Time and Attendance Guidelines
In Reply Refer To:
Mail Stop 440
MEMORANDUM
August 6, 2001
To: All Office of Information Employees
From: Stephen F. Blanchard /signed/
Acting Chief, Office of Information
Subject: Time and Attendance Guidelines
The Office of Information (OI) staff at headquarters has been experiencing
difficulty in submitting Time and Attendance (TNA) reports in a timely
manner because a growing number of employees are not completing their
TNA's by the specified deadlines. However, our remote offices such as the
CAPP and HIF have generally been prompt in their TNA submittals and are to
be commended. The following guidelines are being transmitted to all OI
employees as a reminder to each employee and supervisor to ensure timely
completion of all TNA's in the Office of Information.
General Guidelines
TNA data is expected to be completely input, verified, validated and
certified by 9:30 a.m. on the Monday following the end of each pay
period. On Thursday prior to the end of the pay period, the Office of
Information will send an all employee reminder to complete TNA's by a
specified time. In the event that early submission is required due to a
holiday, etc., a reminder will be sent to all employees prior to the date
due.
At 9:00 am Monday, a listing will be pulled with the names of the
employees that need immediate action to meet the 9:30 am deadline. This
list will include all employees who are either UNVERIFIED, VALIDATED, or
VERIFIED and will be sent to all OI employees by e-mail.
At 10:00 am Monday, those employees that are still incomplete will have
unrecorded hours reported as ANNUAL leave and a correction will need to be
submitted to correctly reflect hours worked. Corrected TNA's will be
submitted by Helen Ipsaro for the Office of Information and should be
submitted immediately following the pay period. The deadline for
processing corrected TNA's is the first Thursday following the pay
period.
Please notify Sharon McKinney (703) 648-5259 IMMEDIATELY of any NEW or
DEPARTING employees so other related administrative activities can be
performed for these employees. Forms for this purpose are available
on-line at the following URL's:
http://wwwoper.er.usgs.gov/payroll/employee-new-form.htm
http://wwwoper.er.usgs.gov/payroll/employee-depart-form.htm
Sharon must be notified in advance if a work schedule or account number
changes so the necessary changes can be made in the TNA system.
All questions and/or problems should be sent to "GS-W Payroll help" for
tracking purposes and reply. Time and Attendance information should be
filled out in accordance with established procedures and guidelines. TNA
information can be found at the following URL:
http://wwwoper.er.usgs.gov/payroll/.
Employee Responsibilities
Employees are expected to INPUT payroll information daily and to VERIFY at
the end of the pay period. The Timekeeper and Certifier will then be able
to complete their duties on schedule.
If an employee is going to be out of the office during the second week of
the pay period, it is the responsibility of that employee to INPUT and
VERIFY their time in advance.
If an absence is unexpected, it is the responsibility of the employee to
notify Sharon McKinney at (703) 648-5259 by the end of the pay period.
She can then complete the TNA on schedule and avoid having to do a
corrected TNA.
If an employee is expecting to be out of the office for an entire pay
period, it is the responsibility of the employee to notify Sharon Mc
Kinney by e-mail (slmckinn@usgs.gov) by the end of the previous pay
period. She will enter the employee's TNA information and will send an
e-mail message to the employee and supervisor notifying them that it has
been completed.
Certifier Responsibilities:
Certifiers or their designated alternates should certify employees by 9:30
a.m. on payroll day unless otherwise notified.
Establish an Alternate Certifier to act in your absence and make sure they
are aware of their responsibilities.
Administrator Responsibilities (Sharon):
Set up New Employees in AIS (Employee Frame & Employee Current)
Define roles and relationships (employee/timekeeper/certifier)
Lock all records, create transmission, text and preprint files
Process Leave Reconciliation
Reset individual passwords
Define master/senior certifier
Set Certifiers to Self-Certify
Remove or transfer employees once departed
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Steve Blanchard
Acting Chief, Office of Information
U.S. Geological Survey Phone: 703-648-5629
440 National Center Fax:
703-648-5644
Reston, VA 20192
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