IMPORTANT CHANGE IN BI-WEEKLY
AND MONTHLY PAYROLL DEADLINE:
FRIDAY, DECEMBER 15, 2023
Due to parallel testing of IRIS data in the DASH system, there has been a change to the payroll deadline for both the bi-weekly pay period ending 12/17/2023
and the December monthly payroll. Please note that bi-weekly and monthly payroll must be
entered and fully approved no later than 5:00pm on Friday, December 15, 2023. There are no exceptions to the updated deadline.
Payroll approvers will need to 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, 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, 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, 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)
HR0320 – Administrative Closings
HR0338 – Family and Medical Leave
HR0340 – Funeral and Bereavement Leave
Please contact Jina Johnson at [log in to unmask]
or 423-425-4014 with any questions.
Jina Johnson
UTC Human Resources
Total Compensation & Payroll Specialist
615 McCallie Avenue
Chattanooga, TN 37403
423-425-4014