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FINANCIAL POLICIES AND PROCEDURES - PAYROLL <br />F-2. Time Sheets <br />Time Sheets Coding <br />Employees must complete a timesheet for each pay period and code the actual hours worked in that <br />pay period. This includes coding time for non-reimbursable overtime for those employees who <br />have the management vacation benefit. <br />Coding of Management and Union Officer time spent on labor relations <br />In order to have a system that will give the City accurate reports and accounting for payroll, budget <br />and contract administration purposes, the following categories of information and coding are to be <br />used: <br />621010--Labor Contract Negotiations <br />621020--City-Union Meetings <br />621030--Union--Non-City Business <br />Time Sheet Data Editing <br />It is impossible for Payroll to determine whether or not an employee has submitted his/her total <br />hours worked. Each employee's supervisor must be relied on for this control, and be personally <br />responsible for payroll errors.Miscoding of time worked and/or approval thereof is a serious <br />violation of City policy and may result in the termination of the employee or supervisor. If doubt <br />exists, employees shall check with their supervisors, Payroll or Human Resources for the needed <br />information before coding time to ensure conformance with City policy, labor contracts, and State <br />and Federal law. Changes in coding the amount of time require amended employee signatures <br />acknowledging each change. Supervisors may amend account code data without the employee's <br />approval. <br />Distribution of Accrued Benefit Hours <br />If an employee reports on his/her time sheet benefit hours taken in excess of what he/she has <br />accrued, it will be treated as follows: <br />Excess sick leave is not allowed and will be charged to leave without pay. See APPM <br />Section 10.9. <br />Excess comp time reported will be deducted from holiday time first, then vacation. <br />Excess vacation (early vacation) is no longer allowed. (APPM 10.4). To be eligible to use <br />vacation or management vacation, employees must be employed for six continuous months <br />from the date of their hire. <br />Excess holiday time will be deducted from the vacation balance. <br />Note: Sick leave, holiday and vacation hours accrued for the current pay period are added to the <br />employee's accrued time before deductions are made on these items. <br />Financial Policies and Procedures Manual 10/02 <br />F_Payroll.docx Page F.3 <br /> <br />