Information for Departments

Attendance Records

State Administrative Manual 8539 – Attendance Records:

1. Agencies will maintain complete records of attendance and absences for each employee during each pay period.

2. These records will be properly certified.

3. Agencies may designate specific individuals to certify attendance. If specific individuals are not designated, an employee's supervisor will certify the attendance. Authorizing signatures will be compared to the lists, which will be continuously updated (Payroll Signature Authorization Forms).

4. When time records are maintained by employees, they will be signed by both the employee and the employee’s supervisor.

Persons certifying attendance reports cannot certify his/her own attendance report.

Payroll Procedures Manual D001 – Attendance Reporting:

1. The State Uniform Payroll System (USPS) has 21 or 22 workdays in each pay period. Beginning and ending dates vary.

2. Departments/campuses have the full responsibility for accurate preparation of attendance reports.

3. No state employee may be paid more than 21/22 days in a pay period unless paid as "extra hours" (shift differential, overtime, excess hours, stipends, bonuses, etc. - separate checks are issued from the master payroll warrants).

4. Employees must be reported on "dock" (time deducted) if sufficient excess credit or leave credits have not been accrued and the normal shift is less than 21/22 days.

5. Master Payroll warrants reflect the regular time employees are to be paid in the pay period (including holiday, sick leave, vacation, compensable time off, jury duty, etc).

Protection of Confidential Employee/Student Data

According to the Information Practices Act of 1977, "each campus continues to be required to maintain appropriate access, disclosure, and confidentiality of student and employee personal information".

Confidential employee/student information includes, but is not limited to:

• Social Security Numbers

• Ethnicity

• Gender

• Home Addresses

• Physical Description

• Home Telephone Numbers

• Medical History

• Performance Evaluations

CSUSB "must ensure that all employees with access to confidential employee information have a legitimate CSU need to have such access. These employees must understand the responsibility they have under the Information Practices Act and Title 5 to protect sensitive employee data".

"Requirements for protecting confidential employee data include the requirement that employees with access to confidential employee data in PeopleSoft or any other computerized information system sign a data confidentiality agreement acknowledging that the employee understands requirements for protecting confidential employee data".

"Confidential employee information should not be transmitted outside the CSU unless it is for legitimate CSU purposes. Recipients must be informed that the information provided is confidential and is provided for the sole purpose of the specific business need. Also, recipients must be informed that they are responsible for the protection of the information and the destruction of all files after the intended use is satisfied".

CSUSB is prohibited from:

• Publicly posting or displaying an individual's social security number.

• Printing an individual’s social security number on any card required access to products or services.

• Requiring an individual to transmit his/her social security number over the Internet, unless the connection is secure or the social security number is encrypted.

• Requiring an individual to use a social security number to access an Internet Web site, unless a password, unique personal identification number, or other authentication device is required also.

• Printing an individual's social security number on materials that are mailed (except where required by state or federal law). However, social security numbers may still be included in applications and forms sent by mail to establish, amend or terminate an account, contract or policy, or to confirm the accuracy of the social security number. A social security number may not be printed on a postcard or visible on an envelope.

• Effective July 1, 2005, the CSU is prohibited from encoding or embedding a social security number in a card or document, including using a bar code, chip, magnetic strip, or any other technology. There is no exception from this prohibition.

Because the legislation is intended to deter public disclosure of social security numbers, it does not prohibit use of the social security number for internal verification, or administrative purpose, or as otherwise required by law.

TimeKeeper Responsibilities:

• To accurately record/submit Absence and Additional Time Worked Report (STD634) (a.k.a. Time Sheets) or Student Listing Reports, to Payroll for processing, in a timely manner. Please refer to Faculty/Staff and/or Student Positive Payroll Deadline Calendars.

• Payroll must receive 'dock' forms prior to Payroll cut-off of the appropriate pay period, in order to issue the correct pay. Please see the payroll deadline calendar for cut-off dates.

• To communicate issues, affecting employees' attendance records and employees' pay, to employees and/or your department's upper management.

• Encourage all employees to monitor their leave balances for accuracy and timely updates.

• Please submit all original timesheets and revisions to Payroll in a timely manner (per the Payroll deadline calendars). For audit purposes, we should not receive retroactive time sheets going back further than two pay periods.

• Duplicate all original documents that are sent to Payroll for processing (timesheets, dock forms, back-up documents) for your department's records (and audit purposes). Once documents are processed, check for accuracy (PeopleSoft detail pay reports).

• Retain copies of records for the retention period (STD634s - 4 years; STD603s - 5 years (per the California Department of General Services)).

• Report to Payroll any discrepancies that you find (missing timesheets, corrections/revisions needed, etc.).

• Correct any errors that you find in your department records, so that your records and Payroll's records are in sync.