PERSONNEL PROCEDURES - ATTENDANCE RECORD - 8534.1

(New: 09/2020)

(Renumbered from 8539)

In accordance with the California Code of Regulations, Title 2, section 599.665, agencies/departments are responsible for maintaining accurate and timely leave accounting records for their employees. Agencies/departments shall create an audit process to review and correct leave input errors on a monthly basis. Refer to the Human Resource Manual section 2101.

Certify Employee Individual Time Record

Individual time records are maintained by employees, signed by both the employees and the employees’ supervisor, and submitted to the agency/department human resources office (HR) for the record.

Certify Attendance Records to State Controller’s Office

• Agency/department HR offices receive the original copy of the Time and Attendance Report, Form 672, from the State Controller’s Office (SCO).
• HR offices verify information on Form 672 against individual time records of employees. The completed Form 672 maintained at the agency/department will be signed only by those authorized per the signature on file at the SCO.
• HR offices maintain lists of persons authorized to approve attendance documents supporting the Form 672.
• Agency/department must certify attendance to the SCO after the close of each pay period in the manner prescribed by the SCO.

General Certification Rules

• Agencies/departments may designate specific individuals to certify attendance to their HR office. If specific individuals are not designated, an employee's supervisor will certify the attendance. Authorizing signatures will be compared to the authorized persons list maintained by the HR office, which will be continuously updated.
• The person certifying attendance reports cannot certify their own attendance report.

Refer to Payroll Procedure Manual section D003 for procedure and instruction on Form 672.