Blue Alliance People Ops – Time Tracking Policies


Why are Time Tracking Policies Important?

Accurate time tracking is a critical policy for any organization. It serves as the foundation for fair compensation, resource allocation, and compliance with labor laws. Proper time tracking ensures that employees are compensated for the hours they work, promoting trust and employee satisfaction. Moreover, it aids in efficient project management and client billing, allowing our company to maintain a competitive edge in the market.

The legal ramifications of improper time tracking cannot be underestimated. Failure to accurately track and compensate employees’ working hours can lead to violations of labor laws, such as the Fair Labor Standards Act (FLSA) in the United States, and result in costly legal disputes and fines. Additionally, non-compliance with time tracking regulations can damage our reputation, leading to loss of clients and talent. Therefore, we must enforce our tracking policy and ensure its proper implementation through comprehensive training to employees and managers. This is crucial to the success of Blue Alliance IT.

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5th Grade Level – Accurate time tracking is super important at work, especially for a company like ours that helps other businesses. It helps make sure everyone gets paid fairly for their hours and helps us plan our projects better. It also keeps us following the law, like the Fair Labor Standards Act, which is really important. If we don’t do time tracking right, we could end up in trouble with the law, have to pay fines, and even lose clients and good employees. So, we need to make sure our managers know how to do time tracking correctly by giving them the right training.

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3rd Grade Level – Keeping track of time is really important at our company, especially because we help other businesses. It helps us know how much people worked and make sure they get paid the right amount. It’s like following the rules, and one of those rules is called the Fair Labor Standards Act. If we don’t do time tracking the right way, we could get in trouble with the law, have to pay money, and maybe lose our customers and good workers. So, we’re going to teach our managers how to do time tracking the right way so everyone is happy and safe.

1.1. Logging In Outside of Scheduled Work Time
Employees are strictly prohibited from logging into company equipment, email, apps, or systems outside of their scheduled work hours. This includes off-hours and unpaid meal periods.

1.2. Utilizing Company Equipment During Work Hours
Employees are to use company equipment for work-related tasks while clocked in. Exceptions may be made for pre-approved roles based on client sites or involving travel in order to access company applications on personal cell phones. See MAM Policy for expectations and protocols around accessing company data via a personal cell phone.

1.3. Unauthorized Access During Breaks or Lunches
Employees are not permitted to log into company equipment, email, apps, or systems during scheduled breaks, lunches, or other personal time.

1.4. Compliance with FLSA
The company is committed to ensuring all employees are properly compensated and provided with required breaks and meals as outlined by the Fair Labor Standards Act (FLSA).

2.1. Required for Each Shift
Employees are required to accurately punch in and out for meal periods during each shift.

2.2. Interrupting Meal Periods
Employees should not clock in to interrupt their meal periods. Meal periods are intended to be uninterrupted breaks.

2.3. Minimizing Email and Messages
Employees are discouraged from checking emails or answering messages unnecessarily during meal periods.

2.4 Clocking Back In
Employees should only clock back in if specifically requested/known by their manager.

3.1. Paid Overtime
Overtime work is compensated and paid, regardless of the circumstances. However, overtime should be known and approved by the employee’s manager.

4.1. Working from Home
When working from home, employees must first clock in using the mobile app and then log into their workstation. Directions for clocking in from the App are HERE. Directions for clocking in from the web are HERE.

4.2. Clocking Out After Logging Out
When working from home, employees must log out of their workstation before clocking out using the mobile app.

4.3. Reporting to Client Sites or Traveling
Employees reporting to client sites or traveling for work must clock in upon arrival, up to 5 minutes before the scheduled work time. If traveling between sites during the workday, employees should remain clocked in.

4.4. Direct Calls from Management or Clients
Employees receiving calls directly from management, clients, or other stakeholders should clock in immediately or send a request to time approver /  manager ahead of approving your time card with information to add the time punch to your timecard.

If an employee cannot immediately clock in due to connectivity or device issue, they should immediately report this to their manager or make note of time and send to Manager/time approver as soon as able upon logging in for day.

If an employee forgets to clock in or out, they must submit a punch change request in Paycom for their manager to approve. Directions for submitting a punch chance request are HERE.

4.5. Work Activities and Clocking In
All work-related activities, including checking emails and answering calls from clients, team members, or managers, should be conducted while clocked in. Simply stated, if you are doing work of any kind, you must be clocked in.

5.1. Personal Devices (MDM)
Employees are required to report all time worked, whether onsite or after hours. Devices connected to the company’s systems outside of regular hours will be monitored. See MDM and MAM policies for more information.

5.2. Regular Review of Reported Hours
Employees should regularly review their reported hours to ensure accuracy. The ability to review and approve time cards is available to employees each week. In addition, the HRIS tool provides a comparison feature so employees can see exactly what differences are present each pay period.  If an employee believes they have worked unreported or unpaid time, they should notify HR or their supervisor immediately.

5.3. Addressing Policy Violations
The company will promptly address policy violations related to unauthorized work outside of regular hours. Appropriate warnings or disciplinary actions will be taken.

On call schedules and requirements vary by Company however if an employee has less flexibility during on call coverage period, they could be eligible for hourly pay during those hours. Any time worked while on call should be compensated. [See On Call Policy]