Return to Previous Page

Guidelines for Designing an Alternative Employee Time Record

It is the intent of the University of Arizona to comply with all federal, state and local laws regarding employee time keeping requirements. In support of compliance with time keeping requirements, there are two official time keeping forms, the Employee Time Record (ETR) and the Bi-weekly Employee Time Record (BETR). Forms are available on line at http://uabis.arizona.edu/eforms/.

If neither of these forms fit the business needs of a department, the department may design an alternative employee time record for its particular business purposes, as long as the form properly records the information required. A department-specific time record must adhere to the following guidelines to assure compliance with all federal, state and local laws.

1. Beginning and Ending Dates of the covered pay period.
2. Department Name and Number.
3. Employee's full name, as used for Social Security record keeping purposes.
4. Employee’s Identification Number.
5. FOR NON-EXEMPT EMPLOYEES Hours worked each workday and total hours worked each work week.
6. FOR NON-EXEMPT EMPLOYEES Total weekly straight-time earnings due for hours worked during the work day or work week, exclusive of overtime compensation
7. FOR NON-EXEMPT EMPLOYEES Total weekly overtime hours, whether earned at straight time overtime or time and one-half overtime, and whether paid in cash or awarded as accrued compensatory time.
8. FOR ALL EMPLOYEES All used paid leave time, i.e., paid sick time, vacation leave, bereavement, etc.
9. FOR ALL EMPLOYEES All deductions for unpaid absences in any increments.
10. FOR ALL EMPLOYEES A signature line and date with the following statement (which is consistent on all time records): "I certify that this time sheet is a true record of time worked and/or leave time used."

The time record used by a work unit becomes the official time record for that work unit, and is subject to internal and external audit. All official Time Records must be retained in accordance with current financial record retention requirements.

For additional information on designing alternative time records, contact the Research and Analysis section of Human Resources. For additional information about using employee time records or payroll processes, visit the FSO-Payroll Operations web page at http://fso.arizona.edu/fso/payroll/.

Effective August 1, 2000 / updated May 6, 2005.