M E M O R A N D U M

January 11, 2007

TO: McDonald Observatory Staff

FROM: David L. Lambert, Director, McDonald Observatory

SUBJECT: Time Sheet Reporting

There have been a number of time sheet, time reporting, comp time issues and resulting problems that have been brought to my attention. Listed below are several of these issues. I ask that all employees abide by the University’s time reporting policies and that all supervisors carefully review time sheets to ensure compliance. The final reviewer and approval of time sheets to ensure compliance with University policy in West Texas resides with Debbie Sproul and in Austin with Estela Sosa. Your cooperation is greatly appreciated.

Working Hours

1. The established regular hours of work comprising full-time employment for classified employees of the University shall be 40 hours per week. Schedules may vary: 5-8/hr days, 4-10/hr. days, etc.
2. The total hours worked and recorded time off for any particular day cannot exceed 8/hrs/day or the scheduled shift, i.e. 10/hrs/day if on 4-10's or 12-14/hrs/day for HET telescope operators and astronomers during the long winter nights.
3. Employees should be schedule for at least 2 regular days off during a 7 day work week.
4. Full-time employees are to be given two 15-minute rest periods during the regular workday. Rest periods cannot be accumulated to be taken at a later time and cannot be used to shorten the regular workday. Unusual work problems may temporarily restrict use of rest periods. Supervisors should resolve these problems as soon as possible so that such restrictions are kept to a minimum.

Further Education

1. An employee needs only prior supervisory approval for classes taken during the employee's workday. With prior supervisory approval, an eligible employee may register for up to three (3) semester hours of course work, per long session semester or summer session, that meet in the hours between the beginning and end of the employee's scheduled workday. (See Taking Course Work During the Workday, H.O.P.7.E.4)
2. On-line classes do not qualify for "time worked" as stated in H.O.P.7.E.4.
3. Should a supervisor wish to grant "time worked" for class, training, continuing education, professional development, on-line class, etc., then the time recorded must be within the 40 hr. work week. Additional comp time cannot be earned for doing so.

Comp Time

1. The earning of comp time is an exception and not the norm. It is not a means of supplementing vacation or sick leave. Work time spent on "other duties/assignments" should be limited to 40/hrs/week, unless they are time driven.
2. Employees should not work on holidays to earn comp time unless they are scheduled. Supervisors should limit the need to schedule employees on holidays with the exception of the Visitor’s Center, Astronomer’s Lodge and any other 24/7 operation.
3. Employees can earn a limited amount of compensatory time (not to exceed two hours) for the time spent traveling to and from the business destination.
4. Employees can earn compensatory time for meetings held outside of the normal business day. This does not extend to social activities held in conjunction with conferences or other events.
5. Compensatory time cannot be earned for reading or responding to email outside of the normal workday.
6. Compensatory time can be earned for business meetings held during the lunch period, if no additional lunch period is taken on the same workday.

Closure of the Observatory The closure of the Observatory due to severe weather conditions or other emergency situations can be determined only by the Superintendent or delegate with the approval of the Director. The emergency closure of UT Austin is determined by the President (see HOP 2.A.1). Time off due to official university closure is recorded on time sheets as “Other”.

Time sheets should be completed on the Monday following each week and routed accordingly. Employees and their supervisor should make every attempt necessary to approve time sheets in a timely manner. Should you have any other time reporting issues not covered above, please email Dotty Frasch for an official ruling.