The University of Arizona requires quarter-hour reporting/rounding for all employee types to provide consistency across the university. Here are the guidelines for how to report time worked and an explanation of how the web clock will round punches for payable time.
When reporting hours:
Round reported hours to the nearest quarter-hour
Example:
- 15 minutes=0.25 hours
- 30 minutes=0.50 hours
- 45 minutes=0.75 hours
Rounding should be used if the time in/out does not fall on the quarter-hour as well. Time worked of 7 minutes or less should be rounded down, and time worked of 8 minutes or more should be rounded up to the next quarter hour.
| Minutes Worked | Reported Minutes | Reported Hours |
|---|---|---|
| 0-7 | 0 | 0.00 |
| 8-22 | 15 | 0.25 |
| 23-37 | 30 | 0.50 |
| 38-52 | 45 | 0.75 |
| 53-60 | 60 | 1.00 |
- An employee is scheduled to work from 8 a.m.-5 p.m. The employee shows up at 7:55 a.m. and starts working. That time would be reported as 8 hours (assuming a 1-hour lunch).
- However, if the employee showed up at 7:50 a.m. that should be reported 8.25 hours (assuming a 1-hour lunch).
- The employee doesn’t show up to work until 8:04 a.m., the time would be reported as 8 hours (assuming a 1-hour lunch).
- If they do not get in until 8:08 a.m., they would report 7.75 hours (assuming a 1-hour lunch).
The same is true if the employee leaves early. 4:55 p.m. or 5:06 p.m. would both be recorded as 5 p.m., leaving at 4:47 should be rounded back to 4:45 p.m., and 5:08 p.m. should be rounded forward to 5:15 p.m.
- An employee comes in at 8am and works until 4:55 p.m. would report 8 hours (assuming a 1-hour lunch).
- The same employee leaving at 4:47 p.m. would report 7.75 hours (assuming a 1-hour lunch).
- If the employee were to leave at 5:05 p.m., they would report 8 hours (assuming a 1-hour lunch).
- The employee leaving at 5:09 p.m. reports 8.25 hours (assuming a 1-hour lunch).
- An employee is scheduled to work from 8 a.m.-5 p.m. The employee leaves early due to illness 45 minutes before the end of the day. Sick hours would be reported at .75 and regular hours would be reported as 7.25 (assuming an hour lunch).
OR - The employee takes vacation in the morning and comes in at 10:30 am. The employee reports vacation of 2.50 hours, and regular pay of 5.5 hours (assuming an hour lunch).
For those employees using the web clock, the system will round for them. The actual time in and out will display to the employee and the time approver, however the payable time will be rounded.
Examples:
- An employee is scheduled to work from 8-11 a.m. The employee punches in at 7:55 a.m. and starts working and punches out at 11:00 a.m. The system will show that the employee punched in at 7:55 a.m. but will pay 3 hours (8-11 a.m.).
- However, if the employee punched in at 7:50 a.m. the system will pay 3.25 hours (7:45-11 a.m.)
- The employee punches in at 8:04 a.m., the system will pay 3 hours (8-11 a.m.)
- If they punch in at 8:08 a.m., the system will pay 2.75 hours (8:15-11 a.m.)
The same is true for out punches.
Examples:
- An employee comes punches in at 8am and punches out at 11:55 p.m. The system would pay 4 hours (8 a.m.-12 p.m.).
- The same employee punches out at 11:47 p.m. The system would pay 3.75 hours (8-11:45 am).
- If the employee were to punch out at 12:05 p.m., the system would pay 4 hours (8-12 p.m.).
- The employee punching out at 12:09 p.m., the system would pay 4.25 hours (8-12:15 p.m.).
When reporting time not worked, employees should round to the nearest 1/4 hour. For example: 15 minutes = 0.25 hours, 30 minutes = 0.50 hours and 45 minutes = 0.75 hours.
Examples:
- The employee leaves early due to illness 1 hour and 45 minutes before the end of the day. Sick hours would be reported at 1.75 (assuming an hour lunch)
OR - The employee takes vacation in the morning and comes in at 10:30 a.m. the employee reports vacation of 2.50 hours (assuming a 1-hour lunch).