Faculty Handbook
1.1 This policy and its provisions and procedures establish UHCL guidelines for preparing and submitting employee time and effort reports to meet state and federal regulations (OMB Circular A21 and OMB Circular A110).
1.2 These guidelines apply to all employees, regardless of the source of funds from which the salary is paid.
2.1 Benefits-eligible employee - one who is employed for at least 20 hours per week on a regular basis for a period of at least 4.5 continuous months, excluding students employed in positions which require student status as a condition of employment.
2.2 Employee - an individual employed by UHCL, regardless of the source of funds, and paid through the automated payroll system, including faculty, executives, exempt staff, non-exempt staff, and student workers.
2.3 Time and effort report - (TAE) - the form which is used to record and certify time worked and periods of paid and unpaid leave taken during a pay period. Commonly referred to as timesheet.
2.4 Leave request - the UHCL Leave Request form which documents approval to take leave
3.1 The Texas Appropriations Act requires state agencies, including higher education institutions, to maintain time and effort reports of vacation and sick leave accrual, absences and the reasons for absences (whether from sickness, vacation or other paid leave) and leave without pay for all regular, benefits-eligible employees.
3.2 The record keeping provisions of the Fair Labor Standards Act (FLSA) requires state agencies to maintain employee records of wages, hours, and other related information.
3.3 The records described in 2.3 and 2.4 are available for public inspection, in compliance with the provisions of the Texas Public Information Act. These records are also considered government documents.
3.4 The Texas Penal Code §37.10.3, provides that intentional destruction, concealment, removal, or otherwise impairing the content, legibility, or availability of a government document may be a Class C misdemeanor or a felony, depending on the circumstances.
3.5 In addition, intentional falsification, removal, concealment, or impairing the content or legibility of such a report may be considered grounds for disciplinary action, up to and including termination of employment.
3.7 UHCL employees, including student employees, are required to observe the provisions of this policy for preparing, certifying and submitting time and effort reports.
3.8 Nothing in this policy and its provisions or procedures may be used as the basis for illegal discrimination against any individual group.
4.1 Each Non-exempt (hourly) employee is required to prepare a time and effort report detailing hours worked and hours to be deducted for vacation, sick leave, or other periods not at work during regularly scheduled work days. Each non-exempt employee must sign and date the time and effort report to certify its accuracy. The supervisor of each non-exempt employee must sign and date the time and effort report to certify the accuracy of the information reported.
4.2 Leave requests covering all periods of absence from work during regularly scheduled work time during each pay period must be signed and attached to the TAE report of any benefits-eligible non- exempt employee. Paid and unpaid leave reported on the TAE must agree with the amount of paid and unpaid leave reported on the leave request. The first two (2) copies of the leave request form (white copy and yellow copy) should be attached to the TAE.
4.3 Correctly completed time and effort reports for non-exempt employees must be delivered to the UHCL Office of Human Resources in accordance with the published payroll calendar deadlines.
4.4 Faculty and administrators with faculty appointments are required to prepare time and effort reports to certify job completion and record time to be deducted for vacation, sick leave, or other similar periods. Other employees are required to prepare a time and effort report to certify job completion and record time to be deducted for vacation, sick leave, or other periods not at work during regularly scheduled workdays. Each employee must sign and date the time and effort report to certify its accuracy. The administrative supervisor of each exempt employee must sign and date the time and effort report to certify personal knowledge of the time worked and the accuracy of the time reported.
4.5 Leave requests covering all periods of absence specified in section 4.4 during each pay period must be signed and attached to the TAE report of any benefits-eligible exempt employee. Paid and unpaid leave reported on the TAE must agree with the amount of paid and unpaid leave reported on the leave request. The first two (2) copies of the leave request form (white copy and yellow copy) should be attached to the TAE.
4.6 Correctly completed time and effort reports for exempt employees are due in the UHCL Office of Human Resources in accordance with the published payroll calendar. The Payroll Office publishes monthly payroll calendars that are available to the all departments. These calendars specify the dates that time and effort reports are due in the Office of Human Resources.
4.7 For employees paid from contract and grant accounts, the approval authority must be an individual with knowledge of 100% of the employee's activities.
4.8 The Chancellor of the UH System, or a designee, will approve time and effort reports for the President of UHCL.
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