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West Virginia University Policy
Division of Administration and Finance




The purpose of this policy is to establish the guidelines pertaining to the ownership, placement, installation, maintenance and responsibility for time clocks on the WVU Campus and all divisional campuses and affiliates for use by all hourly employees.


This policy applies to all University departments, colleges, schools and work units, including those on the divisional campuses and affiliates.


WVU will provide electronic timekeeping provisions for any hourly/non-exempt employees to insure correct and timely compensation. As a university asset they will be placed for use in accordance with the considerations provided for below and be subject to University provisions applicable to institutionally owned assets. Time clocks are the property and responsibility of the Payroll Department within the Division of Administration and Finance.

Factors for Consideration of purchase and installation of time clocks include but are not limited to:

Availability of computers for employees to record their time
Number of employees in a work location, for example, a large number of employees recording their time at the same time of day or night (shift workers)
Ease of accessibility for all university employees
WVU Internet connection availability
Electrical connection availability
Leased or rented facilities

University administration will establish the standard for these clocks and provide them (along with their installation and maintenance) where a clear rationale exists for a time clock placement.


Procedure development rests with the Director, Payroll, EDS & Tax Services Department of the Finance Division.


All employees are charged with providing full support to this policy. It is the responsibility of the Dean or Director to implement and maintain this policy within their college, department, or unit. Payroll & Tax Services, at 293-3379 or P.O. Box 6005, is available to answer questions or provide additional information regarding this policy.


The responsibility for interpretation of this policy rests with the Director, of Payroll & Tax Services, and West Virginia University.

Effective Date: June 17, 2010
Approved By: Narvel G. Weese, Jr., Vice President for Administration and Finance