1716 - Timekeeping and Timesheet Submission

Category

Compensation

Audience List

• Employee Relations Officers
• Labor Relations Officers
• Personnel Officers
• Personnel Transactions Staff
• Personnel Transactions Supervisors

Synopsis

This policy

·         Provides information on proper time reporting.

·         Provides information on timesheet submission.

Introduction

In accordance with California Code of Regulations, title 2, section 599.665, departments are responsible for maintaining complete and accurate time and attendance records for all their employees.

Supervisors and managers are ultimately responsible for the timely submission of complete and accurate timesheets for all employees under their supervision. The policy below provides guidance on ensuring accurate and timely timesheet submission.

Statement

The Code of Federal Regulations, title 29, section 516.2 requires an employer to maintain specified payroll records, including records of when an employee works.

When a supervisor signs a timesheet, they are certifying that the employee worked the hours shown, recorded leave usage accurately and approves the document for processing. For additional timesheet requirements reference HR Manual section 2101. 

Supervisor Responsibilities

Supervisors are responsible for reviewing each time sheet to ensure all time worked and all leave used or earned is accurate and is in accordance with all laws, rules, and applicable Memoranda of Understanding (MOUs) before approval and submitting for processing. At any time, the supervisor discovers there is an error in the time reporting, they are required to rectify the error and ensure the correct time is certified.

Generally, an employee will submit their timesheet when available. Timesheets will be submitted timely through the department’s normal process in which both the supervisor and the employee approve the timesheet to certify that the hours worked and leave credits used are correctly displayed.

If an employee is unavailable or otherwise does not provide a timesheet, the supervisor will submit a timesheet when due. Currently, the due date is set by each department, however, the solution for the California State Payroll System (CSPS) may determine a uniform submission date in the future. If the supervisor is unavailable, they will arrange for an alternate supervisor to sign timesheets on their behalf. The alternate supervisor will review the supervisor’s tracking records prior to signing the timesheet. This applies to all time bases and tenures.

Employees Subject to Fair Labor Standards Act (FLSA)

Employees in a classification with a Work Week Group (WWG) 2 designation are subject to FLSA. Employees with this designation are eligible for overtime and use leave credits for whole day or partial day absences. For example, a fulltime employee who is scheduled to work eight hours but only works four hours, must use four hours of an appropriate leave credit to account for eight hours. Employees with this WWG designation shall document on their timesheet all hours worked and leave used for each day in the pay period.

WWG 2 Employees may work an alternate work week schedule (AWWS). WWG 2 employees are not allowed to have a deficit for the pay period and must use leave to meet the number of hours in the pay period without exception. If the employee does not have leave for the deficit, the employee will be docked the equivalent number of hours. Additional information may be found in CalHR Policy 1503 – Alternate Work Week Schedules for Work Week Group 2.

Less than fulltime employees may work a schedule other than 5 days per week, often referred to as a non-standard work schedule. Less than fulltime employees working this schedule do not earn excess hours or go into a deficit. Their schedule must be approved in advance to meet the number of hours for their time base for the pay period. Additional information may be found in the CalHR Online HR Manual, Policies 1708, 1712, 1713 and 1714.

Employees Excluded from the FLSA

Employees who have a WWG E or WWG SE designation are considered salaried and excluded from the provisions of the FLSA. Their salary is compensation for all hours worked, and they are typically not entitled to overtime compensation, either formal or informal. As such, they do not record time worked on their timesheet. Employees with this designation usually do not charge time off in less than whole day increments.

A whole day increment is defined as the total number of hours for the employee’s work schedule, WWG E and WWG SE employees may work a non-standard work schedule, similar to an AWWS. Employees who work this schedule do not earn excess hours or use leave credits for any deficit. Additional information may be found in CalHR Policy 1501 – Non-Standard Work Schedule for Work Week Group E/SE.

Intermittent employees are paid hourly, regardless of the classifications WWG.  Intermittent WWG employees may be eligible to be paid overtime. Additional information may be found in CalHR Policy 1713, and 1714. Intermittent SE employees receive their regular rate of pay for all hours worked.

Application

Authorities

• Bargaining Contracts - MOUs
• California Code of Regulations, title 2, section 599.665
• Code of Federal Regulations, title 29, Part 516 - Records To Be Kept By Employers
• Government Code section 19853

Resources

Related Policies

• 1501 : Non-Standard Work Schedule Policy for Work Week Group E/SE
• 1503: Alternate Work Week Schedule Policy for Work Week Group 2
• 1713: Overtime Compensation (Cash in Lieu of Benefits)
• 1714: Part-time Employee Compensation
• 2101: Leave Accounting

Web Pages

• Civil Service Pay Scales, Section 10: Work Week Groups

Authorized By

Melissa Russell
Chief
Personnel Management Division

Contact Person

Personnel Services Branch
Personnel Program Consultant , Personnel Services Branch
Phone: 916-909-3702
Fax: 916-327-1886
Email: psb@calhr.ca.gov

Superseded Policies

History

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