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June, 2009

Work Time Recordkeeping Requirements

The Fair Labor Standards Act (FLSA) requires the University to maintain accurate daily records of  work time for all Support Personnel employees (formerly referred to as USPS) and hourly OPS employees. Such records must document hours actually worked, rather than hours scheduled to work. 

In order to document the daily record of work time, the University utilizes the Support Personnel Timesheet which is located on the HR website at the following link:  http://www.fgcu.edu/HR/files/Support_Personnel_Timesheet.xlsx.  Employees should follow the instructions for completion found on page two of the timesheet document. For hourly OPS employees, the University utilizes an online Time Sheet process via Gulfline.  The Web Time Entry Manual is available online at http://www.fgcu.edu/HR/files/Web_TimeEntryManual.pdf.

It is never acceptable for Support Personnel or OPS employees to maintain hours worked “off the books”. All hours worked must be reported on the biweekly timesheet on the appropriate workday.

The University’s established work week is 40 hours, Sunday through Saturday.  The typical work schedule is Monday through  Friday, 8:00 am to 5:00 pm with a one hour lunch break.  Each department may approve variations to the work week schedule based on the unique operations of the department.

In the event a supervisor must assign an employee to work in excess of 8 hours in a workday, the supervisor should attempt to adjust the remaining work schedule, within the current 40 hour workweek to avoid an overtime compensation obligation.

Support Personnel employee timesheets must be submitted to their supervisor for approval no later than Monday following the pay period end date published in the Payroll Calendar available at: http://www.fgcu.edu/HR/generalpayroll.html.  Hourly OPS employees must complete their Gulfline timesheet and submit by the OPS Time Entry deadline published on the Payroll Calendar.

Overtime is defined as the actual hours of work required to be performed by an employee that are in excess of 40 hours during the established workweek. The term "actual hours of work" does not include leave hours taken and/or holidays that occur during the work week.

The majority of Support Personnel and hourly OPS employees are designated under the FLSA as non-exempt and are eligible to receive Overtime Compensatory Leave at the rate of time and one half for working over 40 hours in a work week. Overtime compensatory leave  is  accrued in Banner and can later be used in place of annual or sick leave. Non-exempt Support Personnel may accrue a maximum of 120 hours of overtime compensatory leave. With written supervisory  approval, overtime hours worked may be paid in addition to the employee’s regular biweekly pay.

Exempt Support Personnel employees receive compensatory leave for working over 40 hours in a work week  at a rate equal to the actual hours worked over 40 – referred to as Regular Compensatory Leave. Regular compensatory leave  is accrued in Banner and can later be used similarly to annual or sick leave. Exempt Support Personnel may accrue a maximum of 120 hours of regular compensatory leave and are not eligible to receive cash payment.

OPS hourly employees who work over 40 hours in a work week  receive overtime pay at the rate of time and one half. OPS employees are not eligible for compensatory leave.

Any employee or supervisor who would like additional training regarding time sheet procedures, or who may have additional questions regarding the information provided above should contact or be directed to Andrea Davis (590-1225) or Noyra Valentin (590-1415).