Department of Pharmacy Policies & Procedures

Number: 2:04

Effective Date: October, 1990

Revisions: 11/96; 10/99; 6/09

Approval: October, 1999

Subject: TIME AND PAYROLL
  1. POLICY
    2.

    The Pharmacy Department utilizes a time clock for recording work attendance for the preparation of the payroll. The payroll is prepared biweekly or monthly according to guidelines prepared by the Human Resources Department.

  2. TIME CLOCK PROCEDURE
    1. Time-Keeper Duties
    1. Employees are issued an electronic computerized time care which is part of the Hospital Identification Badge. This Badge is issued by Media Services and the barcode is entered by the Payroll department.
    2. Daily, the timekeeper will reconcile the time clock data with each supervisor of Missed or Late Punches. A "Leave or Clocking Exception Request" is completed if there is a discrepancy.
    3. The timekeeper will maintain a file of approved requests for Vacation, Holiday and Sick Leave.
    4. Payroll data is submitted by computer and downloaded to the Human Resources Payroll program by 9:30 every other Monday in accordance with the payroll schedule.
    5. Holiday accumulation and use is maintained by the timekeeper in a computer program.
    1. Employee Responsibilities
    1. Each employee is responsible for clocking-in at the beginning of the shift and clocking out at the end of the shift.
    2. The employee must clock out from work when leaving the campus.
    3. The employee is responsible for keeping up with the identification badge/time card. In the event that the card is lost, the timekeeper must be notified immediately. A fee is charged for a replacement which is obtained from Media Services.
    4. All absences must be documented on a "Leave or Clocking Exception Request". Unexcused absences and excessive tardy times will constitute an occurrence as defined in the Hospital Attendance Policy.
  1. PAYROLL DISTRIBUTION
    1. Campus Responsibilities
    1. Pay checks will be available for department receipt by 11 AM for both biweekly employees and monthly employees.
    2. All departmental paychecks will be alphabetized and placed in individual envelopes for distribution to employees.
    1. Department Responsibilities
    1. The department director or his authorized designee will receive the payroll checks from the Treasurer’s Office.
    2. Employees who receive a check must sign for it. Employees receiving deposit slips do not have to sign.
    3. Paychecks will be personally distributed by the director or designee to all employees at work on payday. Employees pay stubs are placed in the employee's mailbox.
    4. After 4:30 PM on payday, the checks will be stored in the controlled drug vault.
    5. An employee must pick up their own check. In unusual circumstances when the employee is unable to pick up the check in a timely fashion, they may designate an agent to do so if they sign an authorization note or call the pharmacy office personally. The agent will then sign his/her name for the check.