Policy Text
Page 1 of 3 15/05 (REV 5/97)
Employee Timesheets
The purpose of this General Order i s to establish procedures fo r the proper completion
of employee timesheets. I. Responsibility
A. Employee timesheets shall be completed on a daily basis by each
employee. Preplanned absences r equire the completion of the timesheet
prior to the absence. However , should an employee be absent due to
exigent circumstances (i.e. eme rgency, sick leave, etc.) on t he last day of
the pay period that timesheets are due, the supervisor shall be
responsible for completing the balance of the entries.
B. Absent exigent circumstances, the employee shall ensure tha t his/her
timesheet is complete, accurate , signed and submitted to his/ her
supervisor with all related documents attached by the due dat e for the pay
period. C. Upon receipt of the times heet, the supervisor shall ensure that each
timesheet and all related doc uments are signed, complete and accurate.
D. Absent exigent circumstances, supervisors shall not complet e employees’
timesheets.
II. Procedure
A. Regular Time
1. Enter the actual number of regular hours worked on the app ropriate
day (not to include overtime ) corresponding to the appropria te shift.
2. Hours are to be posted to t he nearest tenth of an hour: i .e. 8 hours
s hould be posted as 8.0 hours, 7 ½ hours should be posted as 7.5
hours, etc. Each full 6 minut e period equals 0.1 of an hour . Do not
u s e hundredths: i.e., .25, .50, .75, etc.
3. Hours shall be posted for t he actual time worked on the da y
w o r k e d . Hours shall not be posted on a day in which the hours
w e r e n o t w o r k e d . Discrepancies shall be com pleted and submitted
i n a l l c a s e s i n w h i c h a c t u a l t i m e w o r k e d d i f f e r s f r o m t h e t i me
Page 2 of 3 15/05 (REV 5/97) r e c o r ded on the timesheet at the time it was submitted to the
A d m i n i s t r a t i v e D i v i s i o n ’ s P a y r o l l U n i t .
B. Overtime 1. Close attention is required when posting the authorized ov ertime to
t h e t i m e s heet. Payment error will result i f posted incorrectly. The
A d m i n i s t r a t i v e D i v i s i o n , P a y r o l l U n i t, will not change posted CTO to
c a s h , o r v i c e v e r s a , a f t e r t h e p a y c h e c k h a s been issued. Only
t h o s e hours actually worked shall be posted; the computer will
automatically credit for time and one-half.
2. All overtime earned must be posted to the date on the time sheet on
w h i c h i t w a s e a r ned. To correctly post overt ime for those overtime
s l i p s s i g n e d and returned following the s ubmission of the timesheet
f o r a n y p a y p e r i o d d u r i n g w h i c h t h e o v e r t i m e w a s a c t u a l l y e a rned,
t h e e m p l o y e e m u s t s u b m i t a p a y r o l l d i s c r e p a n c y r e p o r t t h r o u g h the
d i v i s i o n / u n i t s e c r e t a r y .
C. Payroll Discrepancy 1. Should a change in actual time worked or overtime be requi red
a f t e r a t i m e s heet has been submitted to the Administrative
Division’s Payroll Unit, a Payroll Discrepancy Form must be
c o m p l e t e d .
2. Any related documents, such as County of Sacramento Absenc e
R equest Forms or overtime slips (Form 7400-069), related to the
d i s c r epancy, must be attached to the completed discrepancy form
w hen forwarded.
D. Related Documents 1. In all cases in which a ti mesheet or discrepancy form refl ects any
absence or overtime, the County of Sacramento Absence Reques t
f o r m and/or the overtime slip (Form 7400-069) must be completed
f o r t h e t i m e s p e c i f i e d ,