Establish a clear team expectation for requesting time off. All requests must be submitted through Banner and may be entered up to six months in advance. To support transparency, employees should also add approved time off to the shared team calendar.
Timekeeping
Supervisor’s Responsibility
- Ensure that your staff report and submit their timecards on time and that each contains accurate information. At the end of each pay period, every staff member should submit their timecard.
- Approve timecards in your queue for approval. If you see inaccurate information on a timecard, it is your responsibility to talk with your staff about it and to ask them to amend their time if needed.
Staff Member’s Responsibility
Non-exempt (hourly) staff and exempt (salaried) staff are expected to submit a timecard each pay period to confirm that their hours are being correctly recorded.
- Non-exempt staff should report all hours worked or hours taken as vacation, sick or other approved exception time
- Exempt staff do not report hours worked but do report hours taken as vacation, sick time or other approved exception time
Questions regarding time entry should be directed to the payroll office. Visit the payroll web page for other timekeeping information, including a tutorial on how to enter and approve time in Employee Self Service (ESS).
Visit our time off web page for more information on use of sick time, vacation time, and other time off.
Meal and Rest Breaks
Non-exempt staff must take a rest break of at least 10 minutes for every 5 hours worked. In addition, a 30-minute meal break must be provided within the first 6 hours of work. At Reed, most positions receive an unpaid lunch break and, depending on the position, it may be up to 1 hour. If you have questions about your staff positions, please contact human resources for guidance.
Exempt staff are not required to report or to take meal and rest breaks. That said, taking breaks is important and typically exempt staff (with some exceptions) are expected to work 8:30 a.m. to 5 p.m. with a 1-hour unpaid lunch.
Work Outside of Scheduled Work Hours
Reed staff have scheduled hours in which they are expected to work. If you have non-exempt staff (hourly) who work in excess of 40 hours during a work week, their excess hours are eligible for overtime pay, which is paid at a rate of 1.5 times base hourly rate. Non-exempt staff should always seek the approval of their supervisor before working outside of their scheduled work hours or working overtime.
Sick Time Versus Vacation Time
Sick time is meant to be used for non-serious illnesses (cold, flu, etc), healthcare appointments, or to care for a sick family member. Sick pay is not to be used as additional vacation. Sick pay used excessively outside of approved leave of absence or qualifying event is considered a performance matter that should be addressed.
Paid Leave Oregon is meant to be used for serious illnesses and must first be approved by the human resources office. Your staff should not use Paid Leave Oregon on their timecards without prior approval from human resources. More information about Paid leave Oregon and how to apply for this benefit can be found on our time off website.
If an employee becomes ill or otherwise qualifies for sick leave for 3 or more days while on vacation, they may request to have the vacation hours converted to sick leave hours. In this case, they must provide written certification from their healthcare provider.