Instructions for Reporting Work Time and Attendance

Federal and State laws require Caltech to record work hours and pay overtime for employees who hold positions that do not meet specified exemption criteria.  For purposes of administering these procedures, and to comply with applicable laws and regulations, Caltech has divided the employees who receive pay on a bi-weekly basis into two groups:

Non-Exempt Employees' Procedures for Reporting Time and Attendance
Non-Exempt Employees -- Caltech policy, as well as Federal and State law, requires payment of overtime, where applicable, for work in excess of eight (8) hours in a day and forty (40) hours in a work week.  Bi-Weekly non-exempt employees are to complete the Bi-Weekly Non-Exempt Time and Leave Report on a daily basis. Non-Exempt employees are required to report on a daily basis all time worked and all absences using appropriate leave codes in increments of hours and tenths of hours (6-minute time increments). Time and attendance is recorded on a Bi-Weekly Non-Exempt Time & Leave Report or electronically by using an employee ID card to record arrival, meal breaks, and departure time.

Exempt Employees' Procedures for Reporting Leave
Exempt Employees -- Caltech pays on a salaried basis, (i.e., the Institute establishes a fixed salary) for performance of the position’s duties and responsibilities regardless of how many hours are worked and pays that salary in bi-weekly increments. Exempt employees are not required to track or report hours required to perform assigned duties; they are required only to report full day absences on a Bi-Weekly Exempt Leave Report.  Exempt employees are not eligible for overtime compensation.

Contact Us – If you would like help with, or would like to talk to someone regarding, reporting work time and attendance, Caltech's Payroll office is ready to assist.