Chapter 5 – Adult Custody and Security Operations

51121.16 CALPIA Inmate Timekeeping Procedures

• All CALPIACalifornia Prison Industry Authority (formerly PIA) inmate workers’ time shall be initially recorded by time clocks on timecards. All punching of timecards shall be under the direct supervision of a civil service employee. Timecards shall be maintained in secure locked containers when not in use. The inmate’s supervisor shall be responsible for verifying and certifying by initialing the timecard before its submission for payroll preparation.

• Time records shall be consolidated on a summary form, initialed by the supervisor, and signed by the Prison Industries Administrator/Manager.

• If an inmate is reassigned during the pay period, the work supervisor shall complete the timecard and turn it in to the timekeeper.

• All appropriate facility timekeeping forms approved by the Prison Industries Administrator/Manager, supported by the timecard, shall be forwarded to the facility accounting office immediately after the close of the pay period. Central Office timekeeping forms are to be forwarded to Operations Division, who will then forward to Accounting Services.

• Payroll shall be prepared from the approved information. One copy shall be retained by the facility Prison Industries Administrator’s/Manager’s office and the original shall be forwarded to the CALPIACalifornia Prison Industry Authority (formerly PIA) facility accountant, who must call the total inmate pay amount to Central Office Accounting Services and prepare the accounting entry which distributes the costs by enterprise.