HomeMy WebLinkAbout048 - Timesheets Al:> IMINISTRATIVE ORDER NO . 48
TO : All Departments ) March 21 , 1986
FROM : Gary Crutchfie i Manager
i
SUBJECT : TIMESHEETS .
I . PURPOSE : There is hereby established a new timesheet form
and related procedures deemed necessary to fulfill the following
objectives :
A ) Assure an accurate and verified written record of hours
worked or benefit hours used by each employee each calendar
day .
B ) Establish improved cost accounting of specific service activities .
C ) Minimize the cost of improved payroll accounting .
D ) Move toward a combined work-order/ payroll management
system .
E ) Comply with various Federal , State and local laws and regulations .
• 11 . EFFECTIVE DATE : This Order shall take effect as of 12 : 01 a . m . ,
Monday , March 24 , 1986 .
III , TIMESHEET : A copy of the new bi-weekly timesheet is attached
as part of Exhibit " A" and consists of a three-part form . All
hours worked or benefit hours used during each biweekly pay
period shall be recorded on such form in accordance with the
instructions set forth in Exhibit "A " .
IV , ESSENTIAL INFORMATION : It is imperative that certain information
be supplied on each employee' s timesheet ; a timesheet failing
to include each of the following items will not be processed for
payroll and may cause the respective employee's paycheck to
be two weeks late :
A ) Employee name and employee number .
B ) Pay period dates .
C ) Job code numbers for any hours recorded to other than
"master job code" ( see explanation of "master job code" 1 .
• D ) Employee signature,
E-) Supervisor and/or department head signature .
(NOTE : It is absolutely critical that employee number be included
on any timesheet or worksheetl .
t
V . TIMESHEET PROCESS :
A ) Each department shall assume responsibility to maintain an
adequate supply of the new timesheets . Supplies may be
obtained from the Finance Department . Each department
head shall establish appropriate procedures to assure that
each of the respective department's employees is provided
a timesheet at the beginning ( not later than the first Monday )
of each bi-weekly payroll period .
B ) Employees should record his/ her hours , by type and job
code, each day to assure accuracy ; all entries shall be
in ball-point ink ( press hard ) . Upon completion of the pay
period , the hours shall be totalled , by type and job code .
The timesheet must be signed and submitted to respective
supervisor/department head not later than 12 : 00 Noon the
first Monday following completion of the respective pay period .
C ) Supervisors and/or department heads shall be responsible
to verify the hours , by type and job code, reported on
each timesheet within the respective department and , once
verified , shall sign same . Once signed by the respective
supervisor/department head , the three-part timesheet shall
be seperated and disbursed as follows :
• 1 ) Original ( white ) : to Payroll .
2 ) Yellow copy : to respective employee .
3 ) Beige ( hard ) copy : to department file .
D_ ) Each department head shall be responsible to assure submittal
of respective employee timesheets to Payroll Clerk not later
than 9 : 00 a . m . the first Tuesday following the close of the
respective pay period .
Upon receipt of timesheets . the Payroll Clerk shall determine
whether or not "essential information" is complete ; if not ,
such timesheets shall be returned to the respective department
head for appropriate completion .
VI . JOB CODES : A key element of the improved management system
is represented by the use of "job codes" . Basically , two types
of job codes are available :
A ) Master Job Code : Each employee' s computerized "master
file" reflects not only the name and employee number, but
now also includes a "master job code" which is tied to one
or more budget account numbers . Each employee's master
job code has been assigned so as to reflect his/her basic
. job activities and budget account number ( sl .
( EXAMPLES : City Manager Secretary's time will always
be charged to one budget account number . The Community
Development Director' s master job code, however, will reflect
2 -
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an automatic split of all basic hours between Community
Development Administration ( 50% ) and Planning ( 50% ) .
Thus , one of the benefits of this system will be avoidance
of hand -writing the consistent distribution of time to various
budget accounts every pay period ) . Consequently , it will
be imperative that any new employee be assigned a "master
job code" within the content of the Personnel Action Form,
upon hiring ; likewise, any desired change in "master job
code" shall be submitted by the department head to Payroll
not later than three ( 31 working days prior to the end of
the affected payroll period .
B ) Other Job Codes : Each Department head shall have authority
to request 'other job codes" for the purpose of accounting
for hours by project or specific service activity ; department
heads are cautioned , however , to avoid ineffective use of
other job codes ( i . e . , assignment of other job codes if no
specific use of the data is identified and beneficial ) . Only
use 'other job codes" to record those hours worked outside
your "master job code" . Any request for creation of 'other
job code" shall be made in writing, including the job code
number and description ( name ) , explaining briefly the beneficial
purpose justifying its creation ; the request shall be submitted
to the Data Processing Manager, who shall render an initial
decision as to the appropriateness of such request , but
in case of dispute, the City Manager shall render the final
• decision .
VII . DETAILED INSTRUCTIONS : Please refer to attached Exhibit "A "
for detailed instructions regarding the new timesheet . It may
be advisable to distribute a copy of Exhibit "A " to each employee .
CC : ps
attachment
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EXHIBIT " A "
ADMINISTRATIVE ORDER NO , 48
TIMESHEET INSTRUCTIONS
The following instructions are numerically keyed to the attached timesheet
for clarification ; all questions should first be directed to your immediate
supervisor .
NOTE : Timesheets shall be completed in ink .
1 . These are the beginning and ending dates of each payroll period .
They should be in full two-week increments even if you don 't work
the full two ( 2 ) weeks . EXAMPLE : 3/ 24 / 4/ 5 .
2 . This is your employee I . D . Number and consists of the FIRST two ( 2 )
letters of your last name and the LAST four digits of your Social
Security Number . Timesheets missing this number will be returned
to the appropriate departments ; it won't be payroll 's responsibility
to fill it in . You must remember that all payroll records key off
this number .
EXAMPLE : John Smith's SSN is 555-66- 7890 ; his ID No . is SM7890 .
• 3 . Fill in your name as it appears on payroll records - no nicknames .
4 . Insert the department and division to which you' re assigned : This
may not necessarily be the same place where hours are charged
during the payroll period .
EXAMPLE : Someone working at the Sewer Plant would insert -
P . W . /Sewer Plant .
5 . These spaces are for the individual dates within the payroll period .
They were put in for your convenience and reference . If you
use them , the beginning and ending dates must match the dates
in 1 .
64 In these squares , you ' re to enter the actual hours worked or paid
for , as the case may be, that fall under your MASTER JOB CODE ,
7 . These squares should only be used when work is done outside
your normaljob code . Actual hours worked should be used .
81 These squares are for total daily hours .
91 These squares are to be used for total hours by type ( i . e . , regular ,
sick leave, holiday, etc . l for the entire payroll period .
10 . This square is a check figure; it should be the same total for
• ALL hours by type ( #9's ) , and ALL daily hours ( #81s ) . If these
two totals don 't match , an error has been made somewhere, and
you ' ll need to recalculate .
11 . These blank HOURS CODE squares should only be used if you
work or should be paid for hours other than the preprinted hours
code, or you work the same preprinted hours code, but in a job
code other than your MASTER JOB CODE ,
12 . Job Codes should be entered in these squares only when you work
hours outside your assigned job code or codes . These codes would
only be used if numbers appear in 7 , 9 and 11 squares .
139 These rows are only for hours or pay that will be reflected as
pay on your checkstub . The different types of pay that would
be accounted for here are shown in the lower right-hand corner
of the timesheet .
NOTE : Shift differential should be noted in hours worked that
qualify on a daily basis . Do not total .
14 . Any time a number is entered in 13 , a pay code should immediately
be entered in this square and , thereafter, only identical work should
be recorded on that row .
150 Job codes should only be entered if they differ from your master
job code .
164 This remarks area should be used to explain anything that might
not be EASILY understood by payroll . Also, you should note
any type of pay that isn 't reported above, i . e . , miscellaneous ,
• termination , disability, or special pay .
17 . THE EMPLOYEE MUST SIGN HIS OR HER TIMESHEET . IF SIGNATURE
IS MISSING , TIMESHEET WILL BE RETURNED TO APPROPRIATE
DEPARTMENT ,
18 , AN APPROVING SIGNATURE BY A SUPERVISOR AND/OR DEPARTMENT
HEAD MUST BE AFFIXED OR , ONCE AGAIN, THE TIMESHEET WILL
BE RETURNED .
Once all steps are completed, the form is to be separated and the following
distribution shall be made :
White Copy Itop page ) - to Finance Department
Yellow Copy ( second page ) - to employee
Hard Copy ( back page ) - to department file
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