SOP-SSD-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