TIMESHEETS A-260 FRESNO COUNTY SHERIFF'S OFFICE
JAIL DIVISION POLICIES AND PROCEDURES
TITLE: TIMESHEET COMPLETION AND PAYROLL ISSUES NO: A-260
FILE: TIMESHEETS
EFFECTIVE DATE: 11-04-91 REVISED: 12-25-94, 11-01-96, 04-01-97, 10-01-97
10-01-97,07-01-98, 09-01-98, 09-01-99
01-01-01, 09-01-20
AUTHORITY: Sheriff J. Zanoni APPROVED BY: Assistant Sheriff T. Gattie
REFERENCE: County Administrative Officer Management Directive 262; Salary
Resolution Sections 600, 700, 800, and 900; MOU's between Unit 2, Unit 35, Unit
37 and the County of Fresno; Fresno County Sheriff's Office policies 1018 and
1019; and 29 USC § 207(k).
PURPOSE:
The purpose of this policy is to establish and maintain a process for the accurate and timely
completion of timesheets by Jail Division employees.
POLICY:
It is the policy of the Fresno County Sheriffs Office Jail Division that all timesheets shall be
accurately and timely completed, submitted by the employee and approved by a supervisor
on a biweekly schedule consistent with the end of each pay period.
PROCEDURES:
I. TIMESHEET COMPLETION
A. Each employee shall be responsible to ensure their timesheet is
accurately completed utilizing the appropriate codes and clock times.
Entries on timesheets should be completed daily.
B. The clock time section must include the actual hours worked. When
entering clock times:
1. Enter information chronologically, from beginning to end of day.
2. Specify overtime and "special pays" (e.g., court standby) with the
associated hours (e.g., OT 0600-0800).
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FRESNO COUNTY SHERIFF'S OFFICE
JAIL DIVISION POLICIES AND PROCEDURES
TITLE: TIMESHEET COMPLETION AND PAYROLL ISSUES NO: A-260
FILE: TIMESHEETS
3. Make a notation to account for annual leave, sick leave, bereavement
leave, and holidays (e.g., AL, Holiday). The entry does not need to
include hours unless a holiday was worked.
C. The timesheet shall be electronically submitted on a biweekly schedule
consistent with the end of each pay period. Timesheets need to be
submitted in a manner that allows sufficient time for supervisors to
approve the timesheets in accordance with the deadlines below-
1. Employees scheduled to work Monday through Friday must have
their timesheets submitted and approved before 12.00 p.m. on
payday Friday.
2. All other timesheets must be submitted and approved before 11.00
p.m. on the Sunday following payday Friday (i.e., the final day of the
pay period).
3. When there is a holiday, revised payroll deadlines will be emailed to
staff requesting timesheets to be submitted earlier to meet County
payroll deadlines.
D. Exceptions may be made when an employee is absent or on emergency
leave at the end of the pay period, or when their vacation or leave covers
more than one pay period. In the event that an employee is unable to
complete his/her timesheet, it is the supervisor's responsibility to
complete it on the employee's behalf.
E. Corrections to previously reported time must be submitted to Payroll as
soon as the discovery is made. Any corrections need to be emailed to
sheriffpayrol I(a)-fresnosheriff.org.
F. An employee's repetitive inattention to the accurate and timely completion
and submission of their timesheet will be subject to disciplinary action.
II. ACCOUNTING FOR PORTIONS OF AN HOUR
When accounting for less than a full hour, time worked shall be rounded up to
the nearest tenth of an hour. (Refer to chart on Addendum A.)
III. PRODUCTIVE TIME AND OVERTIME
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FRESNO COUNTY SHERIFF'S OFFICE
JAIL DIVISION POLICIES AND PROCEDURES
TITLE: TIMESHEET COMPLETION AND PAYROLL ISSUES NO: A-260
FILE: TIMESHEETS
Employees are paid at the rate of time and one-half (1'/2) of the employee's
base rate of pay for overtime worked. In determining whether or not overtime
hours have been worked, only productive work hours (actual hours worked)
shall apply. Use of Annual Leave, Sick Leave, Vacation, Compensatory Time,
CFRA, FMLA, Bereavement Leave, Holiday time, etc. does not constitute time
worked.
A. Eight-hour work schedule: Overtime is authorized work performed by
employees in excess of eight (8) hours a day or over forty (40) hours in a
work week.
B. Ten-hour work schedule: Overtime shall only be paid for authorized work
performed in excess of ten (10) hours in a workday or over forty (40)
hours in a workweek.
C. Twelve-hour work schedule: Overtime shall only be paid for authorized
work performed in excess of twelve (12) hours in a workday or over
eighty-four (84) hours in a pay period.
D. Authorized flexible work schedule: Overtime shall only be paid for
authorized work performed in excess of the employee's approved work
schedule. Alternative work schedules must be approved and indicated in
the employee's Memorandum of Understanding (or side letter
agreement). For example, sergeants assigned to specialty positions are
authorized to work eight 10.5 hour workdays in a 14-day pay period.
Overtime shall only be paid for authorized work performed in excess of
10.5 hours in a workday or over eighty-four (84) hours in a pay period.
IV. ACCOUNTING FOR OVERTIME WORKED
A. Employees are to record the actual time worked in an overtime status. In
some cases, the Memorandum of Understanding provides that a
minimum number of hours will be paid, (e.g., two hours for Court, two
hours for call-back).
B. The individual employee may request compensatory time in lieu of
receiving overtime payment, however, the employee may not exceed the
hours of compensatory time allowed in accordance with the applicable
bargaining agreement.
V. HOLIDAYS
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FRESNO COUNTY SHERIFF'S OFFICE
JAIL DIVISION POLICIES AND PROCEDURES
TITLE: TIMESHEET COMPLETION AND PAYROLL ISSUES NO: A-260
FILE: TIMESHEETS
A. Employees are eligible for holiday pay only if they are at work or on an
approved paid leave on their last assigned shift immediately before or
after the holiday. Employees claiming annual leave for illness purposes or
sick leave on their last assigned shift immediately before or after a County
holiday may be required to provide a statement from a California
licensed physician setting forth the specifics which necessitated the
employee's absence for illness or injury purposes in order to be eligible
for holiday pay.
B. If eligible (as defined above), employees shall receive eight (8) hours of
holiday pay at their base hourly rate of pay for the holiday itself.
1. If the employee works the holiday, the employee may elect to accrue
the aforementioned eight (8) hours, in lieu of cash compensation, up
to a maximum of 24 hours (or 80 hour balance for lieutenants).
2. If the holiday falls on the employee's regular day off, and the
employee works the holiday, he/she may elect to accrue up to eight
hours in lieu of holiday pay.
3. The combined balances of Holiday (maximum 24 hours) and
Compensatory Time Off shall not exceed sixty (60) hours for
correctional officers and sergeants (or 80 total hours for lieutenants).
[Refer to the applicable MOU.]
i. Employees may request to be paid in cash at any time for
accrued hours.
ii. Use of holiday time off shall be at a time mutually agreed upon
by the employee and the employee's Watch Commander.
iii. Prior to any promotion or departmental transfer, employees must
either cash out or use all accrued Compensatory Time Off(CTO)
and Holiday Time Off balances.
C. When a holiday falls on the employee's regular workday-
1. If the employee is required to work on the holiday, the time worked
shall be compensated at the rate of one and one-half(1'/2) times the
employee's base hourly rate of pay for the first eight (8) hours
worked.
2. If the employee's regular schedule includes hours in excess of eight
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FRESNO COUNTY SHERIFF'S OFFICE
JAIL DIVISION POLICIES AND PROCEDURES
TITLE: TIMESHEET COMPLETION AND PAYROLL ISSUES NO: A-260
FILE: TIMESHEETS
(8) per day, a holiday off shall be supplemented by Annual Leave,
other accrued paid time, or by unpaid leave (i.e., dock time).
3. Time off for a holiday during the pay period in which the holiday
occurs shall not be considered productive time. If the productive time
and overtime criteria have not been met, staff will be paid at straight
time (i.e., Earn Code 27 for Hours Over Schedule).
VI. COURT APPEARANCES
A. All employees shall receive full compensation as though they were
performing their regular duties during such time as they are required to
appear in any court or before the Grand Jury as-
1. Ajuror.
2. Witness in a criminal case.
3. Witness in a civil case for the purpose of giving testimony as to facts
related to or the knowledge of which they have received in the course
of their County employment.
4. A party to an action arising out of the course of County employment.
B. Employees who are summoned for jury duty are responsible to
communicate that fact to their supervisor.
1. The supervisor should modify the employee's work schedule to
ensure the employee receives adequate rest periods before reporting
to jury duty and again before returning to work.
2. The employee shall use Earn Code 34 to reflect the number of hours
spent at the courthouse as a potential juror.
3. Employees selected to a jury will be temporarily reassigned to the
day shift for the duration of the trial. Earn Code 34 shall be used to
document that time. Court hours are 0830 — 1700.
C. Employees shall not be compensated for performing as a member of any
Grand Jury.
VI I. COURT STANDBY
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FRESNO COUNTY SHERIFF'S OFFICE
JAIL DIVISION POLICIES AND PROCEDURES
TITLE: TIMESHEET COMPLETION AND PAYROLL ISSUES NO: A-260
FILE: TIMESHEETS
A. Employees who are ordered to stand by for court time and are restricted
to their movement while off duty shall be compensated at twenty-five
percent (25%) of their regular hourly rate for such time.
1. Employees will be compensated for a minimum of four (4) hours at
25% (i.e., the equivalent of one (1) hour regular pay).
2. The employee must utilize Earn Code BSA and input the number of
hours on standby. If less than four (4) hours, the employee shall
enter the minimum 4 hours.
B. Employees who are on paid time off(i.e., vacation, sick leave, CTO, and
4850) shall not receive standby pay during such hours of paid time off.
Vill. COURT TIME (COURT CALL-BACK)
A. Whenever an employee is required to appear in court as a witness to
testify as to matters discovered in the course of their duties, and such
appearance is outside of their normal working hours, the employee shall
receive a minimum of two (2) hours of overtime for any actual hours
worked, equal to or less than the two (2) hour minimum.
B. Employees shall additionally be compensated at time and one-half their
base hourly rate for thirty (30) minutes of travel time.
C. In order to differentiate the time as time spent in court, Cost Center 3217
shall be used.
1. To document the 2-hour minimum, employees who do not require
travel time shall utilize Earn Code DLA and input one (1) unit on their
timesheet [one (1) unit equals two (2) hours].
2. However, if an employee's actual hours worked are greater than the
2-hour minimum, the employee must utilize Earn Code CO (instead
of DLA) and input the actual time worked [one (1) unit equals one (1)
hour]. Employees reporting travel time must utilize Earn Code CO
and enter the actual number of hours, plus 30-minutes (for travel
time), for a minimum of 2.5 hours. If eligible to accrue, Earn Code
CA can be used to accrue compensatory time.
IX. BEREAVEMENT
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FRESNO COUNTY SHERIFF'S OFFICE
JAIL DIVISION POLICIES AND PROCEDURES
TITLE: TIMESHEET COMPLETION AND PAYROLL ISSUES NO: A-260
FILE: TIMESHEETS
A. Each employee is eligible for paid Bereavement Leave up to a maximum
of twenty-four (24) hours (to begin no later than 15 working days after
notification and, if non-consecutive, to conclude no later than 30 calendar
days from notification) per bereavement for the death of a qualifying
relative.
B. A qualifying relative shall be defined as the employee's: legally
recognized spouse, mother, father, brother, sister, child,' grandmother,
grandfather, or grandchild. Also qualifying shall be an employee's
corresponding relative through their legally recognized spouse: spouse's
mother, spouse's father, spouse's brother, spouse's sister, spouse's child,
spouse's grandmother, spouse's grandfather, or spouse's grandchild.
C. Employees may request use of annual leave when the employee desires
time off in excess of twenty-four (24) hours for bereavement-related
purposes.
D. Employees taking Bereavement Leave shall enter the following
information in the Comments section following the Earn Code 36 entry on
their timesheet:
1. Name of deceased
2. Relationship to employee
3. Date of death
4. Place of death (city and state)
5. Location of funeral
X. DRESSING TIME
Time spent by Correctional Officers dressing in and out of uniform at the
worksite is not County-paid time.
1 "Child"means a biological,adopted,or foster child,a stepchild,a legal ward,a child of a domestic partner,or a child
of a person standing in loco parentis. Includes the death of an unborn child in which the fetus has advanced to or
beyond the 20th week.This definition of a child is applicable regardless of age or dependency status."In loco parentis"
is defined as standing in the place of a parent,and charged with a parent's rights,duties and responsibilities. It does
not require a biological or legal relationship.
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