[Text Description automatically generated] Greetings Campus Colleagues, Our office will soon process bi-weekly payroll. As a reminder, payroll needs to be entered and approved no later than 12 noon on Tuesday, July 18, 2023. Payroll approvers will need to go in and approve bi-weekly time after it has been released. The best way to approve is to access approval through ZCAP. Time Keeping Record Requirements Pursuant to UT policy FI0930- Payroll<https://policy.tennessee.edu/policy/fi0930-payroll/>, with the exception of nine-month faculty, employees are required to promptly report hours worked and/or leave used. This information must be recorded on formal leave reports -timesheets, timecards, time records in the Kronos timekeeping system or another appropriate form. If a time card machine is used, it must be placed in a location where it can be monitored for abuse. The following information must be recorded: * Non-exempt employees: Non-exempt employees must not complete the timesheet based on their planned work schedule. They should record the actual time worked and actual time absent. As detailed in UT policy FI0120 - Records Management<https://policy.tennessee.edu/policy/fi0120-records-management/>, all bi-weekly time records (hard copy or electronic) should be maintained within the department for 3 years. Time Keeping Record Approvals The employee must sign and date their attendance record at the end of each pay period. The departmental approver must also approve and date this record at the end of each pay period. Electronic approvals are permissible. This approver should have knowledge of the actual time worked and absences taken by the employee. If a change is made to the attendance record after it has been approved, the employee and approver must initial the change or the form must be approved again. After approval, the attendance record should be routed to the "timekeeper" for entry into IRIS and they should not be returned to the employee. Once IRIS time entries have been released by the timekeeper, the workflow system will create a notification to be sent to the approver letting him or her know that there are time entries requiring approval. All time approval requests can be reviewed and executed within the IRIS inbox of approvers. Overtime Compensation Pursuant to UT policy HR0445 - Overtime Compensation,<https://policy.tennessee.edu/policy/hr0445-overtime-compensation/> any work by a non-exempt student or staff employee that exceeds 40 hours in a work week is considered "overtime." The university's workweek begins at 12:00 a.m. Monday and concludes at 11:59 p.m. Sunday. Supervisors may require employees to work overtime. An employee who wishes to work overtime voluntarily must first receive approval from an appropriate supervisor. No employee is authorized to work overtime without first receiving either instruction or approval from an appropriate supervisor. However, in rare instances in which prior approval of overtime is not feasible to meet service/operational needs, all overtime hours worked by an employee must be reported and recorded accordingly for the work week in which it occurred. When an eligible employee works overtime, the university will provide compensatory time in accordance with this policy, unless campus procedure or department practice provides for the payment of monetary compensation. Related UT Policies HR0305 - Annual Leave (Vacation)<https://policy.tennessee.edu/policy/hr0305-annual-leave-vacation/> HR0380 - Sick Leave<https://policy.tennessee.edu/policy/hr0380-sick-leave/> HR0320 - Administrative Closings<https://policy.tennessee.edu/policy/hr0320-administrative-closings/> HR0350 - Holidays<https://policy.tennessee.edu/policy/hr0350-holidays/> HR0355 - Leave of Absence<https://policy.tennessee.edu/policy/hr0355-leave-of-absence/> HR0399 - Organ Donation Leave<https://policy.tennessee.edu/policy/hr0399-laura-mcginnis-organ-donation-leave/> HR0370 - Military Leave<https://policy.tennessee.edu/policy/hr0370-military-leave/> HR0338 - Family and Medical Leave<https://policy.tennessee.edu/policy/hr0338-family-and-medical-leave/> HR0340 - Funeral and Bereavement Leave<https://policy.tennessee.edu/policy/hr0340-funeral-and-bereavement-leave/> HR0395 - Time Off To Vote<https://policy.tennessee.edu/policy/hr0395-time-off-to-vote/> Please contact Jina Johnson by email at [log in to unmask]<mailto:[log in to unmask]> or by calling 423-425-4014 with any questions you might have. Jina Johnson UTC Human Resources Total Compensation & Payroll Specialist 615 McCallie Avenue Chattanooga, TN 37403 423-425-4014