(A) Federal and state laws require the city to keep an accurate record of time worked in order to calculate employee pay and benefits.
The Fair Labor Standards Act (FLSA) and Family and Medical Leave Act (FMLA) require that certain records be kept on each covered non-exempt worker. The record must include accurate information about the employee and data about hours worked and wages earned. Employers are required to maintain the following records:
(1) Employee’s full name, as used for social security purposes, and on the same record, the employee’s identifying symbol or number if such is used in place of name on any time, work, or payroll records;
(2) Address, including zip code;
(3) Birth date if younger than 19;
(4) Sex and occupation;
(5) Time of day of week when employee’s workweek begins, hours worked each day, and total hours worked each workweek;
(6) Basis on which the employee’s wages are paid;
(7) Regular hourly rate;
(8) Total daily or weekly straight-time earnings;
(9) Total overtime earnings for the workweek;
(10) All additions to or deductions from the employee’s wages;
(11) Total wages paid each pay period; and
(12) Date of payment and the pay period covered by the payment.
(C) IC 5-11-9-4 requires that public sector employees maintain records showing which hours were worked each day by officers and employees.
(D) These records are subject to audit by the State Board of Accounts. Time worked is all the time actually spent on the job performing assigned duties.
(E) Every employee is responsible for accurately recording their time worked on city forms or time keeping machines.
(F) Employees should accurately record the time they begin and end their work and the time they begin and end each meal period. Employees should also record the beginning and ending time of any split shift or departure from work for personal reasons. Overtime work must always be approved by the department head before it is performed.
(G) Tampering, altering, or falsifying time records, or recording time on another employee’s time record shall result in disciplinary action, including discharge.
(Ord. 2018-16, passed 1-7-19)