AHSC Guidelines and Standards for

Time and Attendance

The purpose of this document is to establish the minimum guidelines and standard practices which the Arizona Health Sciences Administration, College of Medicine, College of Nursing, College of Pharmacy, College of Public Health and School of Health Professions will use to comply with Fair Labor Standards Act (FLSA) and University policies for maintaining time and attendance records.

Each department may choose the record keeping option which best fits their business practices from the list below.

1. Employee Time Record (ETR)
2. Bi-weekly time record (BETR)
3. Departmental time record (Based on published  guidelines for Alternative Time Records)
4. Web Based Time and Attendance (Pharmacy System)

Employees at the University of Arizona fall into two categories under FLSA, exempt and non-exempt. All faculty and appointed personnel positions are exempt. All student positions are non-exempt. Classified Staff can be exempt or non-exempt. The alphabetical pay rate listing identifies whether a position is exempt or non-exempt; in addition, each job description includes the FLSA status.

Non-Exempt Employees

1. Non-exempt employees must follow record keeping requirements and overtime requirement under the FLSA.

• Actual time worked is recorded on the selected departmental record keeping option.
• Hours are reported as regular work hours up to 40 hours in a workweek via a regular schedule (8 hours a day, five days a week) or via a flexible schedule with approval of the schedule from the employee’s supervisor.
• Any hours worked over 40 in one week must be recorded and paid as either overtime or compensatory time earned.
• Overtime/compensatory time earned requires approval by the supervisor prior to working the additional hours. The University allows up to 120 hours of compensatory time accrued. Each department can determine an allowable compensatory time accrual that is appropriate for their business interests at any amount lower than 120 hours.
• Employment of individuals under the age of 18 has additional requirements. Please consult with AHSC Human Resources to assure compliance under FLSA.

1. All leave time is recorded based on the type of leave requested and approved by the employee’s supervisor. Departments may establish an internal method to require an employee to request leave in advance of the dates of the leave for vacation, sick, bereavement, jury, and military time.
2. If a non-exempt employee has to work on a University holiday (with prior approval from their supervisor), the employee must take the holiday time within the two-week pay period in which the holiday falls.

1. Must follow record keeping requirements of FLSA.  The employee need not record presence at work, but must record all used leave time.   (This is called "exception reporting.")  Please refer to the document: "Changes to Attendance Timekeeping Practices effective Fall 2000"
2. All leave time is recorded based on the type of leave requested and approved by the employee’s supervisor. Departments may establish an internal method to require an employee to request leave in advance of the dates of the leave for vacation, sick, funeral, jury, and military time.
3. If an exempt employee has to work on a University holiday (with prior approval from their supervisor), the employee must report the holiday time on the date of the holiday and make arrangements with their supervisor to take the applicable holiday time off within the same two-week pay period in which the holiday falls.