R 241749Z JUL 09 ALCOAST 429/09 COMDTNOTE 12630 SUBJ: CIVILIAN EMPLOYEE TIME AND ATTENDANCE 1. THIS ALCOAST REITERATES EMPLOYEE, SUPERVISOR, AND TIMEKEEPER RESPONSIBILITIES REGARDING TIMEKEEPING AND EMPLOYEE PAY AND REQUIRES ACTION PER PARAGRAPHS 9-10. THE COAST GUARD STRIVES TO PAY EMPLOYEES IN A TIMELY AND ACCURATE WAY - A PROCESS THAT REQUIRES DIRECT INVOLVEMENT BY EMPLOYEES, SUPERVISORS, AND TIMEKEEPERS. 2. CG YARD AND ELC EMPLOYEES AND YARD TIME AND ATTENDANCE (YTA) USERS AT ISC ALAMEDA, BOSTON, KETCHIKAN, HONOLULU, MIAMI, PORTSMOUTH, NEW ORLEANS, ST LOUIS AND ISD DETROIT ARE EXEMPT FROM THE ACTIONS IN PARAGRAPHS 9 AND 10. 3. RECENTLY, A FIELD SUPERVISOR CONTACTED OUR WEB TIME AND ATTENDANCE (WEBTA) HELP-DESK REQUESTING REVIEW OF TIMECARDS AND PAY RECORDS FOR SEVERAL EMPLOYEES. MY STAFF REVIEWED TIMECARDS, DISCOVERING INADVERTENT TIMEKEEPING INACCURACIES WHICH RESULTED IN INCORRECT PAYMENT OF THE AFFECTED EMPLOYEES. MY STAFF INITIATED CORRECTIVE ACTION, COORDINATED WITH THE CIVILIAN PAYROLL ACCOUNT MANAGER, AND COMMUNICATED THE PROBLEM AND RESOLUTION BACK TO THE UNIT. THE BOTTOM LINE: EMPLOYEE TIMECARDS WERE NOT ANNOTATED PROPERLY AND OUR PAYROLL PROVIDER DISBURSED PAYMENT BASED ON THE TIMECARD. IN ADDITION TO INCORRECT TIMECARD ENTRIES, WE FOUND CASES WHERE EMPLOYEES OTHER THAN THE SUPERVISOR OF RECORD OR THEIR DELEGATE(S), WERE CERTIFYING TIMECARDS. 4. CORRECT EMPLOYEE PAY DEPENDS ON ACCURATE TIMEKEEPING. TIMEKEEPING CAN INVOLVE THE INDIVIDUAL EMPLOYEE, TIMEKEEPER, SUPERVISOR, OR A COMBINATION OF THESE INDIVIDUALS. TIMEKEEPING REQUIRES ACCURATE AND TIMELY RECORDING OF TIME AND ATTENDANCE DATA AND THE MAINTENANCE OF RELATED DOCUMENTATION (ELECTRONIC AND/OR PAPER) IN ACCORDANCE WITH THE TIME AND ATTENDANCE RULES FOR THE AFFECTED EMPLOYEES AND THE HOURS THEY ARE SCHEDULED TO WORK. IN WEBTA, THERE ARE 2 REVIEWS REQUIRED EACH PAY PERIOD FOR EVERY CIVILIAN EMPLOYEE - KNOWN AS VALIDATION AND CERTIFICATION. THE VALIDATION ROLE BELONGS WITH EITHER THE EMPLOYEE OR THE TIMEKEEPER AS OFFICIALLY ESTABLISHED. THE CERTIFICATION ROLE BELONGS WITH THE SUPERVISOR OR THEIR DELEGATE. 5. THE SUPERVISOR OR HIGHER LEVEL MANAGER MUST APPROVE ALL WORK SCHEDULES AND REVIEW AND APPROVE ALL TIME WORKED, AS WELL AS, ALL FORMS OF ABSENCES FOR CIVILIAN EMPLOYEES. IN LIMITED SITUATIONS (E.G. VACATION, TAD, EXTENDED ABSENCE), THIS APPROVAL AUTHORITY MAY BE REDELEGATED TO OTHER APPROPRIATE OFFICIALS CONSIDERING THE ORGANIZATIONAL STANDING OF THE INDIVIDUAL DELEGATED THIS RESPONSIBILITY. REDELEGATION DOES NOT RELIEVE THE SUPERVISOR OF THE OVERALL RESPONSIBILITY FOR ENSURING TIMELY AND ACCURATE REPORTING FOR ALL EMPLOYEES SUPERVISED. DELEGATION OF THE SUPERVISORS RESPONSIBILITY MUST BE MADE USING THE ELECTRONIC DELEGATION FUNCTION IN WEBTA. A PROCEDURAL GUIDE FOR DELEGATING AUTHORITY, TITLED DELEGATING AUTHORITY: SUPERVISOR IS POSTED ON CG CENTRAL AT HTTP://CGCENTRALWEB.USCG.MIL/CLINK/1366. 6. THE COAST GUARD HAS A VARIETY OF APPROVED WORK SCHEDULES AVAILABLE FOR EMPLOYEES. MOST OF THESE SCHEDULES ARE COMPRESSED AND, AS SUCH, INCLUDE A FIXED TOUR OF DUTY DURING EACH PAY PERIOD. TIMEKEEPING FOR INDIVIDUALS ON A TOUR THAT INCLUDES MONDAY THROUGH FRIDAY WORK DAYS AND REGULAR HOURS WORKED 0600 TO 1800 ARE TYPICALLY LESS COMPLEX THAN FOR EMPLOYEES ON A TOUR THAT MAY INCLUDE NIGHTS AND/OR SUNDAYS AND/OR HOLIDAYS. SPECIFIC PROCEDURAL GUIDANCE IS AVAILABLE ON CG CENTRAL AT HTTP://CGCENTRALWEB.USCG.MIL/CLINK/1366. 7. QUESTIONS REGARDING WORK SCHEDULES, HOURS OF WORK, AND LEAVE CAN ALSO BE DIRECTED TO COMMAND STAFF ADVISORS, HUMAN RESOURCES SPECIALISTS, OR THE WEBTA HELPDESK. THE WEBTA HELPDESK OPERATES FROM 0700 TO 1630 EASTERN STANDARD TIME. YOU CAN CONTACT THE WEBTA HELPDESK VIA EMAIL AT USCG.WEBTA(AT)USCG.MIL. 8. OUR WEBTA SYSTEM IS HOSTED BY THE NATIONAL FINANCE CENTER AND IS PARTIALLY INTEGRATED WITH OUR CIVILIAN HUMAN RESOURCE MANAGEMENT SYSTEM. ALL CIVILIAN EMPLOYEES HAVE AN ACCOUNT ESTABLISHED UPON THEIR ENTRY ON DUTY WITH THE COAST GUARD. WEBTA HAS NO INTEGRATION WITH THE MILITARY HUMAN RESOURCE MANAGEMENT SYSTEM. AS SUCH, THE WEBTA HELPDESK HAS TO MANUALLY ESTABLISH WEBTA ACCOUNTS FOR MILITARY SUPERVISORS OF CIVILIAN PERSONNEL. THIS LIMITATION ALSO FORCES US TO RELY ON TIMEKEEPER OR SUPERVISOR NOTIFICATION FOR THE CHANGE OF MILITARY SUPERVISORS. 9. NLT THIRTY DAYS FROM PUBLICATION OF THIS ALCOAST, ALL CIVILIAN SUPERVISORS WHO DO NOT HAVE AN ACTIVE ACCOUNT IN THE WEBTA APPLICATION SHALL CONTACT THEIR TIMEKEEPER REQUESTING USERNAME AND PASSWORD. UPON ACTIVATION OF THE ACCOUNT, CIVILIAN SUPERVISORS SHALL WORK WITH THEIR TIMEKEEPER TO ESTABLISH SUPERVISORY LINKS TO THEIR EMPLOYEES. CIVILIAN SUPERVISORS MAY ESTABLISH DELEGATES AS OUTLINED IN PARAGRAPH 5. 10. NLT FORTY FIVE DAYS FROM THE PUBLICATION OF THIS ALCOAST, ALL MILITARY SUPERVISORS OF CIVILIAN EMPLOYEES SHALL SEND AN EMAIL TO USCG.WEBTA(AT)USCG.MIL, WITH A COPY TO THEIR LOCAL TIMEKEEPER, REQUESTING ACCOUNT CREATION. THE REQUEST SHALL INCLUDE FULL NAME, EMPLOYEE IDENTIFICATION NUMBER (EMPLID), EMAIL ADDRESS, AND A LIST OF CIVILIAN EMPLOYEES UNDER THE APPLICANTS DIRECT SUPERVISION. UPON ACTIVATION OF THE ACCOUNT, MILITARY SUPERVISORS SHALL WORK WITH THEIR TIMEKEEPER TO ESTABLISH SUPERVISORY LINKS TO THEIR EMPLOYEES. MILITARY SUPERVISORS MAY ESTABLISH DELEGATES AS OUTLINED IN PARAGRAPH 5. TIMEKEEPERS OR MILITARY SUPERVISORS MUST NOTIFY THE WEBTA HELP DESK OF ANY PERMANENT CHANGES OF MILITARY SUPERVISORS. 11. ALL TIMEKEEPERS AND SUPERVISORS ARE RESPONSIBLE FOR MAKING THEMSELVES FAMILIAR WITH THE TIME AND ATTENDANCE REGULATIONS AND PROCEDURES TO ENSURE TIMELY, ACCURATE AND CORRECT TIMECARD SUBMISSION FOR THEIR EMPLOYEES. USE THE GUIDE DESCRIBED IN PARAGRAPH 5 AND CONSULT WITH YOUR CSA OR SERVICING HR SPECIALIST FOR THIS PURPOSE. EMPLOYEES ARE RESPONSIBLE FOR BEING AWARE OF THEIR TIME AND ATTENDANCE AND FOR NOTIFYING THEIR TIMEKEEPERS, SUPERVISORS OR SERVICING HR SPECIALIST IF THEY OBSERVE OR SUSPECT ANY INACCURACIES IN THEIR TIME AND ATTENDANCE OR PAY. 12. AS THE MILITARY SUMMER TRANSFER SEASON APPROACHES, WE WILL CONTINUE TO RELY ON TIMEKEEPERS TO COMMUNICATE ACCOUNT ACTIVATION AND DEACTIVATION REQUESTS FOR MILITARY SUPERVISORS. 13. RADM MARK TEDESCO, ACTING ASSISTANT COMMANDANT FOR HUMAN RESOURCES, SENDS. 14. INTERNET RELEASE AUTHORIZED.