Timekeeping, Hours & Payroll
Non-Exempt: Employees will accurately record the time they begin and end their work, as well as, the beginning and ending time of each meal period. They should also record any beginning and ending time of split shifts or departures from work for personal reasons. The weekly total hours worked will be rounded up or down to the nearest quarter hour. Timesheets can be found on the Forms Page on SWOSU’s HR webpage. It is not necessary to record time off for rest periods. (See Attendance and Punctuality)
If an employee works for more than one department, they cannot be clocked in more than one department at a time.
Exempt: Employees are paid not for hours worked but rather for the work that they performed. Exempt employees complete a leave of absence report for time missed each month The Leave of Absence Report can be found on the Forms Page on SWOSU’s HR webpage.
SWOSU uses a once per month Pay Schedule. In the event the regularly scheduled pay date does not fall on a workday (i.e., weekend or holiday), the pay date shall be the last workday prior to the regularly scheduled pay date.
Direct Deposit: SWOSU offers an Automatic Clearing House (ACH) service that provides for direct deposit to an employee's account. Employees are paid through direct deposit, with the exception of part-time workers.
Pay Discrepancies: In the event there is a perceived error in the amount of pay, individuals should contact HR.
SWOSU expects employees to arrive on time at their work location, fully prepared for the duration of their work period. However, SWOSU recognizes that there are times when absences and tardiness cannot be avoided. In such cases, employees are expected to notify their immediate supervisor as early as possible of their absence or delay. Unreported absences of three consecutive workdays may be considered a voluntary resignation of employment with SWOSU. Excessive absences may be grounds for disciplinary action up to and including termination.
Work week: The workweek begins at 12:00 a.m. on Saturday and ends at 11:59 p.m. the following Friday.
Breaks: For the benefit of the employee, SWOSU provides paid rest periods of up to 15 minutes per four-hour period. Rest periods are subject to revocation or modification by supervisors. Rest periods are to be taken in the middle of the work period and are not intended to modify lunch time or the beginning or ending of work shifts. Lunch breaks, if taken, are to be a minimum of 30 minutes. Employees are expected to stay on campus during paid break times. Individuals needing to leave campus for personal errands, should clock out during such times.
Lactation Breaks: SWOSU is supportive of breastfeeding and ensures a cooperative work environment for nursing mothers. In an effort to promote work-life balance, SWOSU provides reasonable time and private accommodations for mothers wishing to express milk or nurse during work hours. Accommodations may be provided upon request. Additionally, a lactation room is available in the SWOSU Nurses office on the Weatherford Campus for employees and visitors.
Flex Time: SWOSU recognizes the benefit of, where feasible, providing employees with a degree of flexibility in their work schedules. Therefore, supervisors are able to assign the work shifts for their employees. This practice is allowed only when an adjustment of the normal workday does not adversely impact the services provided. Flex hours that would impact total hours worked each week will need approval from HR.
Volunteering on Campus: Non-exempt employees may not volunteer their time for on-campus activities that are substantially similar to their SWOSU job. Individuals who wish to volunteer their time for non-similar job duties or functions must obtain prior approval from HR.
Overtime: When operating requirements or other needs are not met during regular working hours, non-exempt employees may be scheduled to work overtime hours. Employees working overtime are to receive the supervisor's prior consent. By signing the timesheet, supervisors authorize overtime earned. Overtime assignments will be distributed as equitably as is practical to employees within a work unit.
Time off on Sick Leave, Annual Leave, holidays, as well as additional leave types will not be considered hours worked for the purpose of calculating time at the one and one-half rate.
As a condition of employment, employees may be required to work occasional or periodic overtime hours as determined by SWOSU.
Compensatory Time: Compensatory time (frequently referred to as comp time) is accumulated by non-exempt employees who work in excess of their normal work schedule with such time not being paid out to the employee at that time. For hours worked in excess of 40 hours in a given workweek, non-exempt employees accrue compensatory time at the rate of one and one-half times. The maximum compensatory time which may be accrued by an employee is 80 hours for a 40-hour work week (the maximum is prorated for individuals scheduled to work less than 40 hours). Employees automatically receive compensation for any hours earned above this cap. Note: The decision to pay comp time or to accumulate time is the decision of the employee's budget unit head.
Employees transferring from one department to another are required to use accumulated compensatory time prior to transferring or be paid by the department in which the time was earned.
Upon leaving the employment of SWOSU, employees who have compensatory time shall receive compensation for any unused, accrued compensatory time.
Call Back: An employee called back to work outside of their normal work shift shall be paid for a minimum of two hours’ time. The two-hour minimum does not apply if the work performed is for the convenience of the employee.
SWOSU maintains the practice to reimburse employees for authorized and reasonable out-of-pocket expenses incurred on SWOSU business or in justifiable pursuit of SWOSU's objectives. Reimbursement is based on actual expenses incurred, subject to the limitations established by SWOSU's Travel Policy, the State Travel Reimbursement Act, and university budget. For additional information pertaining to business expenses, employees should contact their supervisor or the Business Services Office.