Work Schedules, Timekeeping & Pay

47G’s standard workweek is established by the organization based on operational needs, role requirements, event schedules, program commitments, and applicable law.

Employees are expected to understand their assigned work schedule and manage their responsibilities with discipline, responsiveness, and accountability. Because 47G works across industry, government, academia, manufacturing, and public-sector partners, some responsibilities may require flexibility beyond a standard office rhythm.

The organization values strong execution and sustainable performance. Employees are expected to meet the demands of their roles while communicating early when workload, scheduling, or capacity concerns arise.

Work schedules may vary by role, department, event calendar, travel requirements, meeting obligations, and organizational priorities.

Supervisors are responsible for communicating schedule expectations to employees. Employees are responsible for being available, prepared, and responsive during assigned work hours and for attending required meetings, events, calls, and work activities.

47G may adjust work schedules to support business needs, partner commitments, public events, board meetings, legislative activity, conferences, grant obligations, or other mission-critical work.

47G may change an employee’s schedule based on organizational needs, staffing requirements, deadlines, event responsibilities, travel needs, funding requirements, or other operational considerations.

When practical, 47G will provide advance notice of schedule changes. However, business needs may require changes with limited notice.

Employees who need a schedule adjustment should request approval from their supervisor as early as possible. Employees should not assume a schedule change is approved until confirmation is received from the appropriate supervisor or authorized leader.

47G may allow flexible schedules when appropriate for the role, business needs, performance expectations, team coordination, and mission requirements.

Flexible scheduling is a privilege based on trust, accountability, and operational fit. It is not an entitlement and may be modified or discontinued at any time based on business needs or performance concerns.

Employees with flexible schedules must remain available for required meetings, events, partner engagements, urgent priorities, and other responsibilities. Flexibility should support execution, not create uncertainty for the team.

47G’s standard practice is in-person work; remote or hybrid schedules are approved individually by role and business need, not offered as a standard option. See Chapter 9 (Remote, Hybrid & Flexible Work) for eligibility, approval, and expectations. An approved arrangement does not change timekeeping duties or professional conduct standards under this chapter.

Accurate timekeeping is essential to payroll compliance, financial stewardship, and trust.

Non-exempt employees must accurately record all hours worked using the timekeeping method approved by 47G. Hours worked include time spent performing job duties, attending required meetings, participating in required training, traveling during compensable work time, responding to work communications when required, and performing any other work authorized or permitted by 47G.

Employees must record time honestly and promptly. Falsifying, altering, omitting, or misrepresenting time records may result in corrective action, up to and including termination.

Non-exempt employees must follow all timekeeping, meal period, rest break, overtime, and work authorization requirements.

Non-exempt employees may not begin work before their scheduled start time, continue working after their scheduled end time, work during unpaid meal periods, or perform work outside scheduled hours unless approved by their supervisor or otherwise required by urgent business needs.

If a non-exempt employee performs work that was not approved in advance, the employee must still report the time accurately. 47G will pay employees for all hours worked as required by law, but unauthorized work may result in corrective action.

47G prohibits off-the-clock work.

No supervisor, manager, or employee may direct, pressure, or allow a non-exempt employee to work without recording the time. Employees must not voluntarily perform unrecorded work.

Examples of off-the-clock work may include checking work email after hours, preparing materials before clocking in, staying late to complete a task without recording time, working through an unpaid meal period, or taking work calls outside recorded hours.

Employees who believe they have been asked or expected to work off the clock must report the concern promptly to their supervisor, Human Resources, or authorized leadership.

Employees are responsible for reviewing time records for accuracy before submission.

Supervisors are responsible for reviewing and approving time records in a timely manner. Approval confirms that the supervisor has reviewed the record for accuracy based on available information.

Employees must promptly report timekeeping errors, missed punches, incorrect entries, or pay discrepancies. 47G will review reported errors and make corrections as appropriate.

Employees may not record time for another employee, ask another employee to record time for them, or approve inaccurate time records.

47G provides meal periods in accordance with applicable law and organizational practice.

Non-exempt employees who take an unpaid meal period must be fully relieved of work duties during that time. Employees should not answer work calls, respond to work messages, attend meetings, or perform other job duties during an unpaid meal period unless the time is recorded as work time.

Supervisors are responsible for supporting appropriate meal period practices. Employees are responsible for accurately recording time and notifying a supervisor if work responsibilities prevent them from taking a meal period as scheduled.

47G may provide rest breaks in accordance with applicable law, business needs, and supervisory direction.

Rest breaks should be taken in a manner that does not disrupt meetings, deadlines, event responsibilities, partner commitments, or team operations. Employees should coordinate with their supervisor when break timing affects coverage or work continuity.

Rest breaks are intended to support steady performance and workplace well-being. They should not be abused, extended without approval, or used in a way that interferes with job responsibilities.

Breaks should be scheduled to maintain operational continuity.

Supervisors may provide guidance on break timing based on workload, staffing, events, meetings, or other responsibilities. Employees should communicate early when break scheduling creates a concern or when work needs interfere with a planned break.

Employees should not skip required or approved breaks in order to work off the clock or create inaccurate time records.

47G will comply with applicable federal, state, and local laws governing meal periods, rest breaks, nursing breaks, minor employees, wage and hour rules, and other scheduling requirements.

When employees work outside Utah or travel for business, different state or local requirements may apply. Employees should ask Human Resources or authorized leadership for guidance when state-specific rules may affect scheduling, breaks, or pay practices.

Nothing in this policy is intended to reduce any rights employees may have under applicable wage and hour laws.

Non-exempt employees must obtain supervisor approval before working overtime unless emergency circumstances or urgent business needs make advance approval impractical.

Overtime may be necessary during major events, grant deadlines, legislative activity, travel, public convenings, partner commitments, or other periods of increased organizational demand.

Employees should communicate anticipated overtime needs early so supervisors can plan staffing, priorities, and budgets responsibly.

Non-exempt employees will be paid overtime in accordance with applicable federal, state, and local law.

Overtime calculations will be based on hours worked, not paid leave, holiday pay, or other non-worked paid time unless otherwise required by law or approved by 47G policy.

Exempt employees are not eligible for overtime pay unless required by law or specifically authorized in writing by 47G.

47G will pay non-exempt employees for all overtime hours worked as required by law, whether or not the overtime was approved in advance.

However, working unauthorized overtime may result in corrective action. Employees are expected to follow approval procedures, communicate workload concerns, and avoid creating avoidable overtime through poor planning or failure to coordinate.

Supervisors may not encourage or permit off-the-clock work as an alternative to approved overtime.

Some roles may require employees to be available outside normal working hours for events, urgent partner needs, technology issues, travel disruptions, facility matters, or other operational needs.

On-call arrangements must be approved by authorized leadership. Whether on-call time is paid depends on the circumstances and applicable law, including the level of restriction placed on the employee’s time and the nature of the required availability.

Employees assigned to on-call responsibilities must understand response expectations, escalation procedures, documentation requirements, and any applicable compensation rules.

47G pays employees on a regular pay schedule established by the organization and communicated to employees.

If a regular payday falls on a weekend or recognized holiday, 47G will process payroll in accordance with its payroll procedures and applicable law.

Employees are responsible for reviewing pay statements and promptly reporting questions or discrepancies. Payroll accuracy is a shared responsibility between the employee, supervisor, Human Resources, and finance operations.

47G may require or strongly encourage employees to use direct deposit or another approved electronic payment method, subject to applicable law.

Employees are responsible for providing accurate banking or payment information and promptly updating it when changes occur.

47G is not responsible for delays caused by inaccurate information provided by the employee, banking errors, or circumstances outside the organization’s control, except as required by law.

47G will make payroll deductions required by law and authorized deductions approved by the employee or permitted by policy.

Deductions may include federal, state, and local taxes; Social Security and Medicare; benefit premiums; retirement contributions; wage garnishments; court-ordered deductions; and other lawful deductions.

Employees should review pay statements regularly and report any unexpected deduction promptly.

Employees are responsible for completing required tax withholding forms accurately and updating them when personal circumstances change.

47G will withhold taxes as required by law based on the information provided by the employee and applicable payroll rules.

Employees with questions about personal tax circumstances should consult a qualified tax advisor. 47G does not provide personal tax advice.

47G is committed to paying employees accurately and on time.

Employees who believe their pay is incorrect must report the concern promptly to Human Resources, Finance, or authorized leadership. Reported concerns may involve hours worked, overtime, deductions, benefit premiums, tax withholding, paid time off, expense reimbursements, or other pay-related matters.

47G will review pay concerns and make corrections when appropriate. Employees are expected to cooperate by providing accurate information and supporting documentation.

47G intends to comply with all laws governing salary deductions for exempt employees.

Improper deductions from an exempt employee’s salary are prohibited. Employees who believe an improper salary deduction has occurred should report the concern promptly to Human Resources, Finance, or authorized leadership.

47G will review reported concerns and reimburse improper deductions when required. 47G prohibits retaliation against employees who raise good-faith pay concerns.

47G may reimburse employees for reasonable, necessary, and approved business expenses incurred while performing authorized work for the organization.

Business expenses should support legitimate 47G purposes, such as travel, meetings, events, member engagement, professional development, supplies, approved meals, or other authorized responsibilities.

Employees must exercise sound judgment and stewardship when incurring expenses. 47G’s resources should be used with the same discipline expected in every part of the organization’s mission.

Employees may be reimbursed for approved business mileage when using a personal vehicle for authorized 47G business. Mileage reimbursement does not apply to normal commuting between home and the employee’s regular work location, unless required by law or specifically approved by 47G — this is true regardless of where an employee lives, how often they come into the office, or whether they have an approved remote or hybrid arrangement (see Chapter 9 for 47G’s remote and hybrid work policy).

The “Lesser Of” Rule

When an employee travels from the 47G office to an approved business destination — member or partner meetings, event venues, site visits, conferences, vendor meetings, and similar approved destinations — the mileage between those two points is reimbursable in full.

When an employee instead travels directly from home to an approved business destination, reimbursement is based on the lesser of: (1) the employee’s actual mileage from home to the destination, or (2) the mileage that would have been driven from the 47G office to the destination. The same comparison applies to the return trip. This keeps reimbursement consistent across the organization regardless of where an individual employee lives, and 47G does not subtract an employee’s “avoided commute” from what would otherwise be reimbursable.

Example: The round-trip mileage between the 47G office and an approved meeting is 90 miles. An employee who lives in South Jordan and drives 60 miles round trip is reimbursed the full 60 miles. An employee who lives in Ogden and would otherwise drive 160 miles round trip is reimbursed only 90 miles — the office-based amount, since that is the lesser figure. When a trip includes multiple approved destinations in one day, this comparison applies only to the legs that begin or end at the employee’s home; mileage driven directly between two approved destinations is reimbursed in full.

Two situations fall outside the “lesser of” rule. Airport travel connected to an approved business trip is reimbursed at actual mileage. And mileage to the office on a weekend, holiday, or other non-standard workday is reimbursable only when an employee is specifically required to report in for an approved business purpose — regular weekday office travel is never reimbursable under this exception, even for an employee who might otherwise have worked remotely, and the IRS may still treat such mileage as taxable compensation.

Rate, Documentation & Approval

Business mileage is reimbursed at the IRS standard mileage rate in effect on the date of travel, which covers fuel, maintenance, insurance, and other ordinary vehicle costs — these may not be claimed separately. Requests must be submitted through Bill.com with the date, locations, business purpose, mileage, and applicable project or grant code, within 47G’s standard expense-submission deadlines, using a reasonable and consistently applied mapping tool. Reasonable parking and tolls for approved business travel are reimbursable in addition to mileage (regular commuting parking is not); only the vehicle’s driver may claim mileage, not passengers. Employees should get approval before driving for long-distance, overnight, or out-of-state travel, or when airfare or another option may be more economical. 47G may review, adjust, or deny requests that are incomplete, undocumented, untimely, or inconsistent with this policy; exceptions require approval from the Chief Operations Officer, Chief Executive Officer, or their designee.

Employees may be reimbursed for approved travel expenses related to authorized 47G business.

Travel expenses may include airfare, lodging, ground transportation, parking, meals, registration fees, and other reasonable expenses necessary for the business purpose of the trip.

Employees are expected to plan travel responsibly, use approved booking procedures when applicable, avoid unnecessary costs, and represent 47G professionally throughout travel.

Travel connected to public-sector engagements, member visits, national conferences, manufacturing site visits, defense-related events, or partner meetings should be planned with appropriate attention to timing, security, confidentiality, and business purpose.

47G may use per diem rates for meals, incidentals, or other travel expenses when approved by policy or leadership.

When per diem applies, employees must follow the applicable limits, documentation rules, and eligibility requirements. Per diem is not intended to create personal gain or replace responsible expense judgment.

When per diem does not apply, employees must submit actual expenses with required receipts and business purpose documentation.

Employees must submit expense reports and required documentation in accordance with 47G procedures.

Documentation may include receipts, invoices, mileage logs, meeting purpose, attendees, event names, travel dates, approval records, and other information needed to verify the business purpose of the expense.

Expense reports should be submitted promptly after the expense is incurred or after travel concludes. Late, incomplete, or unsupported expense reports may delay or prevent reimbursement.

Employees must never submit false, inflated, duplicate, personal, or misleading expense claims.

47G may decline to reimburse expenses that are personal, excessive, unsupported, unapproved, unrelated to business needs, or inconsistent with policy.

Unauthorized expenses may include personal purchases, entertainment not tied to a legitimate business purpose, upgrades without approval, expenses for family or guests, fines or penalties, alcohol without approval, political contributions, personal subscriptions, or purchases that create a conflict of interest.

Employees who incur unauthorized expenses may be responsible for repayment through legally permitted means and may be subject to corrective action.

47G may issue company credit cards to selected employees when business needs require it.

Company-issued credit cards may be used only for authorized business expenses. Permitted uses may include approved travel, lodging, meals during business travel, event expenses, supplies, registration fees, vendor payments, or other approved business purchases.

Use of a company credit card is a position of trust. Employees are expected to exercise restraint, good judgment, and careful documentation.

Employees issued a company credit card must submit required documentation for all charges in accordance with 47G procedures.

Documentation should include receipts, business purpose, attendees when applicable, dates, vendor names, event or project names, and any required approvals.

Employees should submit documentation promptly, preferably within five business days after returning from travel or incurring the expense, unless another deadline is established by 47G.

Failure to provide documentation may result in suspension or revocation of card privileges, delayed reconciliation, repayment obligations where legally permitted, or corrective action.

Company credit cards may not be used for personal purchases, cash advances, unauthorized travel, personal entertainment, personal subscriptions, family expenses, non-business gifts, political contributions, or any purchase prohibited by law or 47G policy.

Employees may not split purchases, misclassify expenses, conceal charges, allow others to use their card, or use the card to bypass approval procedures.

Any accidental personal charge must be reported immediately and repaid promptly through a method approved by 47G and permitted by law.

Employees must report lost, stolen, compromised, or misused company credit cards immediately to the card issuer and to 47G Finance, Human Resources, or authorized leadership.

Prompt reporting protects the organization and allows 47G to limit risk, monitor activity, and issue a replacement card when appropriate.

Employees should also report suspected fraud, unusual transactions, or unauthorized card activity as soon as discovered.

Employees may be required to repay unauthorized, personal, unsupported, or improper charges made on a company-issued credit card, subject to applicable law.

47G may pursue repayment through lawful methods, including direct reimbursement from the employee or payroll deduction when legally permitted and properly authorized.

Misuse of a company-issued credit card may result in loss of card privileges, corrective action, or termination of employment, depending on the circumstances.