Time Reporting and Approved Human Resources Information System (HRIS) Use Policy HR-013

Policy Number: HR 013 

Effective Date:  2/27/26 

Last Revised/Approved Date:  2/27/26 

Approved By:  President 

Responsible Office/Unit: Human Resources; Payroll Office 

Public / Private: Public (Published in the Employee Handbook and HR Policy Portal) 

1. Purpose 

The purpose of this policy is to ensure accurate, consistent, and compliant time reporting across Life University. This policy outlines employee requirements for recording work hours using the HRIS system and establishes controls for overtime approval and payroll accuracy. 

2. Scope 

This policy applies to all non-exempt (hourly) employees of Life University and any exempt employees required to track time for usage of Personal Time Off. 

Supervisors and managers responsible for approving time are also governed by this policy. 

3. Policy Statement 

Life University requires all employees covered by this policy to accurately record their time worked, meal periods, and leave in the HRIS timekeeping system. Proper time reporting ensures compliance with federal and state wage and hour laws and supports accurate payroll processing. 

4. Definitions 

Human Resources Information System (HRIS): 
Life University’s designated electronic timekeeping and payroll system. 

Non-Exempt Employee: 
Hourly employee eligible for overtime under the Fair Labor Standards Act (FLSA). 

Overtime: 
Any hours worked over 40 in a workweek, compensated in accordance with the FLSA. 

Falsification of Time: 
Entering inaccurate hours, modifying clock times, using a delegate or misrepresenting work performed. 

5. Procedures 

A. Use of HRIS 

• Employees must clock in and out using HRIS at the beginning and end of each shift, including meal breaks, unless exempt or otherwise instructed by Human Resources. 

• Time entries must reflect actual hours worked; falsification of time is grounds for disciplinary action up to and including termination. 

• Missed punches must be reported to the supervisor immediately and corrected within HRIS. 

B. Overtime Approval 

• Overtime must be approved by the employee’s supervisor or department head. 

• Unauthorized overtime may result in disciplinary action; however, the University will compensate employees for all hours worked as required by law. 

• Supervisors are responsible for preventing unnecessary overtime and for monitoring time entries for accuracy. 

C. Employee Responsibilities 

Employees must: 

• Record all hours worked daily in HRIS. 

• Accurately report meal breaks and any paid or unpaid leave. 

• Submit their time for approval by the designated payroll deadline. 

• Notify supervisors of any discrepancies immediately. 

• Exempt employees must use HRIS to request usage of vacation or personal time. 

D. Supervisor Responsibilities 

Supervisors must: 

• Review and approve employee time in HRIS by established deadlines. 

• Ensure all overtime is pre-approved and properly recorded. 

• Address timekeeping concerns promptly with Human Resources. 

• Provide corrective coaching or disciplinary action when employees fail to comply with timekeeping rules. 

Process 

1. Clocking In/Out: 
   Employees must clock in/out using HRIS via mobile app, desktop, or time clock devices. 

2. Meal Break Recording: 
   Non-exempt employees must clock out for unpaid meal breaks and back in upon return. 

3. Corrections: 
   Employees submit correction requests for missed punches; supervisors approve within HRIS. 

4. Overtime Requests: 
   Employees must obtain written or electronic supervisor approval before working overtime. 

5. Weekly Submission: 
   Employees review and submit their timesheets each pay period for accuracy. 

6. Supervisor Approval: 
   Supervisors approve timesheets by the deadline to ensure timely payroll processing. 

6. Related Policies and References 

• Employee Handbook 

7. Review Cycle 

This policy will be reviewed every two years, or more frequently if needed, by Human Resources. 

8. Contact Information 

Human Resources Department