Each Department is responsible for printing the timesheets for each of their employee. An exception will be made for those Departments which are outlying and do not have access to an SAP designated printer. The University Payroll Office will print and mail time sheets to those areas.
All timesheets and leave slips must be signed by the employee and his/her supervisor.
Timesheets and all supporting documents i.e. leave slips must be retained by the department for a duration of four years with the exception of six years for work study students. In addition the records for any grant funded positions must be retained for two years beyond the completion of the audit.
The University Payroll Office will enter time for Departments that are in outlying areas and do not have access to SAP Payroll, for departments who are on different campuses where the employee is active in a position on both campuses and in emergency circumstances. All departments must have a back-up person to enter time. Timesheets that are sent or Faxed (472-0134) to the Payroll Office for time entry must be received in the Payroll Office by noon on Friday of each week. The only exception to this rule is holiday scheduling or other circumstances which may cause an early submission time. The Payroll Processing Schedule indicates the deadlines.
Timesheet information must be legible. The timesheet shall contain: employee name, social security number, personnel number, position number, cost center, pay period dates and number of hours worked each day of the pay period. The total hours worked must also contain the wage type i.e. ropl, fnl, vac etc. If you have a new hire and you cannot print a time sheet for the individual or if the University Payroll Office prints your time sheets and you did not receive a preprinted time sheet for an employee, you may print a blank one from SAPPHIRE-Payroll/Time Management. All of the pertinent information indicated above must be indicated on the timesheet.
The department time entry deadlines are indicated in the Payroll Processing Schedule. Hours must be entered three days prior to the final lockdown date as indicated in the Payroll Processing Schedule. For new employee/appointments time should not be entered until the employee/appointment has been entered into the payroll system by Data Entry. (DO NOT ENTER TIME FOR AN EMPLOYEE IF THE ASSIGNED POSITION NUMBER IS NOT ACTIVE IN THE DATA BASE.) Keep in mind that an employee may have more than one position number. Each Department is responsible for checking on-line to verify that the PAF or employee information has been entered.
If a department is printing or receiving a time sheet for someone who is no longer employed by their department, the department shall:
Process a PAF immediately if one had not already been completed
If an employee has transferred a PDF must be completed reflecting the employee's new department address
All departments must run a Wage and Hour Report the day after the time has been entered regardless if the department or the Payroll Office enters the time. An exception to this would be those outlying areas which do not have access to SAP. This report is required and is used to audit the actual hours input into the system as compared to the actual timesheets. If there is a discrepancy the department must make the correction or notify the Payroll Office immediately. After the correction has been made the department shall run another Wage and Hour Report the following day to verify that the correction was processed correctly.
The University Payroll Office will notify the department by e-mail or in some instances by phone of an edit which is stopping the biweekly payroll from processing. It is the responsibility of the Department to immediately make the correction. If assistance is needed the Department must immediately contact the Payroll Staff person who sent the email. Each University Department is responsible to have a back-up person who can correct any edits.
Monthly Exception Reports:
All Monthly Exception Reports and the supporting documentation i.e. leave slips must be retained by the Department for four years. The reports and leave slips must be signed by the employee and the immediate supervisor. The Monthly Exception Report time period is from the 15th to the 15th of each month.
Monthly Exception Report information must be legible. The report shall contain the department name, employee name, personnel number, date from and date to relating to the exception, wage type, the number of hours and the signature of the employee and his/her supervisor.
The Monthly Exception Report and all supporting documents i.e. leave slips must be retained by the department for a duration of four years with the exception of six years for work study students. In addition, the records for for grant funded positions must be retained for two years beyond the completion of the audit.
All Monthly Exception Report input must be entered by the last day of the final. Refer to the Payroll Processing Schedule as to the dates. All salaried employees must have floating holidays reported on a leave slip and posted into the system. Normal holidays do not require a leave slip and are not posted into the system for monthly employees. It is each department's responsibility to run the Wage and Hour Report for verification that the information was input correctly. If an error has been made, it is the responsibility of the department to detect it via the Wage and Hour report. The error must be corrected by the department or they must call the Payroll Office immediately for assistance. It is the department's responsibility to run a new Wage and Hour Report the day after the correction was made from which the department will verify that the correction was processed correctly. It is also the department's responsibility to verify that the PAF or employee information has been entered into the system.
The University Payroll Office will notify the department by e-mail or in some instances by phone of an edit which is stopping the monthly payroll from processing. It is the responsibility of the Department to immediately make the correction. If assistance is needed the Department must immediately contact the Payroll Staff person who sent the email. Each University Department is responsible to have a back-up person who can correct any edits.
