Leave, Time Sheets, Overtime Policies

College of Agriculture and Alabama Agricultural Experiment Station

The College of Agriculture and Alabama Agricultural Experiment Station follow time sheets and leave policies as outlined in the Administrative Professional and the University Staff Handbooks.

Several items which most often cause confusion are outlined below:

Leave

All leave must be requested and approved by the supervisor using the HR-8 form, which is available at the following link: www.auburn.edu/administration/human_resources/forms/hr8.pdf
Annual leave must be pre-approved by the supervisor. Supervisors are not required to approve annual leave if it will interfere or impact with the daily operation of the unit during the requested time. Leave slips must have the original signatures of the employee and the supervisor. Stamped signatures are not permissible.
Annual or sick leave may not be used until it has been accrued. Accrual of annual and sick leave takes place at the end of the payroll period. Annual or sick leave forms are not to be turned in after the fact to take advantage of an accrual. If there are insufficient hours to support the requested leave, leave without pay will be processed by the departmental timekeeper. To avoid this, supervisors must ensure that requested leave is available at the time of approval.
Sick leave slips are to be completed on the work day the employee returns to work.

Time Sheets

Time sheets are to be filled out and signed by the employee, supervisor and Department Head/Chair or unit Director (stamped signatures are not considered valid); approved leave slips are to be attached to the time sheet to ensure proper payment and recording of leave. Time sheets are located at: www.auburn.edu/administration/human_resources/forms/timesht.pdf. Alteration and falsification of time sheets is prohibited and will result in disciplinary action up to and including termination.

Overtime

Overtime is paid (either in pay or compensatory time) for hours worked in excess of 40 hours within the seven-day pay period.
Overtime for non-exempt employees must be pre-approved by the supervisor and the Department Head/Chair or unit Director, as appropriate. Overtime work is to benefit the department/unit for completion of a task; it is not meant to be a benefit to the employee.
Prudent use of overtime is in many cases an economical alternative to additional staffing to cover unexpected work, seasonal peaks, or repetitive work of short duration; however, alternatives such as rescheduling the work week/shift, using temporary or part-time employees, or rescheduling work should be considered.
Overtime for non-exempt employees will be paid as compensatory time except in specific situations where overtime pay will be provided. Form of compensation will be determined by the supervisor and the Department Head/Chair or unit Director prior to the overtime work being performed. When compensatory time is earned, during the payroll time entry process for the pay period, CTE (Compensatory Time Earned) will be entered. If compensatory time is used, during the payroll time entry process for the pay period, CTT (Compensatory Time Taken) will be entered. Compensatory time accrues at the same rate as overtime.

Failure to follow these policies as outlined in this document and the respective employee handbooks can result in disciplinary action.

Date: May 30, 2003
Revised: 8/1/2006