Policies and Procedures Section 15: HRMS Transactions


15.1 Payperiods and Paydays

Henrico County General Government employees are paid biweekly with paydays on the Friday following the end of the payperiod (with exceptions on some holidays). The General Government payperiod typically consists of 14 days and is typically comprised of two standard workweeks, Saturday through Friday. Official County payroll calendars can be viewed online.

15.2 Time Reporting

Non-exempt employees must create and submit a timecard that accurately reflects all hours worked and all leave taken for each payperiod worked. Exempt employees must create and submit a timecard that accurately reflects only any leave taken and any comp leave earned. Some agencies may request approval to have timecard information for their employees entered by a timekeeper. In all such cases, the Director of Human Resources must approve the method for collecting the hours worked and approving leave taken or earned.

  1. Submission of Timecards: It is the responsibility of each employee to submit an accurate timecard. Falsification of a timecard is a disciplinary offense. The timecard must be completed and submitted to the employee’s supervisor no later than the end of the payperiod. Failure to do so may result in a delayed paycheck.
  2. Approval of Timecards: All supervisors must review and approve timecards for employees that report to them by Noon on the Monday following the end of the payperiod.
  3. Retroactive Adjustments to Timecards: To correct errors or omissions on a timecard that has been submitted, an employee may make the necessary changes to the timecard and then resubmit the timecard for approval. The employee must include a comment on the revised timecard, explaining what was changed and why the change was made. A retroactive timecard can be submitted to revise a timecard submitted for the most recent payperiod and will be processed only after the supervisor approves the revised timecard.

    If a change must be made to a timecard submitted for a payperiod preceding the two most recent payperiods, the department must submit an HR Action Form to HR Transactions.

  4. Request for Leave: For each leave of absence, an employee must submit a corresponding leave of absence request to the supervisor or agency head. These leave requests may be submitted electronically through HRMS or using an alternate written method approved by the agency head in consultation with the Director of Human Resources.
  5. Internal Agency Procedures: Agency heads are responsible for establishing internal departmental procedures that address and, if necessary, document specific timekeeping issues unique to the agency. These procedures should identify agency decisions made relating to reporting, submitting, and approving hours worked and leave taken, including (but not limited to) requesting and approving leave, overtime, approval of overtime and compensatory leave, internal deadlines, and a list of essential and nonessential employees in the agency. These procedures should be documented and made available to all employees in their agency and must comply with these Policies and Procedures.
  6. Paper Documentation: If leave requests and timecards are not entered and approved through HRMS, agencies must keep back‐up documentation to support what is entered by the agency timekeeper. The data submitted on the time reporting sheet must agree with this back‐up time and attendance and leave record. Employees and supervisors are required to verify and sign the agency’s time and attendance record.
  7. Recordkeeping Requirements: In accordance with state recordkeeping requirements, all documentation supporting the information used for time reporting must be maintained for five (5) years after completion of the external audit. Each agency that uses paper leave requests or timecards is responsible for compliance with the Library of Virginia General Schedules for Local Governments in Virginia – see General Schedule 2 on Fiscal Records and General Schedule 3 on Personnel Records. Disposal of these records should be done in such a way as to ensure the privacy of the information contained.
  8. Timekeepers: Each agency must have a timekeeper assigned for each location, as well as at least one backup timekeeper.
  9. Manual Checks/Payroll Adjustments: All requests for manual payroll checks must be submitted to the Department of Human Resources using the HR Action Form. The form should be sent to HR Transactions.

15.3 Personnel Transactions:

  1. Agency heads are responsible for establishing internal agency procedures to ensure compliance with these Policies and Procedures. This includes maintaining accurate and timely information impacting their personnel and positions.
  2. All discrepancies and inaccurate information contained in HRMS should be reported to the Department of Human Resources immediately.
  3. Any change in pay must be effective at the beginning of a payperiod. No change in pay will be made effective during a payperiod without the written approval of the Director of Human Resources.
  4. When personnel transactions (for example, the employee’s pay, position, or job) are necessary, the agency is to submit an HR Action Form to the HR Transactions Division of the Department of Human Resources. All transactions must be signed by the agency head or his designee, the appropriate HR division representative, and the Director of Human Resources.
  5. Changes to positions (for example, funding sources, job duties, working conditions, or requirements) are to be submitted electronically to the Department of Human Resources through the online job description program.

15.4 Payroll Deductions

All categories of payroll deductions must be approved by the County Manager and meet one or more of the following requirements:

  1. The deduction must be mandatory under either state or federal law.
  2. The deduction is for a County‐sponsored benefits plan.
  3. The deduction is for a single, nonprofit united community fund for distribution to approved cooperative charitable organizations.
  4. The deduction is to encourage employees to save funds or assist employees in obtaining loans with a financial organization owned by, participated in by, and available to all County employees.
  5. The deduction is authorized to enable an employee to reimburse the County for expenses temporarily incurred by the County to the benefit of that employee or due to overpayments of items such as salaries, expenses, or travel funds.
  6. The deduction is for the purpose of enabling an employee to defer or shelter income for taxation advantages through an approved County program available to all employees.
  7. The deduction is for the payment of delinquent Henrico County taxes.