Page | 19 Hardware/Software Issues – Employees are expected to immediately report to their supervisor any problems they encounter with the timekeeping system. Supervisors are expected to observe and validate the employee’s reported problem(s), and immediately contact Human Resources if the timekeeping system appears to be malfunctioning. Time-Off Request System – Whenever possible, employees are expected to use the automated Time-Off Request system for all planned and unplanned absences. Time-off requests can be submitted remotely and approved retroactively. Review of Time Records – Employees are strongly encouraged to review their time records each work week to validate their accuracy and completeness. Employees are expected to immediately contact their immediate supervisor if they have any concerns about inaccuracies or missing time records. Falsifying Time Records – Altering, falsifying, or tampering with time records, or the time recording for another employee is strictly prohibited and will result in corrective action, up to and including termination of employment. Timely Reporting of Under or Overpayment of Wages – Employees are expected to closely review their paychecks each pay period and promptly report any errors to their chain of command including missing time or overpayment of wages. Supervisor Responsibilities – Supervisors have the following additional responsibilities related to employee timekeeping: • Enforcement of Pay Policies & Rules – Supervisors are expected to have functional knowledge and the ability to properly apply the policies and rules for the various pay types that are applicable to the employees that they directly supervise. Supervisors are also responsible for monitoring the on-going compliance with the timekeeping policies and procedures and are expected to take immediate and appropriate corrective action whenever timekeeping policies and procedures are not followed by their immediate employees. • Time Keeping Processing – Supervisors are responsible for reviewing, correcting, editing and approving the time records of all direct reports prior to the payroll submission deadline. This includes but is not limited to correcting and noting any missed punches; accurately inputting or processing any pending time-off requests; accurately inputting any special pay occurrences (pager pay, call-backs, etc.); inputting sick leave use notations; and informing Human Resources of any absences that may qualify for FMLA designation. Supervisors are also expected to pro-actively consult with Human Resources whenever unusual questions or issues arise. Supervisors are responsible for temporarily delegating their timekeeping responsibilities to appropriate individuals when they are unable to perform them due to absences. • Employee Questions – Supervisors are expected to be the employee’s first point of contact regarding questions or concerns about their time records or paycheck. If the supervisor is unable to answer their employee’s question or concern, or if there was a discovery of an error or omission, the supervisor is expected to promptly contact Human Resources for correction and resolution. Human Resources staff will not modify any time records without written confirmation from the employee’s supervisor. EMERGENCY CLOSINGS 306 The City will make every effort to remain open for business on scheduled workdays. However, in extreme situations, the City may choose to close certain non-essential operations. These events may include, but are not limited to, severe weather or natural disasters, a declared state of emergency or utility disruptions. If the City’s offices are open, all employees are expected to report to work on time as scheduled. Employees who fail to report to work will be considered to be out for personal reasons and will be required to use available vacation or personal holiday benefits to cover the absence.
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