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Time Sheets

Subject: TIMESHEETS
Section: HR
Part: Policy
b 10
Effective Date: 3/20/13


Statement

Timesheets are necessary to support the number of hours worked by the employee.  It is imperative that timesheets are filled in correctly and turned in on time.

Leave reports must be completed to reduce the University's risk of encountering audit findings and liability, and strengthen internal controls.

Deadlines outlined below must be firmly adhered to otherwise delays occur with the data entry and review processes; which has a domino effect on the entire payroll process.

SPA Non-Exempt Employees

a.    Employees must complete a paper timesheet for all hours worked and/or leave taken during the month, sign and submit timesheet to their supervisor by the last day of the month.

b.    Supervisors must review and approve their employees' paper timesheets, sign, and submit to the Human Resources Office by 5:00 pm on the 3rd calendar day of the following month.

c.    Shift Premium:  All shift premium is to be documented on the timesheet and will be included in the pay check issued at the end of the month.

d.    If the supervisor is not available to sign the paper timesheet, then the employee should follow the chain of command.  The Leave Coordinator will not enter the data contained on an employee's paper timesheet, without a supervisor's signature.

EPA and SPA Exempt Employees

a.    It is recommended that employees enter their leave taken on a daily or weekly basis.  All leave taken, or leave certification, must be entered in Banner Self Service and submitted to their supervisor on the last working day of the month.

b.    Supervisors must review and approve their employees' electronic leave reports by the 5th calendar day of the following month.

c.    If the department supervisor is not available to approve their employee's electronic leave report, then the supervisor must assign a proxy.  The Leave Coordinator will only approve electronic leave reports in rare circumstances, and only if supporting documentation is submitted. 

Temporary and Student Employees

a.    It is recommended that employees enter their hours worked on a daily basis.  All hours worked must be entered in Banner Self Service and submitted to their supervisor on a bi-weekly basis.  Electronic timesheets must be submitted prior to 8:00 am the Monday following the last day of the pay period (refer to the bi-weekly payroll calendar and web time entry due dates).

b.    Supervisors must sign-in to Banner Self Service to review and approve their employee's electronic timesheet submission.

c.    Paper timesheets will only be accepted in rare circumstances.

Request for Campus Leave Forms

a.    All supervisors are required to obtain written documentation (i.e. campus leave form) from their employees requesting campus leave.

b.    All supervisors are responsible for maintaining the request for campus leave documentation in accordance with the State and University Record Retention Policy (UNC System Records Retention Policy).

c.    Campus leave request forms will no longer be accepted at Human Resources, with the exception:  for Community Service, Jury Duty, and Military Leave must be submitted to the Human Resources Office.

 

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