SOP For Staff and Payroll Scheduling

SOP Number: Finance and Accounting – 19

Department: Payroll

Date Issued: 8-Aug-2021

Time to Train: 25 Minutes

Purpose of The Payroll Scheduling :

All employees will be scheduled for work based on staffing guidelines approved by the Executive Vice President Operations. It is the responsibility of the General Manager and Controller to establish compliance with these minimum standards.

Payroll Scheduling  SOP Procedures:

MANUAL TIME CLOCK PROPERTIES

1. Staffing guidelines should be on file for each position.

2. Schedules should be done each week using the staffing guidelines and adjusting them to the weekly forecast. They should be posted by Thursday of each week. The schedules should be costed and entered into the proper area of the Payroll form. (See attached). They should then be approved by the Executive Committee member or the General Manager.

3. Daily time cards should be audited to insure employees are working their schedule and not "riding" the clock. Also, late punches should be noted for disciplinary purposes. Pending overtime should also be monitored.

4. The actual hours should be entered into the proper area of the Payroll form. Also, business levels should be monitored and schedules be adjusted accordingly. If business is not as forecast. staff should be sent home wherever possible.

5. At the end of the week the Payroll should be calculated and compared to the schedule. Variances must be explained.

AUTOMATED TIME CLOCK PROPERTIES

1. Staffing guidelines should be on file for each position.

2. Schedules should be done each week using the staffing guidelines and adjusting them to the weekly forecast. They should be posted by Thursday of each week. The schedules should be entered into the time clock system and costed reports printed and approved by Executive Committee member or General Manager. At no time should "open" schedules be permitted.

3. Daily Hours Reports should be audited to insure employees are working their schedule and no punches are missed. Also. business levels should be monitored and schedules be adjusted accordingly. If business is not as forecast, staff should be sent home wherever possible.

4. Daily Reports for tardy, approaching overtime, missed punches, etc., should be reviewed and proper action taken.

5. At the end of the week the payroll should be calculated and compared to the schedule. Variances must be explained.

Training Summary Questions:

Q1. Who approves the scheduled for work based on staffing guidelines?

Q2. What are the two clock properties?

Q3. Who is responsible to establish compliance with these minimum standards?

Q4. When should be payroll calculated and compared to the schedule?