TCU is required by the Federal Labor Standards Act (FLSA) to keep records of hours worked by all nonexempt staff. This record keeping also applies to any undergraduate or graduate students employed by the university.
Much of the required information for paying a staff member is entered in the Human Resources Information System at the time of hire using a Personnel Action Form (PAF) and a Personal Data Form (PDF). In addition, there are two ways to record time worked by nonexempt staff. The authorized forms for processing time worked are the Pay Sheet or the Time Sheet and the Pay Adjustment Form, all of which can be found on the Human Resources web site http://www.hr.tcu.edu.
- Pay Sheet - A nonexempt staff member or student is set up in the system using a PAF and PDF with an hourly rate of pay. When an hourly employee works, the department is responsible for turning in Pay Sheets to notify payroll of how many hours the employee worked during each pay period. The number of hours on the Pay Sheet is entered into the payroll system while payroll is processing and is used to generate accurate paychecks. The Pay Sheets are maintained with payroll records to comply with federal law. This process is typically used when a staff member or student works an erratic schedule that has the potential of changing from one week to the next or when a paycheck is not required every pay period.
- Time Sheet and Pay Adjustment Forms - There is a second option for paying nonexempt staff. This group has a regularly established work schedule and the number of hours they work each week is entered into the Human Resources Information System along with other information about their job using the PAF and PDF. This information automatically generates a paycheck for the same number of hours each time payroll is processed. This group is referred to as “exception hourly.” Routinely, Time Sheets identifying the hours worked for this group of employees are maintained in the department and not turned into payroll. The department can them report “exception” hours to payroll using a Pay Adjustment Form. That is, if the employee works more or less hours than the established record in the pay system, a Pay Adjustment Form is turned into payroll to stop or change payment of the regularly scheduled hours. This process is used when a staff member or student works a uniform number of hours every week and the schedule is not likely to change throughout the year.
Things to remember about record keeping in order to comply with the federal and state regulations -
- Pay Sheets must be submitted to payroll according to established deadlines to pay nonexempt hourly staff and students accurately for hours worked.
- Texas Pay Day Law requires TCU to pay staff within six working days or the next regularly scheduled payroll.
- The staff member’s department is responsible for keeping records of all dates and hours worked by nonexempt exception hourly employees using Time Sheets. The Pay Adjustment Form must be processed to stop or adjust the pay if a staff member’s schedule deviates from the regularly scheduled number of work hours.
- The FLSA requires Time Sheets to be an accurate reflection of the actual number of hours worked.
- Departments are responsible for maintaining records of dates and hours worked by nonexempt exception hourly employees and these records are subject to audits.
- Time Sheets recording dates and hours worked by the employee must be kept for three years.