Resources and Policies, Time Keeping, & PRISM TRKS

General University Policy

  • The University workweek begins on Sunday at 12:01 AM and ends on Saturday at 12:00 AM (midnight)
  • Established University workweek is 37.5 hours, unless otherwise approved by University leadership and documented on file by the Office of Human Resources
  • All classified staff members must complete a weekly time card
  • In the event of a transfer, the staff member’s accrual balances will move to the new department (via the University’s automated time and attendance system, PRISM TRKS)*

* In cases where automated time records are not maintained, the department has the responsibility of forwarding the accrual balances to the staff member’s new department.
 

Importance of Time Keeping

  • At the end of the workweek, the supervisor and the staff member must have reviewed the weekly time card to certify the hours recorded are accurate and complete
  • Weekly time cards are used for many purposes including, but not limited to: Short-Term Disability, Family Medical Leave Act, and final payment calculations upon termination from the University
     

Time Keeping Guidelines

Non-Exempt Staff

  • MUST record actual number of hours worked on the weekly time card

  • Must maintain time cards to record usage of vacation, sick, personal time, and compensatory time

Exempt Staff

  • Should record actual hours worked or established weekly schedule (in hours) on the weekly time card (your department administrator may give you specific directions on how to record hours as an exempt staff member)

  • Must maintain time cards to record usage of vacation, sick, and personal time

Compensatory Time and Overtime

Compensatory time is time off granted to non-exempt employees for hours worked between 37.5 and 40 hours during a given workweek. For all hours worked beyond 40 during a given work week, non-exempt employees must be paid overtime pay.

Compensatory Time

Compensation for hours worked between 37.5 hours and 40 hours in standard work week.

Non-Exempt Exempt
  • Eligible for Compensatory Time if the total number of hours worked:
    • Exceeds 37.5 hours per week AND is less than or equal to 40 hours per week
  • Maximum accumulation of 2.5 hours per week of compensatory time
  • Sick and bereavement time is not included in the total number of hours worked
  • Compensatory Time may be:
    • Provided as time off OR paid out at the employee’s straight time rate
  • Compensatory Time must be paid out or given during:
    • Month it is earned OR following month
  • Not eligible for Compensatory Time

Overtime

A rate of pay equal to one and one-half times the employee’s regular hourly rate of pay.

Non-Exempt Exempt
  • Non-exempt employees are entitled to overtime pay if:
    • Hours worked is over 40 per work week OR work was performed on a University recognized Holiday
  • Sick, bereavement, jury duty, and comp hours/days off do not count towards calculating overtime
  • Vacation, personal holidays, and recess time do count towards calculating overtime for the week
  • Not eligible for overtime pay for work performed in excess of 40 hours per week

PRISM TRKS

PRISM TRKS is the University's online Time Record Keeping System for full-time and part-time regular classified staff, Federal Work Study, Student Works, Temporary, and All-Temps employees. Learn more about the PRISM TRKS system.

Online Timecard Requirements

  • Timecards must be completed online each week by the employee and submitted for approval to their supervisor
  • Timecards must approved by the supervisor at 12 noon each Monday (unless otherwise announced) for all hours worked in the prior week
  • For temporary staff, All Temps, and Student Employees, timecards DO NOT need to be completed if no hours were worked during the prior week

Accessing PRISM TRKS

Access PRISM TRKS directly, or:

  1. Go to my.pitt.edu
  2. Log in using your University username and password
  3. Search for "PRISM TRKS"
  4. Click "Time Entry" to create and submit a weekly timecard

Educational Modules

Helpful Links


Questions about your timecard? Contact OHR.
 

Additional Resources & Policies

Employment Status

Find information about different types of employment statuses (exempt vs. non-exempt; full- vs part-time), 12-month appointments, hire dates, provisional periods, transfers, termination dates, rehires, and more in the Employment Status for Staff Positions section of the Staff Handbook.

Wage and Salary Administration

Learn about University salary increases, time keeping, compensatory time and overtime, reducing pay for hours not worked (docking), improper docking complaints, promotions, transfers, and more in the Wage and Salary Administration section of the Staff Handbook.

Additional Helpful Links:

Paid and Unpaid Time Off from Work

Find information about sick time accrual and use of sick time, vacation time, personal time, leave programs, bereavement, jury duty, leaves of absence, military leave, and recording special and holiday time, in the Paid and Unpaid Time Off section of the Staff Handbook.

Reducing Pay for Hours Not Worked (Docking)

If you are non-exempt, your pay may be reduced (docked) for such reasons as absences in excess of accrued leave or sick time, tardiness, early departure, disciplinary suspension, or absences without sufficient notification or justification.

If you are exempt, you pay may be reduced (docked) for reasons, such as:

  • Absences from work for one or more full days for personal reasons, other than sickness or disability.
  • Absences of one or more full days occasioned by sickness or disability (including work-related accidents) if the deduction is made in accordance with applicable University policy and/or practice regarding sick days, disability leave, or workers’ compensation. Deductions may be made for full-day absences for which an employee receives such disability coverage. Deductions may also be made for full-day absences if an employee has not yet qualified as being eligible for otherwise applicable sickness or disability coverage, and if the employee has exhausted the leave allowed under such coverage.
  • Offsets of military pay received by an employee for a particular week for absences occasioned by military leave.
  • Penalties imposed in good faith for infractions of safety rules of major significance.
  • Unpaid disciplinary suspensions of one or more full days imposed in good faith for infractions of workplace conduct rules and imposed pursuant to a written policy applicable to all employees.
  • Absences during the initial or terminal week of employment.
  • Absences that constitute unpaid leave under the Family and Medical Leave Act.

More information about Docking and filing an Improper Docking Complaint can be found in the Wage and Salary Administration section of the Staff Handbook.

General