Work Schedules, Attendance and Punctuality

Objective #

The purpose of this policy is to provide a standard of attendance and punctuality for all University of Tennessee Foundation (UTFI) employees.  Because employees are vital to the mission of UTFI, reliable and consistent attendance is a condition of employment. 

Policy #

General Policy 

Normal UTFI office hours are 8:00 a.m. to 5:00 p.m., Monday through Friday, local time (UTFI has offices in both the Eastern and Central zones).    Supervisors may set different office hours and work schedules and/or work locations as needed to accommodate the operational needs of each office provided that any such office hours, work schedules, and locations comply with state and federal law and are documented in writing using the Alternate Work Acknowledgement Form.  See TM0020 Alternate Work Arrangements Guidelines. 

In emergency situations, the Foundation president or CFO has authority to waive the requirement of a formal documented work schedule and authorize telecommuting for all or part of the staff at central, campus and institute locations. 

For purposes of the Fair Labor Standards Act, the work week begins at 12:01 a.m., local time, on Monday of each week. 

Attendance  #

An employee is absent when not at work or unavailable for the assigned work schedule regardless of the reason for the unavailability. 

Scheduled Absences 

Employees shall seek supervisor (or designee) approval of scheduled time off from work (e.g. vacation, doctor’s appointments, personal days, etc.), whether paid or unpaid, as far in advance of the anticipated time off as possible.  Scheduled absences are arranged at the mutual convenience of the office and the employee based on the operational needs of the office.  Scheduled absences must be requested in advance of time off by the employee via Employee Self Service (ESS) leave request form submission and approved in advance of the absence by the supervisor (or designee). 

Unscheduled Absences 

If an employee misses work due to an unscheduled absence (e.g. due to illness or a sick child), the employee must notify the supervisor (or designee).  Absence must be documented via leave request in ESS and approved by the supervisor within the current pay period of the employee’s return to work.  Excessive unscheduled absences may result in disciplinary action, up to and including discharge. 

Family and Medical Leave 

Refer to UT’s Policy HR0338, Family and Medical Leave, which applies to all UTFI leased employees. 

Abandonment 

An employee who has three consecutive days of unscheduled absences with no notice to the supervisor (or designee) shall be deemed to have abandoned his or her position and the supervisor can, at his or her discretion, terminate the employee effective the day following the last day of work. 

Punctuality  #

Employees are expected to report to the assigned work site during scheduled work hours. 

Employees who fail to report to the assigned work site at the scheduled time (including failing to return from any breaks or lunch periods on time) are deemed to be tardy and may be subject to discipline, up to and including discharge.  Employees may not extend a normal workday to make up for being tardy without supervisor approval. 

Documentation  #

Employees shall note all absences (scheduled or unscheduled), late arrivals, early departures and extended breaks in the workday via the appropriate method of ESS entry or on the appropriate time record. Refer to TM0012 Recording Time and Leave. Annual leave, sick or personal time away from work must be reported on the time record.  Falsification of time records is grounds for immediate discharge. 

Alternate work schedules/arrangements will be developed following TM0020 Alternate Work Arrangements, and in consultation with UTFI HR and documented on the Alternate Work Acknowledgement form.