| 1.0 |
SUBJECT:
Official Time and Leave Document |
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| 2.0 |
EFFECTIVE DATE:
December 17, 1995 |
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| 3.0 |
DISTRIBUTION: Agency
Human Resource Managers |
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| 4.0 |
FROM: William B.
McGlasson, Director DATE: 11/14/95 |
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| 5.0 |
PURPOSE: To clarify
that the official SHARP time and leave document should be used by all agencies for
non-exempt employees unless an alternate time and leave document is approved by
DPS. |
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| 6.0 |
BACKGROUND:
Because the State of Kansas is one employer under the Fair Labor Standards Act (FLSA), a
standard time and leave document will ensure compliance with the FLSA. While there were no
uniform, statewide time and leave recording procedures in KIPPS, SHARP provides an
official document that meets FLSA requirements. |
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| 7.0 |
PROCEDURE:
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| 7.1 |
All state agencies must use
the official State of Kansas Time and Leave Document or, when necessary and approved by
DPS, an alternate time and leave document for FLSA non-exempt employees. |
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| 7.2 |
The official State of Kansas
Time and Leave Document includes: a) Department number; b) Employee ID number; c) Record
number; d) Pay end date; e) Name of employee; f) FLSA status of the position; g) FTE of
the position; h) Position number; i) Funding group; j) Earning code; k) Amount of time or
leave reported by day; l) Employee's signature; and m) Agency signature. |
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| 7.3 |
If agencies have a special
need which requires an alternative time and leave document, they may develop an agency
specific document as long as it includes all the items specified in 7.2 of this bulletin.
DPS must approve any alternative time and leave document prior to its use. Agencies must
send a sample document to their human resource consultant with a request for approval. If
agencies prefer to administer the time and leave document electronically, the on-line
document's prints and codes must also be approved by DPS as mentioned above. |
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| 7.4 |
Agencies must retain signed
time documents for 5 years. However, an employee's log on or password will suffice as a
substitute for a written signature for agencies who administer the time and leave document
electronically. |
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| 7.5 |
Agencies who wish to be
interface users for time and leave must have approval from the Department of
Administration. DPS will coordinate the review as described in 7.3 of this bulletin. |
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| 8.0 |
REFERENCES: Fair
Labor Standards Act, 29 C.F.R. § 791.2 (a) and (b). |
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| 9.0 |
CONTACT PERSON: Brent
Smith at brent.smith@da.ks.gov or (785) 296-1432. |
