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Payroll:

TIME RECORD PROCESSING PROCEDURES

In this site you will find the following topics:

  • General Information
  • All job classifications require Time Records.
  • Payroll Pay Dates
  • Department Responsibilities

GENERAL INFORMATION

Employee time records are official documents required by federal and state payroll regulations. Employee time records are certifications of time worked and leave charged and are required to be complete and accurate BEFORE they are submitted to the payroll Office. All employees are required to submit a time record, regardless of job classification. All time records will be submitted via Web Time Entry, effective September 1, 2007. Web Time Entry is accessed via Oracle 24/7.

TIME RECORDS

All job classifications will require one of the following time records:

  1. Non-Exempt Time Record-Salaried positions only
    • Used for non-exempt salaried assignments.
    • Due in the payroll Office by the 2nd working day of each month.
  2. Waged Time Record-Waged positions only
    • Used for waged assignments.
    • Due in the Payroll Office on the 1st working day of each month.
  3. Exempt Time Record-Salaried positions only
    • Used for exempt salaried assignments.
    • Used for absence reporting
    • Due in the Payroll Office by the 2nd working day of each month.

Payroll Pay Dates

  1. The regular Waged payroll pay date is the 10th of each month. If the 10th falls on a Saturday, pay date the 9th.
  2. The supplemental wage payroll will process with a pay-date of the 17th of each month. If the 17th falls on a Saturday, pay-date will be the 16th. If the 17th fall on a Sunday, pay date will be the 18th.
  3. The salaried payroll pay date is set by the State Comptroller on the 1st working day of the month following the pay period.

Department Responsibilities

Employees and their supervisors are responsible for the accurate completion of all time records. In an internal, state, or federal audit, the department must be able to provide support for entries submitted and approved via Web Time Entry.

All hours worked by non-exempt employees must be entered on the employee's time record. Compensatory time earned and compensatory time taken, at both "straight time" and "overtime" is calculated based on data submitted by employee and approved by supervisor. Both the employee and the approver are certifying that data submitted is accurate and valid.

Tracking of all time limitations for absences such as Military Leave and Volunteer Fire Fighter Training, will be automatically calculated, based on data entered and approved via Web Time Entry.

Departments are responsible for reviewing/validating all accrued balances for their employees.

 

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