CODAC Management Manual

PAYROLL

Payroll is one of the most important function a manager and the payroll department has. It’s one of the areas that has the most impact on employee morale. TIMECARD DEADLINES • Supervisor – 100% of timecards must be approved by the supervisor by 8:00 am on Monday morning following the end of the pay period. o If an Observed Holiday is on a timecard Monday, timecards are still due by 8:00 am without exception. o The only exception to 8:00 am deadline is for overnight employees who work the last Sunday of the pay period and punch out on Monday morning. Do not approve Sunday date before employee punches out at the end of their shift on Monday morning. • Employee – Employee must approve 100% of their timecard by the end of the last shift worked for the pay period. o If the last shift worked is Friday of the first week of the pay period because they will be on PTO the second week, the timecard should be approved for the full two weeks when they leave on that first Friday. PAYROLL BEST PRACTICES Employees are responsible for: • Approving timecard to 100% (meaning all 14 days are approved). • Requesting Time Off as needed and updating Time Off Request if hours requested are no longer needed or reduced. • Time Off may only be used in quarter hour increments (0.00, 0.25, 0.50, 0.75). Ex: 5.25, 3.75, etc. If only say 0.32 is available, staff may use 0.25 hours but not the remaining 0.07 hours until more is earned. • Paid Sick Leave should be used before Paid Time Off for Illness or Doctor Appointments. • If not enough PSL available, use available to nearest ¼ hour then remainder needed should be requested from PTO. • Salary employees – • Recording hours worked for the week by Adding Hours to timecard. • Designating New Hire Training Hours on timecard with comment included for valid new hire training. • Hourly employees • Punching in and out when shift starts or ends. • Requesting a Punch Change to correct time punches as necessary. • Allocating hours to New Hire Training with new hire training comment when appropriate. Managers and Supervisors are responsible for: • Approving or denying Time Off Requests and Punch Change Requests for employees under their direct supervision.

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