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Section 8: Payroll and Fringe Benefits

Timekeeping

Effective Date:

05/01/2014

Approved By:

Associate Vice President for Financial Affairs

Last Revised On:

06/22/2018

For Assistance Contact:

Director of Payroll Management Services

PURPOSE/SCOPE

This guideline outlines the responsibilities of employees, supervisors, timekeepers and the Payroll Services Office for documenting hours worked, absences taken and other timekeeping information for University of Texas at San Antonio (UTSA) employees. Timekeeping can be tracked and approved using either hard copy forms or electronic SharePoint forms.

AUTHORITY

Texas Government Code:

UNIVERSITY GUIDELINES

Table of Contents

A. Role of the Timekeeper

The Timekeeper acts as a liaison between the Timekeeper’s assigned department(s) and the Payroll Office (Payroll). The timekeeper must be an employee who is able to fulfill all aspects of the roles and responsibilities included in this guideline and also can have access to sensitive and confidential employee data.
The role of liaison includes but is not limited to:

  • Being the key person responsible for timely time and absence data entry into UTShare/PeopleSoft
  • Communicating relevant information received from Payroll to employees in the assigned department(s).
  • Understanding state and federal requirements and UTSA policies and procedures related to timekeeping; informing assigned departments of the importance of adhering to these requirements; and providing notice to supervisors of noncompliance

B. Department Authorization of Timekeepers

Departments provide authorization to timekeepers by submitting a UTSA UTShare/PeopleSoft Departmental User Access Form. This form is used to establish, modify or remove access to timekeeping in UTShare/PeopleSoft.

A minimum of two Timekeepers are required for each department. Timekeepers may not enter their own time worked or absences taken.

C. Employee Responsibilities

  1. Work their scheduled hours
  2. Submit weekly timesheets to immediate supervisor in a timelyand accurate manner
    • “Punch Time” employees must include “In” and “Out” times
    • “Elapsed Time” employees must acknowledge they worked their scheduled hours, or report any exceptions to the scheduled hours
  3. Notify immediate supervisor of any adjustments to the current work schedule
  4. Communicate to immediate supervisor any absence events or changes in work time in a timely manner
  5. Make any modifications indicated by Timekeeper on returned timesheets and submit revised timesheets

D. Supervisor Responsibilities

  1. Create a departmental procedure to help ensure awareness of time worked and absences taken by department employees
  2. Establish and modify employee work schedules to meet department operational needs
  3. Review each employee’s timesheet for accuracy and appropriateness on a weekly basis
  4. Approve or deny absence requests and verify that all time worked is reported accurately and completely
  5. Monitor employees’ accrued hours of state and overtime compensatory balances and ensure employees do not exceed regulatory limits
  6. Assign absences taken to appropriate absence categories
  7. Ensure that timekeeping for attendance and absences is in compliance with relevant policies, procedures and other requirements, and provide guidance to employees when needed
  8. Reject and/or modify inaccurate employee timesheets, discuss the reasons for changes with the employee, and acquire employee’s approval of corrected timesheets
  9. Approve employees’ timesheets and submit final approved timesheets to the Timekeeper by Payroll deadlines
  10. Designate an alternate approver if time away from the office is anticipated

E. Timekeeper Responsibilities Prior to Timesheet Entry

  1. Ensure all timesheets are received from assigned department(s) on a timely and regular basis
  2. Ensure timesheets are completed accurately and completely and timely
  3. If a paper timesheet is used, ensure that information provided on the timesheet is printed legibly
  4. Verify Position/Title listed is correct for the work performed
  5. Verify weekly reportingdates correspond to the hours being reported
  6. Ensure the timesheet is approved by the employee and the employee’s supervisor
  7. Ensure beginning and ending work times listed for “Punch Time” employees are completed accurately with an “In“ and “Out“ punch for each reported day.
  8. Ensure acknowledgement of working assigned schedule and/or reporting exceptions and absences for “Elapsed Time” employees is completed
  9.  Return timesheet with error(s) noted to the employee’s supervisor for corrections(timekeeper does not have authorization to modify timesheets)
  10. Reconcile department total timesheet count with total number of employees who worked during the period, and develop a departmental communication procedure for late timesheets, missing/late signatures, and corrections.

F. Timekeeper Responsibilities for Initial Timesheet Entry and Post-Entry Activities

  1. Enter supervisor-approved time and absences for all assigned employees on a weekly basis and at the end of pay periods
  2. Review and correct system-generated exceptions in a timely manner
  3. Communicate with Payroll and Leave Administration in Human Resources (HR) to correct exceptions related to leave balances. Payroll oversees payment, overtime and compensation time balances. Leave Administration in HR oversees vacation, sick and other types of leave.
  4. Refer employees to payroll-related information in the UTSA Handbook of Operating Procedures (HOP), Financial Management Operational Guidelines (FMOG) and other relevant sources
  5. Provide notice of absence or compensatory time taken more than 90 days prior to or 30 days after the attempted date of entry to Payroll and HR.
  6. Ensure timesheets are submitted by Payroll deadlines and are in compliance with federal, state, and UTSA requirements

G. Payroll Responsibilities

  1. Process approved schedule change requests in accordance with FMOG - Work Schedule Changes
  2. Promptly respond to requests from Timekeepers
  3. Provide additional instructions to departments when necessary
  4. Research and resolve any pay-related discrepancies in a timely manner

DEFINITIONS

Term Description
UTShare/PeopleSoft Shared system used to perform university business functions.
Punch Time Employee A time period segment recording the beginning time and end time of work reported by Positive Time Employees.
Elapsed Time Employee Employees that are assigned a schedule and report exception time and absence events.

REFERENCES/LINKS

RELATED FORMS/WORKSHEETS

  1. Time Sheet Elapsed
  2. Time Sheet Punch
  3. UTShare/PeopleSoft Departmental User Access Form (SharePoint log in is required: for technical assistance contact the PeopleSoft Support and Sustainment Center)

REVISION HISTORY

Date Description
06/22/2018 Updated for changes in timekeeping procedures.
10/07/2014 Updated Related Forms/Worksheets section to include Departmental User Access form.
05/01/2014 FMOG created.

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