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Human Resources

Payroll
MONTHLY ATTENDANCE REPORTING
FOR FACULTY, STAFF, AND STUDENT EMPLOYEES

 

Negative Attendance Reporting Details:

  1. Each pay period the State Controller's Office (SCO) prepares a monthly Attendance Report (STD 672) form for employees appointed by Payroll to the SCO HR/Payroll database (PIMS).
    • This report contains employee SSN, first and middle initial, last name, class-serial number, agency (AGY), and reporting unit (RU). (Note: The agency, reporting unit, class, and serial number make up the components of the employee's pay position number (ex: 273-411-1035-001).
    • The attendance reports are divided into separate attendance reporting units for "check sort" processing and for department heads to certify attendance for those employees who report to them (672 form).
  1. After SCO cutoff each pay period (around 20th of the month), Payroll Services sends the 672 attendance reports to each department attendance clerk for verification/certification.
    • Payroll will make any corrections to the 672 forms that are know by cutoff. Any changes/corrections that occur to an employee’s pay status after cutoff are to be noted on the STD 672 by the attendance clerk and reported to Payroll Services ASAP (by e-mail or telephone call). Changes include late appointments, separations, pay docks, timebase changes or employees out on disability.
    • If the employee is to be paid for all the days of the pay period the ‘STD’ box is checked (do not deduct days for paid absences). If the employee is to be paid for less than a full pay period (due to docks, appointments made after the beginning of the pay period, separations, or absence due to disabilities), the number of ‘days/hours’ box is completed.
    • The 672 is an audit document that is used to ensure that correct attendance has been reported to HR/Payroll and correct pay has issued by SCO before the monthly payroll is released. Note: Do not add “positive attendance” employees onto the same 672 form as the “negative attendance” employees. Reporting requirements are different for the two pay types.
  1. Employee “absences” are reported on the Absence and Additional Time Worked Report (STD634) form (insert link to 634 form) and submitted with the 672 attendance form each pay period to the HR department. This form is used by CSUB to report absences only, not excess hours/overtime hours worked. Use the PR682 form for reporting those hours (PR 682) 682 form instructions.
  1. Per SCO/CO audit requirements, each department head/supervisor is to sign 634/672 certifying that time reported on the forms are correct for each employee.
  1. Make sure correct beginning and ending dates of the pay period are used when reporting absences. SCO inclusive dates do not necessarily follow a standard calendar month. Questions regarding completion of the Std 634 Absence Report should be addressed to the HR department.
  1. Reporting of Disabilities-employees are entitled to a number of work related and non-work related disability programs. Rules and regulations vary on each program. HR and Payroll are to be notified immediately when an employee goes out on a work related or long term illness so that employee may be notified of benefits they may be due
    • During a period of disability, time will not be reported on the STD 672 Attendance Report. That report is used to report regular pay each pay period only. If an employee is due some regular pay for the pay period, then the days of regular pay due should be indicated in the ‘days’ section of the 672 and a notation made on the form that employee is “pending” or on disability. The Payroll Department requests disability pay from the SCO Disability Unit.
    • Departments will still need to provide a Absence Request STD 634 form for each pay period employee if off on disability. HR and Payroll will use this form as backup for the disability reporting. Questions regarding completion of the form should be addressed to HR or Payroll.
  1. Submission due dates are listed on the Payroll Due Dates Calendar located on the Fiscal and Support Services web page. (Payroll Calendar on web)
Positive Attendance Reporting:
  • As with Negative attendance reporting, the State Controller prepares a monthly STD 672 Attendance Report for staff employees hired on a temporary hourly basis (normally 30-90 day hourly appointments).
    • The 672 form is submitted with the Hourly Intermittent Employee Time Sheet, PR634A form. Both the 672 and 634A are to be submitted after the pay period closes on dates found on the Payroll Due Dates Calendar (usually 2-3 working days after pay period has ended). Pay position number on the PR634A will be the same position number as found on the 672.
    • The hourly rate and term of employment will be quoted on the employee’s appointment letter provided by HR to Department Heads after appointment has been approved. Employees are not to work until HR has approved the appointment.



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