College of Health & Human Sciences – Timecard Processing updated 2/20/2018

Non-exempt staff

What to Do / Who / How to Do It
1 / Provide timecards to non-exempt staff / HHS Business Office HR Employment Center / The HHS HR Employment Center will prepare and send via email an Excel copy of the electronic timecard to all employees. This will be completed at their hire time and each new fiscal year.
2 / Complete timecard and signature / Employee /
  • Complete timecard in ink or electronically
  • Corrections must be initialed by employee (white out is NOT allowed).
  • Sign timecard in ink (electronic signatures are NOT allowable)
  • Give timecard to supervisor

3 / Review and sign timecard / Supervisor /
  • Timecards are to be completed in ink or electronically
  • Correct any errors
  • Corrections must be initialed by employee and supervisor (white out is not allowed).
  • Sign timecard in ink (electronic signatures are NOT allowable)
  • Submit timecard to your departmental Business Office

4 / Collect/review timecards at the end of the two week period / Departmental Business Office /
  • Make sure timecard is fully completed: Name, PUID, PERNR, Org Unit, Pay period, cost distribution
  • Make sure all corrections are initialed by the employee and supervisor
  • Separate timecards by pay period and alphabetize by last name
REMINDER:
  • Flexible Work Schedule - Infrequent
  • Time to be made up cannot be carried into another work week.
  • All hours worked over 40 in the work week must be paid at the overtime rate (hours worked include all hours paid for holidays)
  • The department head or designee must approve the schedule in advance of its implementation.
  • Flexible Work Schedule - Continuing Basis
  • Must be approved in advance by completing the Application for Approval of a Flexible Schedule.

5 / Gain Employee or Supervisor signature, if employee or supervisor have not signed the timecard prior to submitting it to the HHS Business Office HR Employment Center. / Departmental Business Office /
  • Keep the original timecard and work with the employee or supervisor to gain their signature.
  • Make a copy of the timecard and submit it to the HHS Business Office HR Employment Center.
Once signature is obtained
  • Put a post-it note on the timecard “Copy submitted on (insert date), for time entry”.
  • Submit the original timecard with note to the HHS Business Office HR Employment Center.

6 / Correcting Errors, if errors cannot be corrected prior to submitting them to the HHS Business Office HR Employment Center. / Departmental Business Office /
  • Department keeps a copy the timecard until error is resolved.
  • Put a post-it note on the original timecard identifying the error.
  • Submit the original timecard to the HHS Business Office HR Employment Center.
  • The department business office will correct the error and notify the HHS Business Office HR Employment Center of the correction.

7 / Sort timecards / HHS Business Office HR Employment Center /
  • Sort by Pay Period, Org. Unit, Name
  • Flag any timecards with notes

8 / Review and Enter Time / HHS Business Office HR Employment Center /
  • Review timecards that are flagged with notes to see what action is needed.
  • Review hours recorded as leave to verify hours are available.
  • Enter time into CATS
  • Prepare Biweekly Time Certification
  • Flag and follow up on any timecards that need signatures (these should be copies; the department should have the original until all signatures are obtained).
  • Flag and follow up on any timecards with outstanding errors (work with the department business office to get these resolved).

9 / File timecards / HHS Business Office HR Employment Center /
  • File timecards

Resources

Flexible Work Arrangement:

Flexible Work Schedule Policy for Non-Exempt:

Overtime Policy:

February 2018