Non-Exempt Schedules and Working Hours

The working hours for support staff will be set by the Board of Education based on classification and responsibilities.

Time Clock Guidelines for Non-Exempt Employees

The Sedalia School District #200 uses an electronic time tracking system called TimeClock Plus. The electronic time tracking system will enable you to accurately keep track of your time. In order for this system to work to its fullest potential, the District requires all non-exempt employees to follow the guidelines outlined below.

In order to ensure consistency of treatment of non-exempt employees, the date recorded in the TimeClock Plus system shall be considered as the “official” record of the workday. Any disputes over actual hours worked, or attendance will be resolved by referring to the TimeClock Plus records.

1.         EMPLOYEE TIME REPORTS

The Fair Labor Standards Act (FLSA) requires that employers keep certain records for employees. This includes detailed records on time and payments. An electronic timekeeping system is used to record all hours worked, and leave taken during the reporting period for non- exempt personnel.

The automated time reports must reflect all hours worked for the period (including personal/sick leave, holidays, etc.). Adjustments to hours and leave should be entered daily by the TimeClock Plus Manager to avoid errors and omissions that may occur if these adjustments are not entered within (2) business days prior to the work week being closed. Work weeks are closed every Wednesday.

2.         DAILY CLOCK IN/OUT REQUIREMENTS

It is a job requirement that all non-exempt employees must “clock in” in the morning and “clock out” at the end of the workday at their place of work. Under certain conditions (such as trainings at an off-site location, extracurricular events, etc.), the employee immediately following their return to campus must enter their time worked using the “Time Sheet Entry” option in TimeClock Plus.

Other requirements and guidelines include:

• Employees are expected to clock in/out at their scheduled times.
• If break-time is allowed, employees must remain on school property.
• Overtime is not authorized unless approved in advance (except for emergency situations) by the Superintendent/designee upon recommendation of the employee’s immediate Manager/Administrator. Overtime notes must be entered in TimeClock Plus.
• Employees are not permitted to trade lunch or break in order to depart early.
• Employees who begin work earlier or work later than their assigned hours must receive prior authorization from their immediate Manager/Administrator.
• In the event an immediate Manager/Administrator wishes to arrange mutually agreed exchange of a workday, i.e., a weekend, or work on a holiday period pay, such arrangement must be reported to the Assistant Superintendent/designee stating:
  • Date(s) Involved
  • Reason
  • Exchange date(s)
• Clock in/out times will be rounded to the nearest quarter hour.
• It is prohibited to abuse or take advantage of the time clock rounding, e.g. clocking in at 8:07 am knowing the clock will round back to 8:00 am, or clocking out at 4:53 pm knowing the clock will round forward to 5:00 pm.
• Employees are to clock out and back in for lunch/personal time outs. Due to the nature of some positions, lunch may be automatically deducted.

3.         FALSIFCIATION, TAMPERING, AND UNAUTHORIZED VIEWING

Due to the severity of the infractions below, there will be immediate discipline enforced up to and including termination.

• Any attempt to tamper with timekeeping hardware, or software.
• Clocking in for an absent or late employee.
• Anyone interfering with other employees’ use of the TimeClock Plus system.
• Unauthorized viewing of another employee’s time in the TimeClock Plus system. The building Administrator and Assistant Superintendent of Human Resources will review the specific details of such an infraction (including but not limited to the above infractions) and develop an appropriate response.

4.         CLOCK PROBLEMS

If an employee is unable to clock in/out because of a time clock malfunction, it is the employee’s responsibility to immediately inform the TimeClock Plus Manager. In this situation, the Manager will “manually” clock the employee in/out. The Manager will notify the Payroll Department. If an employee forgets to clock in/out due to an accidental oversight, it is the employee’s responsibility to immediately enter a missed punch in TimeClock Plus, and enter notes as to why.

5.         UNREPORTED HOURS

Intentional or careless working off the clock is prohibited. Employees are required to clock in before performing any work. Employees are not permitted to clock out before actually stopping work. Forgetting to clock out is not a legitimate reason for working off the clock.  Employees that underreport or fail to report hours worked are subject to disciplinary action.

Once an employee has clocked in, s/he is responsible for starting work. Personal matters or simply not working while clocked in is considered “riding the clock” and could be grounds for disciplinary action.

6.         PROCESSING OF ELECTRONIC TIME REPORTS

The Payroll Department will close the work week each Wednesday to ensure that time adjustments and leave taken are properly recorded. Therefore, it is imperative that TimeClock Plus Manager(s) resolve all missed clock in/outs, leave used, holidays, etc. within two (2) business days of each work week.

Each TimeClock Plus Manger must review all time in TimeClock Plus, and ask the employee to approve their time. If the TimeClock Plus Manager is satisfied with the hours reported, s/he should approve the time electronically in TimeClock Plus within two (2) business days of each work week.

To ensure accuracy, TimeClock Plus Managers should provide non-exempt employees the opportunity to review their electronic time sheet before the payroll cutoff date.

Employees not following the time clock guidelines listed above will be disciplined as follows:

• First Infraction - the employee does not follow the time clock guidelines s/he will receive a verbal warning from their Administrator.
• Second Infraction – the employee does not follow the time clock guidelines s/he will receive a verbal and written warning from their Administrator.
• Third Infraction – the employee does not follow the time clock guidelines s/he will receive a verbal and written warning from their Administrator and the Assistant Superintendent.
• Fourth Infraction – the employee does not follow the time clock guidelines s/he may be terminated.

Emergency Closing Days

In the event the schools, or at times a school, are closed due to snow, inclement weather, or for any other emergency reason, designated employees will report to work as per the established District procedure.

Inclement Weather Pay

Delayed starts and early dismissals due to inclement weather for non-exempt employees will have a maximum of two (2) hours added to hours physically worked for that day, and not to exceed employees regularly scheduled hours per day to work.