SECTION VII
PREPARING REPORTS FOR PAYROLL
A. OUT OF CURRENT WEEK ADJUSTMENT FORM
The ‘Out of Current Week Adjustment’ form is used to capture all of the missed punches and
absences that were not entered within the current week. The form can also be used to journal
entry absence codes and position numbers that rolled into history incorrectly.
The ‘Out of Current Week Adjustment’ form can be submitted daily. The Payroll Department
will date and time stamp each form received. If the report is received before the cut off time, it
will be added into the employee’s current paycheck. If it is not received by the cut off time, it
will be processed on the next payroll check. Current cut off times and dates can be found on
the Payroll Intranet website. Please be sure to email this form to your payroll specialist and
follow up with the signed copy through the inter-office mail. Retain copies for the current fiscal
year at your site.
A.1. Form Information
The ‘Out of Current Week Adjustment’ form is the means of getting the employee paid for the
time and absences that were not entered in Kronos before it processed and rolled into history.
The missed time needs to be paid as promptly as possible.
All missed punches or absences reported on this form must have backup signed by the employee.
The ‘Kronos Punch Adjustment’ slip is the backup for the missed time/punches. The absence
report is the backup for the missed absences. The missed information should be written on the
employee’s time card for your records and the employee’s. The employee needs to initial the
corrections added to their signed time card.
The information on the ‘Out of Current Week Adjustments’ form must be filled out completely
and accurately to ensure prompt payment. An explanation would be helpful if it is a complicated
entry. The data listed on the report will be researched and entered into the payroll system by the
Payroll Department. The following fields must be completed:
Name Must be the exact name as in Kronos (no nicknames).
Employee Number Must be the employee unique number (not necessarily the badge number).
Hourly Position Code Must be the six-digit alphanumeric position number, (not the three-digit
transfer code). Only list the position code for hourly records.
Date Is the date of the missed absence or missed punch/punch error.
Missed Punch Information (Clock In, Begin Lunch, End Lunch, and Clock Out) The
missed punch information on this form must be the same as indicated on the ‘Kronos Punch
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Adjustment’ slip signed by the employee. Enter the punches that are missing or incorrect in
Kronos. If deleting a punch, enter the punch with parenthesis around it (i.e. (8:30)).
Hours to Adjust in History List the actual hours that need to be adjusted. Any time you enter a
missed punch or absence on this form, you must enter the hours to adjust. The minutes (.15, .30,
.45) must be reported as hundredths / quarter hours (.00, .25, .50, .75).
The only time the negative sign (-) is used is when time needs to be reversed or deleted from
Kronos. Do not enter the positive sign (+) when entering hours and minutes in this field. The
positive sign (+) is implied.
Examples:
 If both lunch punches are missed, the employee would be overpaid and a negative (-)
adjustment would be entered. (Refer to page 6, example L.)
 If time was paid on a pay code or position number in error, a negative (-) adjustment would
be made to reverse the time. (Refer to pages 5-6, examples D, E, F, and J.)
Absence/Pay Code (if applicable) List all absence adjustments and any missed punches with
specific pay codes other than ‘REG’. (Refer to Section II, page 2, Absences/Attendance Pay
Codes, and Section VI, page 5, Pay Codes for Generating Pay.)
SA Account (if applicable) When turning in time for Student Activities, you must provide the
seven (7) digit SA Account number in order for this to be paid. The SA Account number is the
3-digit school number, a dash, and then the 4-digit function code (i.e. 275-1301).
A.2. Required Data Needed for Corrections
To ensure employees are paid as promptly as possible for the missed punches and absences, fill
in all of the required fields accurately and completely.
Missed/Absence Corrections All classified and certified absences that are not entered in
Kronos in the current week must be submitted on this report form. (Refer to page 5, Examples A,
B, and C)
The following fields are required:
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Name - No Nicknames
Employee Number – (EIN) Do not use the badge number
Hourly Position Code – must be the primary six-digit alphanumeric position number. Do not
use the three-digit transfer code. Only list a position code for hourly records.
Date - Date of Absence correction
Hours to Adjust in History – Use a (–) negative sign to delete from Kronos. Report the time
in hundredths (i.e. 4.25, 7.75).
Absence / Pay Code
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Missed Time Punches All classified employees’ missed punches that are not entered into
Kronos in the current week must be submitted on this report form. (Refer to pages 5-6)
The following fields are required:
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Name – No Nicknames
Employee Number – (EIN) Do not use the badge number
Hourly Position Code – must be the primary six-digit alphanumeric position number. Do not
use the three-digit transfer code. Only list a position code for hourly records.
Date – Date of the missed punch
Missed Punch Information
 Only list the punch errors, not each punch for the day. The actual missed punch or the
duplicate/double punch is the only punch that needs to be entered on the missed punch
information fields.
Hours to Adjust in History
 Only input the adjustment amount. (Take the total for the day from Kronos and subtract
the actual hours that should have paid, the difference is the adjustment amount.) Use the
negative sign (-) if you want the hours docked.
Absence/Pay Code, if applicable
 Use for anything other than ‘REG’ (i.e. ‘150’ for overtime).
SA-Account #, if applicable-Use for Student Activities adjustment (777 transfer code)
Journal Entry to Correct Position Numbers All missed transfer code punches that have not
been corrected by the editor in Kronos in the current week must be submitted on this report form
to ensure proper funding. (Refer to page 5, Example F and J.)
The following fields are required:
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Name – As listed in Kronos No Nicknames
Employee Number – (EIN) Do not use the badge number
Hourly Position Code – Only list a position code for hourly records. The primary six-digit
alphanumeric position number must be used. Do not use the three-digit transfer code.
Date – Date the transfer punch was missed
Hours to Adjust in History
To correct the journal entry information, you will need one line item to reduce the hours in the
overstated position number and then another line item to add hours to the correct position
number. For the overstated hours, use the negative sign (-).
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B. S.R.O. PAYROLL REPORT FORM
The ‘S.R.O. Payroll Report’ is used to record hours worked by City of Mesa police officers who
are not funded through the Safe Schools Grant, but are funded through the District as a School
Resource Officer. Generally these will be hours worked at the junior high and success school
levels; however, there may be some hours at the high school level that need reported on the
S.R.O. form. Hours worked by police officers under school funding and not through the Safe
Schools Grant, or reported to Student Activities, or as the usual School Resource Officer
position, shall be reported on the ‘Out of Current Week Adjustment’ form. (Procedures for hours
reported to the Student Activities Department has not changed as of the revision date listed
below.)
The ‘S.R.O. Payroll Report’ form is submitted to Payroll once per pay period—prior to the cutoff time listed on the right-hand side of the report. However, it is also acceptable to submit the
‘S.R.O. Payroll Report’ each Friday—prior to the cut-off time listed, and for the current pay
week just ended—if this is easier for you. The S.R.O. form should only be submitted to Payroll
once you have the timesheet and matching payment invoice. After submitting the form to
Payroll, the original/signed copy needs to be sent in to Payroll with all reported timesheets and
payment invoices through the inter-office mail. Retain copies at your site through the current
fiscal year.
B.1. Timesheets
A timesheet will be submitted by the officer at the time the officer works. It is to be completed
and signed by the officer at the time the officer works. A copy of the completed timesheet is to
remain at your site and a copy submitted to the Mesa Police Dept. Once the officer has submitted
a copy of the timesheet to Mesa PD, a payment invoice will be generated by Mesa PD and sent to
your site either by fax or email.
The timesheet will state the following information:
 Job #
 Date of Job
 Location of Job
 Hours worked
 Officer’s name
 Officer’s badge # (Do not use this as the EIN on the S.R.O. Payroll Report Form.)
 Officer’s phone number
B.2. Payment Invoices
The Payment Invoice, will state the following information needed for reporting hours worked:
 the officer’s name
 the job #
 the date of the job
 the time of the job
 the job to be performed in the ‘Special Instructions’ box
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 “SRO Off-Duty Work Request” for hours to be submitted on the ‘S.R.O. Payroll Report’
“Off-Duty Work Request – _______” for hours worked doing other functions (i.e. Dance or
Football Game) will be submitted to the Student Activities Department
All payment invoice information should match the timesheet information completely.
B.3. Form Information
The ‘S.R.O. Payroll Report’ must be filled out completely and supported with proper
documentation before being submitted to Payroll. Fields that can be entered once and saved are
Payroll Clerk, School/Dept., Site Number, and Phone/Ext. Fields that need completed each pay
period are:
Date: the date the form is completed
Pay Period Begins: The current pay date can be found to the right of the main form. Select the
current start date by using the drop down arrow in the field.
Pay Period Ends: Using the current pay date again, select the corresponding stop date with the
drop down arrow in the field.
Name: The name should match both the timesheet and the payment invoice (as well as what
Human Resources should have on file).
Employee Number (EIN): The EIN number is provided by Human Resources. Do not use the
officer’s police badge # or Social Security Number on the form.
Date Worked: Each day is listed separately even if an officer works at your location multiple
days within the pay period.
Job #: This number is listed on both the timesheet and the payment invoice. These numbers must
match between the timesheet and payment invoice.
Total Hours Worked: This should match the amount of hours noted on the work order.
Signature – Principal or Supervisor: The original must be signed and sent to Payroll, along
with all timesheets and work orders listed on the form.
Following is an example of what the form looks like:
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