§ 16-5. Salary and wages.

A. 

Payroll. A claim for salary or wages of a person in the employ of a City agency shall be set forth in a written payroll, on the forms approved by the Comptroller, prepared and certified as correct by the head of the City agency and, in the case of the members of the Council and its subordinates, prepared and certified by the City Clerk. The payroll shall contain the names of all persons authorized to be employed in the City agency and the respective positions occupied by the respective employees. The payroll shall show the time for which it is drawn, the number of days each employee was actually employed, the amounts of pension and other lawful deductions, if any, and the salary or wages to which each employee is entitled. The original payroll shall be filed with the Municipal Civil Service Commission, and copies thereof shall be made and filed in accordance with the requirements of the Comptroller. The Commission shall, within five business days after receiving the payroll, certify it as required by law and deliver it to the Comptroller.

B. 

Time sheet. Each payroll shall be supported by a written time sheet prepared on forms approved by the Comptroller and certified as correct by a person having knowledge of the facts. The time sheet shall show the names of the persons employed, the respective positions occupied by them, the number of days each employee was actually employed, the number of days absent, together with the cause of such absence, and such other information as the Comptroller may require. The original time sheet shall be filed with the Comptroller.

C. 

Payroll change report. A payroll shall be accompanied by a written report showing changes, if any, which became effective since the last previous payroll, including removals, resignations, deaths, transfers, promotions, demotions and changes in compensation, together with the effective date or dates of the changes. The original report shall be filed with the Municipal Civil Service Commission, and copies thereof shall be made and filed in accordance with the requirements of the Comptroller. In the event that a new appointment has been made, a copy of the certificate of appointment required to be filed with the Council pursuant to the provisions of the Charter shall accompany the report.

D. 

The following symbols, with the meaning of each such symbol set opposite thereto, are established for use in payrolls for employees of the City:

	Symbol	Meaning of Symbol
	B	Absence on City business
	C	Compensatory time off
	D	Absence due to injury or disability
	H	Holiday, Saturday or Sunday
	I	Present (except hourly employees)
	M	Absence on military leave
	O	Absence without leave
	P	Leave of absence without pay
	R	Reduced force on Saturday
	S	Sickness
	V	Vacation
	X	Suspended

E. 

Where a signature is required to record or verify documents related to payroll, the use of signature stamps is prohibited. This shall not be construed to apply to the use of electronic signatures or other electronic means of adopting the contents of the aforementioned documents.

[Added 6-21-2016]