The time sheet is used by all non-exempt full and part time employees and students to account for hours in a work week. Each time sheet covers a one week period. Full time and part time employees are paid for the current pay period starting Monday and ending Sunday after pay day. Pay checks are available for distribution on the following Friday.
All individuals are required to record the exact time they start and stop work, except for paid breaks. Individuals must record time in and out when they go to lunch or whenever they leave campus, unless it is to carry out assigned tasks.
The employee record must record the time they arrive to start work, leave for lunch periods, and stop work. If you leave campus for personal reasons, this time must also be recorded. At the end of each day, record the total numbers of hours worked in the appropriate column.
Employees' time sheets are due in the payroll office the first thing on Monday mornings unless a modified schedule is posted due to holidays. Time sheets received after this deadline will be processed on the next pay period. Represented clerical employee timecards may be obtained in the Payroll Office. Student timecards may be obtained in the Financial Aid Office.
Timecards for maintenance employees are available from your supervisor.A few reminders regarding time sheets:
- Time must be recorded in INK, not pencil.
- All individuals are required to record the exact time they start and stop work, except for paid breaks. Individuals must record time in and out when they go to lunch or whenever they leave campus, unless it is to carry out assigned tasks.
- The department name should be written to identify the department that the hours should be charged to.
- All employees are required to sign their time sheet, accurately calculate the total hours per day, and ensure the accuracy of the totaled hours per day and per week. Supervisors are required to review time sheets for accuracy and sign the time sheet indicating approval of hours worked and authorization to pay. Supervisors should submit time sheets to the Payroll Department.
The accuracy of hours totaled is extremely important. Inaccurate time records resulting in underpayments/over payments could result in fines and penalties assessed to the University. This could jeopardize the University's federal work-study grant.
Your cooperation in following these guidelines and meeting the payroll deadlines will ensure the accurate and timely processing of all time sheets.