To: Department Managers and Timekeepers

MEMORANDUM

From: Cheryl Josler, Director of Shared Services Rita Murdoch, Director of Administrative Finance Center

Subject: Staff and Student Timesheet Process

Employees are one of Dartmouth's most important resources. Ensuring that everyone is paid correctly is therefore a critical responsibility of the individual employee, the supervisor and the payroll processors. With the implementation of the Finance Center some pieces of this process are changing so in addition to informing you of the changes we also wanted to take the opportunity to reiterate everyone's responsibility in making sure that people are paid correctly.

Beginning with the student payroll that is due at 9:00 AM on November 15, 2010 and the bi-weekly employee payroll that is due at 9:00 AM on November 18, 2010 here is the process. Note that because of the Thanksgiving holiday the bi-weekly employee payroll deadline is Thursday rather than Monday.

Employee: Responsible for accurate and timely completion of the timesheet (http://www.dartmouth.edu/~control/forms/timesheets.html)  Using the on-line Excel timesheet complete the information. Complete the timesheet on-line so that it correctly calculates hours.  Print and sign the timesheet  Deliver the signed timesheet to your supervisor

Supervisor: Responsible for making sure the timesheet information is correct, that all timesheets are collected and delivered for processing  Review each timesheet to insure that the information is accurate  If the timesheet is incorrect or incomplete work with the staff member to correctly complete the timesheet  When the timesheets are correct sign them  Gather all of the timesheets for your area  Ensure delivery of the timesheets to the Finance Center before the timesheet cut off time, normally Monday's at 9:00 AM. There is a box for timesheets on the 1st floor of Blunt Alumni Center. Come in the main door and take a right the box is on your right. Timekeepers: Responsible for providing information to the supervisors from the Time Turnaround Document about employee personal and vacation balances. Note: This function with move to the supervisor once additional system changes are implemented.  Receives Time Turnaround Document  Distributes information to supervisors

Finance Center: Responsible for review and accurate data entry of employee time into the payroll system.  Retrieves timesheets from the timesheet collection box  Reviews for completeness and accuracy  Data enters time into the payroll system

Payroll/EIS: Responsible for verification of time entry and production of payroll.

Thank you for your support and patience as we work through transitions in Dartmouth's administrative processes. If you have questions about the process as it is outlined please feel free to contact one of us or Janet Gilson, Operations Manager in the Administrative Finance Center.