Payroll Time Sheet Submission
RELATED POLICY STATEMENT(S):
July 1, 1993
January 31, 2007
This procedure is designed to provide guidance to departments in submitting time sheets to support periodic payroll processing.
Biweekly Time Sheet
Sick, Vacation and Holiday Hours Report
Biweekly time sheets are received by the department from Payroll when the previous period's time sheets are turned in for processing. Each employee completes the time sheet in pencil and signs the time sheet in ink. (Completion instructions can be found on the back of the time sheet.) The departmental supervisor or designee then reviews and approves the form in ink.
All time sheets for the department are grouped together and a Control Sheet is prepared to summarize the data from the time sheets. The Control Sheet and the time sheets are placed in an envelope marked "Biweekly Time Sheets" and delivered to the designated collection points by 11 a.m. on the Friday one week prior to the biweekly pay day.
Monthly payroll is processed on an exception basis that assumes all employees will be paid for the month unless exceptions are submitted on the Sick, Vacation and Holiday Hours Report. New copies of these forms listing monthly employees are mailed out by the Payroll Department on the first of each month. The department should complete the Hours Report noting exception hours for the month just ended. These forms are also used to report total hours worked for non-full time employees. After the forms have been reviewed and approved by the department head, chairperson or designee they must be returned to the Payroll Department by the 15th of the month. Adjustments for time off are processed in arrears, so time taken in one month will not be reflected until the following month's paycheck. For example, holiday time reported for the month of December will be processed in January and reflected on the February 1st paystub.