Palm Beach State College Board Procedure

Title: Timekeeping and Attendance Procedures

Policy Number: 6Hx-18-1.34P

Legal Authority: 112 Part III FA, 1001.64 FA, 119.071 FS

Date Adopted/Amended: Adopted 12/01/2025

General Statement

Palm Beach State College adheres to all federal and state rules and regulations governing reporting work hours and related matters. The College has developed policies and procedures to address reporting work periods and concerns regarding attendance. Although the College has established standards, individual departments may differ in their needs and may consult with the Payroll Department and Office of Human Resources for modifications, provided that the parameters comply with applicable laws and regulations.

Exempt and Non-Exempt Employee General Provisions

An essential component of job performance is regular and consistent attendance. Employees are responsible for their attendance, including adhering to their assigned work schedule, reporting to work promptly, returning from breaks, and other absences from the workplace. Employees who anticipate being late in reporting or returning to work must call their supervisor prior to the start of their scheduled shift, but no later than one hour after the scheduled start time. Except for emergencies, failure to properly notify the supervisor may result in an unexcused absence, unpaid time, and disciplinary action.

Prompt arrival at the scheduled work time is expected. Supervisors may allow for scheduling flexibility based on department needs. Excessive tardiness and/or absenteeism are subject to disciplinary action up to and including termination of employment as outlined in Board Policy 6Hx-18-5.44. Tardiness is considered unpaid time for non-exempt employees.

Rest Periods: Rest periods may be granted for a duration of 15 minutes. This time is counted as hours worked and is compensable time. Employees scheduled for seven (7) or more hours per day may be granted two 15-minute rest periods. Employees scheduled for less than seven hours per day may be granted one 15-minute rest period. Departments may have scheduled rest periods. Multiple rest periods may not be combined nor can rest periods be combined with meal periods. Rest periods cannot be taken at the beginning or the end of the scheduled shift to shorten the work period. Non-exempt employees do not clock in or out for rest periods.
Meal Periods: During meal periods, employees must be completely relieved of all job responsibilities and free to leave their work area. Meal periods can range from 30 to 60 minutes, depending on the department's scheduling needs. Meal periods cannot be taken at the beginning or the end of the scheduled shift to shorten the work period. Exceptions to meal periods must be approved by the supervisor.
Separation of Employment: Employees are required to be present on their last day of employment and perform their assigned duties. If the employee does not work on their last scheduled day, the last day of employment will revert to the last day on record that the employee worked. Leave time will not be accepted as the employee’s last day. Sick time may not be used to extend a resignation or separation date unless approved under family medical leave or extended medical leave procedures. Employees who separate from the College due to the inability to return from approved extended medical leave or family medical leave are excused from reporting on their last day.

Non-exempt Employee Provisions

Non-exempt employees and their supervisors are responsible for recording and reporting actual work time. An accurate record of work time is essential for the employee’s compensation. The Fair Labor Standards Act (FLSA) requires employers to maintain accurate records of nonexempt work hours to ensure that employees are properly compensated for the hours they work. Non-exempt employees are expected to clock in upon arrival at their workstation and begin working. They clock out when work is completed and before leaving their workstation. Employees clock in and work only when scheduled and authorized to do so by their supervisor.

Non-exempt Employee Meal Periods: Non-exempt employees scheduled to work more than five (5) hours are required to have a meal period. Meal periods may be 30 to 60 minutes in duration, based on the department's scheduling needs. Non-exempt employees must take meal breaks. They clock out upon departure from the designated workstation for their meal break and clock in upon return. Employees shall not clock in and out from locations that are not their designated workstations without authorization from their supervisor.
Overtime: It is a violation of FLSA law for a non-exempt employee to work off-the-clock or for any supervisor to explicitly or implicitly instruct any non-exempt employee to perform work off-the-clock or to adjust any non-exempt employee’s time records to deny them compensation for time worked. It is also a violation for non-exempt employees to voluntarily work off-the-clock for any reason, including meal breaks. Supervisors who are aware of off-the-clock work are responsible for ensuring non-exempt employees either clock in or stop performing work-related tasks. When occasional overtime may be necessary, supervisor approval is required. It should also be noted that employees must not work outside their approved work schedule without supervisor approval. Except in emergencies, employees may request temporary schedule changes at least 48 hours in advance for consideration by their supervisor.
Use of Mobile Devices to Record Working Hours: During scheduled working hours, non-exempt employees are required to clock in and out using the college network at their assigned workstation. Employees are not to clock in or out from a non-college network or a location from which their work is not authorized. It is understood that non-exempt employees would need to clock in and out from a non-college network in the following circumstances:
- If a non-exempt employee is based at an assigned PBSC offsite work location or a college-sponsored offsite event, they may clock in and out using a non-college network, including clocking in and out for meal breaks.
- When the college authorizes college-wide remote work, non-exempt employees are on a fully/hybrid remote schedule, or approved travel, they are required to clock in and out from their remote workstation, including clocking in and out for meal breaks.
Modifications of Time: Non-exempt employees must utilize the time clock to track their worked hours. At no time should an employee’s hours be entered manually into the system as a way of timekeeping. Modifications and corrections should only occur in unique situations due to an error. Modifications to the time system should only be made by the employee’s Timekeeper (except when the employee is the Timekeeper themselves) or their direct supervisor. All modifications must include a comment explaining the nature of the entry. It is expected that the Timekeeper or Manager will inform the employee when modifications are made. Actual time worked should never be removed from the time clock history.

Timekeeper Responsibilities

Timekeepers are not authorized to approve employee timesheets, including their own.
Timekeepers should ensure that detailed comments outlining the reason for manual corrections are accessed for every time block that is modified.
Timekeepers must attend a training session conducted by the Payroll Department. Additionally, they must sign a confidentiality agreement before starting their timekeeping responsibilities.

Manager Responsibilities

Managers of the supervisory organization oversee the time of each employee. Managers are responsible for reviewing and approving timesheets, including time off and unpaid time displayed on the timesheet. Timesheets should be approved by Tuesday of each week.
Managers must approve clock-in and clock-out via a mobile device or remote access. Employees who intend to clock in or out using a mobile device or remote access must obtain prior approval from their manager.
When modifying time entry for an employee, managers should ensure that detailed comments outlining the reason for manual corrections are accessed for every time block that is modified.
Any employee in a manager or supervisory role with the appropriate security must attend a training session conducted by the Payroll Department and sign a confidentiality form.
Managers not available to approve their team’s timesheets must create a delegate in Workday to approve in their absence.
Ensure departmental practices align with federal and state laws, and college policies and procedures.
Ensure rest and meal periods are taken according to policies and procedures and not used to alter or reduce the length of the scheduled workday.
Confirm that separating employees work on their last day of employment unless otherwise approved under medical leave provisions.

Violation of Timekeeping Procedures

Failure to adhere to timekeeping procedures may result in disciplinary action up to and including termination of employment as outlined in Board Policy 6Hx-18.5.44, Grounds for Termination. The Payroll Department will assess timekeeping violations brought to its attention or discovered by reports. Violations include, but are not limited to:

the non-exempt employee does not receive authorization to use a non-college network to clock in and out.
the non-exempt employee not receiving prior authorization to clock in and out from a non-designated remote work location.
the non-exempt employee not receiving prior authorization for overtime.
the modification or manipulation of the time clock to add/or remove working hours from an employee's history by either the timekeeper or manager.
the non-exempt employee or manager not reporting overtime worked.
the non-exempt employee, timekeeper, or manager not adhering to the policies and procedures regarding the time clock and attendance.

Violation of Attendance Procedures

Attendance procedures must be adhered to. Failure to do so may result in disciplinary action up to and including termination of employment. The supervisor will assess and take action for attendance violations brought to their attention with Human Resources. Violations include, but are not limited to:

employees who do not follow their assigned work schedule.
employees who have unexcused absences, excessive tardiness, and leave work early without authorization.
employees who return from breaks late, combine rest and meal periods, and take breaks at unauthorized times and locations.

Definitions

Exempt: An employee who is exempt from overtime provisions of the FLSA because they are classified as executive, professional, administrative, computer, or highly compensated employee, and meet the specific criteria developed by the FLSA exemption.

Manager: An employee who directly supervises other employees.

Non-College network: A network connection other than the college’s wi-fi or hardwired/DSL network connection.

Non-Exempt: An employee who, because of the type of duties performed, the level of decision-making authority, and the method of compensation, is subject to the FLSA provisions, including the payment of overtime.

Remote access device: Cell phones, smartphones, tablets, computers, laptops, home computers, and/or a downloadable mobile app or any other devices an employee can use to work remotely.

Remote clock in/out: Using a remote access device to record working hours that does not utilize the college’s wi-fi network.

Timekeeper: An employee designated within their department to assist non-exempt employees with corrections to their time records.

Work: Performing job duties which include, but are not limited to, remotely accessing emails, responding to work-related messaging and phone calls, conducting research, and preparing reports.

Workstation: A designated building, office, or location for an employee to perform work duties. Dispatched employees will report to their designated location to receive direction or assignments.