Keep in mind many employees will be new to recording and entering their time. This is an important step to ensuring all employees are paid accurately. View the biweekly pay schedule, and download this Outlook calendar reminder to approve time.
View this step-by-step tutorial on how to approve working time in myUK.
Managing your team's workload is an important part of your role as a supervisor. Each department will have its own unique needs, but below are a few guidelines to consider:
- Create and communicate a plan for your team members to close out their day, such as how to prevent being on call after 5 p.m.
- Establish how team members should communicate if they can't avoid staying at work late (such as coming in later or taking a long lunch the next day, or making room in your budget for overtime pay).
- Make a plan for meal breaks and consider sharing it with all team members. Some teams may need to offer customer support all day, including during the traditional lunch hour.
- Staff your department around seasonal or cyclical volumes.
- Identify processes that no longer ad value and re-balance workloads based on top priorities.
Employees must be paid for hours worked, even if they work more than 40 hours in a week without receiving prior approval for overtime. It is important to communicate with employees it is in violation of federal law to under-report the number of hours worked. Supervisors can support our compliance by communicating that employees are not expected to read or respond to emails after hours.
Employees should also know using remote devices (laptops, phones, tablets, etc.) for work purposes constitutes work even if done at home and after normal business hours. If employees do this, they must calculate and report their time.
The UK HR Policy & Procedure on Attendance and Work Hours provides guidance on required breaks.
Units and departments should set clear protocols for granting overtime. If your area will budget for overtime pay, know how much you are able to grant. Also keep in mind you may be able to use salary savings from vacant positions to create an overtime budget.
If your unit or department is unable to pay overtime, plan for employee workloads and remind staff they are not expected to work beyond their standard 40-hour work week.
Information sessions
You can view a video of a recorded session below.