Policies and Procedures Manual
Human Resources Department
Department Head Responsibility
The regular workweek of full-time employees
is 37½ hours, excluding meal periods, consisting of five days of
seven and one-half hours per day.
Department heads have the responsibility for
ensuring that their employees maintain and work the hours which
they are scheduled to work. Department heads are also responsible
for regularly monitoring and analyzing attendance records and for
taking prompt and decisive action whenever an employee is absent
excessively or abuses the sick leave program.
7.200 Time and Attendance Policies and
||Effective March 26, 2000, the Trial Court converted
to HR/CMS. With the change to this new bi-weekly payroll system,
employees now accrue sick and vacation time at the end of each
pay period on an hour-per-hour basis and balances of accrued
time are recorded on each employee's direct deposit advice or
check stub. In order for employees' accrued time to be accurately
reflected on their direct deposit advice, it is imperative that
the payroll clerk in each court or office be notified on a weekly
basis of each employee's attendance exceptions (i.e., sick,
vacation, personal time taken and compensatory time taken or
earned as well as leaves of absence or time off payroll).
||The new Time Reporting Form (Appendix C, Form
F28) has been designed for use by Trial Court managers in reporting
attendance exceptions to the payroll clerk. The manager is responsible
for ensuring the completion of this form for his/her employees
and forwarding it to the payroll clerk at the close of each
business week. The manager, or his or her designee, is required
to report paid or unpaid absences as attendance exceptions for
each of his or her employees by writing in the space provided
for each day the number of hours an employee has used and the
appropriate time reporting code. The most common codes (Sick
- SIC, Vacation - VAC, Compensatory Time Taken - CPT, Personal
- PER, and Compensatory Time Earned - CPE) are preprinted on
the form and a blank space is provided for recording other attendance
exception codes. If there are no attendance exceptions to be
reported for the employee that week, this needs to be reported
as well by checking the appropriate box. This way, managers
are reporting on every employee under their supervision.
The Attendance Calendar
(Appendix C, Form F8) provides the department head with a
paper record of each employee's hours worked, including overtime
hours worked, absences and the reasons for absences. The reverse
side of the calendar provides for a record of time earned,
taken and balance due an employee under employee benefit programs,
i.e., vacation, sick leave, also tracked in HR/CMS.
||Department heads may maintain an attendance
calendar for each of their employees in accordance with
this procedure and the instructions found on the calendar.
A department head may delegate the daily administration
of calendars to another individual. However, the responsibility
and accountability for supervising time and attendance
remains with the department head.
||Department heads shall maintain a file
on all calendars for review by auditors and, upon request,
shall forward such forms to the Administrative Office
of the Trial Court or the applicable Departmental Chief
|| In the case of Probation Officers, copies
of the attendance calendars are to be forwarded to the
Office of the Commissioner of Probation at the end of
each Fiscal Year.
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