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POLICY AND PROCEDURE – TIME CLOCK/PAYROLL PROCESSING
DR. JOHN WARNER HOSPITAL
CLINTON, ILLINOIS 61727
POLICY AND PROCEDURE
TITLE PAGE 1 OF 4
TIME CLOCK/PAYROLL PROCESSING
ISSUING DEPARTMENT EFFECTIVE DATE
HUMAN RESOURCES JUNE 1, 2012
PREPARED BY REVISED DATE
JENNIE WERNECKE, HUMAN RESOURCES MANAGER JUNE 1, 2012
POLICY # ORIGINAL DATE
HR-2231 OCTOBER 1985
REVISES AND SUPERCEDES: Time Clock/Payroll Processing Policy with a revised date of August 9, 2006.
PURPOSE:
To ensure an accurate record of staff attendance and time worked for proper compensation.
POLICY:
The hospital requires all non-exempt employees to clock in and out using their identification name badge. Time clocks are located on the lower and upper level of the hospital’s main building. Some employees may be assigned to use both clocks. Employees whose primary department is the Rural Health Center must use the clock located in the Rural Health Center building.
It is the employee’s responsibility to clock in and out each working day and when the employee is called back in for duty. Since hours are computed to the nearest tenth hour rounding, employees are not permitted to clock in more than six (6) minutes prior to the start of their shift or clock out later than six (6) minutes after their shift is scheduled to end. The department manager must authorize any deviation. Hourly employees may not work “off the clock” or perform work “off schedule” at any time.
For attendance purposes, all salaried (exempt) employees are required to clock in daily during their regularly scheduled work week using the clock they are assigned to. It is not necessary for the salaried employee to clock out. Salaried employees will receive their established bi-weekly salary and are exempt from overtime.
Employees are not permitted to clock in or out for another employee, allow another employee to clock in or out for them, or falsify/alter any time record. Doing so subjects the employee to disciplinary action up to and including termination of employment.
STAFF:
All Staff
EQUIPMENT, FORMS & LOCATIONS:
Time Clocks on lower & upper level of the Hospital and Rural Health Center
PROCEDURE:
1. Employees are required to clock out if leaving the hospital grounds for any reason other than approved hospital business.
2. Employees do not need to clock out for their paid breaks unless they leave the hospital grounds. The time that an employee takes their breaks is at the discretion of the manager.
3. If an employee has a doctor appointment within the hospital facilities they must clock out and clock back in when they return.
4. Employees do not need to clock out for the unpaid lunch period (30 minutes) unless they leave the hospital grounds. Employees who wish to go out to pick up lunch and return to the grounds to eat, should punch out when leaving and back from lunch when lunch is finished and they are returning to work.
5. Hourly and salaried employees are required to enter their on-call hours, WOW hours and paid benefit days which include ETO, paid sick leave, Bereavement Leave, and Workshop prior to the end of the pay period.
6. A manager/administrative representative may override the following punches at the time clock with the presence of the employee during the pay period:
a. In & Out punches
b. Back from lunch
c. In & Out punches for call-backs
Note: During the pay period (with the exception of the Friday & Saturday of the last week of the payroll period) the manager is to e-mail the Human Resources Assistant with notice of no lunch for their employees with a copy to the HR director.
7. Managers are not to write in changes, missing punches, on-call hours, WOW hours or paid benefits hours on the time card reports with the exception of the following:
a. During the Friday & Saturday of the week ending the pay period, one of the following occurs:
i. The employee calls in sick using paid sick leave or requests the use of ETO time. (Keep in mind that these instances are considered unscheduled absences in accordance to the Call-Off Policy).
ii. The manager or their designee calls the employee in to work for an unscheduled shift and the employee forgets their badge and a manager or administrative representative was not available to override the employee’s in/out punches.
iii. The employee was unable to take a 30 minute uninterrupted meal period and the employee notified the manager with reasons why and the manager authorized the no lunch.
8. The department manager will review time clock entries, at the end of the payroll period, verify, and forward to Human Resources for payroll processing. This will be done on the Monday following the end of the pay period.
9. The Human Resources Assistant will notify department manager/administrative director via e-mail of any missing in/out punches or invalid punches. The department manager/administrative director is then responsible for performing the management override at the clock with the employee.
10. Paycheck errors due to missed punches of on-call, call-back and paid benefit hours will not be adjusted until the next paycheck following the paycheck with errors.
PAYDAYS/PERIODS:
Paydays are bi-weekly beginning on Sunday and ending two weeks following on Saturday. Employees are paid on every other Friday.
DIRECT DEPOSIT:
As a benefit to employees, the City of Clinton prefers direct deposit as the method for processing payroll but it is not mandatory.
PAYROLL DISTRIBUTION:
Direct deposit stubs are mailed on Wednesday prior to payday; live checks are mailed on Friday payday.
LOST PAYROLL CHECKS:
Employees are expected to be responsible for safeguarding their paychecks. In the event of a lost payroll check, the following procedures will be instituted to process a replacement:
1. If an employee discovers that a payroll check has been lost, they should immediately report the loss to the Human Resources Department. In the event the Human Resources Department staff cannot be reached immediately, the loss should be reported to City Hall. A stop payment order may be issued by the City for the check in question.
2. After the stop payment order has been placed, a new check will be issued within two weeks of the notice of the lost check.
3. If the employee should then find the missing check, they should present it immediately to the Human Resources Department to be destroyed.
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POLICY AND PROCEDURE – TIME CLOCK/PAYROLL PROCESSING
DOCUMENTATION:
Time Card Reports
COPIES SENT TO:
Administration - Original
All Departments
ORIGINAL - 10/85
REVISED - 03/22/04
REVISED – 05/29/06
REVISED – 08/09/06
REVISED – 06/01/12
______
HUMAN RESOURCES MANAGER DATE CEO DATE
INITIAL
AND DATE
REVIEWED ______