Timekeeping

Purpose/Scope

Authority

University Guidelines

Table of Contents

1. Employee Timekeeping Rules
2. Employee Responsibilities
3. Supervisor Responsibilities
4. Facilities and Police Departments
   
   1. Role of the Timekeeper
   2. Department Authorization of Timekeepers
   3. Timekeeper Responsibilities Prior to Timesheet Entry
   4. Timekeeper Responsibilities for Timesheet Entry and Post-Entry Activities
5. Payroll Responsibilities

Most employees enter their hours into the PeopleSoft Time and Attendance module.

Facilities and Police employees enter their hours into SharePoint timesheets. See Facilities and Police Departments.

Employees must enter and submit their hours worked in a timely and accurate manner:

• Hourly / Work Study / Salaried Non-Exempt employees must complete weekly “Punch” timesheets, including “In” and “Out” times for each day.
• Salaried Exempt / Exempt Classified employees must complete weekly “Elapsed” timesheets, noting all time worked and any exceptions/absences (e.g., sick leave, vacation leave).
• Administrative & Professional employees must complete monthly "Elapsed" timesheets, noting any exceptions/absences (e.g. sick leave or vacation leave).
• Facilities / Police Administrative & Professional employees must complete “Monthly Salaried A&P” timesheets in SharePoint, noting any exceptions/absences (e.g. sick leave or vacation leave).

See Payroll timesheet deadlines , How Do I Look Up My Employee Classification, and job aids and user guides.

1. Work their scheduled hours
2. Notify their supervisor of any adjustments to their current work schedule
3. Communicate to their supervisor any absence events or changes in work time in a timely manner
4. Make and submit any modifications indicated by their supervisor if timesheet is denied or pushed back

D. Facilities and Police Departments

The timekeeping processes in this section are specific to the Facilities and Police departments. The general processes described in the rest of this guideline also apply.

1. Role of the Timekeeper

Departments using SharePoint timesheets have timekeepers who enter employee time into PeopleSoft. Timekeepers also act as a liaison between the timekeeper's assigned department(s) and Payroll.

The timekeeper must be an employee who is able to fulfill all aspects of the roles and responsibilities included in this guideline and who can have access to sensitive and confidential employee data.

The timekeeper role includes but is not limited to the following:

• Being the key person responsible for timely time and absence data entry into PeopleSoft
• Communicating relevant information from Payroll to department employees
• 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

2. Department Authorization of Timekeepers
Departments authorize, modify or remove access to PeopleSoft timekeeping  by submitting the UTShare/PeopleSoft Departmental User Access Form. 

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

3. Timekeeper Responsibilities Prior to Timesheet Entry

1. Ensure timesheets are completed accurately, completely and timely (see Employee Timekeeping Rules)
2. If a paper timesheet is used, ensure that information provided on the timesheet is printed legibly
3. Verify Position/Title listed is correct for the work performed
4. Verify reporting dates correspond to the hours being reported
5. Ensure the timesheet is approved by the employee and the employee’s supervisor
6. Ensure In and Out entries for each reported day are completed accurately for Salaried Non-Exempt / Hourly / Work Study employees
7. Ensure acknowledgement of time worked and reporting of exceptions/absences for Salaried Exempt / Exempt Classified employees
8. Ensure reporting of exceptions/absences for Administrative & Professional employees
9. Return timesheet with error(s) to the employee’s supervisor for corrections (the 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

4. Timekeeper Responsibilities for Timesheet Entry and Post-Entry Activities

1. Enter supervisor-approved time and absences for all assigned employees in accordance with Employee Timekeeping Rules above
2. Review and correct system-generated exceptions in a timely manner
3. Communicate with Payroll, and Leave Administration (part of People Excellence), to correct exceptions related to leave balances. Payroll oversees payment, overtime and compensation time balances. Leave Administration oversees absence events such as vacation, sick and other types of leave.
4. Refer employees to payroll-related information in the UTSA Handbook of Operating Procedures (HOP), Financial Guidelines and other relevant sources
5. Ensure timesheets are submitted by Payroll deadlines and are in compliance with federal, state, and UTSA requirements

E. Payroll Responsibilities

1. Process approved schedule change requests in accordance with Financial Guideline — Work Schedule Change Request
2. Promptly respond to requests from employees, supervisors and timekeepers
3. Provide additional instructions to departments when necessary
4. Research and resolve any pay-related discrepancies in a timely manner