March 11, 2005

FROM: Linda McDermott, Chief Financial Officer

Dianne Walker, Manager of Employee Compensation

SUBJECT: Elimination of Classified Time Sheet Reporting

The District Administration Strategic Plan requires review of policy and operational roles to enhance efficiency of administrative services. In addition, collaboration with other departments is encouraged to define discreet responsibility and authority and eliminate redundant tasks.

The Employee Compensation and Human Resource office (HRO) have met to review our discreet responsibilities with regard to classified staff time reporting. One of the results of this review is a recommendation to eliminate the requirement for positive time reporting for classified staff, after 4/1/05 (pay period of 4/1/05-4/15/05). Although Classified employees are hired on a salary basis similar to Exempt employees and Annually Contracted Academic Employees, Classified Staff have historically been required to complete and submit semi-monthly timesheets to the Payroll Office. Based on research of "best practices" of other Washington Community and Technical Colleges and support from the State Auditor’s Office, the elimination of positive time reporting for classified employees is recommended. To ensure a successful transition to this new policy, the following issues should be clearly communicated to employees and supervisors:

1. Classified employees are assigned a normal work schedule, such as 8:00am – 4:30pm, Monday through Friday, for 12-months per year. HRO notifies the employee, supervisor and Payroll Office regarding the work schedule in the appointment letter and employee notice. A change in work schedule requires the completion of a "Classified Employee Assigned Work Schedule Form". This form must be completed and signed by the employee and supervisor and submitted to HRO for processing.

2. Classified employees may be eligible for overtime. The appointment letter and employee notice will advise employees, supervisors and Payroll Office if the employee is eligible for overtime. If so, the position is eligible for overtime compensation at the rate of time and one-half and must be directed in advance by the supervisor. Overtime requires the completion of an "Additional Hours Form". This form must be completed and signed by the employee and supervisor and submitted to the Payroll Office for processing.
3. Classified employees who do not work their assigned work schedule must submit a "Leave Request Form" to account for the time not worked. The leave form may be submitted for paid leave or unpaid leave:

1. Paid Leave: Classified employees are eligible for the following types of leave:

Vacation leave (VAC) Military duty (MLV)

Sick Leave (CSL) Personal holiday (PH) Compensatory time taken (CMP) Bereavement (BLV)

Jury duty (CLV)

2. Unpaid Leave: Classified employees who do not work their assigned work schedule, or do not have an appropriate leave balance, must complete a leave form for the following types of unpaid leave:

Leave without pay (LWO)

Leave without pay, cyclic (LWC)

4. Classified employees who are scheduled to work less than twelve months per year are "Cyclic Employees". This work schedule is referred to as their "Cyclic Calendar". Specific procedures for Cyclic Employees are attached.

1. Classified Cyclic employees working within their "Cyclic Calendar" will follow the above rules. They are not required to complete classified time sheets. If they have "no work days" within their cyclic calendar and are not using paid leave, they must use Leave without pay, Cyclic (LWC).
2. Classified Cyclic employees working outside of their "Cyclic Calendar" will be required to complete a timesheet. Employment options include:

 

1. Working an extension of their cyclic classified position: They will be paid semi-monthly, using the classified hourly rate on the DOP Salary Schedule and will complete a classified timesheet. The supervisor will notify HRO and Payroll.
2. Working in a part time hourly position: They will be hired using the "Part-Time Hourly Rate Schedule", will complete an PT Hourly timesheet and will be paid monthly on the 15^th of the month. They may use the Automated Time and Attendance System (ATAS). The supervisor will notify HRO and Payroll.

After review and approval by the Administration, the change in policy will be communicated to the district according to the attached Action Plan.