Timekeeping Policy

Objective

The purpose of this policy is to outline the timekeeping policies of San Diego Sunrise Management (“Sunrise”). Accurately reporting time worked is the responsibility of every nonexempt employee. Also, maintaining an accurate record of requested time off which occurs during regularly scheduled days/times is the responsibility of all employees, exempt and nonexempt. Sunrise must keep an accurate record of time worked and paid absences to calculate employee pay and benefits correctly.

Time Worked

Time worked includes all time that an employee is required to perform duties for Sunrise. Time worked is used to determine overtime pay earned by nonexempt employees. The following provisions are included as time worked:

• Work away from premises or at home. If approved, work performed off the premises or job site or at home by a nonexempt employee will be counted as time worked. A nonexempt employee will not be permitted to perform work away from the premises, job site or at home unless approved in advance in writing by the department manager.
• Break time. Rest periods of 15 minutes or less are counted as time worked.
• Training. All required training, in-person or online, including completing assigned training on Sunrise University.

Time Not Worked

Per the Fair Labor Standards Act (FLSA), Sunrise does not count the following provisions as time worked:

• Paid leave. Approved paid absences, including sick leave, vacation leave, holiday leave, Family and Medical Leave Act (FMLA) leave, military leave, jury and witness duty, funeral/bereavement leave, and voting time off are not counted as time worked.
• Meal periods. Uninterrupted time off for meal periods are not counted as time worked.

Paid Time Off: It is the responsibility of the employee to submit time off requests for available balances within the timekeeping system. Time off requests should be sent at least 2 weeks in advance. Please review the Sunrise Management Employee Handbook to review time off types offered by San Diego Sunrise Management.

Timekeeping

Every nonexempt employee (for ease of reading means "you" or "your" in the following) must accurately record the time you begin and end your work, as well as the beginning and ending time of each meal period. You must also record the beginning and ending time of any split shift or departure from work for personal reasons. As a non-exempt employee you must accurately record all time worked. Employees are required to use the company’s timekeeping system to punch in and out in real time. Employees should clock in and out on the computer. Remote employees in the field may use their mobile device to clock in or out.

Note that your time sheet must be approved by both you and your manager and submitted on time for each semi- monthly pay period. Pay day is the 10th and 26th of each month.

Timekeeping cont.

It is your responsibility to review, correct and approve your timecard within the timekeeping system to certify the accuracy of all time recorded and to do so by noon of the first working day after the period has ended. Your direct manager will review and approve the timecard before the end of the first working day after the period has ended. In the event of an error on your timecard, you must immediately report the error to your direct manager. In the case of a missed or inaccurate punch complete the timecard correction in your timecard or complete the timecard correction form and send it to your manager via email. Employees are expected to record their time accurately each day and corrections should be occasional.

If your manager believes your timecard is not accurate, your manager will discuss with you any disputed modification. If you and your manager cannot agree on the modification, contact payroll@sunrisemgmt.com.

Clock all your time worked. Working “off the clock” is strictly prohibited. Sunrise pays for all hours worked. You should not be working before you clock in or after you clock out. We value your work/life balance and do not believe work should intrude on your personal time. Your manager should not pressure you to work any unpaid time (if this happens, contact your HR Business Partner: hr@sunrisemgmt.com). You are not permitted to work off the clock including:

• “Just finishing up” at the end of the day
• “Volunteering” to work on something
• Working unpaid time due to budget concerns
• Working unpaid time due to feeling that you should have finished earlier.
• Working unpaid time to complete company assigned in-person or online training in Sunrise University.

• Responding to work emails, phone calls, text messages, etc. during off hours unless an emergency, on-call and documented on your timesheet.

• “Donning and doffing” (changing into and out of work clothes, gear or equipment)

Your manager may not adjust your timecard unless there was a legitimate error in the time recorded that must be corrected.

Unrestricted on-call duty

Employees placed on unrestricted on-call duty are free to respond to authorized calls to work within 1 hour. Non-emergency calls should be scheduled for the next day. On-call employees will work with the Community Manager and vendors to coordinate resolving on-site maintenance issues. Reporting to the site is not always required or necessary.  If the on-call employee is not available to report onsite the call will route to the back-up on-call. Employees may decline a reasonable number of calls up to 1/3 of the calls. 

Employees on unrestricted on-call duty will be paid as follows:

1. While waiting for authorized calls to work, employees are free to engage in personal activities, and consequently, such time is not considered work time.
2. If employees on unrestricted on-call time respond to authorized calls to work, the employees will be paid their regular hourly rates for time spent responding to authorized calls to work, including the time spent traveling to and from work, or a minimum of two hours, whichever is greater.

Enforcement

Timekeeping violations may result in disciplinary action up to and including termination. Timekeeping violations include without limitation falsification of timekeeping records; unauthorized overtime; failure to abide by departmental timekeeping procedures; failure to submit timesheets by established deadlines, and altering, falsifying, tampering with or recording time on another employee’s timecard.