Safe Harbor Guidelines

The policy and practice of UAB is to accurately compensate employees and to do so in compliance with all applicable state and federal laws.

Guidelines for Non-Exempt Employees

Employees eligible for overtime pay must maintain a record of the total hours worked each day. These hours must be accurately recorded by the employee on their timecard or in their department’s timekeeping system. Each employee must verify that the time recorded is complete and accurate (and that there is no unrecorded or “off-the-clock” work). The time recorded must accurately reflect all regular and overtime hours worked, any absences, early or late arrivals, early or late departures and meal breaks. At the end of each week, the employee should submit their actual work time on their timecard or in the department’s timekeeping system for verification and approval. Upon the receipt of each pay check, the employee should verify immediately that he/she was paid correctly for all regular and overtime hours worked each workweek.
Non-exempt employees should not work any hours outside of their scheduled work day — including starting work early, finishing work late, working during a meal break or performing extra or overtime work — unless authorized to do so in advance by a supervisor and that time is accurately recorded. Employees are prohibited from performing any “off-the-clock” work, defined as work performed but not reported. Any employee who fails to report or inaccurately reports any hours worked will be subject to disciplinary action, up to and including discharge.

Guidelines for Exempt Employees

Employees who are exempt from overtime will receive a salary which is intended to compensate them for all hours worked. This salary will be established at the time of hire or when the employee becomes classified as an exempt employee. While the salary may be subject to review and modification from time to time, such as during salary review times, the salary will be a predetermined amount that will not be subject to deductions for variations in the quantity or quality of the work performed. Exempt employees will receive full salary for any workweek in which work is performed. However, under federal law, an employee’s salary may be subject to certain deductions.
Exempt employees who believe that an improper deduction has been made to their salary should immediately report this information to their direct supervisor and notify their HR Consultant. Reports of improper deductions will be promptly investigated. If it is determined that an incorrect deduction has occurred, the employee will be promptly reimbursed for any improper deduction made. If a violation of policy has occurred, the matter will be fully investigated and corrective action will be taken, up to and including discharge.

Permitted Deductions for Exempt Employees
There are certain circumstances where deductions from salaries of exempt employees are permissible, including:
  • Full day absences for personal reasons, such as vacation or personal days
  • Full day absences for sickness or disability which may be charged to accrued sick time
  • Full day disciplinary suspensions for major safety violations or significant infractions of important written workplace conduct rules
  • Full or partial day Family and Medical Leave absences
  • To offset amounts received as payment for jury and witness fees or military pay
  • The first or last week of employment in the event an employee works less than a full week
  • Any full workweek in which an employee does not perform any work
  • The employee’s portion of health, dental or life insurance premiums
  • Social Security, state, federal or local taxes
  • Pension plan or contributions to a voluntary retirement plan
Deductions Not Allowed for Exempt Employees
In any workweek in which you have performed work, UAB will not reduce your salary for any of the following reasons:
  • Partial day absences for personal reasons, sickness, vacation or disability (unless the FMLA provides to the contrary)
  • Absences for jury duty, attendance as a witness or military leave in any week in which you have performed any work
  • Any other deductions prohibited by state or federal law.

Please note: Pursuant to UAB’s paid time-off policies, employees will be required to use accrued benefit time for full or partial day absences for personal reasons, sickness, disability or other reasons. However, if an employee does not have any accrued benefit time remaining, no partial day deductions will be made from your salary unless permitted by law.

What You Need to Know

Review your pay slip

UAB takes appropriate measures to ensure our employees are paid correctly but occasionally, mistakes can happen. To ensure that employees are paid properly for all time worked and that no improper deductions are made, employees should review their pay slips promptly in Oracle Self Service to ensure it is correct. If you believe a mistake has occurred, or if you have any questions, please use the reporting procedure outlined below.

Violations of the Safe Harbor Guidelines

It is a violation of UAB policy for any employee to falsify a time record or to alter another employee’s time record. It is also a violation of policy for any employee or manager to instruct another employee to incorrectly or falsely report hours worked or alter another employee’s time record to under or over-report hours worked. If any supervisor or employee instructs another employee to (1) incorrectly or falsely under or over-report hours worked, (2) alter another employee’s time records to inaccurately or falsely report that employee’s hours worked, or (3) conceal any falsification of time records or to violate this policy, report it immediately to UAB Human Resources.

Report violations, communicate concerns or request information

If you have questions, concerns or would like to obtain more information on this policy, inquiries can be mailed directed to UAB Human Resources:

HR Employee Relations
Administration Building 215
1720 2nd Ave. S
Birmingham, AL 35294

UAB will not tolerate any form of retaliation against individuals who report alleged violations of this policy or who cooperate in UAB’s investigation of such reports. Retaliation against employees is unacceptable and will result in disciplinary action, up to and including termination.