Operational Memorandum # 7

This memorandum is, of necessity, to remind you that we must have a timely submission of your time sheets in order to process the payroll and to get your checks issued on or by the payroll due date. As you know, under existing policy you are to submit your time sheets to your supervisor upon the last working day of the pay period. The Payroll Department must receive employee time sheets no later than five (5) days after the pay period ends. By mailing or submitting your time sheets to your supervisor on the last day of the pay period, sufficient time is left for the days it may require in the mail to reach your supervisor and for your supervisor to be able to review and approve your time sheet and resolve any questions there may be concerning it prior to their submission of your time sheet to the Finance Department for payment.

It has occasionally been a problem in that several employees have apparently thought that there was additional time available for the submission of time sheets to the Central Office. This is, unfortunately, not the case. I feel that I must in all fairness advise you that if individual employee's time sheets are submitted and/or received too late in order to be processed for the current payroll, their check may, and in all probability will, be delayed until the next payroll due date, since payroll is now being run only twice a month for the entire agency.

If you are planning a vacation and will be absent through a date on which time sheets will be due, please submit your completed time and attendance report prior to your leaving or you may face the prospect of not receiving your pay check on time. I cannot emphasize too strongly how important this matter is. None of us want to be without a pay check when one is due and we are expecting it and when we need it. However, I feel that in all fairness having advised you of the circumstances and the importance of your timely submission, that if staff will not comply with the requirements for processing the payroll, we will have no choice but to delay payment.

Therefore, please be sufficiently advised and please attend to these matters so as not to jeopardize the timely receipt of your pay check.

Supervisors, I am also directing that you implement some check-off procedure in order to ensure the timely receipt of time sheets from all your staff. Please, too, be advised that you must promptly process and forward time sheets for your staff to the Payroll Department as soon as possible, but no later than five (5) working days after the close of the prior payroll period.

If supervisors would process and forward the time sheets to the Payroll Department as they are received, this would allow more time for the time sheets and payroll to be processed without having to wait a full five (5) days after any payroll period prior to the Finance staff beginning their payroll preparation work.

Thank you for your consideration and attention in this extremely important matter.

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