(a) Purpose and Scope. The purpose of this section is to establish responsibilities and outline policies and procedures for time accounting for personnel. This section applies to all employees and supervisors who are responsible for certification of time cards.
(b) Responsibilities.
(1) The Finance Director shall:
A. Publicize policies and regulations relating to employees attendance and absence.
B. Provide staff assistance to supervisors in implementing time and attendance regulations.
C. Orient all employees on policies and regulations governing attendance and absence.
D. Furnish a time accounting system and post the time of entrance on duty for each employee.
E. Maintain this section in a current status and review it annually.
F. Compile a listing of duty codes for employees in each organization, maintain it in a current status and furnish copies to supervisors as required .
G. Train supervisors in the proper use of codes for their associates.
(2) Supervisors authorized to certify time cards shall:
A. Insure that time cards are maintained daily; make accurate charges for leave and certify time and attendance entries; make sure that tardiness is posted at the time it occurs and either excuse the tardiness or charge it to the appropriate type of leave.
B. Complete Request and Approval of Overtime, as a consolidated request of overtime ordered. Prior to work performance, obtain approval for overtime. When loaning or borrowing personnel for overtime, comply with subsection (c) hereof.
C. Ensure that employees under their supervision are actually present for duty.
D. Not erase or otherwise obliterate markings on any time card. Corrections will be made by drawing a line through the incorrect figure and posting the correct figure. Supervisors authorized to certify time cards shall initial the correction. When the time card has been forwarded to the Finance Director and a change is required, a written notification will be prepared and forwarded. The time card must be protected from damage.
(3) The employee shall:
A. When tardy, report to his supervisor who will determine whether to excuse the absence, charge AWOL, annual leave or LWOP.
B. Initial time card to verify approved absences or compensatory time earned or used.
C. Submit application for leave when:
1. Leave is approved after the end of the pay period and time cards have been forwarded to the Finance Director or cards are forwarded with associates' initials.
2. Sick leave absence requiring medical certification.
3. Sick leave is substituted for annual leave.
4. LWOP is requested for an extended period.
(c) Procedures.
(1) The time card shall be:
A. Maintained under the surveillance of the supervisor and posted daily except when an associate is placed on loan. In such cases, the receiving supervisor will oversee the maintenance of the time card, certify time and leave, and return to the losing supervisor before 1500 hours on the last workday of the pay period.
B. Transferred permanently to the gaining supervisor indicating the transfer date has been received.
(2) The supervisor shall:
A. Approve all leave and hours worked in accordance with Municipal regulations pertaining to Leave Administration.
B. Always obtain initials of employee for any type of leave.
C. Certify time cards for separating associates; mark card "Separation" and forward to reach Finance Director no later than 1000 hours the first workday following the separation date. As long as a card is received for a separated employee continue to sign and return to Finance Director.
D. Certify the time card for hours worked and absences.
E. Not maintain a duplicate set of leave records.
(Ord. 436. Passed 9-12-77.)