PORT OF SAN FRANCISCO
Maintenance Division Directive 10-01
DATE:August 31, 2010
TO:All Maintenance Staff
FROM:Tom Carter, Deputy Director, Port Maintenance Division
SUBJECT:New Sign In/Out Procedure, Work Schedules, and Requests for Time Off
Due to the high volume of complaints from staff, supervisors, management, the Executive Director, the Department of Human Resources, and the unions around timekeeping abuses including but not limited to: tardiness/leaving early, absences without authorized leave, non-adherence to work schedules and overtime inequities it has become necessary to remind all Maintenance Staff to comply with and adhere to Port established policies, procedures and protocols; and to also enforce compliance with the Port policies and procedures around these issues.
Please find included in this memo, excerpts from the Port of San Francisco’s Personnel Policy and Procedures Manual, Section 7 – Work Hours and Authorized Absences.
It is recommended that employees read the policies contained in this section in their entirety in order to re-familiarize themselves with Port Policy. Additionally, this directive serves to introduce a new procedure for recording time in/out from work each day.
Effective September 7, 2010, all Maintenance Division employees are required to sign-in and sign-out of work daily. Supervisors are required to be present at the start and end of the work-shift to verify arrival and departure times of each employee.
When employees arrive at their shop at the beginning of each work-shift they must sign-in on the Shop ‘Sign In/Out Sheet’. Each employee shall print and sign their name, record the date, and record the time-in, (in the order of arrival) for the workday. The Supervisor is responsible for verifying the employee’s time-in entry on the ‘Sign In/Out Sheet’ by initialing the time-in.
When employees are prepared to leave work at the end of their work-shift they must sign-out on the Shop ‘Sign In/Out Sheet’. Each employee shall print and sign their name, record the date, and record the time-out, (in the order of departure) for the workday. The Supervisor is responsible for verifying the employee’s time-out on the ‘Shop Sign In/Out Sheet’ at the end of the workday by initialing the time out.
Supervisors are required to initial each employee’s time-entry/ies at the beginning and end of the day as verification that the information is accurate.
Employees that report to work after the scheduled start time and/or leave work prior to the scheduled end time will be subject to being docked (receiving no pay for the time absent.) Each employee is responsible and accountable for signing in/out for his/herself only. Employees that falsify their own time entry; or record time or sign-in/out for another employee; or are absent from work without authorized leave may be subject to progressive disciplinary action up to and including termination.
Normal Work Schedules - Most schedules consist of 8 hours work per day within 8 1/2 to 9 hours; 40 hours work per week. Employees in the Maintenance Department generally work from 7:30 AM to 4:00 PM, or 6:30 AM to 3:00 PM, Monday through Friday, with one unpaid half-hour for lunch. These schedules may vary depending on the operational needs of the Port and when employees have requested and received approval for alternative work schedules.
Employees are expected to sign-in at their assigned work site; prepared to commence work at the scheduled start time; and to remain on the job except when they have permission from their Supervisor/Manager to be absent. Employees must also be prompt in returning from lunch and/or coffee breaks which are limited to the time allotted.
All employees must be scheduled for a minimum of one half-hour to a maximum of one hour lunch break at or near the middle of each work day. Employees may not skip the lunch break as part of an alternate work schedule.
Sick Leave/Absence - Employees who are unable to report for work on a given day due to illness or other reasons must contact their Supervisor as soon as they know they will be absent, but no later than 15 minutes after their scheduled time to start work. Unless the employee and supervisor know that the employee will be off for a pre-stated period of time, the employee must contact his/her Supervisor no later than 15 minutes after the scheduled start time on each day of absence.
An employee who knows in advance that he/she will be absent from work for one to five continuous work days should request approval from her/his supervisor at least one week in advance. Absences that require the use of sick leave in excess of five continuous work days must be referred to Human Resources.
Requests for Time Off - Employees requesting furlough, vacation, floating holidays, and compensatory time-off must submit the Request for Time-Off form to their Supervisor for approval at least one week (5 consecutive work days) in advance of the requested time off. Submission of the request form by the employee and receipt of the request by the Supervisor do not constitute approval.
New Procedure - All Requests for Time-Off forms must first be submitted to the Office of the Maintenance Division Deputy Director prior to Supervisor or Manager approval. Once received, the request will be date and time stamped and subsequently forwarded to the Supervisor/Manager for approval. Supervisors and Managers are advised to turn-around the approved/refused time off request form within one day of receipt from Deputy Director’s office and no later than 3 business days prior to the scheduled absence. All absences and time off requests will be noted on the sign-in/out sheet for the day scheduled and will be reconciled by management. Any discrepancies found may subject the employee to progressive disciplinary action up to and including termination.
cc: M. Moyer
Maintenance Division Staff