|Home | Human Resource Service|
- Frequently Asked Questions
- Timesheet Instructions
- Leave Code Listing
- Salary Schedules
- Payroll Staff
- The Contractual Payroll Process
- "The Payroll Process"
- "Tidbits" Regarding Payroll And Leave Keeping
- Automated Leave System and Corresponding Time Sheet
- Contractual Time Cards (Yellow DNR - 39)
- Instructions For Completing The Biweekly And Attendance Report
Frequently Asked Questions
When and how will I get paid?
Employees are paid on a biweekly pay schedule, pay day falling on the appropriate Wednesday according to the payroll schedule - regular or contractual payroll. As soon as all paperwork is processed and the time sheet/card is received, the employee should receive their first pay check on the pay date specified for the pay period ending date immediately following their entry on duty date. If the paperwork hasn't been approved, a salary advance for 65% of their pay can be requested as long as the paperwork is in payroll and a time sheet/card is received also.
How is my increment date figured?
For new hire appointments on the regular payroll, any employees hired between the months of January through June have an increment month (step increase) of January; those hired between the months of July through December have an increment month of July. Executive Salary Plan employees receive increments upon passage of legislation. Once an employee has reached step sixteen (16), there are no other increases given the employee automatically (Law enforcement receive longevity beyond the sixteen steps.)
How long do I have to wait to use leave?
All employees receive leave per Comar regulation 17.04.11.03-25. Part time employees receive prorated leave according to the percentage of work time based on the 40 hour workweek. Annual leave cannot be used until completion of the six month probationary period (contractual conversion employees are not required to work six months before annual usage). Sick leave is earned at 1.5 hours of leave credited for every 26 hours worked and can be used as needed. Overtime hours worked are not considered in the accumulation of any type of leave. An employee may not earn more than 120 hours of sick leave per year. There is no maximum carry over for sick leave per year except for the 120 hours per year of service. For purposes of the above, paid leave is considered work time. Part time employees will receive prorated earnings according to COMAR regulations.
On the first day of the first full pay period in a calendar year through the last day in February, each employee, except a temporary employee, is entitled to 6 days, not to exceed 48 hours of personal leave with pay. If employment begins on or after March 1 and on or before April 30, each employee, except a temporary employee, is entitled to 5 days, not to exceed 40 hours of personal leave with pay. If employment begins on or after May 1 and on or before June 30, each employee, except a temporary employee, is entitled to 4 days, not to exceed 32 hours of personal leave with pay. If employment begins on or after July 1, each employee, except a temporary employee, is entitled to 3 days, not to exceed 24 hours of personal leave with pay. Personal leave can be used as needed by a new hire employee. Holiday leave is earned in the month that the holiday occurs, and taken on the specified day for that holiday, except for law enforcement employees. Law enforcement employees at DNR receive one holiday per month except for the month of June, and receive holidays prorated according to the entry on duty date (i.e. Start date is May/ 6 holidays remain to be used). Annual leave earnings:
Upon completion of the sixth month of service, an employee shall be credited with annual leave for the first six months at the rate of 1 hour of leave for each 26 hours worked.
- 1-5 From the beginning of the first year through the completion of the fifth year of service, an employee shall be credited with annual leave at the rate of 1 hour of leave for each 26 hours worked = 3.08 biweekly based on 80 hours worked. Equivalent to 2 weeks of paid vacation for 8 hour workdays.
- 6-10 From the beginning of the sixth year of service through the completion of the tenth year of service, an employee shall be credited with annual leave at the rate of 1.5 hours of leave for each 26 hours worked = 4.62 biweekly based on 80 hours worked. Equivalent to 3 weeks of paid vacation for 8 hour workdays.
- 11-20 From the beginning of the eleventh year of service through the completion of the twentieth year of service, an employee shall be credited with annual leave at the rate of 2.0 hours of leave for each 26 hours worked = 6.15 biweekly based on 80 hours worked. Equivalent to 4 weeks of paid vacation for 8 hour workdays.
- 21- From the beginning of the twenty-first year of service and after that, an employee shall be credited with annual leave at the rate of 2.5 hours of leave for each 26 hours worked = 7.69 biweekly based on 80 hours worked. Equivalent to 5 weeks of paid vacation time for 8 hour workdays. .
Compensatory time can be accumulated and/or used as soon as the employee begins work.
How is my pay affected by an on-the-job injury?
Accident leave is leave with two-thirds of regular pay that is granted to an employee who, in the actual performance of the employee's job duties, sustains an injury which is determined to be compensable according to the Maryland Workers' Compensation Law. A first report of injury must be filed immediately after the accident has occurred. Within three working days after the injury occurs, a physician's written certification that the employee is disabled by the injury shall be provided to the agency representative. An employee receiving work-related accident leave continues leave accrual, health care benefits with the State subsidy, and seniority based on the employee's full regular pay. Accident leave can be used up to six month's from the date of the accident with proper documentation. If additional leave time is needed, a ruling must be done at the agency level to extend the accident leave. Accident leave must be reported to the payroll unit on the pay period that it is used (supervisor or designee must telephone the hours or days of accident sick leave used) so that the correct payment of salary can be implemented.
Are there any limitations on leave accruals?
Sick leave can be accrued up to 120 hours per year, with no carry over limitations. Personal leave left over from the previous year is forfeited on the first day of the first full pay period of the next year. Annual leave of 400 hours is all that can be carried from one year to the next, with any hours over the limit of 400 hours being forfeited on the first day of the first full pay period in the year. Holiday leave and FLSA compensatory leave must be used within one year from the date of earnings, or it is lost.
Non-exempt FLSA employees who choose to earn compensatory time in lieu of cash overtime payment have a maximum limit of 240 hours of compensatory time on the record at any one time. There is not at this time, a time limit on this type of leave except for payment of the balance of compensatory leave upon termination of employment with the state. Use of the donated leave bank cannot exceed 2,080 hours in an employee's lifetime.
What is the leave bank/leave donation program?
In the event that an employee has exhausted all available leave, and is totally incapacitated for an extended period of time, an employee may request donated leave from the leave bank of the State of Maryland with proper documentation. In order to take advantage of the leave bank, an employee must be a member of the leave bank. Employees can enroll in the leave bank during open enrollment in October, or a new employee can join the leave bank within the first sixty days of their employment. In order to be a member of the leave bank, an employee must donate at least 8.0 hours of annual, personal, or sick leave to the leave bank every two years. To donate sick leave to the bank , an employee must have a remainder of 240 hours of sick leave when making the donation. There is no limitation of leave balance for annual and personal leave. Another form of donated leave is to receive donated leave from another state employee through the leave donation program. This leave is regulated at the agency level. Again, an employee must have proper documentation, and must have exhausted all of their own leave before an employee can use the donated leave.
If I have other questions, whom should I ask?
Each unit within the agency has a "Human Resource Contact" who has access to both the Human Resource and Payroll sections. If you have a question regarding regulations, ask the human resource contact to provide the answer. If there is a problem concerning leave balances or payroll payment, contact the payroll section of the agency (410) 260-8135 through (410) 260-8140. When you call the payroll section, make sure that you know your appropriation code (i.e. 30.01.01 Office of the Secretary) so that you can be forwarded to the payroll clerk handling your unit.
The Contractual Payroll Process
- The unit originates a contract and forwards it to the Procurement Office.
- Procurement verifies that all information is correct and processes the information into the DNR data base. A form 311T is forwarded to Central Payroll Bureau notifying them that we wish to have a new contractual employee added to the payroll listing.
- A copy of the contract and 311T is then sent to the DNR Payroll section, and a notation is made in the clerks payroll notebook to watch the next Positive Time Report to verify if the new contract is on the payroll adjustment report.
- Central Payroll Bureau makes the necessary changes to their files and prints the Positive Time Report for our agency. This report is sent to the DNR Payroll section on the Thursday prior to the end of the pay period.
- Payroll reviews the Positive Time Report (PTR) for changes. The payroll clerk will then note any changes occurring on the PTR. Any adjustments from the previous pay period are then posted to the PTR. After hours are called into payroll, the clerk must post the hours worked to each individual employee. The PTR is then submitted to the payroll supervisor for review and verification. The PTR is returned to Central Payroll Bureau on the Wednesday after the end of the pay period.
The actual time card is not received into payroll at the time the report is returned to Central Payroll Bureau. This is why it is so important to call the hours into the payroll clerk in time for them to be posted before the report is sent back to CPB. In the summertime, the Department of Natural Resources employs approximately 1,000 to 1,500 contractual employees to help maintain operations in the parks and waterways during our peak time. Please remember that the earlier your hours are called in the better. Each clerk has many employees to process, and not all of them can be processed at the same time.
- Central Payroll Bureau reviews the adjustments sent over from DNR and then cuts the checks and forwards the checks, along with the check register to Supportive Services at DNR. Supportive Services then distributes the checks.
IF YOU HAVE AN OTHER QUESTIONS, SPEAK WITH THE HUMAN RESOURCE CONTACT FOR YOUR UNIT, OR CALL THE APPROPRIATE PAYROLL CLERK FOR YOUR UNIT.
Fiscal and Administrative Services Payroll Division
DEPARTMENT OF NATURAL RESOURCES
30.01.01 THROUGH 30.01.17
FAX NUMBER (410) 260 - 8349
Area of Responsibility
Vacant - Manager
Accountant Manager II
Process payrolls for Unit 04,01 and Unit 17
Process leave records for above unit
Process payrolls for Unit 02,03,05,06,09,10,11,12,13
Process leave records for above units
Maintain leave donation for all of DNR
Process payroll for Unit 07, and Unit 14
Process leave records for above units
Process leave records for Unit 01
Office of the Secretary
Wildlife and Heritage Service
State Forest & Park Service
Capital Grants and Loan Administration
Licensing & Registration Service
Natural Resources Police
Engineering and Construction
Chesapeake Bay Critical Area Commission
Resource Assessment Service
MD Environmental Trust
Chesapeake & Coastal Watershed Service
Payroll Fax Number (410) 260-8349
If your payroll associate is not available at the time you call payroll, feel free to press "0" when you reach the voice mail, or you can call the supervisor, or any of the other payroll associates, all of whom are trained to help you with your problem. Each associate does both the regular and contractual payroll for the above listed units.
VERY IMPORTANT if you wish to receive your paycheck on time.
Biweekly hours worked must be called into your payroll clerk by Tuesday noon on the last day of your contractual pay period ending date unless noted by * on the Contractual Payroll Schedule. If the asterisk * appears on a pay period ending date while you are employed here at DNR, make sure that your hours are given to the section contact or your payroll clerk by noon on Monday before the pay period ending date. When calling in the hours, call them in as: total first week/ total second week / for a total of ________. This allows the payroll clerk to identify any overtime hours within each week worked. Overtime is paid the pay period after it is worked because payroll must have the Overtime authorization sheet (Form DNR 11) in the payroll section before we can post any overtime hours or payment. Paychecks are printed by Central Payroll Bureau, so the payroll adjustment sheets must be sent over to Central Payroll Bureau in time to process the paperwork. Welcome to DNR, payroll looks forward to assisting you in any way possible.
"Tidbits" Regarding Payroll And Leave Keeping
Annual leave earnings on a biweekly basis (hours and decimals)
based on 100 % employment.
0 to 5 years service
6 to 10 years
11 to 20 years
21 plus years
Sick leave earnings on a biweekly basis (hours and decimals)
4.62 hours, Sick leave is always the same - total 15 days per year.
Leave earnings are based on hours worked - LWOP and Donated Leave Usage will affect leave earnings. An employee does not earn leave while on leave without pay and donated leave.
There is no maximum number of sick leave hours for carryover per year. Upon retirement, unused sick leave hours can be used as "creditable leave service" in formulating the retirement benefit.
A contribution of at least eight (8.0) hours of leave every two years is necessary to enroll in the donated leave bank program
The maximum carryover of annual leave per year is 400.0 hours.
Personal leave is credited for new employees on a prorated basis: Individuals hired between January 1 and the last day of February receive six Personal Leave days; employees beginning March 1 through April 30 are granted five Personal Leave days; employees beginning on or after May 1 through June 30 get four days; and new employees hired on or after July 1 get three Personal Leave days. Personal leave, as well as annual leave is lost at the end of the day before the "beginning" of the first full pay period in the next calendar year. Example, for calendar year 2005, the first day of the first full pay period for the calendar year is January 05, 2005 - so you have until January 04, 2005 to use all Personal leave days and any annual leave hours over the maximum of 400.0 hours per year, or they are lost! There is no maximum number of sick leave hours for carryover per year. A contribution of at least eight (8.0) hours of leave every two years is necessary to enroll in the donated leave bank program. The loss of at least eight hours of Personal or Annual Leave at the end of the year will automatically be used to enroll the employee into the leave bank as soon as the letter can be sent to DBM to verify the losses.
Accident Sick Leave
Code 39 - Accident Sick Leave (Leave granted to an employee who sustains an accidental injury in the performance of actual job duties).
Accident Sick Leave Usage must be called into the payroll section by the time the payroll leaves this agency. Accident Sick Pay is paid at 2/3 the normal employee wage - non taxable wages. When calling in the Accident Sick Leave to payroll the first time, please make sure to give the payroll associate the total number of hours taken that pay period as Accident Sick Leave, plus IMPORTANT! The date of the accident! The payroll associate will then post the hours and the date of accident to the current pay period, avoiding overpayment of the employee. Failure to call in the Accident Sick Leave on the current pay period can result in overpayment and taxable wage adjustment papers being filed at Central Payroll Bureau in order to correct this.
Donated Sick Leave
Code 38 - Donated Leave Usage (Leave granted to an employee who meets the standards for receipt of donated leave for sick usage from the Leave Bank, or Leave Donation Program).
Except in unexpected emergencies, donated leave should be applied for and approved before the date that the usage will begin. The supervisor is responsible for notifying the HR contact for the unit of the need for the leave, and begin filling out the paperwork well in advance of the usage. While the employee is using the donated leave code, leave earnings will not accumulate. Upon return to work, leave earnings will again begin.
If an employee is suspended without pay as a disciplinary action, whenever possible, the total amount of leave without pay hours should be called into payroll in time to be posted on the current payroll. This is the responsibility of the supervisor, since you are the first person to be aware of this action. Payroll's leave our agency to go to Central Payroll Bureau before time sheets are received into payroll, so LWOP must be called into the payroll clerk in order to be posted and avoid overpayments.
Employee cut off
When an employee leaves our agency to transfer to another state agency, leave state service, retire, or go on an approved leave of absence; payroll must be notified ASAP. It takes some time to process the paperwork, and in the meantime, payroll could be overpaying the employee. A simple telephone call to the unit payroll associate alerts them to the fact that the employee is leaving, and the associate can provide you with the information you need in order to prevent the overpayment. If an employee is due a terminal leave payment, the last time sheet must be received into payroll in time for the associate to calculate the amount of terminal leave due the employee. Payroll tries to accomplish this payment on the same pay period as the last payment of salary is done. If the employee is cut off of the payroll before this is accomplished, it could take up to a month in order to put the employee back on the payroll to pay their terminal leave payment.
When an employee does not receive the approval from Central Payroll Bureau in time to be placed on the ETR or PTR, a salary advance for the employee can be requested for 65% of the salary that would be due the employee. This can be requested the day before the regular pay checks go out as long as paperwork for the employee and the time sheet or time card are present in the payroll section at the time of the request. The salary advance should be requested by the fiscal officer for that unit. The salary advance check will then be given out along with the regular pay check for that pay period. The salary advance will then be recovered when the employee finally is placed on the ETR or PTR and an adjustment is made for the non payment in the previous pay period.
Check distribution is done by the Supportive Services Section. The telephone number for check distributions is (410) 260 - 8397.
Check Hold List
Time sheets are due in payroll by the Friday after the pay period ends. Payroll associates are required to make a "Check Hold List" on the following Monday to present to Ms. Russ in order to HOLD checks until receipt of the time sheet / time card. Time sheets received after 3 PM on the Monday before pay day, are not released until 3 PM each subsequent day. Very Important - Get time sheets into payroll on time in order to prevent delay of payment of wages.
Instructions For Completing The Biweekly And Attendance Report
Open a copy of the time card with codes first.
- SS # Should be filled in with your social security number - if, or if it is wrong, then fill in the correct number.
- Name Should be filled in - if not, fill it in.
- PP Should be filled in with the pay period dates for which this time card will be used - if not, fill it in.
- PP # Should be filled in with the pay period number for which this time card will be used - if not, fill it in.
- PG # Should be filled in, if not, leave it blank.
- LOC Should be filled in with your UNIT, PROGRAM, PROJECT - if not, fill it in.
- % Worked Should be filled in with the percentage you are employed - if not, fill it in.
- Shift Diff Indicate with an "X" if you are entitled to Shift pay for this pay period.
- Bi-wkly Norm. Hrs Should be filled in with your normal work hours - if not, fill it in.
- E.O.D. Should be filled in with your ENTRY on DUTY date - if not, fill it in.
- COE Stands for Cash Overtime Eligible. Should show a "YES" if you are Cash overtime eligible or a "NO" if you are a comp time earner. PLEASE NOTE: if you are cash overtime eligible and wish to earn compensatory time instead of cash overtime for a pay period, use the Code 48 - Comp Earned - COE to indicate your wish to earn comp, and use Code 49 - Comp Used - COE when you wish to take off and be paid for compensatory time. Comp Earners use Code 40 and Code 41.
- Leave Without Pay Check if you had any leave without pay this pay period.
- TEL. # Fill in if you want to make it easy for our office to contact you.
- DATE The dates for the pay period should be filled in - if not, fill them in.
- Start Enter for each day, the time you begin work.
- Stop Enter for each day the time you end work.
Use the second set of Start/Stop columns if you take leave that day, or have a break between work hours, other than your meal period.
- Meal Period Enter for each day the length of your meal period.
- Actual Hours Worked This should be the total of all hours actually worked each day, and should not include "leave" time.
- Leave Code Enter the appropriate leave code based on the leave used or compensatory time earned.
- Leave Hours Enter the appropriate amount of hours that correspond to the code that you used in #19 - (the hours to be charged or credited).
- Total Hours Enter the total hours to be paid. This includes actual hours worked and leave used.
- Paid Overtime Enter overtime hours in this column if you are cash overtime eligible, and chose overtime payment this pay period. NOTE: Overtime authorization must also be signed for by the supervisor, in the COMP/OVERTIME AUTHORIZATION area.
- Comp Time Earned Enter the number of hours if you earned compensatory time.
- Reason Briefly describe the reason for the overtime or comp time.
- Signature This should be the signature of the supervisor approving the overtime hours.
- First Week's Total Hours Total your first week's hours and put the total in the appropriate box.
- Second Week's Total Hours Total your second week's hours and place in the appropriate box.
- Biweekly Total Hours Total of first and second week totals. Place in the appropriate box.
- Change on the Following Date This block is used to change leave codes from a previous pay period. This block cannot be used to change hours from a previous pay period - ie. Comp earned or overtime. In order to change hours worked, an amended time sheet must be submitted. Fill in Reason and have the Supervisor sign for the leave change in the appropriate block.
- From Code Enter the code that was originally on the previous time sheet / if it was not originally coded, then leave it blank.
- From Hours Enter original hours that were entered for that date.
- To Code Enter the code that it should be changed to. If it should not be coded anything, leave it blank.
- To Hours Enter the correct hours.
- Reason Enter the reason for the adjustment .
- Signature The signature of the supervisor approving the adjustment.
- Employee's Signature The employee must sign here
- Supervisor's Signature The approving supervisor must sign here.
- through 46 Should be filled in with the appropriate leave balances when received along with the paycheck. If the previous time sheet was not received into payroll to be keyed, these leave balances will not be correct. A notation will show on the time sheet that the leave balances are not correct due to the absence of the previous time sheet.
Note: Any administrative leave (Code 70 series) must be documented and the documentation held for audit purposes.
"The Payroll Process"
- Unit originates a Personnel action, sends the paperwork to Personnel for approval.
- If approved, MS310 is processed and forwarded to the Dept. of Budget and Management for approval. A copy is sent to payroll.
- After DBM approval, the data is sent to Central Payroll Bureau via electronic mail. A hard copy MS310 is returned to our Personnel office.
- Central Payroll Bureau makes the necessary changes to their files and prints an Exception Time Report (ETR). The ETR is sent to our payroll section on the Wednesday evening prior to the end of the pay period.
- Payroll reviews the ETR for changes. Associates must work up and post the necessary adjustments and return the ETR to CPB on Wednesday evening after the end of the pay period. (LWOP and Accident Sick Pay must be called into the payroll associate by no later than noon on the Wednesday after the pay period ends. Since these leave codes affect payment of the payroll, they must be posted the pay period that they occur.
- CPB reviews the adjustments to assure DBM approval. Checks are cut and forwarded to Supportive Services along with the check register.
- Unit originates a contract and forwards it to Procurement.
- Procurement verifies that all information is correct and processes the information into the DNR data base. A 311T form is forwarded to CPB and a copy is sent to payroll.
- Central Payroll makes changes to their files and prints a Positive Time Report (PTR). This PTR is sent to payroll on the Wednesday evening prior to the end of the pay period.
- Payroll associates review the PTR for changes. The associates must then work up and post adjustments to the PTR. Adjustments include overpayments, underpayment, shift and overtime, as well as retroactive hourly increases. Approved paperwork received at CPB after the PTR is run, may be "written on" by the payroll associate after approval is given by CPB to add "missed" contracts. After hours are called into payroll, or faxed into payroll, the associates must post hours worked to each individual contractual employee. Unlike the ETR, those employees who do not have hours posted to the current payroll will not receive a check for that pay period. The PTR is returned to CPB on Wednesday evening after the end of the pay period.
- CPB reviews the adjustments and cuts the checks to be forwarded to Supportive Services
Automated Leave System and Corresponding Time Sheet
Distribution Of Time Sheets
PREPRINTED TIME SHEETS WILL BE DELIVERED TO YOUR MAIN OFFICE, (HEADQUARTERS), ALONG WITH YOUR PAYCHECK. The time sheet that you receive will be preprinted to be used on the pay period beginning immediately following that payday.
The leave balances printed in sections 40 through 46 will include all leave earned and used through the end of the pay period, two pay periods prior to this current one. You can check your current balances at this time. Using the copies of time sheets for the two previous pay periods, and the preprinted time sheet received at this time, take the balance of unused leave on the new time sheet, add in leave earnings for two pay periods (shown in column 41) and subtract any leave used in the two previous pay periods from your yellow copies, and you will have the current leave balance for the current pay period.
Submission of Time Sheets
Time sheets MUST be submitted to the Payroll Office no later than Noon on the Friday following the end of the pay period.
Timely submission of time sheets will insure that the leave balances preprinted on you time sheets are accurate. If time sheets are submitted late, or with incomplete information, your leave balances will not reflect timely data.
The following note will appear on your time sheet when time sheets are submitted late:
**NOTE: DOES NOT REFLECT
USED LEAVE SINCE TIME CARD
WAS NOT RECEIVED FOR PP# 07.
The above notation appears under the LEAVE CODES box, just above where the employee will sign off on the time sheet. Current leave balances cannot be calculated correctly if this above notation appears on your time sheet.
Contractual Time Cards (Yellow DNR - 39)
Using the payroll dates from the attached Contractual Payroll Schedule; have the employee:
- fill in the appropriate dates for the pay period worked.
- fill in the employee name, and
- employee's social security number.
- fill in (4) classification, i.e. seasonal tech, office secretary II, etc.,
- Fund, and
- Unit (30.01. ),
- Program - and
- fill in the (9) Pay Period #, and the inclusive dates beginning with
- WED. 09/16/98 through (11) TUES.09/29/98.
- fill in (12 ) time starting the work day,
- time "out" when leaving to go to lunch
- time back from lunch,
- and finally time leaving for the workday.
- in ( 16 ) total hours worked for that day. Continue above for the week of Wednesday through the following Tuesday.
- fill in (17) total hours for the first week.
Any hours over forty (40) hours in one week are to be posted as "overtime hours".
Seasonal contractual employees must be paid overtime at one and one-half times their normal regular hourly rate of pay for all hours worked beyond forty hours in one week. Post the additional hours in the B.O. column on the time card and circle the B.O. (Bonus overtime).
Long term contractual employees have the choice of receiving cash overtime payment at one and one half times the regular hourly rate, or choosing compensatory time at time and one half. Actual hours worked must be posted on the time card. When the payroll associate keys the compensatory time into the leave system, the time is automatically calculated at time and one half the hours entered. IMPORTANT: A form DNR - 11 "Overtime Authorization form" must be submitted along with the time card in order for the payroll associate to be able to pay the overtime - overtime is paid the pay period after it is worked due to the fact that the signed overtime authorization form must be in the associate's hand in order for the associate to make the payment on the PTR. For long term contractuals who choose to earn compensatory time, hours over 40 hours per week should have the comp earned code of (48) filled in under the (L) column (18) and the additional hours carried over to the C.E. column with the C.E. circled. Note: Compensatory time earned must also have the DNR - 11 form attached to the time card, with the proper authorization, and method of O.T. Comp. filled in with "Code D" Compensatory time.
Hours for contractual employees must be called into the appropriate associate, (or faxed in) before the PTR Due Date in order for the total hours to be posted to the Positive Time Report, verified, and sent to Central Payroll Bureau. Salary advances will not be done for those employees who do not get their hours into payroll on time. When compensatory time is taken by a contractual employee, do not fill in hours worked except for those hours the employee actually worked, make sure that the total hours of comp taken are included in the total hours so that the employee is paid for the comp taken when the hours are called in. Code (41) should be used for all contractuals taking comp time, and the code 41 should be filled in (19) under the "L" column, with the total hours taken in the C.T. column, and C.T. circled. After both weeks are filled in, place the combined totals (20) on the bottom set of blocks. Have the employee sign and date the time card, and submit the completed time card to the supervisor. Time cards are received into payroll "as approved", which means the supervisor has checked all entries and verifies that all hours are true and accurate. When the supervisor signs off on the time card, they are verifying the accuracy of the time card being submitted to payroll. PLEASE take the time to verify the time card before submitting it to payroll, or it will be sent back to YOU!
"The Payroll Process" / Law Enforcement
Natural Resource Police Law Enforcement Officers and Natural Resource Parks Law Enforcement Employees generally work a twenty-eight (28) day schedule. Under the twenty-eight day schedule, the employee may have their eight (8) regular leave "off" days scheduled anywhere within the twenty-eight day period. When a law enforcement employee is scheduled to be "off", they will mark the off day on the time sheet as a code 80 in the leave code column, and 8.0 hours in the leave hours column. This leave code does not show on the current time sheets because the time sheets are printed by another agency, and the Department of Natural Resource has chosen to use the above code to track the law enforcement regularly scheduled off days with the code 80. Within two biweekly pay periods - 28 Days - each employee shall have been scheduled to be off on at least eight (8) days. If the employee is required to work on a regularly scheduled "off" day, they must be compensated with overtime payment for the hours worked on that day, and the leave code of 80 shall also be posted to reflect that the employee was originally scheduled to be off, and then called back into work. It is the responsibility of the supervisor to maintain the twenty-eight day scheduling. The payroll section will monitor time sheet/cards to insure that they are in compliance with the 28-Day work schedule. In fiscal year 1999, the 28 day schedule begins on the "even" numbered biweekly and ends on the "odd" numbered biweekly. Example: PP# 10 and PP# 11 make up the twenty-eight days (10/21/98 through 11/17/98).
Law Enforcement Employees are entitled to eleven (11) holidays per calendar year, twelve (12) holidays in a general election year. Law Enforcement holidays are taken one per month except in the month of June (in a general election year, the additional holiday will be scheduled for the month of June). As holidays are taken, each is to be numbered on the time sheet/card, i.e., H-1, H-2, H-3, etc., according to the number taken up to that time. The holiday and number should be posted in the "in / out" - "start / stop" section of the time sheet/card, followed by code 99 in the leave code section of the time sheet/card, and 8.0 hours in the leave hour section of the time sheet/card. A law enforcement employee who is required to work on a scheduled holiday must record hours worked, indicate H-1, H-2, etc., as appropriate, record total hours worked plus the 8.0 hours of holiday leave. Law enforcement employee's who are required to work on their regularly scheduled holiday, must be compensated as overtime worked. It is the responsibility of the supervisor to maintain the holiday scheduling. The payroll section will monitor time sheet/cards to insure that they are in compliance with the holiday scheduling for law enforcement employees.
Police Communications Operators, although not law enforcement employees, maintain the same holiday scheduling as law enforcement employees above.
In 1994, "premium pay" was afforded to those law enforcement employees, and police communications operators who are required to work on the following three holidays - Thanksgiving Day, Christmas Day, and New Year's Day. To record the payment of premium pay for any of these days, use a "H" code in the leave code column of the time sheet/card. Hours actually worked must be recorded in the "in / out" - "start / stop" section of the time sheet/card. In the Comp/Overtime section of the time sheet, write out Holiday Pay, and the supervisor must sign next to it, authorizing the payment of premium pay at time and one half the regular rate of pay worked on any of the three holidays. Any hours worked beyond regular hours on these holidays, should be carried into the overtime column, or coded as cash overtime comp (code 48).