Time Reporting

Revised March 11, 1998 

TO: Assistant to the Clerk 

FROM: Maxine D. Tanker, Assistant to the Clerk 

SUBJECT: Reporting Time and Completing Timesheets 

DATE: July 29, 1993


Please review and use the following procedures when reporting employee time.

1.) It is your responsibility to verify accuracy of hours and make sure that all columns are correctly totaled.

2.) Make sure that all columns are complete.

3.) Put timesheets in alphabetical order. DO NOT staple, leave slips and OT/CT sheets to the timesheet. These should be put in separate stacks in Alphabetical order.

4.) Make sure employee signs his/her timesheet and leave slips. We also need signature or the designated supervisor’s signature on the timesheet.

5.) Our OT policy is simple. Employee must work 40 hours before he/she can be paid OT. (Except where prior written approval has been given by Juanita for employees who work OT and use leave time in the same week will result in the employee being paid less OT and earning comp time equal to the leave used. For example, if the employee is out during the pay week (Wednesday through Tuesday) the number of hours reported to CT must equal the number of hours before OT is paid. 

Example: Employee works OT 2 hours each Wednesday through Friday: uses 2 hours vacation on Monday and works 3 hours OT on Tuesday: Show time on Tuesday as 2 Hours CT and 1 Hour OT. 

6.) OT is paid for actual number of hours worked. If employee works 8:30 a.m. to 5:00p.m. on Saturday, do not use base figure of 8 hours. An employee who works 5 or more hours must specify whether lunch was taken or not in order to get credit for the four worked. However, encourage employees to take at least a15 minute break.

7.) When reporting time under worker’s compensation, the employee is entitled to 1hour travel time (round trip) and the actual time at the doctor’s office. This should not be charged to the employees leave. Any time exceeding travel time and doctor time must be charged to employee’s sick leave.

Example: Workers Comp. 2hours (doctor and travel time), and worked 6hours; Show: Regular Hours 8; Injury/Worker’s Comp. 2hours.

8.) If you change an employee work schedule, send a memo stating the hours and the effective date of the change and, if temporary, the last day on duty. Also indicate whether an employee has taken a half hour or one hour lunch. Send the memo to my attention or to Linda.

9.) Contract employees can report any number of hours per day as long as the total number of hours for pay period do not exceed 30. The employee must indicate lunch hour if taken, otherwise write “no lunch”. 

10.) If an employee works OT in another division, the employee must complete one timesheet and have both assistants, sign or initial the timesheet. We will not process for OT if there is only on signature.

11.) If employee goes on leave, send the original doctor’s statement to Linda Stevenson or myself. However, do not wait for the doctor’s statement to notify us of the employee’s last day to be on he job and expected date of return. The doctor’s statement should specify expected date of return.

12.) When an employee has exhausted all of his/her sick leave, whether on leave or not, show hours as sick. The payroll system automatically charges time to the next available category of leave. If an employee exhaust all of his/her leave and no transfer of leave is requested, the employee will be placed off payroll and no time is to be reported for the employee until he/she returns to duty and begin to accumulate leave again. Linda will inform you as to when an employee is placed off payroll.

13.) Employees who receive compensatory time for being selected on the Dream Team, Employee of the Quarter and Employee of the Year should report the time when used to “Official Leave” and attach the notice of award (original) concerning the compensatory time to their timesheet. Employee should request this time off as they would any other leave, i.e., leave slip.

14.) Court leave is used only if an employee is subpoenaed to appear in court (example: jury duty or expert witness). The original subpoena must be attached to the timesheet and the hours used entered in the court leave column.

15.) Blood time must be shown on the timesheet showing the number of hours used in the blood time column.

I appreciate your cooperation in following these instructions. Your cooperation will insure accurate and timely entering of payroll data. Please call Mary or me if you should have any questions.


Cc: Juanita Hicks
      Karen Calloway
      Wanda Rich
      Linda Stevenson