System Management Payroll and Finance Monthly Certificate of Service and Hourly Time Sheets Policy Number: C.E.S.P. 3-20 Date Revised: 5-3-2002 Supersedes: 4-23-2001

 

Summary:  Establishes instructions for completion of Monthly Certificate of Service and Hourly Time Sheets, by all extension personnel.

Preparation - Form FINANCE - 200C or FINANCE - 201 should be prepared at the close of each pay period.

• Location Orgn. - To be completed by all employees indicating departmental/location within the organization, currently assigned to.

• Reporting Time - All monthly employees will report only leave taken - hours worked are reported on monthly semis reports.  Hourly employees should report time worked in 15 minute increments.

Reporting Leave

1. Annual Leave - Report only leave earned to date in the current calendar year. Annual leave in excess of the amount available must be reported as leave without pay.

2. Sick Leave - Report only leave to be charged to earned sick leave. Sick leave in excess of the amount available (leave earned to date in the current year plus unused leave carried forward from prior years) must be reported as annual leave. If annual leave is not available, it must be reported as leave without pay.

3. Other Leave - Use the following designations as appropriate:

• Leave  
• Jury or Witness Leave

4. Certification - When signing this form, personnel are certifying that all information accurately reflects work time or leave reported.

5. Review and Approval - The county Extension agent - staff chair will review and approve the certificates for county personnel. The district director will review the certificates for personnel assigned to the district. Certificates of state office personnel will be reviewed and approved by the appropriate supervisor.

6. Submission - Submit one copy to the business office on the dates located at http://intranet.uaex.edu/policy/SystemManagement/payrollfinance/payrollschedule.asp

7. Retention - Copies of the Monthly Certificate of Service must be retained in county office files for three years and in state office files for one year. The business office copy will be retained for three years.