Time and Attendance Reporting

Procedure Administrator: Director of Disbursement Services

Authority:

Effective Date: February 24, 1975; September 6, 1977; May 30, 2009; August 10, 2010; October 8, 2020

Index Cross-References: Procedure 6153 – Leaves of Absence

Procedure File Number: 6119

Approved By: Dr. Harvey Kesselman, President

I. GENERAL GUIDELINES

The Payroll Department processes and approves employee timesheets using the Web Time Entry (WTE) software. Electronic approvals via WTE are used for the purpose of recording, verifying, and authorizing the payment of salary and overtime to employees. A time-clock system is an alternative software used for tracking employee time worked. The time-clock system produces a file each pay period that is imported into the WTE payroll system. The time-clock system may be utilized by departments at the discretion of the Divisional Executive.

The annual payroll calendar provides information on the pay periods, WTE due dates, and pay dates. This information can be found on the Employee tab of the University GoPortal.

II. RESPONSIBILITIES

A. Web Time Entry

Each employee assigned a WTE timesheet must submit their electronic timesheet, in the employee’s administrative unit, at the end of each pay period. Electronic
submission must be completed by the deadline identified on the annual payroll calendar. Time cannot be reported in less than 1/4-hour increments. Leaves of absence (vacation, sick, etc.) must be taken in accordance with University Procedure 6153 – Leaves of Absence.

All timesheets must be reviewed and approved by the authorized Budget Unit Manager by the deadline identified on the annual payroll calendar. Individuals that
are budget unit managers may not approve their own time entries.

B. Time-Clock Entry

Each employee assigned to submit time via the time-clock system must swipe in/out utilizing their University provided identification card. Supervisors must
review time reports, acknowledge time posted, and provide exception reports for errors or missing data. Department staff can assist with exception posting and tracking as required to complete submission.

Budget Unit Managers must review and approve time submitted through the time-clock system.

III. TIME REPORTING CATEGORIES

The following categories are to be used on the WTE system to record time:

• Comp Time Earned – Straight

• Student Federal Work Study
• Comp Time Earned – 1.5x

• Paid Sick Leave
• Furlough

• Comp Time Taken
• Court Duty

• Overtime Athletic Events 1.5
• Personal Leave

• Overtime Events Set-up
• Self-Directed Furlough

• Overtime – Holiday
• Sick Leave

• Overtime – Project Support
• Vacation

• Overtime – Regular 1.5
• Unpaid Leave

• Overtime – Straight Time 1.0
• Student Employees

• Union Activity

Other categories may be added from time to time as necessary or appropriate.

IV. CHANGE/CORRECTION OF TIME REPORTED

If a change or correction is required after time submission, a recap sheet must be completed by the employee, signed by the appropriate supervisor and/or Budget Unit Manager, and submitted to the Payroll Department.

V. EXCEPTIONS

In the event that the time reporting procedure must be modified due to a holiday, the Payroll Department will advise the campus community.

Review History:

Procedure Administrator 06/01/2020

Divisional Executive 06/16/2020

General Counsel 09/17/2020

Cabinet 10/08/2020

President 10/08/2020