Exception-based Time and Attendance Reporting Date: Mon, 16 Aug 1999 09:43:53 -0400 To: "AO - All Administrative Officers" From: "Alice A. Sabatini, Division Administrative Officer, WRD" Subject: Recordkeeping requirements payroll documents The following is an excerpt from WRD Memorandum 97.15 that explains recordkeeping requirements for documenting payroll costs. This guidance still holds but we have subsequently learned that the retention of these original documents in your office is 6 years not 3 years as stated. We plan to reissue this policy memorandum with the correction in the next few months. If your office has not elected to use exception based reporting (and my understanding is that most of you have not), you are still required to maintain the original sign in and out sheets in your files in addition to the payroll text file referenced below. Address any questions that you may have to either Vicki Bass or me. In Reply Refer To: Mail Stop 442 February 14, 1997 WATER RESOURCES DIVISION MEMORANDUM NO. 97.15 Subject: Exception-based Time and Attendance Reporting ...snip... If a cost center elects to adopt exception-based reporting as described in this memorandum, the paperless time and attendance system-generated text file must be printed and retained along with any sign-in and out reports for three [should read six] years. The incorporation of this text file in Environmental Protection Agency (EPA) Superfund site files should meet the accounting requirements provided that employees enter their own time into the system. In the event that employees do not enter their own time, they are required to sign the appropriate entries on the text file. The 10-year retention requirement for site files remains unchanged. Questions regarding this change should be addressed to Patrick Smith on 703-648-5254. Catherine L. Hill Assistant Chief Hydrologist for Operations Attachment Distribution: A, B, DC, AO, TK This memorandum is only being distributed electronically. ...snip...