4.3. SR 05-19-2014 City of
Elk=' Request for Action
River
To Item Number
Mayor and City Council 4.3
Agenda Section Meeting Date Prepared by
Consent May 19, 2014 Lauren Wipper, Human Resource Representative
Item Description Reviewed by
Timekeeping Policy Cal Portner, City Administrator
Reviewed by
Action Requested
Approve,by motion,the attached Timekeeping Policy.
Background/Discussion
Last year,the city purchased an electronic timekeeping system and began the implementation process.
We have been performing parallel timekeeping utilizing both paper timesheets and the electronic system
to ensure accuracy and reliability during the setup of the system. We have transitioned exempt employees
off of paper timesheets and are prepared to do the same for most of the non-exempt employees.
Our Personnel Policy Manual has a policy for the use of timesheets. The attached policy addresses the
use of the electronic timekeeping system and is an addendum to the Personnel Policy Manual. This
policy will be added to the Personnel Policy Manual with its next update.
Financial Impact
None
Attachments
■ Timekeeping Policy
P a w E A E U s r
Template Updated 4/14 INIM UREI
Timekeeping
An accurate record of hours worked and any leave time used by nonexempt employees is necessary to comply
with the provisions of the federal and state Fair Labor Standards Acts.
The City of Elk River utilizes a schedule-based electronic timekeeping system. Employee work schedules are
set by supervisors before each work period. Any deviation to an employee's work schedule shall be
immediately updated in the timekeeping system. It is the employee's responsibility to ensure their time
records are maintained accurately.
Time off and overtime requests shall be made by the employee through the timekeeping system and shall be
approved or denied by the supervisor through the timekeeping system. Requested leave (vacation or
compensatory time) must be submitted to supervisors through the timekeeping system with as much advance
notice as possible. Leave requests are not final until approved by the supervisor in the timekeeping system.
Employees are provided secure access to their time records and shall not share their password with co-
workers.
The hours reflected in the timekeeping system are the hours employees will be paid for each pay period. It is
the employee's responsibility to monitor their hours to ensure they accurately reflect the hours worked. If the
employee feels there is a discrepancy,it is their responsibility to bring it to the attention of their supervisor.
Supervisors are responsible to ensure employees are maintaining their time records accurately.
Exempt employees are required to request leave time off through the timekeeping system and ensure their
time records are accurate.
Your finalized work schedule and approved exceptions signifies physical approval of your time record per
FLSA and state statutes.
Reporting false information is a crime and shall result in disciplinary action up to and including immediate
termination.