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Timekeeper

The Timekeeper is responsible for handling personnel information and transactions and therefore should endure strict confidentiality and care.

The Role of the Timekeeper

The Timekeeper is a staff member responsible for the following tasks in connection with reporting of employee attendance as follows:

  1. It is the responsibility of the Timekeeper to submit, to Human Resource Services - Payroll, the Attendance Certification Report (Report ID: FULLA003) and all Absence and Additional Time Worked Report Forms (CMS 634) for the agency/unit along with any attachments (doctor's notes, memos waiving leave maximums, etc.).

  2. Per the State Controller's Office, all attendance reports must be submitted to Human Resource Services - Payroll no later than the fourth workday following the close of the pay period.

  3. Timekeepers must report all leave credits taken on the Attendance Cerftification Report.

  4. Timekeepers are responsible for learning and keeping abreast of all Leave Accounting Guidelines and updates and attending scheduled meetings and training on these functions. Inquiries may be directed to the appropriate Account Representative assigned to your department/division.

  5. It is the responsibility of the department Timekeeper to have the completed and signed CMS 634 form, or information that the employee did not use time in the pay period the payments are for, or the appropriate time sheet in hand before the Salary Warrant Coordinator releases the salary warrants to employees. The Salary Warrant Coordinator must return the salary warrants to Human Resource Services - Payroll for those employees who have not submitted an approved CMS 634 form or appropriate time sheet.

  6. Timekeepers must ensure that Attendance Certification Reports are completed and signed by the appropriate administrator by the fourth working day following the close of the pay period for all negative payroll employees (staff and faculty paid on a monthly basis). This form is used to correctly reflect the actual work schedules for all negative payroll employees for the pay period being reported.

  7. Timekeepers must add the names of any employees who should have been paid from the agency/unit listed on the Attendance Certification Report that were not preprinted. Every employee receiving a payment for the pay period must be listed on the Attendance Certification Report.

  8. If a correction to previously reported attendance is required, the Timekeeper must submit a corrected CMS 634. The new CMS 634 should be completed reflecting all absences taken, not just the corrected entries. Write Revised Copy at the top of the CMS634 and highlight. Do not hold and submit with later attendance reports; immediately forward revised form to Human Resource Services - Payroll. If the employee is not available to sign, please indicate on the CMS 634 'Not Available for Signature'.

  9. Timekeepers should utilize the Attendance Verification Report (Report ID: FULLA004) to verify the reported usage

  10. Timekeepers are the liaison to the campus community for their respective areas of responsibility.

  11. Timekeepers must immediately notify Human Resource Services - Payroll of discrepancies by sending an email to the appropriate Account Representative assigned to their department or division.