ENTERING AND EDITING TIME WORKED POLICY (HR2418) REDLINED 08-21-2019.PDF

MARICOPA COUNTY INTERNAL POLICY
Policy Title:
Policy Number: HR2418
ENTERING AND EDITING TIME
WORKED Current Adoption Date: 08-21-2019
Current Implementation Date: 08-21-2019
Approved by: Board Agenda Number: C-31-12-007-6-02
BOARD OF SUPERVISORS
Original Adoption Date: 05-06-2013
Maricopa County Title: Entering and Editing Number: HR2418
Internal Policy Time Worked
Issue Date: May 9, 2012
Policy Category: Time Approved By: Maricopa Revision No: 2
Entry County Board of Supervisors
and Special Districts Revision Date: Feb. 6, 2013
Initiating Department:
Human Resources
XVII.
XVIII.I. PURPOSE
To outline the requirements for recording, tracking, and approving Eemployee time and attendance
in the County’s payroll system and to identify the process for editing an Employee’s time by a person
other than the Eemployee.
XIX.II. AUTHORITYIES AND RESPONSIBILITIES
This Policy is authorized by the Board of Supervisors pursuant to A.R.S. § 11-251.County Human
Resources Department is responsible for administering this Policy. Appointing Authorities and other
supervisory personnel are responsible for assuring compliance with this Policy. Employees violating
any provision of this Policy may be subject to disciplinary action, up to and including termination
subject to Appointing Authority discretion.
XX.III. APPLICATION
This PPolicy applies to all Eemployees of Maricopa County elected offices and, appointed
departments as well as the Flood Control District of Maricopa County and the Maricopa County
Library District (Special Districts), Special Districts, and the Maricopa County Superior Court paid
through the Maricopa County Payroll System. The Board of Supervisors is authorized to jointly adopt
policies applying to the Special Districts under the Intergovernmental Agreement, C-06-18-393-6-
00, approved on April 11, 2018.
XXI.IV. DEFINITIONS
A. Appointing Authority: An elected official, the single administrative or executive head of a
department, or the designated representative authorized to act in this capacity.
B.A. Comment: A system function that allows information to be notedenables payroll
timekeepers, supervisors, and central payroll to notate additional information when adjustments
are made to an Employee’s time cards. Approved Comments and the instances they are to be

Policy Title: Policy Number: HR2418
ENTERING AND EDITING TIME WORKED
Current Adoption Date: 08-21-2019
used shall be set by County Payroll. Comments can be used on punches, pay codes, durations,
historical edits, and labor level transfers. The following time-card entries allow comments:
 Punches
 Pay codes
 Durations
 Historical edits
 Overtime approval
H. Labor Level Transfers
I.B. County Payroll System: The official system of record for time and attendance for all
Employees.Automated Data Processing (ADP) is Maricopa County’s payroll system for all
Employees. Enterprise Version 5 (EV%) and Enterprise eTime comprise the two sub-systems
that record time entry data and generate pay checks on a bi-weekly interval. This is the official
system of record for time and attendance for all Employees.
J.
K. Maricopa County L. Title: Entering and Editing M. Number: HR2418
Internal Policy Time Worked
N. Issue Date: May 9, 2012
P. Policy Category: Time Q. Initiating Department: S. Revision No: 2
Worked
R Human Resources T Revision Date: Feb 6 2013
V.
W.
X. Elections/Recorder Time Entry System: The system utilized by the Elections/Recorder Office
Employees to enter hours worked and Exception Time. An interface is maintained between
the Elections/Recorder Time Entry System and the County Payroll System.
Y. Elections/Recorder Employee: Any Employee of the Elections/Recorder Office.
Z.C. Employ
ee: A person who is paid a wage, salary, or stipend from public monies in accordance with official
County payroll entries on the County Payroll System. This definition includes all classified,
appointed, unclassified, temporary, Exempt, Non-Exempt, and contract Employees. For
purposes of this PPolicy only, this includes all classified, contract, temporary, and unclassified
employees as well asthe term Employee includes non-County employees who are paid by the
County Payroll System, such as employees of the Superior Court of the State of Arizona.
Maricopa County Elected Officials, as identified in A.R.S. § 11-401(A)(1) – (7), are NOT
Employees for purposes of this PPolicy.
AA.D. Exception Time: A method of paying Employees for non-worked hours as described
and permitted by HR2415 Employee Leave (e.g., Exception time includes, but is not limited to,
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Policy Title: Policy Number: HR2418
ENTERING AND EDITING TIME WORKED
Current Adoption Date: 08-21-2019
vacation time, sick leave, bereavement leave, civic duty pay, etc.).
BB.E. Exempt Employee(s): An Employee who is exempt from overtime pay based on duties
performed and compensation as established by the Fair Labor Standards Act (FLSA)who is
defined by the Fair Labor Standards Act (FLSA) as being exempt from this law's minimum wage
and overtime requirements.
F. Human Resources (HR) Liaison: An Employee within a department whoappointed to acts as
the communication link between the Human Resources department and atheir own department.
CC.G. Manager Delegation-: A method forthat allows a supervisorsmanager in eTime (anyone
with direct reports) to selectappoint another supervisormanager (anyone with direct reports) in
their department to approve time cards, time-off requests, etc. for their employees that report to
them during anin the manager’s absence.
DD.H. Non-Exempt Employee(s): An eNon-Exempt Employees are Employees who is not
exempt from the overtime provisions of the FLSA and therefore entitled to overtime paysubject to
the wage and hour laws established by the Fair Labor Standards Act (FLSA).
EE.I. Note: A freeform system function that enables Timekeepers, Supervisors, Employees,
and central payrollallows to notate additional detailed information to be noted about a Comment.
Notes are added to Comments on an Employee’s timecard to explain an adjustment in greater
detail.
Maricopa County Internal Title: Entering and Editing Time Number: HR2418
Policy Worked
Issue Date: May 9, 2012
Policy Category: Time Worked Initiating Department: Revision No: 2
Human Resources Revision Date: Feb 6 2013
TT.J. Pay Period: A recurring biweekly period beginning on Monday and ending on Sunday
length of time over which Employee time is recorded and paid. Maricopa County utilizes a
biweekly pay period beginning on Monday and ending on Sunday.
UU.K. Payroll (PR)R Liaison: An Employee within a department who appointed to acts as the
communication link between the County Payroll divisionepartment and atheir own department.
VV.L. Real-Time Collection Method: A method by which time and attendance is recorded in
real-time and is integrated with the County Payroll System as close to real-time as possible (e.g,
time clock, time stamp, and phone login).
WW. Supervisors: Any individual having authority, in the interest of the County, to hire,
transfer, suspend, lay off, recall, promote, discharge, assign, reward, or discipline other
Employees and requires the use of independent judgment regarding same.
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Policy Title: Policy Number: HR2418
ENTERING AND EDITING TIME WORKED
Current Adoption Date: 08-21-2019
XX.M. Timekeepers: An Employee designated in the County Payroll System to maintain and
assist other Employees in the recording theirof hours worked by Employees to which they are
assigned to oversee.
XXII. POLICY
XXIII.V. TIME ENTRYTime Entry:
A. Schedules:
1. All Ffull-time Exempt Employees are required to have a schedule input into the County
Payroll System which . The County Payroll System will be used the schedule to auto populate
their Exempt Employees timecards.
2. While not required, it is recommended that Non-Exempt Employees have a schedule in the
County Payroll System.
B. Entering Time:
1. At no time shall an Employees permit another individual, except their Ssupervisors or
Timekeepers as outlined in this Policy, to enter their time in the County Payroll System (e.g.,
allowing someone to log/clock in or out on their behalf). This includes, but is not limited to,
an Employee 1) allowing another individual to log into the County Payroll System using the
Employee’s user name and password; 2) allowing another individual to call in using the
Employee’s pin number on the phone system; or 3) allowing another individual to punch in
at a time clock using the Employee’s credentials.
2. Non-Exempt Employees are required to clock in and/ out for time and attendance purposes
in accordance with all County Ppolicies, including HR2471 Hours Worked and
OvertimeB7006, and applicable law. Where possible, Non-Exempt Employees shall enter
their time through a Real-Time Collection Method.
3. Non-Exempt Employees may only enter their time and perform any work related function
while they are in an “hours worked” status and are notAt no time is a Non-Exempt Employee
permitted to do job -related work without making sure the time worked is recorded in the
County Payroll System.
4. Non-exempt Employees who miss a time entry in the County Payroll System must notify their
supervisor or Timekeeper within 24 hours where possible.
5. The County uses a seven (7) minute rounding for shift in/out punches, excluding the lunch
punches.
A. Exempt Employees are required to enter all Exception Time into the County Payroll System.
C. Exception Time:
1. Exempt Employees are required to enter all Exception Time into the County Payroll System.
Non-Exempt Employees are not required to have a schedule input in the County Payroll
System, but the use of schedules for Non-Exempt Employees is highly encouraged. Non-
Exempt Employees will not be paid from their schedule established in the County Payroll
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Policy Title: Policy Number: HR2418
ENTERING AND EDITING TIME WORKED
Current Adoption Date: 08-21-2019
System; rather they will be paid from hours keyed into the County Payroll System.
2. All Non-Exempt Employees are required to record daily time and attendance, including
Exception Time, in the County Payroll System. The County Payroll System shall be
configured to use a seven (7) minute rounding for shift in/out punches, excluding the lunch
punches, for Non-Exempt Employees. Exception Time can be entered into the County Payroll
System using the time off request function in that system. Where possible, all Non-Exempt
Employees shall enter their time through a Real-Time Collection Method (e.g, time clock,
time stamp, and phone).
3.2. All Exception Time must be entered in quarter hour (.25) increments.
D. Time and Attendance Approvals:
4. Regardless of the method used to input the time and attendance (e.g., Real-Time Collection
Method or manual entry), All Employees mustare required to verify that their time entered
into the County Payroll System is accurate and free from errors before approving itapprove
their time and attendance in the County Payroll System regardless of the method used to
input the time and attendance (e.g., Real-Time Collection Method or manual entry).
5.1. All Employees are required to verify that their time, as entered into the County Payroll
System, is accurate and free from errors before approving it. Any Employees that do not
approve their time may not be timely paid. Employees regularly failing to approve their time
in the County Payroll System may be disciplined, up to and including dismissal from
employment.
6.2. All Supervisors are required to approvale is required the time of those Employee(s)
reporting to them after the Employee(s) approve their time. As an exception, and only on a
limited basis, If any Employee is unavailable to approve their time, Ssupervisors may may,
as an exception, approve their Employees’ time of those Employee(s) reporting to them
without the Employee(s’) prior approval (e.g.,but only on a limited basis. For this purpose,
unavailable includes, but is not limited to, times when the Employees is not able to log into
the County Payroll System because they are out sick and unable to approve their time).
7.3. Supervisors should complete a Manager Delegation prior to their scheduled absences
that would prevent them from approving their employees’ time. When an unscheduled
absence or limited access to the internet occursEmployees will not be paid timely unless an
approval from Supervisor is recorded in the County Payroll System before the date payroll is
processed. If a Supervisor is unavailable to approve, and a delegation was not possible prior
to the Supervisor becoming unavailable, thea Timekeeper may, as an exception, approve
the time on behalf of of those Employee(s) reporting to the unavailable Ssupervisor as an
exception. For this purpose, unavailable means times when the Supervisor is not able to log
into the County Payroll System because they cannot access the internet because it is down
or they are out sickThis should not occur because. Unavailable does not include times when
the Ssupervisor is too busy, on vacation, or could otherwise have requested a delegation.
8.4. At no time shall any Employees or Ssupervisors should not approve time before the end
of the Pay Period related to the time, unless all time to be worked by the Employee for that
Pay Period has been worked and recorded in the County Payroll System.
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Policy Title: Policy Number: HR2418
ENTERING AND EDITING TIME WORKED
Current Adoption Date: 08-21-2019
XXIV. Non-Exempt Employees are required to clock in/out for time and attendance purposes in
accordance with all County Policies (including the Hours Worked and Overtime Policy
(B7006) and applicable law. At no time is a Non-Exempt Employee permitted to do job related
work without making sure the time worked is recorded in the County Payroll System.
XXV. Non-Exempt Employees may only enter their time and/or perform any work related
function in the County Payroll System while they are in an “hours worked” status.
XXVI. At no time shall an Employee permit another individual, except Supervisors or
Timekeepers as outlined in this Policy, to enter their time in the County Payroll System. This
includes, but is not limited to, an Employee 1) allowing another individual to log into the
County Payroll System using the Employee’s user name and password; 2) allowing another
individual to call in using the Employee’s pin number on the phone system; or 3) allowing
another individual to punch in at a time clock using the Employee’s credentials.
XXVII.VI. EDITING TIMEEditing Time:
A. If a Non-exempt Employee misses a time entry in the County Payroll System, the Non-exempt
Employee is required to notify their Supervisor or Timekeeper within 24 hours of the missed time
entry where possible.
B.A. Supervisors and Timekeepers are prohibited from editing or altering Employees’the time,
including Exception Time, of an Employee (other than themselves) in the County Payroll System
without notifyingthe explicit written and/or oral approval of the Employees or their Employee’s
sSupervisors. Nothing in this Policy should be read to mean Supervisors can alter or edit an
Employee’s timecard without some form of approval from the Employee. For all edits or time
alterations, wWritten approval is preferred over oral approval.
C.B. Where practicable, Aany adjustmentedit or alteration of the time, including Exception
Time, of an Employee by a Timekeeper or Supervisor must be approved in the County Payroll
System by the Employee, where practicable, before the timecard is submitted for payment.
D.C. Any djustmentsedit or alteration to an Employee’s’ time by any Timekeeper or Supervisor
including Exception Time, must be documented in the County Payroll System by the individual
making the edit or alteration with a Comment and a Note which. The Note must clearly state the
reason and who authorized the editidentify the explicit written and/or oral approval of the
Employee or Supervisor authorizing the edit and/or alteration to the Employee’s time.
E. Approved Comments and the instances they are to be used shall be set by County Payroll.
D. At no time shall a Ssupervisors or Timekeepers alter an Employee’s’ time as discipline or to avoid
paying overtime.
E. Adjustments to a timecard received after payroll closes will be processed the following pay
period. If employees are missing pay for eight (8) hours or more of their base pay a manual
warrant will be processed as soon as possible. Both Employees and supervisors are required to
sign the adjustment sheets requesting the correction before it can be processed.
F. Concerns Regarding Time Edits:
. Concerns Regarding Time Edits:
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Policy Title: Policy Number: HR2418
ENTERING AND EDITING TIME WORKED
Current Adoption Date: 08-21-2019
2.1. An Employees that believes an error occurred regarding the reporting of their hours
worked in the County Payroll System must immediately report it to their Department’s HR or
Payroll Liaison. This includes any belief that a Ssupervisor and/or Timekeeper
inappropriately altered the Employee’s time after it was approved by the Employee.
3.2. A Department HR Liaisons areis required to report any concerns regarding the
inappropriate entering, approval or recording of time in the County Payroll System to the
Central Payroll immediately. Reports of error will be promptly investigated.
4. The County Human Resources Department reserves the right tocan audit Employee time
and attendance at any time. Departments with Employees out of compliance with this PPolicy
will be notified.
3. Adjustments, other than FMLA adjustments, to a timecard received after the payroll close will
be treated as a prior pay period correction and will not be processed until the following pay
period. If an employee is missing pay for eight (8) hours or more of their base pay a manual
warrant will be processed as soon as possible. Both Employees and Supervisors are required
to sign the adjustment sheets requesting the correction before it can be processed.Exception
for Elections/Recorder Employees:
Revision History
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Policy Title: Policy Number: HR2418
ENTERING AND EDITING TIME WORKED
Current Adoption Date: 08-21-2019
Revision
Version Date Description of Revision
1 05-/09-/2012 Initial version (C-31-12-007-6-00)
2 02-/06-/2013 Eliminated the list of permitted comments and directed County Payroll to develop
the comment list. (C-31-12-007-6-01)
Updated definitions, updated format to current policy format, and updated language
3 08/21/2019
for consistency throughout policy. (C-31-12-007-6-02)
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