For a hardcopy pdf of this document, contact the Office of Compliance (2-8246).
Policy Title: Attendance, Time Reporting, and Leave Accrual Records
Policy Number: 200-01
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Responsible Officer: |
Associate Vice Chancellor of Business & Financial Services and Controller |
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Responsible Office: |
Business and Financial Services – Payroll Office |
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Origination Date: |
10/01/1998 |
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Date of Revision: |
07/05/2017 |
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Date of Last Review: |
08/13/2021 |
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Scope: |
Guidance Concerning Employee Pay |
I. Introduction
UC Riverside follows the following UCOP policies related to attendance, time reporting, and leave accrual records:
A. Refer to UCOP policy P-196-13 for Payroll: Attendance, Time Reporting, and Leave Accrual Records
B. Refer to UCOP policy PPSM-2.210 on Absence from Work for directions related to the accrual, use and recording of all paid and unpaid leave available to eligible Professional and Support Staff (PSS), Managers and Senior Professionals (MSP), and Senior Management Group (SMG) members. For represented employees, consult the appropriate bargaining unit contract.
C. Departmental Attendance Records to Substantiate Payroll Payments Refer to P196-13; Section II.
II. Payroll Certifications
In lieu of the effort reporting mentioned in Section III - P-196-13, UC Riverside certifies salaries charged to federal funds via the local Payroll Certification process.
See Local P&P 200-40 for additional information.
III. Time and Absence Reporting and Recording
Time reporting for pay purposes must follow University policy. Time reported for pay purposes may include but is not limited to the following categories: regular hours worked, paid holidays, earned vacation, or sick leave taken. An employee may also be eligible to receive compensation that is not directly related to effort. Examples of such compensation include but are not limited to specialty pay, holiday premium pay, and incentive awards.
· Time worked and absences are reported after-the-fact.
· Timesheets are maintained on a formal and current basis.
· If reporting deadlines require an employee to estimate time worked to the end of the reporting period, adequate control must be maintained to ensure that appropriate adjustments are made for differences between estimated and actual time worked.
A. Exception Time Reporting – All exempt employees other than academic employees (09/09) are not required to report hours worked; however, they’re required to report time for absences. Time must be reported in whole day increments. Academic employees (e.g., Tutors and Readers) paid on hourly rates must report hours worked.
B. Positive Time Reporting – All nonexempt employees must report hours worked and absences from work. Time must be reported to the nearest quarter hour.
C. Time & Attendance Reporting System (TARS) is the official UCR campus automated system to collect, record, and track time and attendance. Other automated time and attendance systems (e.g., Kronos) may be allowed as long as time is collected from those systems and passed through TARS for the calculation of overtime, shift differentials, on-call, and call back times. The TARS website provides information and guidelines regarding Timesheet roles and other user information.