The customary work day at Tufts for full time employees usually starts at 9:00 A.M. and ends at 5:00 P.M. This includes a fifteen (15) minute break during the day for non-exempt staff, and one (1) hour for unpaid lunch. Specified work hours and work week may differ for certain employees depending on the needs of their department. Supervisors will inform employees of the hours they are expected to work. Exempt employees frequently work beyond the confines of a 35-hour workweek, depending on the needs of their position. Non-exempt personnel will be paid for overtime beyond their 35 standard hours; Salaried non-exempt personnel will be paid overtime after 40 hours worked. For payroll administration purposes the work week is considered to begin on Sunday at 12:01 A.M. and end Saturday at midnight.
Recording Hours Worked:
The University is required by state and federal law to keep accurate records of hours worked by non-exempt and salaried non-exempt employees. Departments are responsible for maintaining attendance records for both non-exempt staff types and time off records including sick, personal, and vacation time for all employees. Records for exempt staff vacation, sick, and personal time should also be maintained in the time off system but hours need not be recorded. (see Correcting Time Off article). Each week, an authorized department staff member will enter the hours worked for non-exempt and salaried non-exempt employees (staff, student workers, and temporary employees) into the University’s Time Entry System. Access to this system is obtained through completion of an application, approval of the supervisor and submission to Tufts Shared Services.
Time Entry Process
On-Line Time Entry through PeopleSoft:
Many staff and student employees are paid on a weekly pay cycle. For these employees, work hours must be reported before the employee will be paid. Each department has one or more employees who are responsible to enter and submit this information through the University’s On-Line Time Entry System.
The On-Line Time Entry system allows authorized department staff (PeopleSoft HRMS Account Application) to enter hours worked directly into the PeopleSoft Human Resources system. This system was designed to increase processing speed and give department’s adequate time to submit data while minimizing the opportunity for error. Tufts Shared Services provides the ePAF/Time Entry Manual/documentation and training to new users and is available to answer questions at any time.
A user enters a timekeeping location number to view the individuals paid in that timekeep. Users are able to change the earnings code and hours, and override the pay rate, dept ID, and project/grant. The user confirms that it is “ok to pay”, and moves to the next person. A “Roster of Employees” in the timekeeping location is available as a second tab. If an individual is missing from the roster, please contact TSS, who can correct the list of employees. When data entry is complete, a review of the Roster is a quick way to verify that employees are “ok to pay”. Once hours have been input and verified, the user submits the information to complete the process.
Tufts Support Services creates the Time Entry pages during the payroll production process. These pages are generally available by Thursday afternoon and departments must submit hours by the following Tuesday afternoon. Reminder email messages are sent at these points. Schedule changes, if needed, are announced in advance.
The Time Entry System also includes an “inquire” panel that provides a “Roster of Active Employees” in that timekeep location. All employees are included on this roster. This roster lists names and employee IDs and is available as a reference for Time Entry users.
To assist departments in meeting the legal requirements to track hours worked for their non-exempt and salaried non-exempt employees, TSS provides a timesheet form. Departments may choose to use this form or a form of their own design. These forms should be kept in the department for three years.
New Hire Timesheet:
Newly hired employees will not show up immediately in the Time Entry System. A New Hire Timesheet is available to be used for these new staff or student employees. The New Hire Timesheet should be sent to TSS so the employee can receive timely pay for hours worked.
Please Note: University departments are responsible for maintaining the records of employee work hours. These records must be kept for three years.
For more information regarding timekeeping policies for non-exempt or salaried non-exempt employees, please see the Employee Handbook. You can contact TSS with any questions.
Tufts Support Services Contact Information:
62R Talbot Ave
Medford, MA 02155