Recording Time and Leave

Version: 0001
Renewal Date: 7/1/2026

Objective #

Accurate recording of hours worked, and annual or other leave, is essential to ensure the accuracy of employee paychecks, the accuracy of the University of Tennessee Foundation, Inc. (UTFI) records, and the ability to audit for compliance with UTFI policies. Each employee will record time and leave as warranted by pay cycle (monthly and bi-weekly).

Policy #

General Policy #

1. Monthly Paid Employees: Each employee will record leave (annual, sick, etc.) through the appropriate HRIS steps. Leave should be certified by employees on the first day of each month. The immediate supervisor should verify leave hours recorded and certified for accuracy and approve in HRIS.
2. Bi-Weekly Paid Employees: Each employee will record working hours and leave requests (annual, sick, etc.) through the appropriate HRIS steps no later than the deadlines set by the University Payroll Office. The immediate supervisor should verify the hours recorded for accuracy and approve or deny as appropriate by the deadlines set by the University Payroll Office.
3. Temporary and Student Employees: Each temporary or student employee will complete the Biweekly Time Report or Monthly Time Report (depending on whether the employee is paid bi-weekly or monthly) no later than the deadlines set by the University Payroll Office. The immediate supervisory should verify the hours recorded for accuracy and approve before forwarding to UTFI ([email protected]) for processing.

Overtime #

UTFI will pay time and a half to non-exempt employees who exceed 40 hours of work time in a workweek. Holidays and administrative closings are included in hours worked; all other leave is excluded from overtime calculations. Overtime payments do not commence until the employee exceeds 40 hours in a workweek. Employees who anticipate the need for overtime to complete the week’s work must notify their supervisors in advance and obtain approval prior to working hours that extend beyond their normal schedule. Approval is required for hours that exceed 40 hours in a workweek. Supervisors who continually rely on the use of overtime hours to complete a week’s work without it being deemed as extenuating circumstances by management and employees who fail to obtain approval prior to working hours that extend beyond their normal 40 hour workweek may be subject to disciplinary action.

Falsification #

Falsification of time reports is grounds for immediate discharge.

Scope and Application #

This policy applies to all UTFI employees, including full-time staff, part-time staff, student workers, student interns and temporary staff for the organization.

Policy Implementation #

Implementation of the Recording Time and Leave policy will be the responsibility of all UTFI employees in consultation with UTFI Office of Talent Management leadership.

Penalties/Disciplinary Action for Non-Compliance #

Violations of the policy and any subsections herein may be cause for disciplinary action up to and including termination of employment.

Policy Administration #

The table below identifies the responsible senior official, contact information and administrative responsibilities of policy matters.

Subject Matter	Office Name/Position Title	Email/Web Address
Authority	UTFI Senior Official of Talent Management	[email protected]
Point of Contact	UTFI Executive Director of Talent Management	[email protected]
Policy Location	Public Listing
Policy Review Schedule	Annual Review

History of Revision #

Related Policies/Guidance Documents #

Procedures/Forms:

Biweekly Time Report
Monthly Time Report