GO - 25202 - - eCAPS - Time - Sheet - Submittal - and - Approval

SACRAMENTO POLICE DEPARTMENT GENERAL ORDERS G.O. 252.02 1 OF 2 252.02 ECAPS T IME SHEET SUBMITTAL AND APPROVAL 09-28-10 PURPOSE The purpose of this order is to establish proc edures to ensure accuracy and timely submission and approval of employees’ time sheets. POLICY It shall be the policy of the Sacr amento Police Department that empl oyees accurately complete their time sheets and that time sheet coordinators, s upervisors or their designees review and approve employee time sheets for each pay period. PROCEDURE A. ENTRY AND SUBMITTAL 1. At the completion of each week, employees shall accurately enter the number of hours worked and if applicable, all other TRC (Time Reporting Codes) that are required for the hours entered.a. When an employee works overtime a notation shall be made in the comment bubble indicating the reason for the excess time. b. If an employee is assigned to work a special event/ assignment other than normal duties a notation shall be made in the comment bubble.Example 1 - Special Assignment: Assigned to NCU but currently assisting with homicide Investigation 2010-123456. Example 2 - Time Flex: Flexing time to work on game plan with another LEA. 2. If an employee is unable to complete their eCAPS time sheet, the s upervisor, and/or their designee shall ensure that: a. the employee’s time sheet is entered and submitted into eCAPS.b. the proper TRC and program codes or acti vity numbers are utilized based on their knowledge of the employee's reason for the absence when filling out and submitting the employee's eCAPS time sheets. 3. Any intentional misuse of TRC which results in employees being paid for time not worked (e.g. Sick Leave, Vacation, Holiday Credit, et c.) or premium pay (e.g. “Out of Class”, Overtime, FTO, etc.) for regular work hour s may result in disciplinary action. 4. Employees shall ensure they have suffici ent hours accrued to cover any leave balance used. Authorization from the supervisor shall occur before the eCAPS time sheet is submitted and should be based on division/ section/unit policy for taking time off. a. If a time sheet is rejected for insuffic ient balances (other t han sick leave), and the error is discovered during the time s heet submittal process, the employee, supervisor, time sheet coordinators or their designee will attempt to use other leave balances that are avai lable (except sick leave) to ensure the employee has been paid for a complete work week. b. In the event the employee uses sick l eave and does not have sufficient sick leave hours accrued, the Section Commander shall determine if the employee may use other accumulated time. If the Secti on Commander disallows the use of any other accumulated time, WOP shall be entered as the TRC and a notation explaining the decisi on shall be made in the comment bubble. Note: Supervisors have the ability to review the employee leave balances via eCAPS. B. REVIEW AND APPROVAL 1. The time sheet coordinators shall run Time Sheet Reports for “No Time Submitted” and “Payable Time Not Yet Approved” to ensure that time sheets for the employees within their group(s) aresubmitted and approved. If nec essary, notifications shall be forwarded to the employee, supervisor or designees in forming them of the need to submit time sheets or approve them. SACRAMENTO POLICE DEPARTMENT GENERAL ORDERS G.O. 252.02 2 OF 22. Once submitted, the supervisor, their de signee, or the time s heet coordinators shall insure that the eCAPs time sheet accurate ly reflects the employee's work week. A notation shall be made in the comment bubble when it is necessary to clarify TRCs. 3. Once the time sheet is verified, the supervisor or designee shall approve it. An automated e-mail notification will be delivered to the employee when the time submitted is denied. 4. Employees shall submit thei r time sheets prior to the deadline set by their supervisor and /or time sheet coordinator. The supervisor and/or time sheet coor dinator shall ensure that time sheets are approved by 1200 hours every Tuesday (unless otherwise directed by Payroll). 5. If an employee's time sheet is not submitt ed, the employee’s division is responsible for ensuring that the time s heet is entered, submitted and approved in eCAPS. 6. Time sheets not submitted by 1200 hours on T uesday following the second week of the pay period may cause the employee to be short on their next paycheck. If this occurs, the party with whom the fault rests may be subject to disciplinary action. 7. Units may establish other reviews/audits to ensure accuracy. C. TIME SHEET CORRECTIONS 1. All corrections to time sheets can be submit ted and approved within the same pay period prior to the processing of time sheets by Payroll. Employ ees shall notify their supervisor of any changes/correct ions that were previously submitted within the pay period. 2. Corrections within a 62 day period shall be made via eCAPS if it involves a TRC change with the type of hours worked (e.g. REG hours to Out of Class or REG to FTO Out of Class).