Nonexempt Employee Policy Overview

The following overview focuses on clarifying employee rights regarding hours worked, overtime pay, and other compensable time.

Employee Responsibilites:

• For nonexempt employees only, reporting arrivals, departures, and authorized breaks by using the TRS on a phone or computer designated by the employee’s supervisor each workday.
• For nonexempt employees only, viewing timecard regularly and reporting discrepancies to employee’s supervisor no later than the “Due Date” noted on the Biweekly Payroll Calendar.
• Providing the employee’s supervisor with a written request for all paid and unpaid time off.
• Adhering to university policy and departmental rules relating to time and attendance.
• Reporting promptly any discrepancies between time worked and pay to the Time Reporting Administrator at timerepgwu [dot] edu (timerep[at]gwu[dot]edu) or payrollgwu [dot] edu (payroll[at]gwu[dot]edu).

Workweek and Meal Periods:

• The university generally maintains a standard 40-hour workweek. The workweek begins on Sunday and ends on Saturday.  Hours worked in the workweek include time required to be on duty, on the premises, or at any other required place of work. 
• A bona fide meal period is an authorized period of time during the workday when you are completely free from duties. The university provides for bona fide meal periods of from 30 to 60 minutes, based on individual departmental needs.  Time provided for bona fide meal periods is not paid time.
• The Time Reporting System does not round employees punches unless the employees bargaining agreement requires it.

Time Reporting:

• It is Importatnt that time records are accurate. The university's Time Reporting System (TRS) is used to collect, manage and report time electronically. Nonexempt staff members use this system to document their arrival and departure times. Find instructions for using the TRS on the Payroll website. 
  • All work performed for the University regardless of where it is performed must be accounted for in the time period you worked and included in your overtime calculation.
  • If you have any questions or concerns about time card edits please reach out to the Time Reporting Administrator at timerepgwu [dot] edu (timerep[at]gwu[dot]edu).
  • Per GW Payroll Time Reporting policy all nonexempt employees should be using an approved method of phone, mobile app, or pc browser to timestamp. Manually adding time in the time card is only for missed or incorrect punches and must be approved by the timekeeper and manager.

Overtime Pay:

• Employees who are classified as nonexempt under the FLSA will be paid for all hours worked. Nonexempt mployees are eligible for overtime pay, which applies to any hours worked beyond 40 hours in a single workweek. All overtime must be pre-approved by your manager. However, if overtime is worked—whether or not it was authorized—the university is required to compensate you for those hours in accordance with applicable labor laws. Union employees check with the Time Reporting Administrator or the collective bargaining agreement for premium pay eligibility.
• All work performed for the University regardless of where it is performed must be accounted for in the time period you worked and included in your overtime calculation.
  • If you have questions about your eligibility for overtime, consult your manager or contact the Human Resource Business Partner for your unit.
• Some states have their own employment and overtime laws, while others follow the FLSA. Employees will be setup to follow regulations from the state they have recorded as their work location.

Compensatory Time

• Nonexempt employees, including temps and students, may not volunteer to work additional hours without compensation.