500 - PAYROLL PROCEDURES


A. HOW TO FILL OUT A TIME CARD - FOR ETIMECARD USERS

NOTE: the following instructions correspond to the county of Santa Cruz eTimeCard program.

1. GENERAL INSTRUCTIONS:
   
   
   1. The following fields are automatically populated in the eTimeCard programs:
      
      EMPLOYEE'S HOME GL KEY
      EMPLOYEE NUMBER
      EMPLOYEE NAME
      EMPLOYEE'S BENEFIT STATUS
      PAY PERIOD FROM /TO DATES
      DAYS OF THE WEEK (There is an extra day column in each week which will be used only for employee's on the 9/80 schedule. Days will be printed by computer according to employee's schedule.)
      
      
   2. Hours must be reported on the appropriate line on the time card. Hours reported must total the number of authorized hours assigned for a work schedule of the employee. All scheduled hours, which are not worked and not paid for, are recorded as "leave without pay" and included in total hours.
      
      
   3. Code 888 is preprinted on the first line of time card, and is used to record all regular hours worked excluding shift pay hours.
      
      
   4. Code 05Z will be entered on the 2nd line of time card, on pay periods that include a county holiday. Record only holiday hours on that line.
      
      
   5. Record all other pay types using the dropdown box in the pay code field on ensuing lines. (Legend of these codes listed at C). Use only one entry line for each unique pay code/index/user code combination.
      
      
   6. Code 955 is to be used only to record uncompensated overtime for management, district attorney's, or any other class so designated.
      
      
   7. For provisions of paid and unpaid leave and overtime refer to M.O.U. and Personnel Regulations.
      
      


2. SHIFT PAY HOURS: follow steps above except hours including shift pay must be recorded on a separate line, enter the code from the dropdown box from legend at C in the pay code field.
   
   
   1. Enter the GL Key to which these hours should be charged only if different from home GL Key in box 1.
      
      
   2. Enter the user code, if any, to which these hours should be charged.
      
      
   3. If an entry requires explanation, enter in the "comments" box at the beginning of that line.
      
      
   4. Identify the date, time, and purpose of each period of overtime work, on call and emergency response duty in the "comments" box at the beginning of that line.
      
      


3. CERTIFICATION, REVIEW AND APPROVAL
   
   
   1. It is the responsibility of employee to fill out, sign and certify the time card for their immediate supervisor's approval. Supervisors should make sure that extra help employees, shift employees and employees who have irregular work schedules make every attempt to certify their time card before being submitted to their supervisor. If employee is unavailable, supervisor must enter an explanation in the "comments" box at the bottom of the time card and then certify for them.
   
   
   
   2. The supervisor has the responsibility of reviewing the time card for completeness and accuracy before approving and forwarding to the department payroll clerk.
   
   
   
   3. The payroll clerk has the responsibility of reviewing the time card for compliance with the payroll regulations and for making any necessary adjustments and/or corrections before forwarding the time card to the Auditor-Controller's payroll section for processing.
   
   
   

B. HOW TO FILL OUT A TIME CARD - PAPER TIME CARD USERS

1. GENERAL INSTRUCTIONS:
   
   
   1. These lines are automatically printed on the employee time card when it is produced by the payroll system
      
      EMPLOYEE'S HOME GL KEY
      EMPLOYEE NUMBER
      EMPLOYEE NAME
      EMPLOYEE'S BENEFIT STATUS
      PAY PERIOD FROM /TO DATES
      DAYS OF THE WEEK (There is an extra day column in each week which will be used only for employees on the 9/80 schedule. Days will be pre-printed according to employee's schedule.)
   
   
   
   2. Hours must be reported on the appropriate line of the time card and totaled each day at the bottom. Hours reported must total the number of authorized hours assigned for the work schedule of the employee. All scheduled hours, which are not worked and not paid for, are recorded as "leave without pay" and included in total hours. Extra help employees should record only the hours actually worked.
   
   
   
   3. Code 888 is preprinted on the first line of time card, (with the exception of the Public Works Department), and is used to record all regular hours worked excluding shift pay hours.
   
   
   
   4. Code 05Z will be preprinted on the 2nd line of the time card, (except Public Works department), on pay periods that include a county holiday. Record only holiday hours on that line.
   
   
   
   5. Record all other pay types using the legend on the back of time sheet on ensuing lines. (Refer to legend at C). Use only one entry line for each unique pay code/GL Key/user code combination.
   
   
   
   6. For employees using paper time cards, the number of additional continuation sheets attached should be entered. If additional sheets are attached, the GL Key, employee no., employee name and pay period from/to date as printed on the system generated time card should be transferred to the continuation sheets.
   
   
   
   7. Code 955 will be preprinted on bottom line of time card. This is to be used only to record uncompensated overtime for management, district attorney's, or any other class so designated.
   
   
   
   8. For provisions of paid and unpaid leave and overtime refer to M.O.U. and Personnel Regulations
   
   
   
   
   
   
2. SHIFT PAY HOURS: Follow steps above, except hours including shift pay must be recorded on separate line, enter the code from the appropriate legend on the back of time card.



1. Enter the total hours for each line for the first week.



2. Enter the total hours for each line for the second week.



3. Enter the GL Key to which these hours should be charged only if different from home GL Key in box 1.



4. Enter the user code, if any, to which these hours should be charged. For Public Works this is a required field.



5. Overtime for Public Works only. Enter "I" for straight time overtime and enter a "J" for 1 1/2 time overtime.



6. Equipment code and equipment hours are for use by Public Works only.



7. Total the hours for each of these columns.



8. If an entry requires explanation, enter it in the "explanations" section on back of time card.



9. List the date, time, and purpose of each period of overtime work, on call and emergency response duty on back of time card under "overtime and on-call authorization".






3. CERTIFICATION, REVIEW AND APPROVAL.



1. It is the responsibility of employee to fill out, sign and return the time card to their immediate supervisor. Supervisors should make sure that extra help employees, shift employees and employees who have irregular work schedules make every attempt to sign their time card before being submitted to the supervisor. If employee is unavailable, supervisor must enter an explanation on the reverseside of time card. The supervisor or other person shall not sign for an employee.



2. The supervisor has the responsibility of reviewing the time card for completeness and accuracy before counter-signing and forwarding to the department payroll clerk. Time cards without supervisor signature will be rejected by the Auditor-Controller and returned to the department.



3. The payroll clerk has the responsibility of reviewing the time card for compliance with the payroll regulations and for making any necessary adjustments and/or corrections before forwarding the time card to the Auditor-Controller's payroll section for processing.

C. LEGEND

WORK TYPE	PAY CODE	TITLE
0180	011	Vacation / annual leave
0181	022	Sick leave
0182	044	Comp time taken
0183	077	Military leave
0185	25G	Callback time not worked
C	25P	Callback time worked
0186	05Z	Holiday (counts toward OT)
0187	11D	Leave with pay (blood donation, County Interviews/Exams, Assault Leave)
0189	033	Administrative leave
0191	11B	Bereavement Leave
0490	E	Leave without pay
0491	055	In-lieu Holiday (does not count toward OT)
0492	20J	Admin leave payoff - record as last item on time card
0493	V	Voluntary time off
0495	11J	Jury Duty
0496	11M	Mandatory leave with pay
	955	Management Uncompensated overtime
X	999	Comp Time Worked
I	777	Overtime
J	777	Overtime
	14M	On call - Mid Management
	995	Comp time worked - straight (Law Enforcement only)
	26R	Court Pay
	26G	Court Pay - Not Worked
	14E	Emergency Response
	14L	On-Call Law Enforcement
	14S	On-call – selected HSA classes
Various	888	Regular pay
	067	Holiday overtime for positions requiring staffing (does not count toward OT)
	14C	On-Call Pay
	066	Holiday overtime restricted to positions requiring staffing (counts toward OT)
Y	05Y	Work on a special holiday (OT hours)
Z	05X	Work on a special holiday (part of regularly scheduled hours)

D. EMPLOYEE TIME OFF AND EMPLOYEE ILLNESS

Vacation and administrative leave must be authorized in advance by employee's department head or representative. Sick leave can only be used in the case of a bona fide illness of the employee upon approval of employee's department head or representative.

Annual leave may be used as sick leave and/or vacation leave. When annual leave is used as vacation it must be authorized in advance by employee's department head or representative, and reported on the time card as "Vacation."

Annual leave may be used as sick leave in the case of a bona fide illness of the employee, and reported on the time card as "Sick Leave." Sick leave must be approved in advance by employee's department head or representative except in the case of a medical emergency when advance approval is impossible. “Other leave with pay" must be approved in advance by employee's department head or representative and, for military leave for active duty, by the Personnel Director. Depending on employee's job class and status, "other leave with pay" might include time off for blood donation, promotional interviews, and assault leave. Bereavement leave and jury duty must be recorded under the appropriate pay codes.

Supervisors should also check all paid leave balances to insure that the employee has a balance in the paid leave category being charged. For example, if an employee's sick leave balance is exhausted, the vacation balance should be checked to see whether or not the employee should be given paid time off or placed on a leave without pay. The supervisor may, at the prior request of the employee, place the employee on leave without pay rather than have the time deducted from other than the employee's sick leave balance. (For example, if there is no sick leave balance, approve leave without pay rather than have the time off charged to the employee's vacation balance.) Exception to this rule; if the employee has a comp balance, those hours must be used prior to any unpaid leave. The only exception to this rule is in the case of unpaid leave due to discipline.


E. COMPENSATORY TIME AND OVERTIME

1. NON-MANAGEMENT EMPLOYEES AND MANAGEMENT TRAINEES
   
   Employees in the General Representation Unit, extra-help employees, and management trainees receive overtime pay in cash, at FLSA premium, for all hours worked in excess of 40 hours in one week. General Representation Unit may also earn the overtime as comp time (leave hours on the books) at the department heads discretion.
   
   Correctional Officers receive overtime pay in cash, at FLSA premium rate, for hours worked in excess of 84 hours in a pay period.
   
   Law Enforcement employees receive overtime pay for hours worked in excess of 40 hours in a week. At the option of the department head, hours worked between 40 and 43 may be compensated in compensatory time (time-and-a-half-rate) to a maximum of 40.5 compensatory time balance. Hours over 43 in week will be compensated at the FLSA premium rate.
   
   
   
2. MANAGEMENT EMPLOYEES
   
   Elected Officials, Appointed Department Heads, and Attorney I, II, III, IV, District Attorneys/County Counsel are not eligible for overtime compensation.
   
   Other Executive Management, Middle Management and Middle Management Law Enforcement employees are not compensated for the first 10 hours worked over 80 hours in a two week pay period. Hours worked in excess of 90 in a pay period are reported as compensatory time and are recorded on time card as "Comp. Time Worked", to a maximum balance of 100.5 hours for all eligible management employees except Law Enforcement whose maximum is 40.5 compensatory hours. The hours reported should be the actual number of hours worked and not reported at time-and-a-half equivalent as the payroll program will do the conversion.