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Basic Time Worked Rules for USPS, TEAMS, and Students

Acquisitions and Licensing Department
Cataloging and Metadata Department
Office Hours:
6:00am-6:00pm Monday-Friday

Closed Saturday and Sunday*


*With supervisory approval, exempt staff may work Saturday hours between 8am-5pm. A supervisor is not required to be present.  Non-exempt staff are not eligible to work on Saturdays between 8am-5pm unless a supervisor agrees to be present to certify the hours worked.

Relevant UF policies:

Time Reporting

USPS and TEAMS Time Worked Rules

Breaks
Employees are encouraged to take one work break during the first half of a work day and one work break during the second half of a work day away from their workstations. Work breaks are limited to 15 minutes.

Unused work breaks may not be accumulated. Work break time is not authorized to cover the late arrival or early departure of an employee. Work breaks cannot be used in lieu of a lunch period.

Work breaks shall be provided unless an emergency or other situation such as a heavy workload or time demand arises that prevents giving such a break.

Lunch
Employees are encouraged to leave their work station during their regularly scheduled lunch periods.

When the employee is scheduled to work five or more consecutive hours in a single work day, the regular work schedule must include a lunch break. The lunch break should be for no less than 30 minutes.

Working before or after scheduled hours
No employee shall be permitted to begin work before the established department starting time nor to work beyond the established department quitting time unless specifically authorized by the supervisor.

Working at home
USPS and non-exempt TEAMS employees may not take work home from the workstations to be completed after hours unless allowed under the university’s alternate work location policy.


Falsification of time worked
An employee who falsifies PeopleSoft time records shall be subject to dismissal except when an arrangement has been made with the supervisor to accept the PeopleSoft M-F 8 hours/day default to avoid exception reports.

Regular schedule
Every staff member should have a regular schedule within the department's official hours. This schedule should be set by the staff member and the immediate supervisor to meet the needs of the department.

Reporting absences
When illness or an emergency prevents a staff member from working their set schedule, the employee should talk with their immediate supervisor to notify them they are unable to work their regular schedule. If the immediate supervisor is unavailable, report to the next highest supervisor. Absences other than those due to illness or emergencies should be arranged with the immediate supervisor in advance.

Length of Work Day (Maximum/minimum amount of time)
The regular schedule should not exceed 10 hours worked in a single day. Hours recorded in PeopleSoft should be within the department's regular hours.


Student Assistant Time Worked Rules


Breaks
Students are allowed one work break within each 4 hour block of time worked. Work breaks are limited to 15 minutes. Unused work breaks may not be accumulated. Work break time is not authorized to cover a student's late arrival or departure.

Lunch
All student assistants are permitted a 30-minute lunch break when working five or more consecutive hours. This lunch break must be taken away from the student's work area and not in conjunction with the 15-minute break. The student must record the lunch break in PeopleSoft when it is taken. Scheduled lunches should be taken between 11:30 a.m. and 1:30 p.m. However, the student and supervisor may discuss alternatives in keeping with the smooth operation of the work area.

Working during scheduled class hours
A student assistant may not work during scheduled class hours unless s/he has presented to the supervisor, prior to working, documentation that the class has not met. Although all student assistants have been informed of this rule, the responsibility for enforcing the rule rests with the student's immediate supervisor. Failure to comply will result in reprimand of the supervisor; repeated infractions may result in dismissal.

Regular schedule
Every student should have a regular schedule within the department's official hours. This schedule should be set by the student assistant and the immediate supervisor to meet the needs of the department.

Reporting absences
When illness or an emergency prevents a student from working their set schedule, the student assistant should talk with their immediate supervisor to notify them they are unable to work their regular schedule. If the immediate supervisor is unavailable, speak with the next highest supervisor to report. Absences other than those due to illness or emergencies should be arranged with the immediate supervisor in advance.

Working before or after scheduled hours
Any variation to the student's set schedule should be approved in advance by the supervisor.

Length of Work Day (Maximum/minimum amount of time)
The regular schedule should not exceed 10 hours worked in a single day nor be less that 2 hours. Hours recorded in PeopleSoft should be within the Department's regular hours.

Working at home
No student shall be permitted to take work from the work station to be completed after hours at home.


Work Week (USPS, TEAMS, AND OPS)
The work week ends at midnight on Thursday.


Recording Time in PeopleSoft
Employees should be instructed to record work hours in PeopleSoft each day. Failure to record time in PeopleSoft in a timely manner may result in a delay in receiving a paycheck.

Primary responsibility for insuring that information recorded in PeopleSoft is accurate rests with the employee. Supervisors will confirm hours worked and approve time.

Projecting Hours
Because time is recorded in PeopleSoft prior to the end of the work week, hours must be projected for Wednesday and Thursday and possibly part of Tuesday. Employees should avoid projecting hours for more than Wednesday, Thursday and part of Tuesday. Exception: occasionally a holiday necessitates Payroll establishing an early payroll deadline. Supervisors should consider it a top priority to approve work hours by Thursday.

Work hours projected for student assistants must not coincide with scheduled class hours unless documentation that the class will not be held has been provided. The student should consult with their supervisor before projecting time outside their regular schedule.

Prepared by: Betsy Simpson and Michele Crump

Created: October 2004

Revised: December 2006

 

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