Effective Date: March 17, 2023
PROCEDURES AND EXPECTATIONS
It is the policy of Dartmouth College ("Dartmouth") to pay its employees all time worked in compliance with applicable state and federal laws and consistent with Dartmouth policies and/or collective bargaining agreements.
This document describes:
- The time recording process for hourly student employees;
- The responsibilities of hourly student employees, supervisors, and approvers to ensure that hourly student employees are properly paid for all time worked; and
- The process for reporting problems related to the recording of hourly student employee time.
These procedures apply to all hourly student employees.
- Hourly Student Employee: An hourly student employee (sometimes called a "non- exempt" student employee) is one who is required to accurately record their time worked and be paid at least minimum wage and overtime in accordance with the federal Fair Labor Standards Act ("FLSA") and applicable state law. Hourly student employees are paid for all time worked in accordance with applicable laws and Dartmouth policy.
- Overtime: An hourly employee who works in excess of forty (40) hours within the workweek (as defined below) will be paid one and one-half (1½) times their regular (base) rate of pay, or a blended rate if multiple rates are in effect, in accordance with the FLSA. An employee will be paid for all overtime worked. Note: Employees working in states with statutes or regulations regarding the computing of overtime which differ from the computation in New Hampshire will be paid according to the applicable state law.
- Workweek: The payroll workweek is the seven (7) day period that begins at 12:00 AM on Sunday and ends at 11:59 PM on the following Saturday.
- Work Schedule: The employee's start and end times for daily work that have been established and approved by their supervisor.
- Meal Period: All student employees who work more than 5 consecutive hours are expected to take a 30-minute meal break. For non-exempt student employees, the meal break will be unpaid. Non-exempt student employees who wish to work through their meal break must obtain advance authorization to do so from their supervisor.
- Unrecorded Work: Work that is performed but not documented by web entry form. Unrecorded work includes, but is not limited to, the following:Work performed before or after an employee's shift;
- Work necessitated by an employment-related emergency that cannot be pre-approved by a supervisor;
- Work performed at home; and
- Work performed during a meal period.
- TIME AND ATTENDANCE PROCESS
- A hourly student employee must do the following:
- Record their start time when they begin work, usually at the start of their work schedule;
- Record their meal break time begin and end times when they have taken the appropriate meal break;
- Record their end time when they have completed working for their shift;
- When applicable, record their benefit hours.
- Recording Time Using the Web Entry Form: A student employee will use a web entry form to record time worked. The student employee will logon using the web entry form using their NetID and password and follow the prompts displayed on the webpage to complete the time recording process.
- Other Timekeeping Methods: In rare instances an exception log may be used in order for the supervisor to enter time on behalf of the student.
- Reporting Time Away: A student employee must report to their supervisor any scheduled or unscheduled absence from work.
- STUDENT EMPLOYEE RESPONSIBILITIES
- All hourly student employees are responsible for the following:
- An employee is required to accurately record all time worked through the approved timekeeping system each time they work.
- Time must be recorded in the pay period it was worked.
- An employee acknowledges that by entering time, they are attesting that the entry is accurate and correct and that any false entry or omission is grounds for corrective action, up to and including termination of employment.
- An employee is required to follow their assigned work schedule unless changes are approved in advance by their supervisor or unless there is an employment-related emergency that requires the employee to work outside of that schedule. If an employment-related emergency necessitates that an employee work prior to signing in or after signing out, the employee must report the time worked to their supervisor and approver (if they are not the same individual) before the end of the workweek so that they can be paid for the time worked. An employee must update their time record prior to the end of the pay period.
- All employees who work more than 5 consecutive hours are expected to take a 30-minute meal break. For hourly employees, the meal break will be unpaid. Hourly employees who wish to work through their meal break must obtain advance authorization to do so from their supervisor. Hourly employees will be paid for all hours worked.
- An employee must not request or permit an unauthorized employee to report their time worked and must not report time worked for another employee unless authorized to do so.
- An employee must not falsify or incorrectly report the time worked of another employee or instruct/advise another employee to falsify or incorrectly report time. Any of these actions are grounds for corrective action, up to and including termination.
- An employee who has knowledge of another employee's falsification, incorrect, or improper recording of time worked must report this information immediately to a supervisor, Human Resources or Payroll. This call can be anonymous, and the reporting employee will be protected from any retaliation.
- An employee who has good faith knowledge that a supervisor or approver is violating any part of this Policy must report it to the Compliance and Ethics Hotline by calling 888-497-0516 or filling out a report on the Hotline website: https://secure.ethicspoint.com/domain/media/en/gui/35378/index.html. This call can be anonymous, and the reporting employee will be protected from any retaliation.
- An employee must review and acknowledge any changes made to their recorded time and resubmit timesheet.
- An employee must certify that their recorded hours are correct no later than 11:59 PM on the last day of the pay period.
- An employee must notify their supervisor of any changes that need to be made to already recorded time.
- SUPERVISOR RESPONSIBILITIES
- All approvers are responsible for the following:
- Supervisors must ensure that employees are paid for all time worked.
- Ensure that time is recorded in the pay period worked.
- Supervisors must not falsify, alter, or incorrectly report time worked by an employee, or instruct/advise an employee to do the same. Any of these actions are grounds for corrective action, up to and including termination.
- Supervisors must ensure that an employee who has worked 5 consecutive hours has a meal period free from any work responsibilities.
- Supervisors must ensure that an employee who misses a meal period or whose meal period is interrupted is paid for the meal period.
- Supervisors must ensure that they review all timekeeping records and notify the employee of any errors or omissions before they are submitted for payment or after payment, if necessary.
- Supervisors must discuss and document any changes to the timekeeping record created by an employee and have the employee record their consent to the change. If the employee disputes the accuracy of any time adjustments, for wage payment purposes the dispute must be resolved in favor of the employee absent indisputable evidence that the adjusted time is correct. Under no circumstances may an employee be paid for less time than they actually worked. Supervisors should report disputes that are not resolved to Human Resources.
- Supervisors must complete Employee Time Management Supervisor training upon hire or promotion into a management role and on a periodic basis, thereafter, as required by Human Resources and Payroll.
- Supervisors must approve employee time by 12:00 p.m. on the Monday following the last day of the pay period.
- TIMESHEET ADMINISTRATOR RESPONSIBILITIES
- All administrators are responsible for the following:
- Timesheet Administrators must not alter time worked by an employee without written authorization from the employee's supervisor.
- Timesheet Administrators, who are not the supervisor, are expected to use their role to address concerns about the timesheets flagged for errors in an employee's time record.
- Timesheet Administrators should report those concerns to management and final approval of time records to be processed by the Payroll Office
- Timesheet Administrators must complete Employee Time Management Supervisor training upon hire or promotion into an administrator role and on a periodic basis thereafter, as required by Human Resources and Payroll.
- TIMESHEET MANAGER RESPONSIBILITES
- Timesheet Manager will open prior timesheets for edits from the student employee, if requested.
- Timesheet Manager must not falsify, alter, or incorrectly report time worked by an employee, or instruct/advise an employee to do the same. Any of these actions are grounds for corrective action, up to and including termination.
- REPORTING ERRORS AND OBTAINING MORE INFORMATION
An employee has the opportunity at any time to review their timekeeping records through web access or by contacting their supervisor.
If an employee has a question about a deduction from pay or if their pay does not accurately reflect the time that they worked they may contact the Payroll Department to pursue resolution.
An employee or supervisor who believes that the time reporting procedures are being wrongly implemented or applied should call Human Resources or the Compliance and Ethics Hotline by calling 888-497-0516 or filling out a report on the Hotline website: https://secure.ethicspoint.com/domain/media/en/gui/35378/index.html. This call can be anonymous.
Neither Dartmouth nor a member of the Dartmouth community will retaliate against an individual (i) who in good faith reports an allegation of a violation of the time reporting procedure; (ii) who in good faith reports an allegation of a violation of a federal, state, or local wage and hour law; or (iii) who cooperates in the investigation of any such report.
Any employee who is found to have retaliated against another employee for any of the reasons listed above will be subject to corrective action, up to and including termination of employment.
References to Corrective Action in this document follow Dartmouth College's Corrective Action policy located at: https://policies.dartmouth.edu/policy/corrective-action
Listed below are examples of some of the types of behavior that are not permitted and that may constitute the basis for corrective action, up to and including termination of employment. The following list is not intended to be all-inclusive:
- Signing in before the beginning or signing out after the end of an employee's work schedule without pre-approval from their supervisor and without an employment-related emergency that necessitates the work;
- Signing in before an employee is ready to work;
- Failing to record in and out times, unless unavailable to do so;
- Failing to notify an employee's supervisor in a timely manner that they are not able to sign in or sign out;
- Signing in or signing out for another employee;
- Requesting that an employee sign in or out for another employee;
- Performing overtime or unrecorded work without prior approval from an employee's supervisor;
- Failing to report in a timely manner time worked that has not been captured by an approved timekeeping method;
- Failing to take a meal period without prior approval from a supervisor and execution of a Meal Period Waiver;
- Failing to ensure that an employee is paid for all work of which a supervisor is aware;
- Failing to report violations of the time reporting procedures of which an employee is aware to a supervisor, Human Resources or the Compliance Hotline;
- Reporting a violation of the time reporting policy to a supervisor or the Compliance Hotline in bad faith; and
- Retaliating against anyone for making a good faith allegation of a violation of this Policy.