HR Classification and Compensation

Exempt Time Reporting Guidelines

Applicable Regulations:

Exempt time reporting comes under Federal Fair Labor Standards Act and University Regulation as cited below.
 
29CFR541.710 is commonly known as the "public accountability rule."  It applies to public agencies where a leave accrual system is established by statute, regulation, policy, etc.  For exempt employees in these public agencies, absences of less than one work day may be charged to accrued leave or leave without pay in any increment.  The full text of this regulation is at: 
 
29CFR541.602 covers employees in the private sector, and public agency employees who do not accrue leave.  The full text of this regulation is at: 
 
University Regulation, R04.05.020.D states: “ Exempt employees are not required by federal or state law to submit timesheets for pay purposes; however, they may be required to do so by the supervisor or department head and must always submit timesheets when using leave hours during the pay period in question.” Board of Regents’ Policy and University Regulations are found at: http://www.alaska.edu/bor/policy-regulations/
 
 Guidelines:
 
UA benefits-eligible staff accrue sick and annual leave on an hourly basis and can be expected to utilize sick and annual leave for absences on an hourly basis.  When exempt employees are absent from work, they normally are expected to deduct the length of the absence from the appropriate paid leave accruals on an hourly basis by using sick leave or annual leave.  Federal regulations also allow pay deductions for less than one work-day when an exempt public employee has exhausted accrued leave, fails to obtain permission to use paid leave, or uses leave without pay.

It is recognized that the fulfillment of an exempt employee's responsibilities may require extensive effort and a heavy workload from time to time.  In such instances, a supervisor may allow an exempt employee to be absent from work for up to a half day during normal work hours, for appointments or personal business, without requiring the use of accrued leave, and provided such absences are not unusually frequent.  However, a supervisor is not required to extend this flexibility to any exempt employee. 
 
It also should be noted that all absences from the workplace require prior approval by the supervisor.
 
Please call your MAU Human Resources Office if you have any questions regarding the University's time reporting requirements.
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