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Administrative Manual - 206 Work Schedules and Pay

206.04 Time Reporting

  1. GENERAL
    1. Objectives

      The purpose of the JSA time reporting system is to accurately and in a timely manner report hours worked and to account for time off by category of leave. This is essential for monitoring actual performance against budgetary goals, ensuring that labor costs are properly reported to DOE, and guaranteeing that employees are paid correctly.

    2. Responsibilities

      Each employee is responsible for his or her own reporting, and each supervisor is responsible for reviewing the employee's compliance with reporting procedures.

    3. Time Sheet Completion Procedures

      Detailed time sheet completion procedures are contained in the JLab Time Collection Manual.

  2. SPECIFIC PROVISIONS
    1. Recording Hours Worked
      1. Full-time and scheduled part-time, half-time or more, exempt employees, are not required to record hours worked by day, only the total for the pay period.
      2. All nonexempt employees and any exempt employees who are paid on an hourly basis are required to record hours worked by day, as well as totals.
      3. Graduate Student Research Assistants (GSRAs) who are paid stipends in lieu of wages do not have to record any hours. They only have to write "GSRA" across the space in which work hours normally are recorded.
    2. Recording Absences
      1. Full-time exempt employees shall record absences on a daily basis, but in increments of no less than four hours.
      2. Part-time, half-time or more, scheduled exempt employees shall record absences on a daily basis, but in increments of no less than four hours, unless their work schedule is less than eight hours per day and they take the entire day off. In such a case, the employee would record the actual number of work hours missed.
      3. All nonexempt employees shall record absences on a daily basis and in increments of no less than one-half hour.
      4. Any employee whose nonstandard work schedule exceeds 8 hours per day and who takes the entire day off shall record the actual work hours missed for the day (not including any scheduled overtime).
      5. An employee who is eligible to accrue sick leave and vacation shall use only leave accrued through the previous pay period.
    3. Travel Time as Time Worked
      1. Exempt employees are paid their regular salaries while on business travel.
      2. Nonexempt employees shall be paid for enroute travel time while on official JSA/JLab work-related travel.
        1. Enroute travel time shall be calculated based on door-to-door travel from the point of departure to the destination point, and return. This time shall be counted as actual work hours on the employee's time sheet for the payroll period.
        2. After arrival at the destination, the employee shall report only the actual working hours.
        3. Nonexempt employees are not paid for travel time outside of normal work hours when travel is required for JSA-funded personal or career development activities, as opposed to work-related travel.
    4. Certifications and Verifications
      1. The employee's signature on the time sheet certifies the accuracy of the time reporting.
      2. The supervisor's signature on the time sheet verifies that he/she has:
        1. Checked all time entries and charge codes and found them to be correct;
        2. Ensured the time entries were made in accordance with JSA's various Human Resources policies which govern work hours, paid absences, etc.;
        3. Informed the employee of any discrepancies noted and any hours of absence which will not be paid; and
        4. Approved the time sheet as submitted as an accurate bill for services from the employee to JSA.
      3. Only the supervisor or someone officially acting on behalf of the supervisor, if the supervisor is also absent may sign a time sheet for an employee who is on leave or is otherwise absent.
      4. Any employee who for personal gain falsifies his/her time sheet shall be subject to corrective action, which may include separation from JSA employment.
    5. Time Sheet Due Dates

      Time sheets are due to the Finance Department (Payroll) by 2:00 p.m. on the next work day after the last work day of the pay period covered by the time sheet.


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