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)

  • Michigan League & Pierpont Commons, General Fund – Mina Ajam
  • University Unions, Michigan Union & University Club, General Fund – Mandy Chedrick
  • General Fund Units – Shelli Aldrich-Reed, 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 timesheetonline no later than 12:00 NOONon 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.

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 3rdbusiness 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 Procedures10/19/2011