• To provide accurate time and attendance records to Payroll Services on designated dates and times.
• To report docks as they occur.
• To prepare the Attendance Report (672) for appropriate department authorization.
• To transfer vacation and sick leave usage and other leave classifications from the Absence and Excess Hours Worked Report (634) to the Attendance Report (672).
• To record personnel transactions (position number changes, name changes, and time-base changes) to Attendance records.
• To act a liaison between Payroll Services and employees or department heads on issues affecting attendance records.
• To verify the Leave Account Balances (LAB) reports monthly and report any discrepancies to Payroll.

• Schedule Time - Set up a schedule and deadlines to receive documents from employees, post documents and obtain necessary signatures to meet Submission Deadline.
• Keep a File of All Timekeeping Memos
• Keep all Timekeeping and review Schedules on a Payroll Calendar
• Prepare Attendance Reports

1. Attendance Reports will be sent from Payroll Services.
   
2. Type or write blank Attendance Reports for any new Headers/Units for which you have no preprinted Attendance Reports
   
3. Check dates on all sheets to make sure you are posting on the current month.

Set up a schedule and a special place for receiving attendance documents:

• Absence and Extra Hours Worked Report (634).
  
• Jury Duty confirmation/subpoenaed witness' receipts. If Jury Duty is being reported, make a duplicate copy of the Absence and Excess Hours Worked Report.
  
• Doctor's Release.
  
• Military Orders/Papers

Use a blue or black pen when posting usage or hours to be paid.

Use a RED pen when making any changes to preprinted information.

DO NOT USE WHITE OUT ON ANY PREPRINTED INFORMATION

We must be able to see the original information as well as the changes.

Refer to attendance memos, other sections of the Timekeeper's Manual, or call Payroll Services regarding any posting of which you're not sure.

Attendance Reports (672) should be signed after attendance has been reviewed for accuracy. Department heads should sign on "Authorized Signature" line and date the report on the date signed in "Date Keyed." Timekeepers must sign on the line just above "Pay Period."

First Submission dates for each month are specified on the Pay Period Calendar each year. Should the First Submission dates change for any reason, Timekeepers will be notified by memo or email from their Payroll Technician.

The purpose of First Submission is to give Payroll Services an opportunity to verify that all documents are submitted and all signatures are obtained. It is the Timekeeper's responsibility to verify the accuracy of the Attendance Reports BEFORE sending them to Payroll Services.

• Putting substantiating Absence and Additional Time Worked Report (634) in alpha order as listed on each Attendance Report and attach them to the appropriate Attendance Report (672).
• Submit duplicate copies, attached to the original copies, of all Jury Duty confirmation receipts and Absence Reporting Forms (634) containing "jury duty."
• Absence and Additional Time Worked Report (634) must be submitted to payroll within five days after the pay period ends.

Attendance Revisions/Corrections

• On payday of each month, the timekeeper will email their respective payroll technicians to report any changes to their Absence Report already submitted.
• This is to be done regardless if they there are any changes or not.
• If changes are needed, please provide, first, the agency and unit from the Absence Report (672), second the employees first initials and last name and position number and what changes are needing to be made. Do not include social security numbers in your emails.
• If changes are not needed, please respond with "No Changes Needed."