FILE: F-9.20a
REPORTING TO WORK SIGN IN AND SIGN-OUT PROCEDURES
In keeping with the established policies for Employee Attendance, Leave, and Compensation Guidelines/Overtime, the City of Baker School Board, for purposes of accurate and timely wage and salary determinations, and in an attempt to ensure consistency and fairness in the application and interpretation of federal regulations established in the Fair Labor Standards Act (FLSA), sets forth the following sign-in and sign-out guidelines.
REPORTING TO WORK SIGN-IN PROCEDURES
It shall be the daily responsibility for each City of Baker School Board employee to sign-in each morning upon arrival at an approved work site. In the event that an employee is absent as a result of illness, the employee shall call in to his/her “home base” work site, prior to the commencement of the work day to notify the administrative staff at the site of the employee’s absence. Call-in shall be required on a daily basis for each day of illness before the start of the work day unless the employee has been placed on an already approved extended leave and his/her return to work is uncertain.
Employees who sign in late for work shall be considered tardy. Up to ten (10) minutes tardy, the employee will be charged either personal or annual leave, whichever is applicable based on the employee’s status. Beyond ten (10) minutes tardy will require notification with reason to the site administrator. Habitual tardiness shall result in the imposition of discipline up to and including termination.
For employees working at a particular school or administrative site, the “home base” shall be the school or work-site and the employees may only sign-in at the home base school or work-site to commence the work day. Exception to this requirement is when the employee is required by his/her Immediate Supervisor to attend meetings, in-servicing, or other School Board-related activities at the beginning of the work day and in lieu of reporting to the home base site the employee shall be permitted to sign in at that alternative site. Throughout the day, in the event that an administrative staff member, management staff member, or itinerant staff member must travel to a School Board site, the administrator shall sign-in upon arrival at a School Board site and shall sign-out upon leaving the site.
If any employee has any payroll discrepancy, he or she must notify the Payroll Department, and Human Resources Department, by email, of the discrepancy no later than 10:00 a.m. on the day of a pay day in order for a manual check to be made on that day. Any notifications after the 10:00 a.m. timeline will result in the discrepancy being corrected on the next pay date of the next pay period.
RECORDING DAILY ATTENDANCE
It is the responsibility of the City of Baker School Board to accurately record, track and monitor the attendance and work hours of all employees. The School Board will use a computerized attendance system as the official attendance system for select Non-Exempt Employees. This requirement does not preclude the temporary use of standard signing in and signing out procedures in the event of extenuating circumstances or electronic malfunction.
Upon arrival, every employee shall record his/her arrival time using the School Board’s attendance system.
At the end of the scheduled work day, every employee shall record his/her departure time by using the School Board’s attendance system. Overtime for select Non-Exempt Personnel shall only be pre-approved by the Superintendent and/or his/her Designee(s). Employees cannot depart late and claim overtime unless pre-approved by the Superintendent and/or by his/her Designee(s). If overtime is approved, the support employee shall record their time when he/she finishes the assigned job. Overtime shall be paid based solely on the employee’s recorded departure time from the School Board’s attendance system for the minimum hours required by the contract.
From time to time, employees may have to leave work early for personal reasons. This is allowed as long as it is pre-approved by his/her Immediate Supervisor. Employees must sign out or log out any time they leave the work site for personal reasons. If the employee returns that day, he/she must sign or log back.
MONITORING DAILY ATTENDANCE/REPORTING
It is the Immediate Supervisor’s responsibility to ensure that employees are signing in/logging in and out correctly and for the accuracy of attendance data. When employees are absent, codes are used to track the absences.
Employees can charge their own absences for sick leave.
If an employee would like to charge an absence other than sick leave, the employee must notify his/her Immediate Supervisor.
The Immediate Supervisor and/or his/her Designee Timekeeper shall run attendance reports and correct all attendance errors.
Because employees, on a requested basis, can obtain written notice of all absences charged against him or her, it is the employee’s responsibility to make sure that he/she keeps up with what has been reported and charged.
If an employee disputes an absence, he/she must dispute, in writing, that absence through the Immediate Supervisor and/or his/her Designee Time Keeper. All employee requests for corrections must be submitted by the 5th of the month for the prior month to the Immediate Supervisor and/or his/her Designee Time Keeper. The Immediate Supervisor and/or his/her Designee Time Keeper shall make any corrections that are supported by the necessary documentation by the 13th of the month. Attendance for the prior month becomes final on the 19th of each month.
Employees may appeal absences with a written request to the Superintendent. The written request must provide appropriate documentation as determined by the Superintendent. This written appeal must be received by the Superintendent before January 31 for July through December absences and July 31 for January through June absences.
It is the responsibility of the Immediate Supervisor to monitor these attendance policies, to ensure that all employees under his/her direction are following these policies, and report to the Superintendent any employee who fails to follow these policies.
TIME CLOCK POLICY
Based upon the Fair Labor Standards Act (FSLA), overtime eligible Non-Exempt employees may include office employees who perform non-manual labor, such as: secretaries, clerks, paraprofessionals, nurses, data processing operators and technicians, cafeteria managers and staff, bus operators, bus attendants, maintenance staff, and accounting & payroll staff. Overtime eligible Non-Exempt employees are also those who perform work involving repetitive manual operations, such as maintenance employees, food service employees, janitors, custodians, and security personnel.
However, in the City of Baker School System, the non-exempt employees who are required to utilize time clocks are maintenance employees, food service managers & staff, janitors, custodians, security personnel, secretaries, clerks, accounting staff, and payroll staff. These employees are required to clock in and to clock out for payroll purposes and/or for attendance purposes. This requirement does not preclude the temporary use of standard signing in and signing out procedures in the event of extenuating circumstances or electronic malfunction.
Employees should clock in no sooner than ten (10) minutes before or after the scheduled shift and clock out no later than ten (10) minutes before or after the scheduled shift. If an employee misses the window for clocking into the timekeeping system, he or she should notify the Immediate Supervisor as soon as possible. The Immediate Supervisor or his/her designee will manually enter the employee’s work hours.
Employees are strictly prohibited from any dishonesty involving the utilization of the time clocks; consequently, any employee who commits any form of dishonesty involving the utilization of time clocks will be subject to disciplinary actions up to and including termination.
New policy: March 3, 2020
Ref: Board minutes, 3-3-20
City of Baker School Board