|Effective:||05/01/14||Approved By: Senior Associate Vice President for Financial Affairs and Chief Financial Officer|
For Assistance Contact: Director, Payroll Management Services
This guideline outlines the responsibilities of employees, supervisors, timekeepers and the Payroll Management Services Office (Payroll) for documenting hours worked, absences taken and other timekeeping information for The University of Texas at San Antonio (UTSA) employees. Timekeeping can be tracked and approved using the UTShare/PeopleSoft (PeopleSoft) Time and Attendance module.
Faculty (and College of Sciences Graduate Research Assistant and Graduate Teaching Assistant) pay is spread over the period of appointment. These groups do not complete timekeeping.
Table of Contents
- Employee Timekeeping Rules
- Employee Responsibilities
- Supervisor Responsibilities
- Facilities and Police Departments
- Payroll Responsibilities
Most employees enter their hours into the PeopleSoft Time and Attendance module.
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).
- Work their scheduled hours
- Notify their supervisor of any adjustments to their current work schedule
- Communicate to their supervisor any absence events or changes in work time in a timely manner
- Make and submit any modifications indicated by their supervisor if timesheet is denied or pushed back
- Create a departmental procedure to help ensure awareness of time worked and absences taken by department employees
- Establish and modify employee work schedules to meet department operational needs
- Review each employee’s timesheet for accuracy, appropriateness and completeness (see Employee Timekeeping Rules)
- Approve or deny absence requests
- Review absences taken to ensure assignment to appropriate absence categories
- Monitor employees' accrued hours of state and overtime compensatory balances and ensure employees do not exceed regulatory limits
- Ensure that timekeeping for attendance and absences is in compliance with relevant policies, procedures and other requirements, and provide guidance to employees when needed
- Deny or push back inaccurate employee timesheets, discuss the reasons for changes with the employee, and obtain corrected timesheets
- Approve employees’ timesheets by Payroll deadlines:
- Via PeopleSoft’s Time and Attendance module
- Facilities and Police supervisors: Submit final approved timesheets to the timekeeper
- Designate an alternate approver if time away from the office is anticipated
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
- Ensure timesheets are completed accurately, completely and timely (see Employee Timekeeping Rules)
- If a paper timesheet is used, ensure that information provided on the timesheet is printed legibly
- Verify Position/Title listed is correct for the work performed
- Verify reporting dates correspond to the hours being reported
- Ensure the timesheet is approved by the employee and the employee’s supervisor
- Ensure In and Out entries for each reported day are completed accurately for Salaried Non-Exempt / Hourly / Work Study employees
- Ensure acknowledgement of time worked and reporting of exceptions/absences for Salaried Exempt / Exempt Classified employees
- Ensure reporting of exceptions/absences for Administrative & Professional employees
- Return timesheet with error(s) to the employee’s supervisor for corrections (the timekeeper does not have authorization to modify timesheets)
- 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
- Enter supervisor-approved time and absences for all assigned employees in accordance with Employee Timekeeping Rules above
- Review and correct system-generated exceptions in a timely manner
- 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.
- Refer employees to payroll-related information in the UTSA Handbook of Operating Procedures (HOP), Financial Guidelines and other relevant sources
- Ensure timesheets are submitted by Payroll deadlines and are in compliance with federal, state, and UTSA requirements
- Process approved schedule change requests in accordance with Financial Guideline — Work Schedule Change Request
- Promptly respond to requests from employees, supervisors and timekeepers
- Provide additional instructions to departments when necessary
- Research and resolve any pay-related discrepancies in a timely manner
|04/09/21||Significant updates throughout to reflect the use of PeopleSoft self-service timesheets, and the continued use of SharePoint/IWS timesheets by Facilities and Police employees.|
|04/04/19||Updates throughout the Financial Guidelines to reflect changes in timekeeping rules and processes|