San Elizario ISD Financial Services. NON-EXEMPT Employees Guide to Payroll Matters

Transcription

1 San Elizario ISD Financial Services NON-EXEMPT Employees Guide to Payroll Matters 1

2 NON-EXEMPT EMPLOYEES GUIDE TO PAYROLL MATTERS TABLE OF CONTENTS Introduction..3 General.4 Pay dates & Payroll Deadlines 4 Verification of Pay Stub 4 Distribution of Pay 4 Pay Upon Separation from the District 5 Employee Service Calendar 5 Employee Access Center 5 Name/Address Changes of Employee Responsibilities 5 Overtime..6 Eligible Employees 6 Definitions of Work 6 Overtime Approval 6 Compensatory or Comp Time 6 Payment of Overtime 7 Time and Attendance...7 Reporting Hours Worked 7 Compensation for Travel 7 Compensation for Training 8 Continuing Education License/Certification 8 San Elizario ISD Electronic Timekeeping Procedures 8 Extra-Duty Compensation 8 Leave Policies...9 Leave of Absence 9 Reporting Leave 9 Full-Day and Half-Day Posting 9 Leave Types Defined 9 Recording of Leave and Order of Usage 10 Leave Balance Carry-Over 10 Employee Rights & Responsibilities Under FMLA 11 Processing or IRS W-4 Forms...14 Identification and SEISD Timekeeping Badges 14 APPENDIX A SEISD Electronic Timekeeping Procedures..15 2

3 San Elizario ISD NON-EXEMPT EMPLOYEES GUIDE TO PAYROLL MATTERS INTRODUCTION This document is provided to assist non-exempt employees in understanding payroll policies, procedures, and practices. Non-exempt employees are defined as employees whose pay is based on an hourly rate and are subject to the stipulations of the Federal Labor Standard Act (FSLA). Non-exempt employees must be paid at least the federal minimum wage for each hour worked and given overtime pay of not less than one and a half times heir hourly rate for hours worked beyond 40 each week. In this booklet you will find information regarding payroll policies and procedures that we hope will answer any questions you have. We encourage you to keep the booklet handy to use as a reference throughout the year. The Financial Services staff is committed to providing you with professional, helpful, and courteous service. Please submit questions to the Payroll Department. 3

4 NON-EXEMPT EMPLOYEES GUIDE TO PAYROLL MATTERS GENERAL Pay Dates Paraprofessional and substitute employees are paid on a semi-monthly basis. Pay schedules for the year are posted on the Districts website under The Finance Department. The district does not provide monetary advances. Payroll Deadlines The deadline for semi-monthly paid employees is the 3 rd business day after the pay period end date. The following information should be included on all correspondence with the Payroll Office: (1) Employee s name as it appears on his/her Social Security Card (no nicknames) (2) Employees I.D. number Verification of Pay The Payroll office makes every effort to ensure that employee s pay, leave, and other information are correct. Unfortunately, however, mistakes can occur. It is the employee s responsibility to review their payroll information on the Employee Service Center each pay day for accuracy, including but not limited to compensation, leave, federal withholding status, and deductions. Distribution of Pay Employees are required to complete a direct deposit form to receive their pay with San Elizario ISD. Employees who do not present a direct deposit authorization form to the payroll office will be required to apply for a payroll card, by the District card offer, Wells Fargo. Employees can request payroll card information from the Payroll Department. Employees will receive a paper pay check for the first pay period pending receipt of direct deposit form or payroll card. Pay checks are mailed to employee s address on file with the payroll office the evening before the scheduled pay day. Under no circumstances will checks be retained in the Payroll Department for pick up after 3pm on the date of payday. All employees can access their pay information, which include itemized statements of wages, using the Employee Service Center described on the following page. The benefits of Direct Deposit include: automatic posting of paychecks to individual s bank account, preventing the possibility of a lost check, eliminates time spent driving to the bank or waiting in a line at the bank to deposit the check and eliminates gasoline expenses in route to bank. Direct deposit can be initiated by completing the direct deposit form which is available by visiting the Payroll Department. 4

5 Pay Upon Separation from the District Employees who are paid on a semi-monthly pay schedule and leave SEISD before completing their calendar year assignment will be paid a final pay check on the next schedule date. Final direct deposit paystubs will be mailed to the last address on file with the payroll office on the evening before the scheduled pay date. Questions concerning continuation of insurance benefits (COBRA) should be directed to Benefits. Questions concerning TRS should be directed to the Payroll Department. Employee Service Calendars Service calendars which reflect work schedules including required days of service and scheduled holidays are distributed each school year by the Human Resources Department and posted on the district website. A school calendar is adopted each year designating instructional and staff development days. Employee Service Center The Employee Service Center is an application that allows employees to access their own personal and payroll information. The following is a brief summary of the capabilities this application offers: ability to view address, W-4, tax withholding status, access to employee demographics, deductions and benefits detail, leave information and leave calendar, as well as the detail of previous payroll checks. The website for access to this application is which requires your user name and password. Instructions can be found on Eduphoria Workshops under TEAMS. Name and Address Changes Name changes, address changes and other contact information can be updated by the Human Resources Department. Required documents include a new social security card depicting the new name. Employee Responsibilities This guide is provided to employees in an effort to assist in answering basic questions regarding payroll policies and procedures and is posted on the District s Finance website. Periodically, it may be necessary to update this document and/or include additional information. Efforts will be made to communicate major changes to employees; however, it is the employee s responsibility to periodically review this document and be aware of any changes. As noted previously, the Payroll offices make every effort to ensure the accuracy of payroll information. Corrections of errors are handled as judiciously as possible. Employees grant the District the right to deduct form future paychecks any amount which is overpaid in error or amounts owed to the District. 5

6 OVERTIME Eligible Employees Under the Fair Labor Standards Act, paraprofessional and auxiliary employees are classified as non-exempt and eligible for overtime compensation. Overtime is legally defined as all hours physically worked in excess of 40 hours weekly and is not measured by the day or by the employee s regular work schedule. Employees must work more than 40 total hours in a week to earn overtime compensation. For purposes of calculating overtime, the District has designated a workweek as beginning at 12:00 A.M. Monday and ending at 11:59 P.M. Sunday. Definitions of Work To assist employees in understanding what does and does not constitute work, the following examples are provided. What is Work? Examples of work include: Tasks completed during the regular work day Checking employee schedules Checking and/or responding to work-related Responding to business phone calls or visitors Organizing your work area (including filling) Emptying trash cans What is Not Work? Examples of activities not considered work (even if completed at work) include: Checking personal Making or responding to personal phone calls Talking with co-workers about topics unrelated to work Making coffee or snacks for employees Reading the newspaper or drinking coffee or other beverage Overtime Approval Authorization to work beyond an employee s regular work schedule must be obtained in advance by the employee s supervisor. Non-exempt employees are not permitted to simply clock-in early or clock-out late without supervisory approval. Compensatory or Comp Time Supervisors have the option to allow employees time off during a designated workweek beginning at 12:00 A.M. Monday and ending at 11:59 P.M. Sunday in lieu of payment. Otherwise an Authorization for Comp-Time Form must be submitted to the Payroll Department in order to maintain Compensatory Time records. Employees can accumulate up to 60 hours of comp time that must be used in the duty year it is earned. Employees and Supervisors must ensure that all Comp time is exhausted by June 30 th of each year. 6

7 Use of comp time may be at the employee s request with supervisor approval as workload permits, or at the supervisor s direction. An employee may be required to use comp time before using any other available paid leave (e.g., sick, personal, vacation). Payment of Overtime Overtime is calculated at 1.5 times the employee s regular rate of pay. Hours worked in excess of the employee s schedule, but less than 40 hours, are compensated at the employee s regular rate of pay. Overtime is included on the paycheck that corresponds to the pay period in which overtime was incurred. Pay schedules are posted on the District s Finance website. TIME AND ATTENDANCE The standard hours and days per year for non-exempt employees are reflected on their individual pay sheets (issued by Human Resource at the time of hire). Any hours worked in excess of those indicated will be paid at the appropriate rate; any hours not worked or not covered by leave will be deducted from their pay in accordance with the Fair Labor Standards Act. This information can also be found under My Payroll Information in the Employee Service Center. Reporting Hours Worked Non-exempt employees are required to follow the San Elizario ISD Electronic Timekeeping Procedures (included in Appendix A of this document). Employees must record actual hours worked. Time detail is based on the San Elizario ISD time and attendance records. Each employee is responsible for completing any necessary forms for time corrections and/or absences. Any disagreements with the official time detail record should be reviewed with the employee s supervisor, who must authorize any changes to the timekeeping record. Should a supervisor request an employee to work off the clock or otherwise instruct him/her to work without recording time, the employee must report this incident to the Assistant Superintendent of Finance. Compensation for Travel Travel time from home to work, even if to another location, is considered non-work time and should not be counted as hours worked. However, travel time during the work day to another site is considered work time and should be counted as hours worked. Travel with local area Travel time to and from a conference/workshop within the local area is considered work time if the travel occurs during regular work hours. Regular work hours are defined as the hours in which an employee is scheduled to work within their assigned employee service calendar. Travel outside local area (no overnight) 7

8 Travel time to and form a conference/workshop outside the local area (another city) for one-day only (no overnight stay is required) will be considered work time and should be counted as hours worked. Overnight Travel Travel time that keeps a non-exempt employee away from home overnight is counted as hours worked if the employee travels during regular work hours or corresponding hours on Saturdays and Sundays. Travel time outside regular work hours while on an overnight trip does not count as hours worked, but work performed beyond the employee s regular schedule is considered work time. Compensation for Training Training time including attendance at workshops, conferences, meetings, and lectures is considered work time and should be included as hours worked if attendance is required and has been pre-approved by the supervisor. Continuing Education Licenses/Certifications The District employs numerous non-exempt employees in position which require a license or certification. Typically, in order to maintain proficiency and renewal of the license/certification, continuing education hours are required. Training time incurred to meet the requirements of license/certification is only required to be compensable if performed during regular work hours. Regular work hours are defined as hours in which an employee is scheduled to work within their assigned employee service calendar. Additional procedures may be in place specific to department requirements and/or individual circumstances. San Elizario ISD Electronic Timekeeping Procedures Detailed procedures for the San Elizario ISD Electronic Timekeeping system are included in Appendix A of this document. EXTRA DUTY COMPENSATION Non-exempt employees who perform duties outside their assignment must do so outside their work schedule and clock in/out using the appropriate function code designated by Human Resources. In addition, payment will be based upon a predetermined hourly rate as defined by Human Resources and in accordance with federal minimum wage. Time worked will continue to be recorded on the San Elizario ISD timekeeping system. These additional duties will be compensated at the employees regular hourly rate up to 40 hours and 1.5 times the regular rate for hours physically worked over 40 within the workweek. Non-exempt employees may not receive stipends for work performed. In addition, non-exempt employees may not volunteer in positions similar to their assignment (i.e., teacher aide helps with reading group after school). They must be compensated at their regular hourly rate and paid overtime where applicable. 8

9 LEAVE POLICIES The following is provided as a summary of the District s leave policies. For more specific information, refer to Sections DEC (LEGAL) and DEC (LOCAL). Leave of Absence During FMLA An FMLA Request Form is required when an employee will be absent for reasons that qualify for leave under the Family and Medical Leave Act (FMLA) guidelines (including intermittent leave dates). All employees must employees submit related leave request forms, return to duty forms, and related leave of absence documentation in a timely manner. Please contact Benefits to complete the appropriate paperwork. Refer to DEC (LOCAL) for guidelines. Employees who anticipate taking a leave of absence are strongly encouraged to contact the Payroll office to gain an understanding of leave availability and the affect leave will have on their paycheck. In the event leave is not available to cover an absence, the employee will be docked their daily compensated rate for each day the employee is absent without available leave. An employees salary may be reduced for the remainder of the school year if docks are still pending yet the employee has returned to work. If all available FMLA leave has been exhausted, the employee will be placed on COBRA for continuation of insurance premiums. Leave claimed that has not been earned will be deducted from pay at a daily rate and will not be refunded. Reporting Leave Non-exempt employees are required to record absences via the San Elizario ISD Timekeeping System. Additional details are available in Appendix A. Full-Day and Half-Day Posting Employee leave is granted on the basis of full-day or half-day. Only Compensatory Time may be taken in hourly increments. In lieu of taking leave, non-exempt employees who are absent less than one-half day may makeup the time off during the same workweek if prior approval is obtained from their supervisor Leave Types Defined Leave is advanced in July of each year. Employees who do not work the full assignment for the school year, leave days advanced will be prorated to reflect the actual number of days earned based on the number of days worked for the school year. Sick Leave (Local/State) Local and state sick leave may be used for illness of the employee; illness of a member of employee s immediate family; or death in the employee s immediate family. Refer to Board Policy DEC (Local) for a definition of the term immediate family. Personal Leave (State) State personal leave may be taken at the employee s discretion in accordance with the guidelines outlined in DEC (Local). 9

10 Non Duty/Flex Leave Non Duty/ Flex Leave is available for 12-month employees. This leave may be used with the supervisor s prior approval and must be used within the year issued unless an approved Non Duty Day Carryover Form is submitted to the Payroll Department. Catastrophic Leave Extended leave is a pool of leave days for use by qualifying District employees that provides additional paid leave days to employees absent due to a Family and Medical Leave Act (FMLA) qualifying event. Information regarding catastrophic leave is detailed in the Employee Handbook. Recording of Leave and Order of Usage Leave is posted based on information provided through the San Elizario ISD Timekeeping system. Employee leave will not be changed at a later date if incorrect information was submitted. Therefore, it is imperative that the reason given for the absence is accurate. The initial submission of the leave type determines how leave is applied based on the balance in leave banks. Semi-monthly employees leave posting is based on the payroll schedule. If an employee takes leave in excess of the amount earned, the employee s pay will be deducted for the time missed based on their daily pay rate. Employees may not choose to be docked in lieu of taking leave. Conversely, supervisors may not elect to discipline employees by requiring them to be docked in lieu of taking leave. Leave Balance Carry-Over Local sick leave will accumulate and employees may carry 5 days to each new school year. State personal leave balances earned at other Texas school districts will be carried forward to SEISD. Transfer of unused leave is based on an employee s service record. Employees who cease to be employed by the District shall surrender all accumulated local sick leave, even if later rehired by the District. 10

11 EMPOYEE RIGHTS AND RESPONSILIBITES U N D E R T H E F A M I L Y A N D M E D I C A L L E A V E A C T Basic Leave Entitlement FMLA requires covered employers to provide up to 12 weeks of unpaid, job-protected leave to eligible employees for the following reasons: For incapacity due to pregnancy, prenatal medical care or child birth; To care for the employee s child after birth, or placement for adoption or foster care; To care for the employee s spouse, son or daughter, or parent, who has a serious health condition; or For a serious health condition that makes the employee unable to perform the employee s job. Military Family Leave Entitlements Eligible employees with a spouse, son, daughter, or parent on active duty or call to active duty status in the National Guard Reserves in support of a contingency operation may use their 12- week leave entitlement to address certain qualifying exigencies. Qualifying exigencies may include attending certain military events, arranging for alternative childcare, addressing certain financial and legal arrangements, attending certain counseling sessions, and attending postdeployment reintegration briefings. FMLA also includes a special leave entitlement that permits eligible employees to take up to 26 weeks of leave to care for a covered service member during a single 12-month period. A covered service member is a current member of the Armed Forces, including a member of the National Guard or Reserves, who has a serious injury or illness incurred in the line of duty on active duty that may render the service member medically unfit to perform his or her duties for which the service member is undergoing medical treatment, recuperation, or therapy; or is in outpatient status, or is on the temporary disability retired list. Benefits and Protections During FMLA leave, the employer must maintain the employee s health coverage under any group health plan on the same terms as if the employee had continued to work. Upon return from the FMLA leave, most employees must be restored to their original or equivalent positions equivalent pay, benefits, and other employment terms. Use of FMLA leave cannot result in the loss of any employment benefit that accrued prior to the start of an employee s leave. Eligibility Requirements Employees are eligible if they have worked for a covered employer for at least one year, for 1,250 hours over the previous 12 months, and if at least 50 employees are employed by the employer within 75 miles. 11

12 Definition of a Serious Health Condition A serious health condition is an illness, injury, impairment, or physical or mental condition that involves either an overnight stay in a medical care facility, or continuing treatment by a health care provider for condition that either prevents the employee from performing the functions of the employee s job, or prevents the qualified family member from participating in school or other daily activities. Subject to certain conditions, the continuing treatment requirement may be met by a period of incapacity of more than 3 consecutive calendar days combined with at least two visits to a health care provider or one visit and a regimen of continuing treatment, or incapacity due to pregnancy, or incapacity due to chronic condition. Other conditions may meet the definition of continuing treatment. Use of Leave An employee does not need to use this leave entitlement in one block. Leave can be taken intermittently or on a reduced leave schedule when medically necessary. Employees must make reasonable efforts to schedule leave from planned medical treatment so as not to unduly disrupt the employer s operations. Leave due to qualifying exigencies may also be taken on an intermittent basis. Substitution of Paid Leave for Unpaid Leave San Elizario ISD requires use of accrued paid leave while taking FMLA leave. In order to use paid leave for FMLA leave, employees must comply with the employer s normal paid leave policies. Employee Responsibilities Employees must provide 30 days advance notice of the need to take FMLA leave when the need is foreseeable. When 30 days notice is not possible, the employee must provide notice as soon as practicable and generally must comply with an employer s normal call-in procedures. Employees must provide sufficient information for the employer to determine if the leave may qualify for FMLA protection and the anticipated timing and duration of leave. Sufficient information may include that the employee is unable to perform job functions; the family member is unable to perform daily activities, the need for hospitalization or continuing treatment by a health care provider, or circumstances supporting the need for military family leave. Employees also must inform the employer if the requested leave is for a reason for which FMLA leave was previously taken or certified. Employees also may be required to provide a certification and periodic recertification supporting the need for leave. Employer Responsibilities Covered employers must inform employees requesting leave whether they are eligible under FMLA. If they are, the notice must specify any additional information required as well as the employees rights and responsibilities. If they are not eligible, the employer must provide a reason for the ineligibility. Covered employers must inform employees if leave will designated as FMLA-protected and the amount of leave counted against the employee s leave entitlement. If the employer determines that the leave is not FMLA-protected, the employer must notify the employee. 12

13 Unlawful Acts by Employers FMLA makes it unlawful for any employer to: Interfere with, restrain, or deny the exercise of any right provided under FMLA; Discharge or discriminate against any person for opposing any practice made unlawful by FMLA or for involvement in any proceeding under or relating to FMLA. Enforcement An employee may file a complaint with the U.S. Department of Labor or may bring a private lawsuit against an employer. FMLA does not affect any Federal or State law prohibiting discrimination, or supersede any State or local law or collective bargaining agreement which provides greater family or medical leave rights. FMLA section 109 (29 U.S.C. 2619) required FMLA covered employers to post the text of this notice. Regulations (a) may require additional disclosures. 13

14 PROCESSING OF IRS W-4 FORMS SEISD is not required to verify the accuracy of the information on an employee s W-4; however, the Payroll Office cannot knowingly accept an invalid form. A form is invalid if it is altered (e.g., sections are crossed out or information other than requested entries has been added) or if the employee indicates that it contains false information. If forms are received illegible or incomplete, withholdings will be made as if the employee is single and acclaimed zero allowances. Employees wishing to amend their withholding status can do so with the Payroll Department. Be aware that the IRS has the authority to assess penalties to employees who claim more allowances than they are entitled. IDENTIFICATION AND SAN ELIZARIO ISD BADGES For security purpose, employees are expected to wear their badges at all times while on duty. Lost badges should be reported immediately to the employee s supervisor. Employees must obtain a new badge as soon as possible with the Human Resources Department. Employees who have lost, damaged their badge or forgotten it must report their time to their immediate supervisor so that the employees time may be corrected in TEAMS. Lost badges will be replaced at a charge of $10 for each lost ID badge. Damaged ID badges will be replaced free of charge if they are presented upon request. 14

15 APPENDIX A: SAN ELIZARIO INDEPENDENT SCHOOL DISTRICT SEISD Electronic Timekeeping Procedure Official Time The SEISD electronic timekeeping system and associated work records will become the official basis for recording hours worked for employees of the San Elizario Independent School District (SEISD). Handwritten timesheets will be replaced by the SEISD Time Detail Records based on the data in the timekeeping system. Absence records (e.g. non duty, sick days) must also be recorded in SEISD Timekeeping System by the Employee or Supervisor. In order to ensure consistency of treatment for employees, the data recorded in the SEISD system shall be considered as the official record of the workday. Any disputes over actual hours worked or attendance will be resolved by referring to the official SEISD records. It is recognized that in certain situations (e.g. clock malfunction) that it will be necessary to correct or enter missing data. These changes will be carefully documented on the SEISD MISSED SWIPE FORM so that it will be possible at all times to determine how a time detail record was computed. In order for the electronic timekeeping system to work as intended, all non-exempt employees must participate. Outlined below are some important rules. Note: The terms clock-in, punch-in and swipe in (or out) mean the same thing. They all refer to the action where an employee badge number from the ID badge transmits information to the SEISD timekeeping database. Daily Clock-in/Clock-out It is a job requirement that ALL non-exempt employees MUST clock-in in the morning, and clock-out at the end of the work day at their place of work. (Under certain conditions, such as a training course at a different location, the employee shall clock-in/out at the different location, or be clocked in/out manually by the Campus/Department Timekeeper Manager). Other requirements include: Each employee is entitled to a ½ hour or hour lunch break towards the middle of their workday. Employees must clock in/out for their lunch break. All non-exempt employees leaving campus/department site for any personal reason, including lunch during the day must clock-out, and clock-in when returning to campus/department. Falsification or Tampering Any attempt to tamper with the timekeeping hardware or software will be considered a serious offense, subject to disciplinary action up to and including termination. 15

16 Punching in for an absent employee (a.k.a. buddy punching ) will also be considered a serious offense, with both employees subject to disciplinary action up to and including termination. No employee should be in possession of another employee s badge at any time. No employee should be in possession of another employee s password for the SEISD Timekeeping System at any time. Anyone interfering with other employees use of time clocks shall be subject to disciplinary action. To tamper with the SEISD equipment, interfere with use of the clocks, or punch in for someone else will be considered a serious offense. Due to the severity of these infractions, there will be immediate discipline enforced, up to and including immediate termination. The Supervisor and the Personnel Department will review the specific details of such an infraction and develop an appropriate response. Lost or Missing Identification Badge Employees are required to wear their badge at all times while on duty. Any lost badge must be immediately reported to the responsible supervisor and obtain a new badge as soon as possible. Employees who have lost or forgotten their badges may be clocked-in and out using the SEISD Missed Swipe Form. Lost badges will be replaced at a charge of $10.00 for each lost ID badge. Damaged ID badges will be replaced free of charge when they are turned in. Excessive forgetting or loss of badge may be cause for disciplinary action. Damaged Identification Badge If your badge becomes damaged and cannot be read by the electronic time clock or reader, you must immediately inform your supervisor and turn in your damaged badge to the Human Resources Department in order to obtain a replacement badge. Until you receive your new badge, you will be manually clocked in by the Campus/Department Supervisor. Damaged badges will be replaced free or charge to the employees. As noted above, badges cannot be replaced until the damaged badge had been turned in. Excessive damaged badges may be cause for disciplinary action. Employees who have damaged their badges may be clocked-in and out using the SEISD Missed Swipe Form. 16

17 Clock Problems If any employee is unable to punch in or out because of a time clock malfunction, it is the employee s responsibility to immediately inform the Campus/Department Supervisors. In this situation the Campus/Department Supervisor will manually clock the employee in or out. The Campus/Department Timekeeper Manager will notify the Payroll Department of any clock problems. Overtime Overtime should always be authorized in advance by the supervisor and documented on the employee timecard. No overtime will be credited if an employee clocks out later than his scheduled ending time without prior approval from the employees supervisor. Overtime will be calculated based on the actual hours recorded and credited to the employee, as measured by the SEISD time clocks. For example, if an employee leaves work 15 minutes early, that time will be subtracted from total time accumulated towards overtime. Overtime is earned on a weekly basis, and is only earned after 40 hours of actual work hours have been accumulated within a given week. Overtime must be approved in advance by the employee s Supervisor, and is paid at 1.5 times the employee s base hourly rate after 40 hours worked. Since overtime or extra hours are calculated when recorded work hours exceed 40, employees must not clock-in early or clock-out late without supervisory approval. All employees are paid according to the published district payroll schedule. Employees are required to have direct deposit for their pay. Employees can access the Employee Service Center for an itemized statement of wages when SEISD makes direct deposits. Each non-exempt employee is responsible for clocking in and out according to the time keeping rules. Time detail is based on the SEISD time clock records, and it is the responsibility of each employee to clock-in and clock-out. All absences must be recorded by employees via the TEAMS My Absence Reporting. Any disagreements with the official time detail record shall be reviewed with the employee s Supervisor, who shall authorize any changes to timekeeping data. Note: All Semi Monthly (scheduled and unscheduled) must be documented on the SEISD TIME DETAIL AUTHORIZARION CHANGE form. Copies of all approved forms must be sent immediately to the Campus/Department Supervisor. 17

18 Docked Pay If non-exempt employees who are paid on an annualized basis are absent and have used up all their sick days, personal days, etc., their pay shall be docked for the time missed, based on their pay rate. Also, pay will be docked for non-exempt employees paid on an annualized basis who fail to work their full number of scheduled hours during any given workweek (subject to any exceptions granted by their Supervisor). Employees who fail to submit a SEISD Missed Swipe Correction Form when required may have the end result of a deduction of leave or dock of pay, corrections will not be made until the next pay cycle. SEISD Timekeeper Managers Timekeeper Managers are to input Absence from Duty requests if they have not been entered by the employee prior to the date of absence. The time detail records must be approved (in the SEISD Timekeeping system) on a weekly basis. In order to accomplish this, time sheets should be reviewed on a daily basis. SEISD Timekeeper Supervisors Supervisors are to review the approved time data information for each employee and then approve the time card in the SEISD Timekeeping system. Supervisors are to edit punches and review pay codes for Absence from Duty requests. The time detail must be approved (in the SEISD Timekeeping system) on a weekly basis. In order to accomplish this, time sheets should be reviewed and edited (if needed) on a daily basis. 18