Timekeeping Policy

Non-Exempt Employee [Hourly]:

• Accuracy in recording your time is important, follow these requirements:
  • Non-exempt employees are required to record all time worked in the Workday Time and/or Absence Applications on a daily basis, even if such work is performed outside of their regularly scheduled working hours.  Employees are strictly prohibited from performing work without reporting it in the Timekeeping system.
  • Time should be recorded to the minute.
  • Non-exempt employees should also record all non-working, but paid, time into the Workday Time and/or Absence Applications (Ex. Jury Duty, Bereavement, company time for EAP appointments).
  • It's The Hartford's policy to provide all non-exempt employees with two paid 15-minute breaks during an eight-hour shift which do not need to be recorded in the Timekeeping & PTO system.  Breaks of more than 20 minutes and meal periods are unpaid and should be recorded in the Workday Time and/or Absence Applications.
  • Additional breaks approved as a reasonable accommodation in accordance with the Americans with Disabilities Act (ADA) or under the Family Medical Leave Act (FMLA) should be recorded as instructed by HartLeave.
  • Employees must submit their timesheets by 12 noon EST on the Monday following the pay period end date. 
    • Non-exempt employees must not work seven consecutive days within a single workweek (defined as Sunday through Saturday) without a day off.*
    • *Non-exempt Illinois-based employees must not work seven consecutive days (regardless of workweek) wihtout a day off.  Non-exempt New Hampshire-based employees must not work on Sunday.
  • Employees who do not submit timely and accurate work time at the end of each pay period, or who knowingly misrepresent or falsify documentation about time worked, may be subject to disciplinary action and will impact the employee's pay until resolved.
• Non-exempt employees must take a 30 minute meal break as close to the middle of their work day as possible.  If you need to take a longer meal period, please discuss that option with your manager as proactively as possible to limit business disruption.  Employees may opt to take a longer meal period and extend their day subject to their manager’s approval.  These breaks are unpaid and should be recorded [as non-working time] in the Workday Time and/or Absence Applications. Meal and Rest Breaks cannot be combined. For specific meal and rest break rules applicable to California employees, refer to the California Meal and Rest Break FAQs.
   
• What do I need to know related to Overtime?
  • All time worked in excess of 40 hours in a work week will be paid at 1.5 the employee’s hourly rate. The Hartford also complies with state specific overtime rules where applicable. 
  • Non-exempt employees are required to seek approval to work overtime whenever the situation permits.  Some business groups may grant blanket pre-approval (Ex. Employees are authorized to work up to 45 hours without seeking specific pre-approval from their manager). 
  • The Hartford recognizes that there may be circumstances where seeking pre-approval is not possible to meet customer or business need. Employees are asked to use their discretion.  For example, if an employee is wrapping a call with a customer at the end of their shift and needs additional time to do so. Employees and managers are encouraged to discuss and plan for such situations.
  • Employees are required to enter all time worked into the Workday Time and/or Absence Applications, regardless of whether or not it was pre-approved. All time will be paid regardless of pre-approval.

Exempt Employee [Salary]:

• Exempt employees should record all non-working, but paid, time into the Workday Time and/or Absence Applications (Ex. Jury Duty, Bereavement, Company time for EAP appointments).
• Employees who do not submit this time in a timely and accurate manner may be subject to disciplinary action.

Manager:

• Approving and submitting employee time:
  • As a manager, it is your responsibility to reinforce the importance of accurate timekeeping with your employees.  You should encourage non-exempt employees to record all time worked, to the minute, in the Workday Time and/or Absence Applications.
  • Managers are responsible for reviewing and approving their employee’s timesheets by 2pm EST on the Monday following the pay period.
  • Managers who do not review and approve submitted time before the applicable deadline or do not review/approve time at all may be subject to disciplinary action.
  • Managers may assign a delegate in the Workday Time and/or Absence Applications who may approve employee time on their behalf, though they maintain ultimate responsibility. Delegates cannot, however, approve their own time.
• Refer to above sections regarding:
  • Non-exempt employee guidance on consecutive work days
  • Weekend Work and Compensatory Time for Exempt Employees

Scope