DCCCD BUSINESS PROCEDURES MANUAL PAYROLL SECTION PREPARING THE PAYROLL PREPARING THE PAYROLL 3.5.0

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1 SECTION PREPARING THE REV. 05/08/98 PAGE 1 == PREPARING THE TIME SHEETS Three types of timesheets are used throughout the DCCCD to document hours worked or payment due an employee: - Hourly Pay Timesheets - FLSA Timesheets - Substitute Pay/Special Contract Leave Without Pay Timesheets HOURLY PAY AND FLSA TIMESHEETS A. GENERAL INFORMATION 1. Timesheets are required for all employees who are non-exempt from the Fair Labor Standards Act (FLSA). 2. Timesheets are used to document the actual hours worked by an employee, including overtime and compensatory time. 3. Employees established on the HRS System with Hourly Pay Distribution will use the Hourly Pay Timesheet (Full-time, Limited Full-time, Part-time, and Student Assistants). 4. Non-contractual, non-exempt Full-time employees use the FLSA Timesheet. B. DISTRIBUTION OF HOURLY PAY/FLSA TIMESHEETS 1. Timesheets are partially pre-printed by Computer Services and are forwarded to the District Payroll Department. 2. A timesheet is produced for each hourly pay assignment (by account/campus/fund/division); therefore, if an employee works in more than one division, a separate Hourly Pay Timesheet reflecting the account number, campus, fund, division, and the employee's hourly pay rate is printed. 3. District Payroll will distribute the appropriate time sheets to the respective location Human Resources Office, the District Office Human Resource Coordinator, and the District Service Center Division Offices. 4. The appropriate location Human Resource Office staff shall distribute the time sheets to the Division Deans and Supervisors, who in turn will distribute them to the respective employees.

2 SECTION PREPARING THE REV. 05/08/98 PAGE 2 == HOURLY PAY AND FLSA TIMESHEETS (CONTINUED) C. COMPLETING AND SUBMITTING THE HOURLY PAY/FLSA TIMESHEETS 1. The employee shall record the beginning and ending work time, excluding lunch time, and the total hours worked per day. 2. Any overtime or compensatory hours shall be identified. a. Documentation approving the employee's overtime should be attached to the Timesheet. b. The employee's Supervisor or Division Dean must approve overtime requests prior to the performance of overtime work. c. Funds must be available in the divisional budget before an overtime request is submitted for approval. 3. Full-time employees' absences shall be identified as "sick", "vacation", "holiday", "professional leave", etc., and the total number of hours entered on the time sheet and supported by leave forms. 4. The employee shall certify the hours worked by signing the timesheet and shall submit it to the Division Dean or Supervisor at the designated time. 5. The Division Dean or Supervisor will verify the accuracy of the hours worked, sign and date the timesheet, and forward it immediately to the location Human Resource Office.

3 SECTION PREPARING THE REV. 05/08/98 PAGE 3 == HOURLY PAY AND FLSA TIMESHEETS (CONTINUED) D. SUBSTITUTING EMPLOYEE SIGNATURE 1. Under the following circumstances, the employee's Supervisor or Division Dean may sign the employee's timesheet for the employee: a. The full-time employee is on sick leave when time sheets are due in the Human Resource Office b. The part-time employee does not appear for work on the date that timesheets are due 2. The Division Dean or Supervisor will indicate on the timesheet that the employee is unavailable for signature and retain a copy of the time sheet. 3. When the employee returns from leave, the copy of the timesheet shall be signed by the employee and forwarded to the location Human Resource Office.

4 SECTION PREPARING THE REV. 05/08/98 PAGE 4 == SUBSTITUTE PAY/SPECIAL CONTRACT LEAVE WITHOUT PAY TIMESHEET A. PURPOSE The Substitute Pay/Special Contract Leave Without Pay Timesheet serves a dual purpose: 1. It is used to record time worked by faculty members, either full-time or part-time, who substitute for other faculty members. 2. It is used to record the non-paid absence of a full or part-time faculty employee who is on special contract with the DCCCD. Note: Non-teaching substitutions for special contracts are paid through Stipends on the STPS Screen in Colleague. B. COMPLETION AND AUTHORIZATION 1. The Substitute Pay/Special Contract Leave Without Pay Timesheet may be completed by the division timekeeper or the employee. 2. The Timesheet must be signed and dated by the regular employee and the substitute employee, if applicable. 3. The Division Chair/Cost Center Manager must review the Timesheet. Approval is denoted by dating and signing the Timesheet. The approved Timesheet shall be forwarded to the location Human Resource Office. 4. The location Human Resource Director or designee must review the Timesheet. Approval is denoted by signature and date. 5. The location Human Resource Office will enter the approved timesheet information into Colleague. 6. The appropriate copy of the approved Timesheet shall be forwarded to the District Payroll Department.

5 SECTION PREPARING THE REV. 05/08/98 PAGE 5 == TIMESHEET CONTROLS/ENTRY INTO COLLEAGUE A. BATCHED ENTRY/SCREENS Timesheets are batched and totaled in groups. The batched timesheet information is entered into the Colleague system through the XTSH Screen

6 SECTION PREPARING THE REV. 05/08/98 PAGE 6 == TIMESHEET BATCH REPORT LISTINGS A. The XTSR Screen may be used to request printed reports from the Colleague timesheet process. B. Summary and detailed report listings of the entered timesheet batch information may be obtained. ATTENDANCE REPORTS A. PURPOSE 1. Full-time employees must verify their time worked and time absent on an Attendance Report. 2. The Attendance Reports verify that an employee is currently active and has worked during a specified time period. B. DISTRIBUTION 1. Attendance Report forms are generated by Computer Services one month in advance with each Monthly Payroll. The Attendance Report forms are pre-printed with the Month, Year, College Name, Fund, Division Number and Name, Employee Names, and each employee's Total Work Hours for the month. 2. Computer Services shall forward the Attendance Report Forms to District Payroll. District Payroll shall separate the Attendance Report Forms and distribute them to the appropriate College Human Resource Coordinators and District Divisions. 3. The College Human Resource Coordinator or designee distributes the Attendance Report Forms to the appropriate Divisions.

7 SECTION PREPARING THE REV. 05/08/98 PAGE 7 == ATTENDANCE REPORTS (CONTINUED) C. RESPONSIBILITY OF DIVISION OFFICE 1. Sheet two of the Attendance Report form serves as a daily worksheet for the designated division timekeeper. Sheet one is used to summarize the attendance information from the sheet two worksheet. 2. Names of new employees should be added and terminations of employees should be noted on the form by the designated time keeper. 3. The Attendance Report shall be initialed by each present and active employee. 4. For reconciliation purposes, any absence reported on the Attendance Report must be supported by an attached Leave Form. 5. For professional leave reported on the Attendance Report, a copy of the Professional Leave Form must be attached. 6. Non-exempt employees must have appropriate time sheets attached for reconciliation purposes. 7. The Attendance Report shall be signed by the approving Division Chair or Supervisor and forwarded to the Human Resource Coordinator by the date specified on the Report. D. RESPONSIBILITY OF COLLEGE HUMAN RESOURCE COORDINATOR 1. The College Human resource coordinator shall reconcile the Attendance Reports with the Leave Forms by verifying that a Leave Form exists for each absence period of an employee. 2. The Attendance Report hourly totals are checked for accuracy and the employees' accruals are verified. 3. The verified Attendance Report is then signed by the Human Resource Coordinator and forwarded to the District Human Resource Department.