MGIC - Timekeeping and Effort Reporting

Timekeeping and Effort Reporting

Purpose

This policy stipulates the requirements for documenting time and effort for Maryland Global Initiatives Corporation (MGIC) employees. The purpose of this policy is to ensure accurate, complete, and timely recording of work time and effort for employees, enabling compliance with applicable labor laws and internal control requirements.

Background

MGIC is a non-profit, separate legal entity that is not an instrumentality of the State of Maryland; consequently, it is not subject to the Effort Reporting requirements of higher education institutions under U.S. Government regulations.

MGIC employs personnel outside the United States on behalf of the University of Maryland, Baltimore (UMB) and other constituent universities (hereafter referred to for purposes of MGIC policies as Affiliate Entities). MGIC personnel are employed through local Employer of Record (EOR) service providers under the laws of foreign countries, each of which have labor requirements, workers rights provisions, and employer obligations that necessitate careful tracking and management of working hours and leave hours.  Specific labor law requirements applicable to each MGIC employee are described in the MGIC Global Human Resources (HR) Handbook and Country Schedule.

The International Operations (IO) division of UMB’s Administration and Finance department administers the MGIC mechanism and manages its HR function.

Policy Statement

1. All MGIC employees must complete a timesheet for each calendar month, recording hours worked by day and hours of approved leave taken, in alignment with leave policies of the jurisdiction (described in the MGIC HR Handbook and applicable Country Schedule).
2. Timesheets must be an accurate record of time worked.
3. By signing and submitting a completed timesheet, the employee certifies that their effort distribution is a reasonable reflection of work performed. In normal working conditions, supervisors and other individuals are not permitted to complete an MGIC employee’s timesheet for the employee, as this would prevent the employee’s required self-certification of accuracy.
4. MGIC timesheets must be approved by the employee’s Supervisor in the UMB or Affiliate Entity Requesting Unit. If an MGIC employee supports more than one Requesting Unit, the timesheet reporting should reflect the percentage of time the employee spent in each Unit as agreed by the Units.
5. If a Requesting Unit seeks an exception to this policy for their MGIC employee(s), a sound justification must be provided. The MGIC Vice President – Policy & Administration may at their discretion accept the exception request provided it does not expose the employee, MGIC, or UMB/Affiliate Entity to risk of labor law violations. (See MGIC policy exceptions policy)

Scope

This policy applies to all MGIC employees and their supervisors in the Requesting Units.

Responsibilities

1. MGIC Employees: Comply fully with all aspects of this and related referenced policies.
2. IO International HR Manager: Maintain current and accurate MGIC Global HR Handbook and Country Schedule to support compliance with labor laws and MGIC and UMB/Affiliate policies. Administer MGIC timesheet template and procedures, and ensure MGIC employees and Requesting Unit supervisors understand the policy requirements.
3. Assistant Vice President - IO (in the capacity of MGIC VP – Policy & Administration): Oversee MGIC policy administration. Approve or deny requests for policy exceptions.
4. Requesting Units: Comply fully with all aspects of this and related/referenced policies.

Procedures

See MGIC Standard Operating Procedures

Documentation Requirements

• Timesheet Template

References

• MGIC Global HR Handbook
• MGIC Policy on Policy Exceptions