I agree. If overtime is not authorized in
advance, the supervisor should be notified and a decision made, based on the
circumstances, whether corrective action should be taken. However, it still
has to be paid.
Chanda
R. Graham, JD, SPHR
Senior HR Advisor, Employee Relations
University of
Telephone: (405) 271-2191
Facsimile: (405) 271-2443
From: FMC
Organizational Development [mailto:[log in to unmask]] On Behalf Of Durrett, Jackie P. (HSC)
Sent: Thursday, October 02, 2008
2:53 PM
To: [log in to unmask]
Subject: Re: Time Clocks
If there is overtime that is not approved,
what is the process when there is no supervisor’s approval. Does Stacy
just send the supervisor a note that un-authorized overtime has been recorded
and asks them to approve?
My understanding from Chanda is that we
have to pay it, and then notify the employee (written) that it is not
acceptable behavior and further incidents could lead to disciplinarian action.
Jackie Durrett, MBA,FACMPE
Department
Administrator & Clinical Assistant Professor
Phone: 405-271-4224
After
5PM:-405-271-5362-ext 32116
Fax:405-271-6428
email: [log in to unmask]
CONFIDENTIALITY NOTICE: This
e-mail communication and any attachments may contain confidential and
privileged information for the use of the designated recipients named above. If
you are not the intended recipient, you are hereby notified that you have
received this communication in error and that any review, disclosure,
dissemination, distribution or copying of it or its contents is prohibited. If
you have received this communication in error, please destroy all copies of
this communication and any attachments.
From: FMC
Organizational Development [mailto:[log in to unmask]] On Behalf Of Cacy, Jim R. (HSC)
Sent: Thursday, October 02, 2008
2:46 PM
To: [log in to unmask]
Subject: Time Clocks
Here are the comments and concerns
expressed at the time clock meeting (with thanks to Denise Brown). Please
respond with additions, comments, corrections, etc. to the list.
Probably the first thing to be
resolved is whether Count Me In, LLC is going to make us an acceptable deal on
replacing the old remotes. I copied everyone on the note I sent to the
representative I've been working with. I have not heard back from him.
The new devices seem to be working reliably, but our experience with the old
remotes was quite unpleasant, and we feel we are due some consideration for
that grief.
Present at the meeting were Dr.
Crawford, George Varghese, Jack Durrett, Deanna Chambers, Chanda Graham, Don
Clothier, Denise Brown, Bev Finley, Vanessa Miller, Quint Dillard, and me.
I have added Frank Lawler to this
discussion list, and I have suggested that perhaps Cina should also be on this
list. Suggestions for anyone else who should participate?
Placement of the remotes: We
plan to mount two on the south wall in the east-west hall that runs by where
Gail Chapman works, the hall leading into Blue Clinic. One would be
mounted by Medical Records where one of the old remotes is currently located, and
one would be mounted in the break room where another of the old remotes is
currently located. There would then be a total of four devices for people
to use to clock in and out. An SUR has been sent to site support
describing what needs to be done, along with a request to devise some sort of
guard so that tampering with the Ethernet and power connections would be
prevented.
If and when we do decide to go
forward, we will need to make some changes to the existing policy to reflect
the new locations and any difference in how to use them.
In spite of the problems that we had
with the old system, it did seem to lessen overtime claims. If the campus
does go to a bimonthly pay system for hourly employees, this system would save
us a lot of manual work collecting time cards and calculating pay checks.
There are other time clock systems
in use on the OUHSC campus, but Family Medicine is the first on the OUHSC
campus to use this particular system. If we are pleased with the new
system, others at the University might be interested in this system.
Only Billing is using the system
now, as a test. Next we will choose a time we can have everyone clock in
and out in a group, to see if a large surge of activity will have a negative
impact on the system; that is, will it be reliable with large numbers of people
clocking in or out at the same time, as in regular use?
We also need to try this new system
with people who had trouble with fingerprint recognition with the old
system. Will this system work better for them, or will we need to make
the PIN option available?
For supervisor sign off, it is
better if they can sign off each week and be done with that week, instead of
having to go back over all time cards at the end of the month.
Problems clocking in or out will go
to the immediate supervisor and then up the chain of command, if necessary,
rather than contacting Stacy Thompson directly.
Once the supervisor signs off on
time sheet, it is accepted without further question. (Note: It did
occur to me that this leaves open the question of what to do if there is
clearly an error, as when the person filed for vacation on a day that the time
sheet shows that they worked.)
Supervisors will have view only
access to their employees' time data.
We will need a procedure for
substitute supervisor access to read time card data when the primary supervisor
is not present.
We decided to create a list serve discussion list for this
group.