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Policies and Procedures

Procedure 1102.1 – Maintaining Employee Timecard within TIM for transmission to the Payroll System

Effective
January 9, 2004
Last Updated
December 9, 2011
Responsible University Officer
Director of Payroll Services
Responsible Unit
Payroll Services

Procedure Statement

Employee timecards are approved by the manager and sign off is processed by the TIM Administrator. The hours within the employee’s timecard are transmitted to the Payroll System on the Wednesday following the end of the pay period.

Forms and Instructions

Timecard Overview

1. Maintaining Your Individual Employee Timecard within TIM

Related Data item 1102.1rd is a chart that explains default options and elected options available for the various employee classifications and how they will process time in the TIM system. For those classifications that show “No” under the Payroll Auto Pay column, a timesheet is required to be completed for time worked.

Daily Input

SPA Student, Temporary, and Permanent Non-Exempt Employees (set to capture) should ensure at the start and end of each work period that their times in and out are captured in TIM. The times in and out for each day should accurately reflect the time the employee started work, the time the employee stopped work, and if taken by the employee, the times out and in for a meal break.

SPA Permanent Non-Exempt Employees (not set to capture) should enter their times in and times out in their timecards in TIM on a daily basis to ensure accuracy and completeness. The times for each day should reflect the actual time the employee started work and the actual time when the employee stopped work. Actual times out and in for meal breaks should be recorded daily as well.

If the Time Off Notification process is not required, leave taken by SPA Permanent Non-Exempt Employees should be entered in advance or as soon as possible in their timecards in TIM.

Following this business practice will reduce the risk of inaccuracies in the timecard and late or incorrect payment to employees for hours worked or leave taken.

Additional instructions and documentation can be found on the TIM Training website.

2. Employee and Manager Approval and TIM Administrator Sign Off of Timecards

1. SPA Employees should approve their timecards in TIM each biweekly pay period. The biweekly deadline for employee approval in TIM is determined and communicated to employees by the department or division management.

2. Managers of Student, Temporary, and SPA Non-Exempt employees should review, edit (if needed), and approve their employees’ timecards in TIM each biweekly pay period. The biweekly deadline for manager approval in TIM is determined and communicated to managers by the department or division management.

3. TIM Administrators are required to Sign Off all SPA timecards in the previous biweekly pay period by 5:00PM on the first Tuesday after the previous pay period ends.

As the Manager Approval and TIM Administrator Sign Off deadlines approach, Managers and TIM Administrators should utilize the ‘Pay Period Close’ genie under the Timekeeping tab in TIM to identify and then work to obtain missing employee and manager approvals for the previous pay period.

  • Managers, who approve timecards that have not been approved by the Employee, should run and print a Time Detail Report of the pay period not approved, have the employee sign the printed report, and place it in the employee’s file.
  • Managers, who do not approve an employee’s timecard before it is signed off by the TIM Administrator, should run and print a Time Detail Report of the pay period not approved, sign the printed report, and place it in the employee’s file.
  • TIM Administrators may also run and print Time Detail Reports of the pay period not approved.

It is recommended that EPA Permanent Employees approve their timecards for the previous month in TIM on a monthly basis. The monthly deadline for EPA employee approval in TIM is determined and communicated to employees by the department or division management. TIM Administrators are required to sign off EPA timecards for the previous month by the 25th of the current month.

See the TIM Manual Part 2 on the TIM website for more information.

Completeness Check for Leave Reporting

It is recommended that Permanent Exempt Employees process their leave taken and approve their timecards directly in TIM each pay period to indicate completeness. However, some departments allow the entry of leave taken to be processed by a TIM Administrator. Typically, this is done for EPA Faculty or Senior Officer Employees who are not managers and therefore, may not log into TIM.

In such instances when a TIM Administrator makes entries in TIM for an Exempt Employee, a leave record approved by the employee shall be maintained on file each pay period (SPA-biweekly, EPA-monthly), even if no leave was used. The TIM Administrator may use a Time Detail or Accrual Detail report in TIM for the approval and filing process.

Supporting Documentation

When a TIM Administrator makes entries in TIM for an Exempt Employee, the supporting documentation, such as the employee’s email to the TIM Administrator with the leave information, shall be maintained on file in accordance with the record retention policy of three years.

Additional instructions and documentation can be found on the TIM Training website.

  • 1102.1.1f – TIM Administrator Access Request Form
  • 1102.1.2f – TIM Teletime Authorization Form
  • 1102.2.1f – Payroll Exception Sheet

Related Data

For Payroll Exceptions

  • 1102.2 – Reporting Payroll Exceptions

History

Revised:
December 9, 2011
August 18, 2009