A short presentation
By
Your Internal Audit Department
Presenter:
Tommy Earnhardt
Today’s Topics
Time and Attendance
Time and Attendance
Problem Areas:
– Timesheets
– Requests for Leave
– Comp Time Records
1
2 3
5
4
6
1. ID # 2. Lunch 3. Other 4. Totals 5. Over 40 6. Signatures
1
2
3
1. ID # 2. Type 3. Signatures
Look for monthly report from Payroll and reconcile
COMPENSATORY TIME EARNED / TAKEN FOR YEAR _______
(Compensatory leave must be approved by supervisor before earning)
Calculated Calculated Total Total
Hours @ Overtime @ Straight Compensatory Compensatory
Week Worked Rate Time Rate Hours Hours
Ending > 40 / week 1.5 1.0 Earned Taken Balance
1. Maintained by 0
0
0
0
supervisor! 0 0
0 0
0 0
2. Employee can 0
0
0
0
maintain, too 0 0
0 0
0 0
3. Must use before 0
0
0
0
vacation/sick time 0 0
0 0
0 0
4. Must reconcile with 0
0
0
0
individual timesheets 0 0
0 0
0 0
0 0
0 0
(this form is on the 0 0
Financial Services 0
0
0
0
Webpage) 0 0
0 0
0 0
0 0
0 0
0 0
0 0
0 0
EMPLOYEE NAME:
P ayro ll Fo rm 3c/Jan 2001
How long do I keep them?
• PIM #54 states:
The head of each department is responsible for retaining (in a central location
within each department) the original Permanent Employee Weekly Time
Records for all FLSA subject employees. These original records must be
retained for the current calendar year and five prior calendar years. To assure
all records are retained and to assist with this process, departments must not
destroy time records maintained by the department before January of the
seventh calendar year after the records are created.
• What does this look like on a calendar?
2000 2001 2002 2003 2004 2005 2006 2007 2008
Destroy -5 -4 -3 -2 -1 current
1-1-2007
Destroy -5 -4 -3 -2 -1 current
1-1-2008
Destroy -5 -4 -3 -2 -1 current
1-1-2009
Time and Attendance
How can you help?
- Turn in required forms in a timely manner
- sign all forms submitted
- check your math
- keep a personal copy of time records submitted
Questions or Comments?
Now is the time!