HRAR-1.07 - Time Review and Approval

City of Portland Core Values: Anti-racism | Equity | Transparency | Communication | Collaboration | Fiscal Responsibility

Purpose

Management review and approval of City time entry is required to ensure that time submissions are accurate and employees receive pay in accordance with City pay policy and practices.

Every organizational unit (office, bureau, or program area with designated timekeepers) is responsible for establishing and maintaining unit-specific management of time entry review and approval systems, documenting the procedures and processes they adopt in their system, and retaining all source time entry and review and approval process documentation, which substantiates that their system is being followed.

The Bureau of Human Resources is responsible for management of employee time entry and processing administration and payroll data maintenance, administration and processing.

To ensure business requirements for time and pay are met, the Bureau of Human Resources partners with timekeepers across the organization, City Administration, Budget and Finance, and Technology Services.

Time and Pay Period Review Approval Requirements    

Each organizational unit time review and approval process requires:  

• supervisor or manager review and approval of time source documents used as the basis for time entry into SAP;
• in cases in which data entry into SAP of time data from other systems or hard copy is necessary, review of the data entered into SAP to ensure it is consistent with the approved time from the criteria above;
• review performed by an individual other than the individual(s) entering the data, and
• managerial approval of any retroactive time entry change or in circumstances where a time entry change has been made to a previously approved time submission.

Salary and Wage Deductions
Salary and wage deductions, other than Public Employees Retirement System, Worker’s Compensation Self-Insurance and assignments or garnishments prescribed by law or authorized by an employee will be processed on the biweekly payrolls.  Only the employee may authorize voluntary deductions or changes in exemptions for tax withholding purposes.  Each employee authorization confirmation must be submitted to the Bureau of Human Resources.

The City charges a nominal fee for payroll deductions to some entities or agencies authorized to receive money through the use of this system. Refer to the Guidance for an updated list of the fee amount and the entities and agencies who are charged, as well as those agencies or entities with fee waivers.  

City Charitable Campaign

The City Administrator, or designee, has administrative responsibility for offering a Charitable Campaign program. The campaign provides a consolidated opportunity for workplace giving through payroll deductions, benefiting a wide range of charitable organizations. The City Administrator will formulate, approve and issue policies, administrative rules, and supplemental regulations related to the management and administration of the Charitable Campaign.

If a campaign is offered, City employees may donate via voluntary payroll deductions. Neither the City nor the employee is liable for the donations if the employment status of the employee changes or the employee wishes to discontinue the donation. The Charitable Campaign is not a City endorsement of any organization.

The City Administrator may designate organizations as qualified workplace giving partner(s) to support employees and technology for donation processing. The designated workplace giving partner organization is responsible for allocating funds to the applicable charitable organizations identified in employee donations and providing written acknowledgement for donors to meet the requirements of the Internal Revenue Code.

The City Administrator may highlight nonprofit organizations, provided the organization’s policies are consistent with the City’s nondiscrimination policies. Nonprofit entities provided by the City Administrator or a workplace giving partner must be organized, operated and registered as a charitable organization as defined under the Internal Revenue Code and Oregon Revised Statutes.

Timing and Payroll Authorizations

Pay Period Deadline 
The regular deadline for completing organizational unit time review and approval activities in support of the elements listed above is the Friday after the end of the pay period. In exceptional circumstances when the regular deadline cannot be met, time review and approval activities shall be executed by the Friday after the end of the subsequent pay period. The City Administrator, or designee, may require managers to review and approve time on an intermittent basis throughout a pay period up through the regular deadline to address operational needs.

Timing for Check Authorization
Once the biweekly time review and approval activities are completed, employees responsible for payroll management will authorize checks to be drawn and delivered consistent with biweekly pay days published in the annual payroll calendar. The annual payroll calendar will be established in compliance with State Law.

Adjustment to the time submission system and time review and approval processes timeline may be required as the result of announced process scheduling changes, including those noted in the Annual Payroll Calendar. Organizational units will need to adjust internal time review and approval processing schedules accordingly.

Documentation and Accountability

Organizational units will document their unit-specific time review and approval process, the results of processes, any subsequent process changes, and will submit those to the Bureau of Human Resources. To ensure the most current plans are on file with Human Resources, refer to the standardized template in Human Resources Time and Pay forms. 

Resources

• Related Human Resources Administrative Rules: 6.02 Holidays
• Oregon Revised Statutes: 128.610 -128.995 and 187.010