL RECORD form signed by the employee and approved by the Supervisor. The time detail records must be approved (in the RRISD Timekeeping system) on a weekly basis. In order to accomplish this, time sheets should be reviewed and edited (if needed) on a daily basis RRISD Timekeeper Supervisors Supervisors are to review the approved time data information for each employee and then sign-off the time card in the RRISD Timekeeping system. Supervisors are to edit punches and add pay codes for Absence from Duty requests for the Timekeeper Manager. The time detail must be signed-off (in the RRISD Timekeeping system) on a weekly basis. In order to accomplish this, time sheets should be reviewed and edited (if needed) on a daily basis.

6 RRISD TIME DETAIL AUTHORIZATION CHANGE FORM This form is to be submitted on a weekly basis to your Supervisor RRISD Employee: Employee Name (Printed) Employee ID # Campus/Department: Regular Work Time Correction Date Clock IN Clock OUT Cancel Lunch Deduction (Y or N) Reason for Edit Extra Duty/Summer School Time Correction Date Clock IN Clock OUT Campus Work Assignment Request for Leave Date Leave Type (District Business, Sick, Personal, Vacation) Reason for Leave I authorize the above changes to my time and attendance records.

7 Employee Signature Date Supervisor Approval Date Understanding of Round Rock ISD Policies and Procedures As an employee of the Round Rock Independent School District, I understand that I am a non-exempt hourly employee. I further understand that according to the Department of Labor, Round Rock ISD is required to pay me for the actual hours I work. Therefore, I agree that I will not start to work without recording my time through the Round Rock ISD Electronic Timekeeping System or documenting my time on the RRISD Time Detail Authorization Change Form or work after I have clocked out for the day without recording my time. I understand that if I work without documentation of hours worked and compensation that I am falsifying records and that this will be considered a serious offense, subject to disciplinary action up to and including termination. It is my responsibility to monitor my time and be held accountable for the hours worked and any edits or corrections that need to be made. If I am asked to work without recording the time, it is my responsibility to report the incident to Randy Staats (Executive Director Business Services) in the District s Central Administration building. Employee s Name (Please print) Employee No. Campus/Department Employee s Signature Date