Monitoring Timesheets

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Monitoring Timesheets Leave

• CAA HR Consultancy Services

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Supervisors Responsibilities

• It is the supervisors responsibility to
• Check that their staff are accurately recording
  their working hours, including meal breaks and
• Ensure that their staff correctly submit leave
  requests for absences on sick, recreational, long
  service or other leave.

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Working hours parameters

• SLQs Working Hours Arrangements Policy (HR1)
  allows
• Spread of hours 7am to 6pm at all SLQ locations
  for a trial period of 6 months from December
  2003
• Maximum of 9½ ordinary hours in a day
• Compulsory meal break (at least 30 minutes) after
  5½ hours
• Full copy of the Policy is available on SLQnet.

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What do staff need to record?

• In relation to each working day, staff must
  record
• the time of commencement of duty in the morning
• the cessation of duty for lunch
• re-commencement after lunch
• cessation of duty for the day and
• any absences during the day for purposes of
  leave.
• Time recorded to nearest 5 minutes.

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What if there is a problem with staff accurately
recording their working hours?

• The Policy states
• First stepverbal warning
• Second stepwritten warning
• Third stepif State Librarian is satisfied of
  non-compliance, instruction to work standard
  hours for 4 weeks
• If it continueslonger standard hours or
  disciplinary action.
• Standard Hours are 7¼ hours worked from 9am to
  5pm with a 45 minute lunch break from 1 to 1.45pm.

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What evidence do I need to have before I act?

• Evidence is based on the balance of
  probabilities.
• If you have a reasonable suspicion that an
  employee has incorrectly recorded an entry on
  their timesheets, then that is enough to prompt
  initial. discussion with the employee.

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But I only see my staffs timesheets every
fortnight

• If you are concerned by
• an employees comings or goings and
• about whether they are recording times correctly
• it is OK to note a time on a particular day in
  your diary to cross check at the end of the
  recording cycle.

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Step one verbal warning

• All employees have a right to respond to your
  concerns about their time recording, so
• Clearly explain your concern and
• Give the employee an opportunity to respond.
• You need to do this before you issue the verbal
  warning. If the reason is not satisfactory, then
  warn the employee and make a file note.

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Step two written warning

• Same process as step one.
• A written warning must be clear and concise and
  issued only after due process is followed (i.e.
  allowing an employee to respond to your
  concerns).
• If you are unsure on how to draft a written
  warning, you should consult with a HR consultant
  at the CAA.

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Step three standard hours

• If an employee fails to adhere to the written
  warning, you need to
• Write a brief report to the State Librarian (via
  your Director) requesting that the employee be
  instructed to work standard hours.
• The report must outline how you have complied
  with the first two steps.

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Step four longer standard hours or disciplinary
action

• If you need to consider this option you should
  discuss it with a HR Consultant at the CAA and
  your Director.

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Monitoring Leave

• Whilst it is an employees responsibility to
  submit leave forms this does not always happen.
• It is a responsibility of supervisors to ensure
  that leave forms are submitted for all leave
  taken.

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How do I monitor my staffs leave?

• There are no set ways to do this, but you can
• Track forms through either the tasks option in
  Outlook on your computer or
• In a diary or
• In a notebook.

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When should I chase up leave forms?

• For scheduled leave (e.g. Rec or Long Service
  Leave), before the leave commences and
• For unscheduled leave (e.g. sick leave), at the
  end of a timesheet cycle if not previously
  submitted.

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Further Information

• CAA HR Consultancy Services
• Paul Davey 3842 9174
• Michael Rudd 3842 9341
• Payroll
• Melissa Dowling 3842 9363