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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). Page 1 of 7 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 Page 2 of 7 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 Page 3 of 7 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 Page 4 of 7 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 Page 5 of 7 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 Page 6 of 7 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. Page 7 of 7