Time Clock Policy
To correctly record employee time, ensure accurate employee time accruals on paychecks, and minimize paperwork, PAL has installed an Automated Timekeeping System in all locations. Federal and state law requires PAL to keep a record of time worked in order to calculate employee pay and benefits. Time worked is all the time spent on the job performing assigned duties. Accurately recording time worked is the responsibility of every employee.
All employees (exempt and nonexempt) are requested to use the timekeeping system to record their hours worked. All new employees are asked to register prior to their start day by going to PAL Headquarters.
If a new employee is unable to make it to HQ, they must be registered at the clock assigned to their work location on their first date of employment by their supervisor.
Effective 12/31/2018 Full-Time employees making $58,500 or less will be eligible for overtime (after 80 hours worked) at a rate of time and one half based on the new NYSDOL Regulations. These employees will now be considered Non- Exempt employees. Employees who earn more than $58,500 are considered Exempt employees and are not eligible for overtime. Union employees should refer to their collective bargaining agreement for specific details regarding their time and attendance.
Exempt employees are required to clock in at the beginning of their workday only.
Non-Exempt Employees should clock in at the beginning of their workday and clock out at the end of their workday so that all hours worked can be accounted for. This should be done even if an employee arrives after their start time or leaves prior to their normal departure time. All staff are compensated for hours worked.
Based on DOL regulations, Part-Time employees working 6 or more hours per day must take a minimum of a 30-minute break. This break will be automatically built into the timekeeping system. There is no need to clock in and clock out for breaks.
Full-time employees do not have to clock in and out for their lunch hours.
Employees covered by a collective bargaining agreement should check with their supervisor about their requirements.
Each time clock has a department code assigned to the clock. Employees are required to clock in and out at the time clock located in their departments using their fingerprints. If there is a problem with the time clock, employees should notify their supervisor immediately.
Locations without a Time Clock will use a designated laptop to enable staff members to clock in and out via the ADP portal by using their ADP user ID.
If an employee does not record their time into the timekeeping system, the employee should notify their supervisor as soon as possible. The supervisor must notify the Payroll Department of any exceptions using the Time-Clock Exception Form, indicating the correct time the staff member came and/or left work. Employees who repeatedly miss time clock entries will be subject to disciplinary action.
If an employee is conducting PAL business at a location different from their regular work location, they may clock in and out at that location. If PAL business is conducted at a non-PAL location, the staff member must notify their supervisor prior to the date so that the supervisor is able to indicate the appropriate hours on the Time-Clock Exception Form.
Nonexempt employees are permitted to work overtime only with prior authorization from Senior Management.
Overtime includes clocking in early or later than their normal end time. Nonexempt employees who work overtime without prior authorization will not be paid for such time.
Employees who are on vacation, sick leave, personal leave, jury duty or other approved leaves are not required to punch the Time-Clock while on such approved leave; however, all documentation for the leave must be submitted to their immediate supervisor and the Human Resources Department in accordance with the PAL’s leave policies.
Any changes to an employee’s time must be requested by the employee’s supervisor on the Exception Form distributed by the Payroll Department. This form should be emailed to the Payroll Department with the appropriate changes.
If you are unsure who the Timekeeper Supervisor is at your worksite, please check with your immediate supervisor or contact the Payroll Department.
At locations with a laptop, clocking in or out for another employee will be considered a serious offense. All employee’s involved will be subject to disciplinary action, up to and including termination.
The Time clock machines are PAL property. It is the responsibility of all PAL employees to keep them in the best possible working condition and to ensure proper use of such property. If an employee is unable to punch in or out because of a time clock malfunction, accidental oversight, or other reason, it is the employee’s responsibility to inform their immediate Supervisor.
If there are any questions on this policy, please contact the Payroll or Human Resources Departments.