205City Of Anaheim Administrative Regulation
CHAPTER 2 - EMPLOYMENT PROCEDURES
Subject: Time Keeping Procedures A.R. 205
Issue Date: Feb. 2003
Revised:
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Purpose:
The purpose of this regulation is to establish a policy for employee time keeping
procedures and record retention.
Procedure:
All non-exempt employees must complete a time sheet each pay period. The
City's pay period begins Friday at 12:01 a.m. and ends 14 days later on Thursday
at 12:00 a.m. An alternate pay period beginning and ending time may be
approved, on an exception basis by the Payroll Division. All prior pay period
adjustments must be submitted on the Statistical Balance Change form.
2. Non-exempt employees must record all hours worked, all leave used for planned
absences approved by their supervisor and all sick leave, short term disability or
approved leave without pay used for unplanned absences.
Exempt Confidential and management employees shall only record absences of a
full day or longer (unavailable for work) on an exception basis (i.e. vacation,
sick.)
Executive management shall only report exceptions (absences of a full day or
longer) on a biweekly basis.
3. All exempt management and exempt confidential employees on a flexible
schedule shall record on their time sheet 8 hours of holiday time for the holiday or
day observed in lieu of the holiday. Represented exempt employees and all non-
exempt employees on a flexible schedule shall record holiday time off in
accordance with their respective MOU or Personnel Rules.
4. All days worked must be recorded in ink (no entries in pencil allowed). The
employee signature must also be completed in ink. Corrections made on the time
card that contain white out must be initialed by the Supervisor or Manager.
City of Anaheim Administrative Regulation 205
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5. The Supervisor or Manager must sign the time sheet for non-exempt and exempt
employees. A time sheet without the employee's signature must not be accepted
for processing unless the Supervisor or Manager has signed on their behalf due to
reasons such as termination, suspension or the employee is on authorized leave.
If the employee's signature is present, but the Supervisor or Manager approval is
missing, the time sheet must be returned to obtain the appropriate signature before
the check may be released.
6. The "original" time sheet must be retained by the department. Under no
circumstances is the original to be given to the employee. Employees may
request a "copy" of their time sheet.
7. The payroll time sheet entry coordinator must compare the time sheets to the
Employee Time Summary Report for accuracy of input. If an error or overage
has occurred, the Payroll Division must be notified immediately for resolution.
Employees are obligated to notify their Supervisor or Manager that an
overpayment has occurred. If the employee was under -paid, a Statistical Balance
Change form must be sent to the Payroll Division to be processed with the next
payroll.
8. All time sheets must be collected and attached to the Employee Time Summary
Report. This report is then reviewed and approved by the appropriate
Administrative Manager for signature.
9. Falsification of hours worked or days not worked, is a violation of this policy that
may result in disciplinary action. Employees are responsible for completing only
their time sheet. Under no circumstances, should an employee complete a time
sheet for another employee. The only exception to this rule applies to Supervisor
or Manager addressed in paragraph #5.
10. Original Payroll time sheets and a copy of the Employee Time Summary Report
must be kept and retained by the Department. These records must be labeled and
filed in pay -period -ending chronological order for the current fiscal year. These
time documents must be readily available for inspection by the Payroll Division,
Internal Audit, or other agencies with legal authorization to access the
information.
11. Time records must be kept on site for the current fiscal year. All prior fiscal year
documents may be sent to off site storage. Records must
be kept for the current fiscal year plus the 7 prior consecutive years. Records
must not be destroyed without notifying the Payroll Division.
City of Anaheim Administrative Regulation 205
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12. In addition to FLSA rules and regulations, special pay practices and payments are
addressed in each bargaining unit MOU booklet and the Personnel Rules
governing non -represented employees.
13. For answers to questions on pay practices, FLSA regulations or the employee
payroll issues, contact your HRD representative, or the Payroll Manager.
14. Forms for time reporting are maintained by the Payroll Division and are available
to all divisions.
FLSA = Fair Labor Standards Act
MOU = Memorandum of Understanding
HRD = Human Resources Department
Responsibility:
The Payroll Division requires that all time keeping records be reviewed by Executive or
Administrative Managers for accuracy and completeness.
Attachments: None