Work Scheduling and Attendance

Text Size

TOPIC:	Work Scheduling and Attendance
EFFECTIVE DATE:	30 May 2008
UPDATED:	3 November 2009
Approved By:	B. Reissenweber, VP for Finance
Policy Number:	501

SUPERCEDES
HR-501 Hours of Work/Work Week
HR 502 Flex Time Work Schedule
HR-601 Attendance and Punctuality

POLICY
Aurora University has established a standard work day and work week in order to consistently administer payment of wages and salaries, including overtime payments to non-exempt employees for overtime work in conformance with applicable Federal and State laws. The university supports the principles of flexible time scheduling for employees when it provides a more efficient utilization of the abilities of staff members, better service to the community, and improved working conditions. The university expects all employees to report to work punctually for all scheduled shifts in order to meet the needs of the students, and university community.

FORMS/RELATED POLICIES
HR-330 Vacation Benefit
HR-331 Sick Leave Benefit
Leave of Absence policies (HR 334, 335, 336, 337, 339, 340)
WebAdvisor WebTime Entry
Vacation and Sick Leave Report

DEFINITIONS
1. Work Week: The regular work week for non-faculty employees covers a seven day period beginning at midnight on Sunday. An employee may work no more than 6 days in a calendar week, as outlined in the Illinois “One Day Rest in Seven Act” (820 ILCS 140/) which requires employers to provide employees with at least one full day of rest (a 24 consecutive hour period off) during every calendar week.
3. Hours of Work: The normal work day for non-faculty employees consists of eight consecutive hours of work with an unpaid meal period no later than 5 hours after the start of the work day. The schedule is determined by the department or office to which each employee is assigned.
  Daily and weekly schedules may be changed from time to time at the discretion of the university and will be announced in advance.
4. Overtime: Non-exempt employees who work over 40 hours in a workweek will be paid overtime at one and one half (1.5) times their regular hourly rate
  1. For the purposes of overtime compensation, only hours actually worked will be counted toward the 40 hours of regular paid time. Paid time off for vacation, sick leave, holidays, or any eligible paid leave of absence will not be considered "hours worked."
  2. Employees who work overtime without supervisory approval must be paid for the time worked. The supervisor may discipline employees for repeated overtime work without authorization.
  3. Supervisors should attempt to provide employees with reasonable notice when the need for overtime arises. Advance notice may not always be possible however, due to emergencies or unexpected needs.
5. Student Worker: During the academic year, students may not work more than 20 hours in a work week. During breaks students may be scheduled to work full-time.
  1. Supervisors are responsible to ensure student worker’s total weekly hours during the academic year do not exceed 20 hours, and during break do not exceed 40 hours.
  2. Student workers may work in more than one department. It is the supervisor’s responsibility to coordinate hours between departments so that time does not exceed maximum guidelines.
  3. If a student working in two or more departments should exceed 40 hours in a work week during breaks, the department which increased the students hours, will be charged the overtime pay costs.
6. Travel Time: Travel time is considered work time if it occurs within the individual's normal working time at the direction of the employer, even if it occurs on what would be usually a day off for the employee. Traveling between home and work is not considered work time.
8. Training Time: Employee attendance at lecturers, meetings, and training programs will be considered hours of work if such attendance is at the direction of management.
10. Flextime work schedule: An alternative work schedule for staff members who would otherwise work the traditional eight-hour, five-day work week, usually commencing at 8:00 a.m. and ending at 5:00 p.m. on the Aurora campus or 8:00 a.m. to 4:30 p.m. on the George Williams College campus.
12. Absence: May be scheduled or unscheduled. Any absence from work during scheduled working hours (including scheduled overtime).
  1. Scheduled Absence: When the supervisor is notified at least 24 hours in advance of a scheduled time off, and the supervisor approves the time off, the time is considered scheduled sick time. The supervisor may deny the time off if departmental needs do not permit an absence on that day.
  2. Unscheduled Absence: Last minute absences place a burden on the department and the university. Abuse of time off may lead to disciplinary action up to and including termination.
13. Tardiness: Arriving at work late or leaving early, as well as exceeding scheduled lunch and rest breaks, are considered "tardiness."
Flextime Work Schedule Guidelines
1. The main priority for each department is to accomplish its mission. Utilization of flextime should neither decrease a department's productivity nor reduce the services provided to the students and university community.
2. Flextime must not increase staffing costs including overtime compensation.
3. Flextime is a voluntary option for staff members. It should be considered by the department only when it can be managed successfully in helping to meet the needs of the staff member, the department, and the university.
4. A staff member who wishes to consider a flextime work schedule must communicate this request to the supervisor of the department in writing. Supervisory approval must be in writing.
5. All staff on flextime arrangements must meet the work schedule requirements (e.g. 40 hours per week for a full time employee).
6. Flextime schedules shall be established for a minimum of one calendar week. However, any approved flextime schedule is considered a trial schedule that will be reviewed regularly and may be canceled by the department supervisor if needs change.
7. The department supervisor is responsible for proper flextime scheduling and for ensuring that adequate supervision is provided for all staff members during work hours.
Attendance Guidelines
1. Employees are required to report for work punctually as scheduled and work all scheduled hours and any required overtime. Employee absenteeism and tardiness increases the work load of fellow employees, interferes with the flow of business, and quality of service to customers. Additionally, employees may not bring a child or children to work in place of securing appropriate childcare.
2. Supervisor responsibilities regarding employee attendance:
  1. Supervisors must take active steps to encourage good attendance and to discourage absenteeism and tardiness.
  2. Absences must be reported on WebAdvisor or Vacation and Sick Leave Reports.
  3. Supervisors must evaluate employee attendance regularly and should counsel or discipline employees if problems are noted.
3. Employee responsibilities regarding attendance:
  1. When unable to report to work, an employee must notify supervisors as far in advance as possible, but no later than one hour after scheduled reporting time. Such notification should include a reason for the absence.
  2. Departments may shorten or lengthen the cut off time for employee notification based on needs. If the supervisor is unavailable, the employee should contact the next level supervisor.
  3. Employees should schedule medical and other personal appointments outside working hours if possible.
  4. Absences must be reported on WebAdvisor or Vacation and Sick Leave Reports.
4. Compensation during absences:
  1. Employee compensation during absences will be determined in accordance with the appropriate policy.
  2. Non-exempt employees will not be compensated for tardiness of one-quarter of an hour or more.
  3. Failure to notify the university properly of any absence may result in loss of pay and/or discipline up to and including termination.
5. Excessive absences and tardiness
  1. Unscheduled or excessive absences or tardiness may result in disciplinary action, up to and including termination.
  2. If an employee is absent due to illness for more than three consecutive workdays, a physician's statement may be required before the employee is permitted to return to work. In cases of repeated absences, an employee may be required to bring in physician’s statements for all absences. Refer to HR 331, Sick Leave with Pay for guidelines.
6. Voluntary resignation without notice: Employees who are absent for three consecutive days without giving proper notice will be considered as having resigned voluntarily. The university will note the resignation in personnel records and will advise the former employee of the action by mail (with certificate of mailing).

Questions regarding this policy may be directed to Human Resources.