Page 28 - City of Farmington Administrative Regulations

28

ADMINISTRATIVE REGULATION NO. 99 -3

A REGULATION GOVERNING THE COMPLETION
OF EMPLOYEE TIME SHEETS AND SUPERSEDING AR-91-3

S.e.c.tinn..l. Purpose:
The City ofFarmington recognizes the need to pay each of its employees promptly
and accurately.
Sedion..2. Policv and Procedure: ·- ···
Empl~yees are responsible for the completion of their time sheets. Each employee
shall accurately complete a time sheet for each pny period at lhe end of the pay period and before
the time worked is recorded in tho payroll computer system. lo order to minimize errors, hourly
employees should fill out time sheets on a daily basis. Each employee shaU dellver the
completed and signed time sheet in a timely manner to their supervisor.
Supervisors shall review each employee's time sheet in their respective division or
work unit. Division Ueads shall also review each employee's time sheet in their respective
division. After review for completeness and accuracy, the Division Head will initial each
employee's time sheet. The Division Head shall review the recap sheet for each division for
accuracy and sign the recap sheet in the designated area.
Following this review, the time sheets nre to be delivered to the-payroll keyers in the
respective depa.mnents and division·s. Payroll is time sensitive; ther:fore, ii is 'mperarive that the
time sheetS be delivered to the payroll keyers in a timely manner so as not lo delay the payroll
processing for lha entire Ci!}'.

s.ectinn..3. Department He:id Respoasibility:
Department Heads have the final responsibility for the correct and timely completion
and delivery of time sheets. ·

Section 4. Training:
Payroll keyers and supervisors will be provided sufficient and periodic training to
know what to look for and be able to determine what is acceptable. Payroll keyers shall have the
authority to return a time she-:t to the supervisor, and the supervisor may return a time sheet to an
employee, if necessary, until the time sheet is acceptable to be keyed.
S.etlian...5. Time Sheet Corrections:
Following keying, all time sheets a.re to be promptly delivered to the Payroll AnnlyS!
forrc:view and archiving. The Payroll Analyst will continue co conduct periodic checks oitime
sheets; errors will be reported to the keycrs and supervisors, as necessary. If errors are
discovered after payroll has been processed, those errors will be corrccled and employees will be
so notified of any changes or discrepancies. In the event of over·paymenr, employees must
return lhe money to the City; in the event of under-payment, the City will pay the employee.
S.e.c.tio.n...6. Discipline: .
Employe:s, including supervisors, may be subject to discipline for failing to
diligently revie•,v, prepare and deliver time sheets.
~df!t~ M~•goc Date

-99-

28