HomeMy WebLinkAboutTime Management System PolicyRESOLUTION 2010-876
ADOPTED
DOC ID: 6335
THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2010-876 WAS
ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON
NOVEMBER 4, 2010:
RESOLVED that the Town Board of the Town of Southold hereby replaces the Time
Management System Polic¥~ adopted by Resolution No. 2008-112 on January, 15~ 2008~ with
the following:
TOWN OF SOUTHOLD TIME MANAGEMENT SYSTEM POLICY
The Town of Southold has implemented the Kronos Time Management System in order to
facilitate standardization, accuracy, consistency, and uniformity in timekeeping in all Town
Departments and to automate the payroll process and eliminate unnecessary paperwork.
In accordance with §46 of the Town's Agreement with the CSEA and further to the provisions of
§401 of the Town of Southold Employee Handbook, the Town Board of the Town of Southold
hereby adopts the following policies with respect to timekeeping by Town employees:
Punching In and Out on Kronos System. Unless otherwise exempt by the Town
Board, all employees must punch in using a Kronos time clock upon arrival to and
departure from their respective work sites. Employees may use the touch ID
terminals or log onto their computers and sign in through the software application
and employees must punch only themselves in. Them shall be no sharing of
passwords.
Work Hours. Unless otherwise dictated by the provisions of the Town's
Agreement with the CSEA, or approved by the Department Head or Supervisor,
the workday for Town employees commences at 8:00 a.m. and concludes at 4:00
p.m. with one (1) hour for lunch. Kronos will handle deviations from that
schedule as follows:
(a)
Rounding - Employees punching in up to seven (7) minutes before their
normal work hours will have their time automatically rounded up to their
regular starting time. For example, if an employee who is scheduled to
work from 8:00 a.m. to 4:00 p.m. punches in at 7:53 a.m., Kronos will
round up the time to 8:00 a.m.
(b)
Early Punches - Employees arriving more than seven (7) minutes before
their scheduled workday may not clock in early and may not commence
working without prior approval by the Department Head.
Resolution 2010-876
(c)
Board Meeting of November 4, 2010
Mandatory Lunch Break Deductions - In most instances, full-time
employees who are entitled to a lunch break are not required to punch in
and out during their lunch periods as the Time Management System
automatically deducts thirty (30) or sixty (60) minutes from the
employee's shift totals for the day for lunch breaks. With prior approval,
the Department Head may allow a full-time employee who is entitled to a
lunch break to work through all or part of his or her lunch period. The
employee may receive compensatory time for time worked during the
lunch period to the extent that it results in an entitlement to compensatory
time under the relevant Union Contract. Part-time employees who are
entitled to a lunch break are required to punch out and punch back in for
their lunch breaks.
(d)
Unexcused and Excused Absences - Unexcused absences, including late
starting times or early quitting times, shall not be considered hours worked
for pay purposes. Department Heads are responsible for entering
appropriate pay codes for employees taking time off.
(e)
Approvals - It is the Department Head's responsibility to approve and
sign offon each employee's time record in the Kronos System at the end
of each pay period so that the employee can be paid.
(f) Department Heads are responsible for submitting:
No later than the Monday after the last pay date, an approved
"Employee Time Sheet for Hourly and Part-Time Employees" for
the biweekly pay period.
4
No later than the l0th of the month, an approved "Benefit Time
Sheet" for the prior month for each employee that accrues leave
time with any approved leave slips attached.
Elizabeth A. Neville
Southold Town Clerk
RESULT: ADOPTED [UNANIMOUS]
MOVER: William Ruland, Councilman
SECONDER: Louisa P. Evans, Justice
AYES: Ruland, Orlando, Talbot, Krupski Jr., Evans, Russell
Updated: 10/28/2010 1:37 PM by Lynne Krauza Page 2
RESOLUTION 2008-112
ADOPTED
DOC ID: 3530
THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2008-112 WAS
ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON
JANUARY 15, 2008:
WHEREAS the Town of Southold has implemented a time-management system in order to
automate the payroll process, eliminate unnecessary paperwork, and provide for greater accuracy
and consistency across departments; and it is therefore
RESOLVED that the Town Board of the Town of Southold adopts the "Time Management
System Policy" set forth below, which dictates policy and procedures relating to the
implementation and use of the Time Management System.
Time Management System
The Town of Southold has implemented a time-management system in order to automate the
payroll process and eliminate unnecessary paperwork. Currently, each department records
employee time using a wide variety of reporting mechanisms ranging from Microsoft Excel
worksheets to time clocks to hand-written pieces of paper. The goals and objectives of the new
system are to facilitate standardization, accuracy, consistency and uniformity across departments.
Phase I Implementation includes employees working at the following locations:
· Town Hall
· Town Hall Annex
· Human Resource Center
· Recreation Center
Below is a summary of the Town's policies and procedures relating to implementation of the
Time Management System:
Resolution 2008-112 Board Meeting of January 15, 2008
Punching In/Out:
Employees must punch only themselves in. All employees must punch in upon arrival at and
departure from their respective work sites (unless otherwise exempted by the Town Board.)
Employees may use the touch ID terminals or log onto their computers and sign in through the
software application. There shall be no sharing of passwords.
Rounding:
Employees punching in up to seven (7) minutes before their normal work hours will have their
time automatically rounded up to their regular starting time. For example, if an employee is
scheduled to work from 8 a.m. to 4 p.m. and punches in at 7:53 a.m., Kronos will round the time
up to 8:00 a.m.
Early Punches:
Employees arriving more than seven (7) minutes before their scheduled workday may not clock
in early and may not commence working without prior approval by the department head.
Mandatory Lunch Break Deductions:
In most instances, full-time employees who are entitled to a lunch break are not required to
punch in and out during their lunch periods, as the time-management system automatically
deducts thirty- (30) or sixty- (60) minutes from the employee's shift totals for the day for lunch
breaks. With prior approval, the Department Head may allow a full-time employee who is
entitled to a lunch break to work through all or part of his or her lunch period. The employee
may receive compensatory time for time worked during the lunch period to the extent that it
results in an entitlement to compensatory time under the relevant union contract.
Part-time employees who are entitled to a lunch break are required to punch out and punch back
in for their lunch breaks.
Unexcused and Excused Absences:
Updated: 1/15/2008 3:05 PM by Linda Cooper Page 2
Resolution 2008-112 Board Meeting of January 15, 2008
Unexcused absences, including late starting times or early quitting times, shall not be considered
hours worked for pay purposes. Department heads are responsible for entering appropriate pay
codes for employees taking time off.
Approvals:
It is the department head's responsibility to authorize and approve all overtime worked by an
employee during the pay period. At the end of a pay period, the department heads must approve
and sign off on each employee's timecard in order for an employee to be paid.
Elizabeth A. Neville
Southold Town Clerk
RESULT: ADOPTED [UNANIMOUS]
MOVER: Albert Krupski Jr., Councilman
SECONDER: Vincent Orlando, Councilman
AYES: Ruland, Orlando, Krupski Jr., Evans, Russell
ABSENT: Thomas H. Wickham
Updated: 1/15/2008 3:05 PM by Linda Cooper Page 3