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SOP-TSD-4 Timesheet Submission Procedure Technical Services Division SOP-TSD-4 August 5, 2011 SUBJECT: Timesheet Submission Procedure BACKGROUND: Effective January 1, 2012, City payroll procedures will be modified in order to more accurately capture employees’ various types of working hours as well as various types of time off. This change will require individual employees to utilize electronic time sheets to track their own time. In anticipation of this impending change, and in response to recently adopted RPPSOA MOA language, the Department of Public Safety is implementing an interim time sheet procedure effective August 15, 2011 PURPOSE AND SCOPE: To establish a procedure for Department employees to accurately complete and submit weekly timesheets. I. DEFINITIONS A. Timesheet Individual document used to record, verify, and approve an employee’s time accrued or used during the seven day work cycle. Hard copies of these forms are available in the Records Bureau or electronically on the Department Computer Share, under the Forms and Templates folder. B. Timesheet Cart Rolling Cart located in the Records Bureau where current Timesheets are stored. C. Seven Day Work Cycle Pursuant to the RPPSOA MOA, the work week is a seven day work cycle and will start at 00:00:01 hrs. on Monday and end at 24:00:00 hrs. on Sunday. D. Work Schedule An employee’s assigned shift schedule; the start of which may fall on any day during the work cycle. E. Planned Leave Annual Leave, Administrative Leave, Compensation Time, Shift Trades are all considered Planned Leave. F. Unplanned Leave Illness, Family Illness, Bereavement, Injury on Duty (IOD) are all considered Unplanned Leave. G. Employee Absence Report Form used to request and record all Planned and Unplanned Leave II. PROCEDURE: A. Timesheet Completion 1. Employee Responsibility: a) Department employees will initiate a new timesheet during their first shift worked during any work cycle. This may be an overtime shift (except court cancellations). Initiated forms will be kept in the Timesheet Cart. b) During the course of the work week, department employees will record all hours accrued or used, by using the appropriate codes as listed on the time sheet. c) All timesheets will be completed by the end of the work schedule. d) Approved timesheets will be in an employee’s folder in the Timesheet Cart by 09:00 hrs on the Monday immediately following the work cycle. e) Timesheet entries for an employee’s regular work schedule should normally be approved by the employee’s supervisor. f) Except for court cancellations, all overtime will be recorded and approved on the day it is earned. g) A court cancellation may be recorded after the day it was earned, but should be no later than the end of the work cycle. Court cancellations should be submitted to the Records Supervisor or any on duty supervisor for approval. h) Entries outside of the employee’s regular work schedule (court, overtime, etc.) should be signed by a supervisor on duty when the overtime is earned. 2. Supervisor Responsibility a) Supervisors should ensure that employees keep their timesheets up to date. b) By the end of the work schedule, but in no event later than the end of the work cycle, supervisors will review and sign time sheets for all assigned employees. c) Supervisors will ensure that completed, approved and signed timesheets are placed in the employee’s folder in the Timesheet Cart by 09:00 hrs on the Monday immediately following the work cycle. d) Supervisors will correct any discrepancies noted on an employee’s timesheet before the timesheets are submitted to Finance. e) Supervisors filling in for a supervisor vacancy will ensure that any timesheet approvals under the control of the absent supervisor are completed and submitted as required. 3. Exempt Employees Exempt employees are required to complete a weekly timesheet. They will only be recording that time taken off or time accrued, pursuant to their current MOA. 4. Records Bureau Responsibility a) On Monday after 09:00 hrs, Records Bureau personnel will collect all timesheets; confirm all employees have submitted them; and forward the information to Finance by 11:00 hrs. b) If any timesheets are missing, or a discrepancy noted, Records Bureau personnel will contact a Command Staff member for follow-up and resolution. c) Physical timesheets and related time off requests will be forwarded to the Secretary to the Director of Public Safety for filing. d) Overtime slips will be retained and filed by the Records Bureau. B. Time Off Requests 1. Employee Responsibility a) For any planned leave, employees will complete a City Employee Absence Report for each work cycle they plan to be absent. Completed forms will be submitted to their supervisor for approval. (1) Example: An employee planning a two week vacation will fill out one form for each work cycle they will be absent. (2) Example: An employee taking off days that span two separate work cycles (i.e. Sunday, Monday), will require an employee absence form for each cycle. b) For each planned leave involving shift trades, the Employee Absence Report must include the signature of the substituting employee. c) For unplanned leave, such as for illness or bereavement, employees will notify either their supervisor or the on-duty supervisor. In the event the on duty supervisor is unavailable, employees will notify the Dispatch Center. (1) Dispatch will notify the on duty supervisor of the absence. d) If a planned leave is cancelled, the employee must notify their supervisor at least 72 hours in advance. In the event their supervisor is unavailable, any on-duty supervisor may be notified. 2. Supervisor Responsibility a) For planned leave, Supervisors will review requests and reserve the time on the applicable master calendar. b) Supervisors will forward the goldenrod copy to the Records Bureau for court calendar entry. (1) After appropriate entry into the court calendar, Records Bureau personnel will forward the goldenrod copy to the respective employee. c) Supervisor(s) will place the white and pink copies in the designated leave file. d) By Monday at 24:00 hrs, supervisors will review the leave file and submit any leave occurring during that current work cycle to the Records Bureau for inclusion in the employee’s timesheet folder. (1) Records will ensure the form is added to the employee’s time folder e) If a planned leave is cancelled, the supervisor needs to locate, adjust and/or destroy the appropriate Employee Absence Report. (1) The supervisor must ensure any schedule adjustments are completed, notifications made, and related overtime cancelled as necessary. 3. Records Bureau Responsibility a) Upon receipt, Records Bureau personnel should review all Employee Absence Reports, forward to data entry as necessary, then sort and file as appropriate. C. Adjustments to Previously Submitted Timesheets Any adjustments to timesheets previously submitted to Finance must be reviewed and approved by Command Staff via chain of command. Approved adjustments will be recorded on the timesheet for the current work cycle, regardless of the actual date of the error or omission. The circumstances of the adjustment will be noted in the Comments section of the timesheet. DATE ISSUED: August 5, 2011