Employee Handbook v.2025

TIMEKEEPING NON-EXEMPT EMPLOYEES

Employees who are classified as nonexempt must accurately record the time they work each day, including arrival, departure and meal break times. When employees receive their paychecks, they should verify immediately that their working time was recorded accurately and that they were paid correctly for all hours worked. Nonexempt employees must report all the time worked and not work any time that is not authorized by their supervisors. This means nonexempt employees must not start work early, finish work late, work during a meal break, or perform any other extra or overtime work unless directed to do so. Employees who have questions about when or how many hours they are expected to work should contact their supervisor. It is a violation of the CODAC's policy for anyone to instruct or encourage another employee to work "off the clock," to incorrectly report hours worked, or to alter another employee's time records. If any employee is directed or encouraged to incorrectly report hours worked, or to alter another employee's time records, he or she should report the incident immediately to a supervisor or Human Resources. EXEMPT EMPLOYEES Employees classified as exempt (salaried) must record time away from work for any absences, including vacation, sick leave, or other leaves of absence. Exempt employees are paid on a salary basis, meaning they receive a fixed amount each pay period that is not subject to reduction based on variations in the quality or quantity of work. Generally, exempt employees are paid their full salary for any workweek in which they perform any work, regardless of the number of days or hours worked. However, salary may be adjusted or supplemented with available paid leave in the following situations:  Full-day personal absences (non-medical): Exempt employees will not be paid for one or more full days off taken for personal reasons not related to illness or disability. However, accrued Paid Time Off (PTO) may be used to cover these days.  Full-day medical absences: For absences due to illness or disability, employees may use accrued PTO or Paid Sick Leave to maintain pay. Otherwise, unpaid time may apply.  Partial workweeks during hire or separation: In the first and last weeks of employment, exempt employees will be paid only for the days actually worked. Unpaid leave (including under FMLA): When taking unpaid leave, including intermittent or partial-day leave under the Family and Medical Leave Act (FMLA) or similar laws, salary will be reduced accordingly for the unpaid time. CODAC reserves the right to require exempt employees to apply available Paid Time Off (PTO) or Paid Sick Time for partial-day absences exceeding two hours, in accordance with organizational timekeeping and compensation policies.

Employee Handbook v. 05.2025

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