Copyright © *|2016|*   -   All rights reserved.
Our mailing address is:
PAVIR - PO Box V-38
Palo Alto, CA  94304
Core Office: (650) 858-3970
Fax: (650) 858-3907

Timecard Approval

In order to comply with audit requirements and California labor law, all employees and timecard approvers are required to approve time cards in ADP.  Employees must approve their timecards one business day before the last business day in the pay period.  Timecard approvers must approve employees’ timecards by 5pm on the last business day of the pay period.  For example, the last pay period in December ends on December 31, but that day is a Saturday, so employees must approve timecards by end of the day on Thursday, December 29th.  Timecard approvers must approve employees’ timecards for that pay period by end of the day on Friday, December 30th.
To approve timecards, please log in to and go to My Team > Time & Attendance > Individual Timecard to approve your employee’s electronic timecard by the payroll deadline.  Employees will go to Myself > Time & Attendance > My Timecard.  Or use the ADP Mobile App!  (See below)
Please note the steps which must be taken in this order:

1. If there is a “Time off Request” on an employee’s timecard that the timecard approver has NOT approved, the timecard approver must approve it first, and then wait for the employee to approve their timecard.
 a. Approve the time off request
 b. Have the employee re-approve their timecard
 c. Approve the timecard
2. Even if there is no time off request, the employee must approve their timecard first before the timecard approver.

If these steps are not followed, employees may not get paid for time off when they should, and we will not be in compliance.

If you have any questions or concerns, feel free to contact payroll at or x67391.

ADP Mobile App

The ADP Mobile App allows you easy access to your pay data: for employees to submit time off requests, for timecard approvers to approve time off requests, and for both employees and timecard approvers to approve timecards each pay period.  To download the ADP Mobile App, go to:, click on download, then select either App Store or Google Play.  Once the app is installed, you can change your Login Preference to use a 4-digit PIN for convenience.
'Tis the Season

PAVIR would like to remind all PAVIR staff to celebrate gift giving during the holiday season within the bounds of VA rules and regulations because VA ethics rules apply to all WOCs the same way they apply to VA paid employees.

In summary, gifts between employees are limited to $10.00.  Cash and alcohol are strictly prohibited as gifts.  Gifts from vendors are limited to $20.00 not to exceed $50.00 within a year from any single source.  It is strongly suggested that employees simply and politely decline individual gifts from vendors.  Food baskets or other sharable items from vendors may be shared with your entire team, but cannot be accepted as an individual gift.
Check your Benefits

New benefits selections will take effect on January 1, 2017.  Check your first paycheck of the year (January 22, 2017) to verify that your benefit withholdings are as you selected.
Vacation/Sick Leave Reporting – Exempt Employees

As we noted in the May 2016 PAVIR newsletter, beginning January 1, 2017, employees classified as exempt who work more than 30 hours a week will be required to record sick and vacation hours when taking less than a full day off.  Currently, exempt employees are not required to record sick or vacation unless they are absent for one full day.

Under the new policy, vacation hours for exempt employees will be recorded in four-hour or full day increments.  With regard to sick leave hours, exempt employees will be required to record leave in one hour increments, except that sick leave of less than two hours is not expected to be recorded.  There may be an exception for exempt employees who are on federal or state leaves of absences.  We adopted this measure to ensure compliance with timecard reporting as well as accurate charging of appropriate funding sources.  This change is effective January 1, 2017.

To help understand this change here are a few examples to help understand the new requirements:

• Exempt employee is working only a half day (4 hours in the morning), and taking planned vacation time off for 4 hours in the afternoon.  Employee submits a time off request for four hours of paid vacation in ADP.

• Exempt employee works 6 hours of an 8-hour day, and leaves on vacation for the rest of the day.  No action on the time off request is necessary in ADP on the part of the exempt employee.

• Exempt employee comes to work in the morning on schedule, and after 2 hours of work isn’t feeling well (unplanned illness that is not qualified for FMLA or other protected time) and needs to leave for the remainder of the day.  Submit a sick time off request for 6 hours in ADP.

• Exempt employee comes to work not feeling well (unplanned illness that is not qualified for FMLA or other protected time), and works only 45 minutes then leaves to go home.  Submit a sick time off request for 6 hours only in ADP.
Upcoming Holidays

PAVIR follows the Federal Holiday schedule, so please mark your calendars with the following upcoming holidays.

• December 26 - Christmas Day
• January 2 - New Year’s Day
• January 16 - Martin Luther King Jr. Day

Eligible employees will only receive holiday pay if the day is one on which they are normally scheduled to work as part of their regular schedule.  Please note, the PAVIR Administrative office will be closed on these dates.
Cold and Flu Precautions

Just a reminder that cold and flu season is in full swing and although this is the time of “giving,” a winter “bug” is not something we’d want to share or be shared.  Please be mindful if you are ill that sometimes the best medicine to get better and not infect coworkers (and be more productive personally and professionally) is to stay home and take care of yourself.    If you are choosing to come to work with a cold or flu, please take precautions as posted on the Center for Disease Control website to not spread the illness:

•Cover your mouth and nose with a tissue when you cough or sneeze.
•Put your used tissue in a waste basket.
•If you don't have a tissue, cough or sneeze into your upper sleeve, not your hands.
•Use a mask.

Remember to wash your hands after coughing or sneezing. 
Make good choices for yourself and others!  Here’s to a healthy and happy holiday season for all.
Flexible Spending Account Deadline – December 31, 2016
Employees who elected a Flexible Spending Account (FSA) for 2016 should incur eligible expenses by 12/31/16 and submit receipts for incurred expenses by 3/31/17.  Up to $500 of unused FSA funds will rollover to 2017, but these rollover funds will not be accessible until after the claim submission deadline.  Any FSA balance in excess of $500 by 12/31/16 will be subject to the “Use It or Lose It” policy!  Please visit to spend down your FSA funds on eligible expenses if needed.
W-2 Season - Update Your Personal Data

You will be receiving your W-2 for calendar year 2016 from ADP so please review and update your preferred email and mailing address via  > Myself > Personal Information > Personal Profile > Addresses.  Any address changes made after December 31, 2016 may not be reflected on your 2016 W-2, and your W-2 may be sent to your old address on file.

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