Timesheet Completion Procedures

PAYROLL TIMESHEET COMPLETION PROCEDURES

General Guidelines for ALL Timesheets

 Report Regular Hours worked and Exception Time in decimal form on a tenth of an hour basis. For example: Report 3.5 hours worked as 3.5 REG on the Timesheet.  Leave hours reported blank if no time was worked on a particular day  Do not record 0.0, on days not worked, just leave the fields blank.

Minutes Tenths Minutes Tenths 1 – 6 1 31 – 36 6 7 – 12 2 37 – 42 7 13 – 18 3 43 – 48 8 19 – 24 4 49 – 54 9 25 - 30 5 55 - 60 1.0

 Supervisor MUST review and approve each Timesheet. (See Guidelines below for Non-Exempt, Exempt, and Temporary Timesheet due dates) o Mina Ajam - Michigan League & Pierpont Commons, o Mandy Chedrick - University Unions, Michigan Union & University Club, All Ugo’s, and Bert’s Cafe o General Fund Units –Mandy Chedrick, and Mina Ajam

Guidelines for Regular, Non-Exempt Bi-Weekly Timesheet Data Entry  Pay period is Sunday – Saturday, 2 weeks per timesheet.  “REG – Regular” Time Reporting Code row – Enter actual hours worked per your work schedule.  “Exception Time” Row(s) – Enter exception time and reporting code as appropriate. Exception Time includes: Vacation, Sick, Funeral, Overtime, Holiday, Season Days, etc.  Add additional rows by clicking on the “+” on the far right hand side of the page  Enter your timesheet online no later than 12:00 NOON on Friday of an off pay week.  Notify your supervisor of necessary changes first thing on Monday morning.  Exception time can be entered up to 12 months in advance!  Approvers approve online timesheets by 10:00 am on Monday of the pay week.

NOTE: It is important that Timesheets are entered and approved on time. Late Time Reports result in incorrect Vacation/Sick accrual balances and Leave Balances will NOT be available online.

M: DSA HR Office/Human Resource Documents/Timesheet Procedures 04/12/2013 Guidelines for Exempt Staff – Monthly Timesheet  Pay period is 1st day of the month through the last day of the month.  Exempt staff members do NOT report regular hours worked.  Only record absences from your normal work schedule as Exception Time. Exception Time includes: Vacation, Sick, Funeral, Holiday, Season Days, etc.  If recording Holiday (HOL) exception time during the month, then DO NOT enter NOV “no variation from normal work schedule.”  Select NOV if you have no variance from your normal work schedule.  Enter your timesheet online by the 3rd business day of the following month.  Exception Time can be entered online up to 12 months in advance!  Approvers approve monthly timesheets by the 5th business day of the following month

NOTE: It is important that Timesheets are entered and approved on time. Late Timesheets will result in incorrect Vacation/Sick accrual balances and Leave Balances will NOT be available online.

Guidelines for Temporary, Work Study,– Bi-Weekly Timesheet  Pay period is Sunday – Saturday, 2 weeks per timesheet.  Enter hours worked on the first line of the time report.  Overtime is paid for only those hours worked over 40 in a week.  Record overtime on a separate line on the time report.

NOTE: It is important that Timesheets are entered and approved on time to insure that Temporary/Work Study employees are paid in a timely manner. Temporary/Work Study employees cannot be paid until they enter their hours worked, and their supervisor approves the online timesheet.

NO TIMESHEET = NO PAYCHECK

Late Timesheets  The Division of Student Affairs is placed on a “Late Timesheet” report for each Bi- Weekly and Monthly timesheet that is approved after the Payroll has run.  Late timesheets cause extra data entry for the Payroll Office.  Approval of late timesheets will result in incorrect reporting of Vacation and Sick accrual balances and can also result in incorrect payment to employees.

M: DSA HR Office/Human Resource Documents/Timesheet Procedures 04/12/2013