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Question of Time Cards <br />Current Policy: There is no current written policy. The proposed written policy below <br />reflects current practice. <br />Proposed Time Reporting Policy <br />GENERAL <br />The goal of the time reporting system is accurate and timely reporting of time worked (by <br />job or account) and time off (by category). This is essential for (1) ensuring labor costs <br />are properly reported, (2) monitoring actual performance against budgetary goals, and (3) <br />guaranteeing that employees are paid correctly and that their leave accumulations are <br />accurate. <br />Each employee is responsible for his or her own personal reporting, and each supervisor <br />is responsible for reviewing the employee's compliance. <br />.RECORDING TIME <br />Employees are required to record the following on their timecard: <br />Account to be charged (accounting system designation) <br />Work order (as appropriate) <br />Description of the time worked <br />Appropriate hours for every shift <br />- = The description of the time worked is to document for accountability purposes how the <br />employees work time was spent. <br />Work orders are utilized for specific projects that track time and labor for billing <br />purposes, capitalization projects, or the installation and repair of security systems. <br />FREQUENCY <br />Employees are required to fill out their timecards daily. It is preferred that employees fill <br />out their timecards at the end of each completed work day, but it is acceptable that the <br />timecard be completed within the first hour of arriving at work on the subsequent work <br />day. This is not intended to conflict with payroll deadlines for paperwork. <br />Timecards will be checked periodically throughout the pay period for completeness and <br />accuracy. Timecards must be made available for review/audit upon request by the <br />employee's supervisor. <br />ENSURING ACCURACY <br />Employees are responsible for and must take steps to ensure the accuracy and <br />completeness of time reporting data collected. When an employee submits or a <br />supervisor approves time reporting data, he or she is attesting to the accuracy of the data. <br />Knowingly submitting or approving inaccurate time reporting data is a violation of policy <br />and may subject the person to disciplinary/legal action. <br />