CODAC Management Manual

o Requests for Punch Changes or Time Off for the current period should be reviewed/ processed within 24 hours of submission. If the approval results in timecard errors, this allows employee time to update their timecard before the end of the pay period. • Assuring that time worked is accurately reported on the timecard for employees under their direct supervision. o Supervisors should not make corrections to time punches on hourly employee timecards if there are errors. o Supervisors should reach out to employees instructing them to make corrections to their timecard using the Punch Change Request option. • Assuring Time Off Requests are accurately reported on the timecard for employees under their direct supervision. o Employees may not take any more time off than is needed to fulfill their budgeted hours. o If Weekly Totals are over budgeted hours, any time off should be adjusted so that weekly totals equal budgeted hours.  Best Practice is for Employees to this, as it is part of their timecard responsibility.  Supervisors do have the ability to make adjustments to the employee time off if absolutely necessary. o If supervisor must add time off on behalf of the employee, a reason for use MUST be entered in the comments of the time off hours being added. • Updating Pay Code for New Hire Training Hours as appropriate o Salaried employees will add hours to timecard. Ensure comment is entered and that allocated New Hire Training is valid. o Hourly employees will separate time via clock times with appropriate comments.  Update the pay code to New Hire Training for the IN punch only to designate that block of time as New Hire Training time.  If comment doesn’t match time block, reach out to employee to correct.  Please note: use of New Hire Training pay code should not exceed 40 hours • Approving timecards to 100% (meaning all 14 days are approved). This can only be done after the employee completes their approval. • Notifying their own supervisor/manager if unable to complete supervisor approvals of employee timecards by the deadline. o Regardless of a supervisor’s own time off, timecards must be supervisor approved no later than the deadline or payroll may be held up for the entire company. o If a supervisor will be unable to complete their direct report timecards by the deadline, that supervisor must make arrangements with their direct supervisor/manager to complete timecards in their absence.

IMPORTANT PHONE NUMBERS Safety & Security

520.202.1911 520.260.4059 520.237.1170 520.202.1950 520.202.1797 520.202.1995

Administrator on Call Primary Care On-Call

Safety Zone

Payroll

Human Resources

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