Time Sheet Policy
Policy Adopted: 5/1/2003
Overview
This document contains the Department's policy regarding bi-weekly time sheets. Because of the unique work schedules in this department, an accurate time sheet is crucial to ensure the efficient use of the Department’s resources. This policy is intended to provide information to all personnel, which will allow them to monitor time sheet completion in a professional manner.
I. Purpose
To provide all personnel of the University of West Georgia Department of Public Safety with guidelines for the proper completion of time sheet.
II. Policy
Because of the unique work schedules in this department, an accurate time sheet is crucial to ensure the efficient use of the University’s resources. This policy is intended to provide information to all personnel, which will allow them to monitor time sheet completion in a professional manner.
III. Procedures
A. Line Employee Responsibilities
All employees when completing their time sheet will adhere to the following procedure:
1. All time worked must be entered on the time sheet. No employee will work for the Department without compensation;
2. The Department will not compensate for time not worked except as authorized under the University’s leave policy;
3. Falsifying a time sheet by failing to add time worked, adding time worked when such work was never performed or by failing to subtract time from the time sheet when the employee was not present to work is a violation of this policy;
4. Time sheets are to be completed in ink only. No pencils will be used;
5. Time sheets must be fully completed, including a signature, by each employee prior to 0800 hours on Friday morning to allow the Business Manager time to complete his or her duties. Do not total the number of hours worked. Employees who do not turn in their time sheet completed by the deadline will not be paid until the following pay period. Partially completed sheets will only be compensated for the hours shown until the next pay period. If the employee is on annual leave it is his/her responsibility to fill out the time sheet prior to leaving. If the employee is on sick leave, the shift supervisor will complete the sheet in the employee’s absence.
6. When correcting a time sheet, the employee should use a single line strike through. If the employee whose name is on the time sheet makes the strike through, no initials next to the correction are necessary. If anyone else (supervisor, payroll clerk, etc.) makes a correction on a time sheet, they must place their initials next to the correction.
7. While no justification is necessary for normal work time, overtime will be explained on the special compensation card listing the date and reason for the accrued overtime.
8. When qualifying at the range or other local training, the employee cannot claim travel time in with your range or training time. You are only eligible for the travel time to the range or training when you report to the police department for an official reason. You would then be eligible for claiming only that travel time from the police department to the range or training.
Employees are eligible for travel time to and from training outside of Carroll County (i.e., Forsyth, Rome, etc.). In those cases, only one trip to the training and one return trip from the training can be claimed, if lodging is made available. Only the shortest distance (either from home to training or work to training) can be claimed. This time can only be claimed as overtime (OT);
9. Employees attending any training authorized by the department will do so while on duty. If not possible to attend the training during their normal tour of duty, the employee's supervisor will be responsible for making every effort to flex the employee's work schedule for the week in question in order for the employee to attend the training on duty. If that is not possible, the employee will be eligible for overtime.
10. Compensatory time will be utilized to compensate an employee who had to work over one day by allowing that employee to leave early another day. The use of comp time to eliminate overtime is limited only to unscheduled overtime (ie: doing reports). Comp time must be taken in the same week the extra time was worked. A supervisor must approve all flex time, and this time will apply to sworn and non-sworn employees. No employee will be allowed to flex from one pay period into another pay period. Any time not compensated within the week worked, it will be listed on the time card and paid as overtime.
B. Supervisor Responsibilities
1. Each working day, the appropriate supervisor will check the time sheet clipboard to see which employees are on leave. The supervisor will then check the employee's time sheet to ensure that the time is accurately reflected. If the time is not already on the sheet, the supervisor will complete the employee's time sheet for that day of work placing the requested leave on the time sheet. Any time a supervisor makes an entry on an employee's time sheet, the supervisor will initial next to the entry.
2. If an employee calls in prior to the beginning of the shift requesting and receiving leave, the appropriate supervisor will place that time on the employee’s time sheet. Any time a supervisor makes an entry on an employee's time sheet, the supervisor will initial next to the entry. Only the employee or his/her supervisor may make a change to a time sheet. A change by another employee, even at the request of the employee to change his/her time sheet is strictly prohibited.
3. It is the responsibility of the division commanders to ensure that all time sheets are correctly completed by all personnel prior to 0800 hours each Friday. Division commanders will initial each sheet at the bottom right hand corner signifying approval. Only the Director, Business manager or designee will sign in the space designated “Authorized Signature”.
C. Leave and Compensation Policies
The Department will follow all policies and requirements established in the University’s Personnel handbook reference leave and compensation.
D. Instructions for Correcting Payroll Errors
If a mistake is made after reporting time and not realized until after the payroll process has been completed the following procedure will be followed:
The employee will write a memo to the Department’s Business Manager stating the employee's name, the employee's social security number, date of the error and the error itself. The Business Manager will then notify Human Resources of the error.
