Policy Text
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EMPLOYEE TIME SHEET PROCESS
The purpose of this order is to p rovide specific guidelines for the implementation and
augmentation of General Order 15/05 entitled Employee Time Sheets .
I. Definitions
A. The submission date for time sheets and related documents, u nless
otherwise directed, shall be the Thursday prior to the end of t he pay
period. All time sheets and relate d documents must be submitted for
approval on or bef ore that day.
B. “Supervisor” is defined as the employee’s immediate supervis or or other
supervisor designated by the bur eau commander to maintain atten dance
records and review time sheets for the work unit. In the absenc e of the
employee’s supervisor, the supervi sor’s responsibilities shall be assumed
by either the employee’s bur eau commander or the bureau command er’s
designee.
C. The division secretary shall serve as the time sheet clerk.
II. Time Sheets
A. Employee Responsibilities:
1. To enable supervisors to compl ete an employee’s time sheet w hen
the employee is absent due to exi gent circumstances, employees
shall maintain their time sheets in a location that is accessib le to
their supervisor and shall advise their supervisor of that loca tion.
2. Employees shall submit their completed time sheet and relate d
documents to their immediate super visor for approval by 8 a.m. on
the submission date unl ess an alternate time /date is directed b y the
supervisor. In the event the empl oyee will be on a planned abse nce
on the submission date, the empl oyee shall submit the time shee t
to the supervisor by 8 a.m. on t he last day of work before the leave.
3. Ensure that time sheets accura tely reflect the employee’s
attendance and concur with the employee’s attendance record.
Ensure the time sheet is comp lete and that all applicable
documents are attached befor e approving the time sheet.
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4. Time sheets/related document s that contain errors, omissions , or
are incomplete shall not be corre cted by the supervisor but sha ll be
returned to the employee for correction/completion.
5. In the event an employee subm its their time sheet early due to a
planned absence on the submissi on date, the supervisor shall
review the time sheet before t he end of the employee’s last day .
6. Approved time sheets shall be submitted to the time sheet cl erk by
10 a.m. on the submission date. I n the event the time sheets ar e
not submitted by 10 a.m., the su pervisor shall notify the burea u
commander.
B. Time Sheet Clerk Responsibilities
1. The clerk shall be responsib le for processing the time sheet s as
directed by the Administrati ve Division payroll unit.
2. The clerk shall not check ti me sheets for accuracy, make
corrections or changes on time s heets or related documents,
inventory the time sheets, or prepare payroll discrepancy repor ts.
Alterations to time sheets or rel ated documents after they have
been received by the clerk requi re the authorization of the
supervisor who approved the time sheets/related documents.
3. The clerk shall submit all time sheets to the payroll unit b y the time
specified by the payroll unit.
4. The clerk shall maintain file copies of submitted time sheet s and
related documents for the peri od of time specified in General O rder
15/05.
III. Payroll Discrepancy Reports
A. Payroll discrepancy reports and related docum ents shall be c ompleted by
the affected employee and submi tted to their supervisor who sha ll review
it for completeness and accura cy. Approved discrepancy reports shall be
routed to the time sheet clerk fo r submission to the payroll un it.
IV. Verification
A. In order to ensure the act ual time worked and any changes ma de to a time
sheet after submission are ack nowledged by each employee, all
employees will be required to si gn and acknowled ge the yellow t ime sheet
copy and copies of any related documents attached to their comp leted
and approved time sheet.
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B. The time sheet clerk shall pr epare a routing slip to verify those employees
who have returned their approv ed time sheet. In the event an em ployee
disagrees with their time sheet d ocuments, the supervisor shall enter a
notation on the routi ng slip that the documents have been forwa rded to the
division commander for approval.
C. Ensure all time sheet copies are accounted for and checked o ff the routing
slip.
D. Sign the routing slip acknow ledging the accountability of al l received time
sheet documents and return them to the clerk by the due date in dicated on
the routing slip.