Faculty Time Reporting

Frequently Asked Questions

Why do we have to log and report our time?

The State Officials and Employees Ethics Act (5 ILCS 430/5-5) (SOEEA Act) requires all state employees, including employees of Illinois public universities, to submit time logs documenting all work completed on behalf of the state. The Faculty Time Reporting Log is necessary to comply with this state law.

Do all faculty have to log and report time?

Yes. All tenure/tenure-track and non-tenure track faculty, regardless of FTE, including faculty teaching exclusively online and through Global Campus, must complete Faculty Time Reporting Logs while on contract. For example, faculty on 9-month Academic Year contracts should complete Faculty Time Reporting Logs between August 16 and May 15. Faculty on 12-month contracts should complete Faculty Time Reporting Logs every month.

Who has access to my time reporting logs and how will they be used?

Faculty Time Reporting Logs are kept on file electronically in the School Director's office through the end of each semester, then submitted in full to the Dean's office, where they will remain on file for two years. Faculty Time Reporting Logs are for record keeping only in compliance with the SOEEA Act and will not to be used for payroll, annual evaluations, workload assignments, or any other reporting.

Will my payroll be impacted if I do not submit my faculty time reporting log on time?

No. Faculty Time Reporting Logs are for record keeping only to ensure compliance with the SOEEA Act. Faculty are exempt, salaried employees, so your monthly payroll is not impacted by the number of hours logged per month.

How should I log my time? Do I have to be on campus for my time to count?

Any time you spend working on behalf of the state (SIU) should be logged and reported, including time spent outside of regular business hours, to include evenings and weekends, regardless of your location. Work weeks are considered Sunday-Saturday. Time should be rounded to the quarter-hour.

I have a joint appointment. Do I have to complete two faculty time reporting logs?

No. Complete one Faculty Time Reporting Log with all your time worked and submit it to your home unit.

What is considered "work on behalf of the state"?

This includes, but is not limited to, time spent teaching courses, office hours, class preparation time, grading, mentoring, other duties as specified on your workload assignment, and attending functions, such as meetings, retreats, conferences, seminars, trainings, and other functions that are work-related and either required or approved by your unit.

How should I log holidays or administrative closures?

Record your average daily time worked on the line labeled "Other Leave hours used" and add a note within the explanation box, such as "9/5/22 was an administrative closure for Labor Day" or "2/6/23 was an administrative closure for a snow day."

Do we have to use the faculty time reporting log form or can we keep our time on a spreadsheet?

The Faculty Time Reporting Log must be used; no other time reporting documentation will be accepted.

Where can I find the time reporting log?

The Faculty Time Reporting Log is available for download through the eforms website.

The faculty time reporting log will not open on my computer. What should I do?

Be sure you save the PDF to your computer. PC users can right-click on the file and select "Open With", then choose Adobe Acrobat. Contact your IT department or SalukiTech for additional technical support.

When are monthly logs due?

Completed Faculty Time Reporting Logs are due to your School Director's office by the second Friday of the following month. For example, the September 2022 time log is due by October 14.

How should I name the completed monthly files?

Use the following naming structure: YYYY-MM-FTRL-SchoolAbbreviation-LastName, FirstName

For example: 2022-09-FTRL-SoAFE-Doe, Jane

How many hours am I expected to log each week? Am I eligible for overtime if I log more than 37.5 hours?

Faculty are expected to work the necessary amount of hours to fulfil their workload assignments. The amount of hours worked each week may vary throughout a semester, however, the average amount of hours worked should align with your assigned FTE. Faculty are considered exempt employees, and as such, are not eligible for overtime pay.

During sabbatical, do I have to complete faculty time reporting logs?

Yes. Faculty on sabbatical leave must complete Faculty Time Reporting Logs, but are not expected to submit them each month while on leave. Completed logs should be submitted along with your sabbatical report upon your return.

I'm on leave - Do I have to complete faculty time reporting logs?

Faculty on FMLA leave, administrative leave, or personal leave without pay are not expected to complete Faculty Time Reporting Logs, as they are not completing work on behalf of the state (SIU). Faculty on professional development leave should complete Faculty Time Reporting Logs, which should be submitted upon your return.

What happens if I refuse to submit faculty time reporting logs?

It is the responsibility of the faculty member to comply with the SOEEA Act. Any faculty member who refuses to comply with the State law will be held fully accountable for those violations. Disciplinary action will be pursued in accordance with the appropriate Collective Bargaining Agreement, including, but not limited to, an oral reprimand, a written reprimand, a suspension without pay, or dismissal.

For Information or Assistance

Juliane P. Wallace

Associate Provost for Academic Administration
Anthony Hall, Room 220

Phone:: (618) 536-5535
Email:: APAA@siu.edu

Lori Johnson Pickles

Administrative Aide
Anthony Hall, Room 220

Phone:: (618) 536-5535
Email:: lorij20@siu.edu