Complete Your Timesheet

How to Complete Your Timesheet

The Texas Government Code Chapter 661, the UTSA Handbook of Operating Procedures (HOP) 4.29 and the Timekeeping Financial Guideline require non-faculty employees to record and report hours worked in a timely and accurate manner. Timesheet deadlines vary by employee classification. Use the Find Employee Classification job aid for instructions on how to look up your employee classification type in PeopleSoft.

Employee Classification Types

Administrative & Professional (A&P) employees submit  monthly timesheets. For example, the time worked for August 1–31 will be submitted in September after the calendar period ends.

Classified employees submit weekly timesheets and include

• Classified Salaried Exempt and Non-Exempt: view timesheet deadlines
• Classified Hourly, Student Hourly (includes Work Study): view timesheet deadlines

Employees submit timesheets directly into PeopleSoft Time and Attendance. Submitted timesheets route to your supervisor for review and approval in PeopleSoft.

Timekeepers continue to enter sick absences for faculty in PeopleSoft.

Missing Timesheets

A monthly automated report identifies employees who have missing timesheets. The report is sent to the respective Business Service Centers on the 10th of each month. The report only includes data through midnight on the 9th of each month. Timesheets submitted after the 9th are not reflected on the report.

The missing timesheet report cannot distinguish between non-standard or assigned work schedules. As a result, employees with non-standard work schedules may appear on this report even if timesheets were submitted. If that is the case, these can be disregarded.

Employee Instructions for Submitting Past-Due Timesheets

How do I submit past-due timesheets?

• Timesheets up to 90 days past due: Log in to PeopleSoft Time and Attendance to submit missing timesheets.
• Timesheets more than 90 days past due: Must complete a manual timesheet.
  • Manual Timesheet form
  • Job Aid: Employee Instructions for Completing a Manual Timesheet

Supervisor Instructions for Reviewing and Approving Past-Due Timesheets

How do I approve past-due timesheets?

• Timesheets up to 90 days past due: Log in to PeopleSoft Time and Attendance to review and approve.
• Timesheets more than 90 days past due: Must be reviewed and approved manually.
  • Job Aid: Supervisor Instructions for Reviewing and Approving Manual Timesheets
  • Cover Memo for Submitting More Than Five Weeks of Past-Due Timesheets

Job Aids Are Available for Employees and Supervisors

Visit the Payroll Training page to download the job aids and view video tutorials.

For specific PeopleSoft questions email  UTS Tech Cafe or call ext. 5555