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Executive Order #003

Time and Attendance Monitoring - Use of Swipe Cards

WHEREAS, In 2008, Erie County began implementation of the employee self service “swipe card” timekeeping system (“ESS”) to replace the paper “sign-in, sign-out” sheets.  The ESS system was created to save time and minimize abuse;

WHEREAS, the policy, found in Chapter VI, Section I, of the Erie County Personnel Policies and Procedures Manual, effective as of April 14, 2009 states that “Employees must accurately record their attendance at work by swiping their employee identification badge at their designated employee swipe card reader(s);” 

WHEREAS, swipes must be recorded when reporting to work at the beginning of the workday, when leaving for and returning from meal periods, and when leaving work at the end of the workday; and,

WHEREAS, a 2009 audit conducted by the Erie County Comptroller’s Office showed that certain employees within the County Executive’s Office, along with county department heads and deputies were not utilizing the swipe system while other employees within their departments were in compliance.

NOW, THEREFORE, I MARK C. POLONCARZ, Erie County Executive, by virtue of the authority vested in me by the Erie County Charter Sections 301 & 302 and the Erie County personnel Policies and Procedures Manual, do hereby order as follows:

1. It is ordered that every employee of Erie County under the Leadership of the County Executive, including, but not limited to the Deputy County Executive, all commissioners, all deputy commissioners and all other exempt employees will abide by Chapter VI, Section I, of the Erie County Personnel Policies and Procedures Manual; and it is

2. Further ordered that all County department heads and deputies under the leadership of the County Executive become fully compliant with the Chapter VI, Section I, of the Erie County Personnel Policies and Procedures Manual, and all department heads shall take appropriate action to ensure all County employees within their department are in compliance with established County policy; and it is

3. Further ordered that the Personnel Commissioner conduct periodic reviews of payroll records to determine compliance with this order and to report any concerns to the County Executive; and it is

4. Further ordered that this Executive Order is effective immediately.

GIVEN, under my hand and the Privy Seal of the County of Erie in the City of Buffalo this third day of January, in the year two thousand twelve.

                                                                                                                                                        County of Erie

                                                                                                                                       By:          _________________________

                                                                                                                                                        Mark C. Poloncarz

                                                                                                                                                        Erie County Executive