Timekeepers across the university help maintain compliance with federal laws and regulations and ensure staff and faculty are paid on time. Timekeeping responsibilities include monitoring hours and supporting compliance with federal, state, and VCU policies and guidelines. VCU RealTime is the timekeeping management system used by employees and managers to record time, submit leave requests, approve overtime, etc. Time sheets are required to be approved by 10 a.m. on the published dates.
Learn about how to access and use VCU RealTime, the university's timekeeping management system, under HR Information Systems.
During the 2019 Winter Closing, all employees (non-exempt/exempt) were required to use 24 hours (3 days) of eligible leave for Tuesday, December 31, 2019, Thursday, January 2, 2020, and Friday, January 3, 2020. This is required in order to receive holiday pay for December 23, 2019-January 1, 2020. It’s based on the DHRM Policy: 4.25 – Holidays.
Based on the Winter Closing (December 23, 2019-January 3, 2020):
No leave used/no hours worked:
Hours worked/holiday leave accrued:
Part-time employees (reduced FTE):
All part-time employees (reduced FTE) will receive holiday pay based on the FTE/reduced hours worked. The timekeeper will confirm that holiday pay was provided based on the percentage of the hours worked and that the required leave was entered based on hours per day. If docked, they are docked at a rate based on their FTE.
Example: If an employee has an FTE of .80 (80%), this means the employee works 6.40 hours each day. Holiday pay will be given as 6.40 for each day designated as a holiday. The employee is required to work or use 6.40 hours of leave for December 31, 2019, January 2, 2020, and January 3, 2020.
Leave with/without pay:
All employees on leave with pay must use leave for December 31, 2019, January 2, 2020, and January 3, 2020. All employees on leave without pay will be docked for the winter closing (December 23, 2019-January 3, 2020).
All employees on FMLA during the winter closing (December 23, 2019-January 3, 2020) will not accrue FMLA to count against FMLA entitlement for the January 10, 2019-January 9, 2020 leave year. All short-term disability claims will be handled by the leave administration.
*All employees docked will not receive holiday pay for the days docked and based on the employee type, may not accrue leave for the pay period in which they were docked.
If you have additional questions, contact leave administration at 804-828-1712 or email firstname.lastname@example.org.
(find overtime forms on the page)
Manual timesheet (non-exempt classified)
Premium pay procedures (compensation)