MARICOPA COUNTY SHERIFF S OFFICE POLICY AND PROCEDURES

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1 MARICOPA COUNTY SHERIFF S OFFICE POLICY AND PROCEDURES Subject COMPENSATION AND THE AUTOMATIC DATA PROCESSING (ADP) SYSTEM Related Information Maricopa County Policy: HR2415; HR2418; B7000; B7004; B7006; B7011 PURPOSE Supersedes GC-8 ( ) Policy Number GC-8 Effective Date The purpose of this Policy is to ensure compliance with federal and state law pertaining to compensation and to establish procedures for entering and editing hours worked and attendance into the Automatic Data Processing (ADP) system. The ADP system is the official system of record for documenting hours worked and attendance for all Office employees. POLICY It is the policy of the Office to ensure employees are appropriately compensated and that employees, timekeepers, and supervisors accurately record all hours worked and attendance in the ADP system. DEFINITIONS Automatic Data Processing (ADP): The Maricopa County s payroll system used to record hours worked, attendance data, and to generate payroll information. Comment: A field in the ADP system made up of a drop down menu that is used by employees, timekeepers, supervisors, and Sheriff s Payroll which allows descriptive information to be added when adjustments or corrections are made to an employee s timecard. Employee: A person currently employed by the Office in a classified, unclassified, full-time, part-time, contract, temporary, or probationary status. Exception Time: A method of paying employees for non-worked hours as described and permitted by the Maricopa County Employee Leave Policy. Exception time includes, but is not limited to, Vacation Time, Sick Leave, Bereavement Leave, or Civic Duty Pay. Exempt Employees: Employees who meet the definition of an executive, administrative, or professional employee as defined in the Fair Labor Standards Act (FLSA). Employees who are designated as exempt are not eligible for overtime pay. Field Training Officer (FTO) Time: Hours which an active FTO works specifically on FTO duties. These duties include, but are not limited to: entry-level training for Officers in Training (OITs) and on-going training for current staff, including remedial training in areas where deficiencies are identified; and providing recruiting and Academy staff with observations and feedback of OIT performance and status. FTOs work towards continuous quality improvement by identifying weaknesses or areas needing improvement for new/current staff qualifications, training, and by keeping pace with current, local and national standards. Hours Worked: All time during which an employee is required or permitted to work.

2 Non-Exempt Employees: Employees who are covered by the provisions of the FLSA and must be compensated for overtime hours worked. Note: A field in the ADP system used by timekeepers, supervisors, and Sheriff s Payroll personnel to provide additional information about an entry in the comment field. Notes are added in freeform on an employee s timecard to explain an adjustment or correction in greater detail. Overtime: Hours worked over the 40-hour maximum permitted by the FLSA in a non-exempt employee's established workweek, excluding holidays that are not worked and hours of paid and unpaid leave. Overtime pay shall be calculated at a rate of one and one half the employee s regular rate of pay. Pay Period: A biweekly length of time that begins on a Monday and ends on a Sunday. Real-Time Collection Method: A process by which hours worked and attendance are recorded in real-time and then integrated with the ADP system. Maricopa County has elected to use three real-time collection methods: Time Clocks, etime Phone, and Time Stamp. Additional information for the use of these entry methods can be found in the Maricopa County s Intranet Electronic Business Center (EBC). 1. Time Clocks: Time Clocks allow an employee to clock in and out directly on a time clock. Time Clocks require the use of an assigned Personal Identification Number (PIN) which is unique to each employee. The Time Clocks do not communicate with each other as they are merely devices that record information and send that information to the ADP system servers. Should an employee check their status on another Time Clock, it will clock them out, putting that employee in an unpaid status. 2. etime Phone: The etime Phone system allows an employee to clock in and out through a telephone. The etime Phone system is used by employees by dialing a telephone number provided by the supervisor. Employees who use the etime Phone system should note that it takes several hours for the ADP system to acknowledge an employee s etime Phone entry into the ADP system. For this reason, employees should not attempt to check their status in the etime Phone system after they have called in at the beginning of their shift. Personal cell phones should not be used for the etime Phone system, unless the employee or the type of position has been authorized to do so by a supervisor. 3. Time Stamp: Time Stamp allows an employee to clock in and out using a computer. The Time Stamp method of recording work times requires that an employee log into the ADP system and select the applicable prompts. Shift Differential: A flat per-hour rate that may be earned by a non-exempt employee assigned to an authorized position and whose hours worked are outside Maricopa County s first shift (6:30 am to 2:30 pm). Timecard: An electronic record maintained in the ADP system that displays hours worked and attendance for each pay period. Timekeeper: An employee designated in the ADP system to assist other employees in recording hours worked and attendance. PROCEDURES 1. Compensation: The Office establishes compensation of all Office employees under the provisions of the Fair Labor Standards Act (FLSA), Arizona Revised Statutes (ARS), the Maricopa County Compensation Plan (B7000), the Maricopa County Employee Leave Policy (HR2415), the Maricopa County Entering 2

3 and Editing Time Worked Policy (HR2418), Merit System Rules, and applicable resolutions of the Board of Supervisors. A. A non-exempt employee must be paid for all hours worked. 1. A non-exempt employee s personal waiting time prior to or after work shall not be compensated as long as the employee is not required to perform any work related functions or permitted to work. 2. Non-exempt employees who attend court proceedings outside their scheduled work hours shall clock into the ADP system by phone upon arrival at court. This only applies to nonexempt employees representing the Office on matters that arise from work-related events, not court proceedings for, or related to, personal business. Non-exempt employees shall be compensated a minimum of two hours, regardless of whether they are kept in court for the two hours. Non-exempt employees shall be compensated for any time worked over the two hour minimum until released by the court. When released from court or at the two hour minimum, employees shall be responsible for clocking out by phone from the ADP system. 3. A non-exempt employee called to work outside their regular work schedule shall be compensated for hours worked. All time, to include commute time from and to the employee s residence, is considered hours worked. 4. Employees who hold a position that has been authorized to receive shift differential shall automatically be paid the differential, based on the employee s in and out times recorded in the ADP system. The list of position titles within the Office that have been approved to receive the shift differential can be found on the U:Drive in the Personnel/Payroll folder. 5. Overtime pay computation is based on the number of hours actually worked and does not include holidays that are not worked, leave time, or any other time that is not actually worked. Vacation Time, Sick Leave, or the Floating Personal Day cannot be used to place an employee into overtime status or to credit an employee with more than 40-hours of pay per week. This includes weeks with a paid holiday in them. All overtime worked, with the exception of emergency situations, must have the prior authorization of the supervisor. Unauthorized overtime hours worked are still hours worked and must be compensated; however, disciplinary action, up to and including dismissal from employment, may be taken against an employee who works unauthorized overtime. B. Time spent by an employee to commute to and from an assigned work location shall not be compensated as long as the employee is not required to perform any work related functions or permitted to work. C. Employees shall not be compensated for time spent working-out. Employees may work-out before, after, or during a non-compensated break from work. The only exceptions to this are for those employees assigned to SWAT/High Risk Responses, recruits attending academies, and Training Division staff who are filling the role of Recruit Training Officer (RTO) or Class Sergeant. 2. Time Entry in the ADP System: Employees are required to record their hours worked and attendance in the ADP system. Employees shall be ready for work at their designated start time. Employees should be mindful of seven minute rounding rule set up in ADP when punching in and out for their shift and should begin and end their shift as close to the actual start and end time as possible. 3

4 A. When entering hours worked and attendance in the ADP system, employees, supervisors, and timekeepers shall use the applicable pay code from the authorized list. The list of authorized ADP pay codes can be found on the U:Drive in the Personnel/Payroll folder. B. Exempt employees are required to have a schedule entered into the ADP system. The ADP system will use the schedule to auto-populate the exempt employees timecard. Exempt employees shall manually enter all exception time into the ADP system for each pay period. C. Non-exempt employees shall record hours worked daily through a real-time collection method or as otherwise directed by the supervisor. Non-exempt employees are required to manually enter all exception time into the ADP system for each pay period. Exception time should be entered in quarter-hour increments. Non-exempt employees may only enter their time or perform any work related function in the ADP system while they are in an hours worked status. D. At no time shall an employee permit another individual, except supervisors or timekeepers as outlined in this Policy, to enter their time in the ADP system. This includes, but is not limited to, an employee allowing another individual to log into the ADP system using the employee s user name and password; allowing another individual to call in using the employee s pin number on the phone system; or allowing another individual to punch in at a time clock using the employee s credentials. 3. Approval of Recorded Time in the ADP System: All employees are required to approve their hours worked and attendance in the ADP system. At no time shall an employee or supervisor approve time worked and attendance before the end of the pay period unless all time to be worked by the employee has been worked and recorded in the ADP system. Employees will not be paid in a timely manner unless all approvals are recorded in the ADP system before payroll is processed. The payroll deadline, unless otherwise informed, is 0600, the Thursday after the pay period ends. A. Employee Responsibilities: 1. All employees shall verify that their hours worked and attendance, as entered into the ADP system, is accurate and free from errors before approving the timecard. 2. All employees are required to approve their own timecard in the ADP system. Employees regularly failing to approve their timecard in the ADP system may be subject to disciplinary action, up to and including dismissal from employment. B. Supervisor Responsibilities: 1. Supervisors are required to approve the timecard of those employees reporting to them after the employee has approved their own time. If any employee is unavailable to approve their own timecard, supervisors may, as an exception, approve the timecard without the employee s prior approval. For this purpose, unavailable includes, but is not limited to, times when the employee is not able to log into the ADP system because they are out sick or on vacation. 2. If a supervisor is unavailable to approve the timecard, the supervisor must designate an alternate supervisor to approve the timecard. 4 a. Unavailable means times when the supervisor is not able to log into the ADP system, when they cannot access the Internet because it is down, or they are out sick or on vacation. Unavailable does not include times when the supervisor is too busy.

5 b. Using an alternate supervisor to approve timecards in the ADP system will be limited to a specific pay period. c. Supervisors regularly failing to approve the timecards of their employees in the ADP system may be subject to disciplinary action, up to and including dismissal from employment. C. Timekeeper Responsibilities: The timekeeper may, as an exception, approve timecards for those employees designated to their area of responsibility. The division commander shall be notified when such action is required. 4. Adjustments and Corrections to Time Recorded in the ADP System: When an adjustment or correction is made to an employee s timecard in the ADP system the employee, supervisor, or timekeeper must make a comment on the timecard along with a specific note explaining why they are making the change on the timesheet. A. When a non-exempt employee misses an entry in the ADP system, the employee is required to notify their supervisor within 24 hours. Supervisors shall make the necessary adjustments and notations to the employee s timecard. Employees who regularly miss an entry in the ADP system may be subject to disciplinary action, up to and including dismissal from employment. B. Supervisors and timekeepers are prohibited from editing or altering any hours worked and attendance of another employee without the explicit written or oral approval of the employee or the employee s supervisor. For all edits or time alterations, written approval is preferred over oral approval. At no time shall a supervisor or timekeeper alter an employee s time to avoid paying overtime or as discipline. C. In the event a correction to an employee s approved time needs to be made in the ADP system, the employee s direct supervisor is required to make that change. If the direct supervisor is unavailable and the entry is time critical, the correction may be done by the timekeeper. D. If adjustments are needed, it could take Maricopa County Payroll several pay periods to have adjustments processed and resolve incorrect entries into the ADP system. 5