Title:



Title: Time cards – Facilities & Maintenance, Grounds, Warehouse

System: Operations

Sub-System: General

Process: Payroll Processing

Issue Date: Issue Number: 7

Approved by:

Document author: Debra Hatfield Phone number: 573-8127 x7922

Summary of changes: Clarifies employee time cards are to be left in their building

1. Purpose

To describe the procedure for preparing and completing time cards and the timeline for submitting time cards for processing

2. Scope

This procedure applies to the Manager of Facilities and Grounds, the Operations Supervisor, custodians, building engineers, grounds and warehouse employees

3. Definition of Terms

None

4. Responsibilities

Director of Operations, Manager of Facilities and Grounds, Operations Supervisor – Ensure all employees follow this procedure. Approve all time card write-ins, late punches and early outs. Sign time cards no later than 10:00 a.m. the day payroll is due (usually Monday unless a holiday changes the due date to Tuesday or earlier if the schedule requires an estimated payroll)

Custodians, Building Engineers, Warehouse and Grounds employees – Complete and submit time cards for processing accurately and timely

Building Engineers – Ensure delivery of assigned building time cards for processing to

the Operations Department Bookkeeper no later than 7:00 a.m. every Monday morning. Deliver timecards over the weekend when doing building checks. (Note: When Monday is a holiday, time cards shall be delivered by 7:00 a.m. on Tuesday of that week or earlier if the schedule requires an estimated payroll)

Operations Department Bookkeeper – Process payroll. Update Facilities & Maintenance Secretary of changes in procedures or timelines relating to payroll. Obtain manager approvals as required. Submit departmental payroll in accordance with administration timelines

Facilities & Maintenance Data Processor – Make arrangements for time card delivery in the unplanned absence of a building engineer. Perform payroll duties for the Operations Bookkeeper in his/her absence

Operations Department Data Processor – Process the payroll in the absence of the Operations Bookkeeper and the Facilities & Maintenance Data Processor

5. References

None

6. Procedure

6.1 Director of Operations, Manager of Facilities and Grounds,

Operations Supervisor shall:

6.1.1 Ensure all employees follow this procedure

6.1.2 Approve/disapprove all time card write-ins, late punches, compensation time, and early outs. Initial time cards no later than 10:00 a.m. the day payroll

is due (usually Monday unless a holiday changes the due date to

Tuesday or earlier if the schedule requires an estimated payroll)

6.1.2.1 Ensure all overtime reflects approved time periods

6.1.2.2 Ensure that for purposes of overtime calculation, only holidays, PTO days, and actual time worked will be considered time worked

6.1.2.3 Approve/disapprove any adjustments to payroll

6.1.3 Ensure the accuracy of department time cards

6.1.4 Approve/disapprove late time in of one minute or more at the beginning of a shift

6.1.5 Approve/disapprove early time out of one minute or more at the

end of a shift

6.1.6 Ensure employees have time cards completed and ready for

Monday morning pick up by the Building Engineer

6.1.7 Ensure all Building Engineers collect time cards for their assigned

building and deliver them to the Operations Department Bookkeeper for processing no later than 7:00 a.m. each Monday morning

8. Approve/disapprove base hours on a mock time card for any employee failing to submit their own time card (e.g. full-time employees are paid forty hours per week)

(NOTE: When the actual timecard is received, any necessary

adjustments will be made to correctly pay the employee)

6.1.9 Approve/disapprove “no lunch” entries on time cards that result in the employee being paid one half hour overtime or ending the day ½ hour earlier

6.1.10 Approve payroll before payroll deadline and keep the payroll department advised of any situations that may affect the timeliness of the submission

6.2 Custodians, Building Engineers, Warehouse and Grounds employees

shall:

6.2.1 Ensure employee name and building is printed clearly on the

time card

6.2.2 Punch in at the beginning of the shift and punch out at the end

of the shift using the automated time clock (Note: an employee

has not “started” work until he/she has punched in using the

automated time clock)

6.2.3 Indicate on the time card if no lunch was taken (note: must be approved in advance by the manager

6.2.4 If the automated time clock is not used, obtain approval from the

appropriate supervisor prior to submitting the time card for

processing (Note: time cards with written entries will not be

processed without the appropriate supervisor’s approval)

6.2.5 Punch in no more than 14 minutes prior to the start of the shift (Note: Punching in more than one minute later than the start of the shift must be approved by the supervisor)

6.2.6 Punch out no later than 14 minutes after the end of the shift (Note: Punching out more than one minute prior to the end of the shift must be approved by the supervisor)

6.2.7 Note on the time card all PTO, sick, and floating holiday time used within the pay period

6.2.8 Submit time cards for PTO and floating holidays prior to taking these days off as these days require pre-approval (include job# on each absence from the call-in system)

6.2.9 If the shift remains the same for the entire pay period included

on the time card, write the scheduled shift time on the top of the

card (e.g. 3:00 – 11:30)

6.2.10 Calculate the hours worked for each shift/day and write the number

on the time card in the box next to the punches for that day

6.2.11 In the blank space (on the left side of the card) include the grand

total of hours worked, time and ½ hours worked, and double time

hours worked

6.2.12 After punching out the last shift of each week (normally Friday,

unless on an authorized absence) place the completed time card in the time card in the time card rack for the assigned building

6.2.13 Always punch in and always punch out, unless approved under paragraph 6.2.4 above. This includes when leaving the work site for lunch

6.2.14 Never touch another employee’s time card, including punching in, punching out, or writing any information on the time card. (Note: The only exceptions are (1) when the building engineer delivers the building’s time cards to the Operations Department Bookkeeper prior to 7:00 a.m. on Mondays, or (2) when directed by a supervisor or administrator)

6.2.15 Never request another employee to fill in any information on a time card or to punch in or punch out a time card that is not their own card

6.2.16 Employee time cards shall remain in the time card rack located in the employee’s building. (Note: the only exception is when the employee is working between two or more buildings)

6.2.17 Comply with the Standards of Conduct for South Lyon Community Schools District Employees by not falsifying a time card (payroll record). Examples include but are not limited to: (1) having another employee clock in or clock out a time card when not present at the work site, (2) leaving the work site without authorization and without clocking out (including lunch when leaving the work site), (3) taking extended/unauthorized breaks or lunches while still on the clock and (4) remaining on the clock while doing personal business

Note: Any employee who fails to submit a time card by the

payroll deadline will be paid only his/her base hours.

Any adjustments will be made the following pay period

6.3 Building Engineers shall:

6.3.1 Be responsible for delivering their assigned building time cards for

processing to the Operations Department Bookkeeper no later than

7:00 a.m. every Monday morning (Note: When Monday is a

holiday, time cards shall be delivered by 7:00 a.m. on Tuesday of

that week or earlier if the schedule requires an estimated payroll)

6.3.2 Through building-specific procedures, ensure substitute Building Engineers complete this function when a planned absence is scheduled on a Monday (Note: If Monday is a holiday, this should be completed on Tuesday of that week or earlier if the schedule requires an estimated payroll)

6.3.3 In the case of an emergency, contact the Facilities & Maintenance Data Processor when time cards cannot be delivered on time

6.4 Operations Department Bookkeeper shall:

6.4.1 Process payroll each Monday and forward to the Manager of Facilities and Grounds and the Operations Supervisor for approval

in accordance with payroll deadline (Note: Director of Operations

will approve if either administrator is absent)

6.4.1.2 Collect time cards each Monday morning by 7:00 a.m.

6.4.1.3 Alphabetize time cards

6.4.1.4 Prepare a mock time card when an employee fails to

submit a time card (reference 6.2.7, and 6.2.8)

(NOTE: The mock time card shall be based on the

employee’s call-in absence report and shall become the

official record)

6.4.1.5 If approved by the administrator, pay base hours per week

to any year round employee who fails to submit a time

card

6.4.1.6 Add the hours per day and total the hours for the week by

regular hours, time & ½, and double time

6.4.1.7 Highlight PTO, sick, floating holiday and add the times to the attendance book

6.4.1.8 Enter the totals in the spreadsheet, week 1 or week 2

6.4.1.9 Run an adding machine tape on the time cards and

reconcile with the spreadsheet

6.4.1.10Adjustments are made as either week 1 or week 2

Option 1 - hours and dollars

Option 2 – dollars without hours

6.4.1.11Formulas should calculate all totals, verify that figures

calculate

6.4.1.12 Add dates to spreadsheet

6.4.1.13 Key in verified totals to each spreadsheet

6.4.1.14 Attach completed payroll to an e-mail and forward to

appropriate administrator for approval and submission to

the payroll department

6.4.1.15 Keep the payroll department advised of any potential

delays in processing the department payroll

6.4.2 Keep Facilities & Maintenance Data Processor informed of all

procedures or timelines relating to payroll. Obtain administrator

approvals as required

6.4.3 Prepare a mock time card for any missing time cards

6.4.4 If approved by the administrator, pay 40 hours per week to any

year round employee who fails to submit a time card

6.5 Facilities & Maintenance Data Processor shall:

6.5.1 Make arrangements for on-time card delivery in the unplanned absence of a building engineer

6.5.2 Perform payroll duties for the Operations Department Bookkeeper in his/her absence

7. Records

Employee time cards

Payroll spreadsheets

Attendance sheets

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