Responsibilities
Non-Exempt Employees are responsible for making a daily record of their hours worked and ensuring that such information is accurately presented on their time sheets. Time sheets must be submitted for all active employees even if the employee did not work during that pay period.
Salary/Exempt Employees are not required to document hours worked on a payroll record sheet however, leave time taken must be reported on an approved Leave of Absence form.
All employees must submit the appropriate time sheets to their supervisor by the prescribed deadline. Employees must submit a timesheet in advance of the deadline if they plan to be on leave or otherwise out of the office on the day time sheets are due. An employee on sick leave on the day time sheets are due generally should telephone his or her supervisor to coordinate the preparation of a time sheet.
Supervisors are responsible for training all new hires on how to complete a time sheet. Supervisors must review time sheets completed by their employees for completeness and accuracy. Supervisors assure that all reported items are accurate and correct and they assume responsibility of such. Specific items supervisors must review include:
(a) Mathematical accuracy;
(b) Discrepancies with actual hours worked by the employee;
(c) Discrepancies with leave authorized by the supervisor during the period covered by the time sheet;
Supervisors who will be out of the office on the day time sheets are due should make arrangements with their immediate supervisor or other individual designated by that supervisor to assure the supervisor's time sheet duties are completed during their absence.
Due Dates
The HR department makes exceptions related to holidays, but generally is based on the following sequence of events:
• Employees are responsible for submitting time sheets to their supervisors at the end of each pay period.
• Supervisors must ensure that all time sheets are completed and sent to the HR department.
• The HR department must receive time sheets by 10:00 a.m. on Monday following the pay period.
• Paychecks will usually be distributed on Thursday following the two-week pay period.
Request for Leave
Leave time will be approved and documented by the supervisor, on an approved Leave of Absence form, when taken. This form should be submitted with the employee time sheet at the end of the pay period.
Discipline
The accurate recording of employee's working hours is a serious matter. Employees who falsify information relating to their working hours are subject to discipline up to and including termination from employment.
Employees are responsible for submitting their time sheet by the prescribed deadline. Supervisors are ultimately responsible for ensuring that all the employees they supervise submit their time sheet by the prescribed deadline. Failure to adhere to these deadlines will result in disciplinary action up to and including termination from employment for each responsible party.