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Section 8: Payroll and Fringe Benefits

Timekeeping

Effective Date:

05/01/2014

Approved By:

Lenora Chapman, Associate Vice President, Financial Affairs

Last Revised On:

05/01/2014

For Assistance Contact:

Payroll Office

PURPOSE/SCOPE

This guideline outlines the responsibilities of employees, supervisors, Timekeepers and the Payroll Office for documenting  hours worked, absences taken and other timekeeping information for UTSA faculty and staff.  

AUTHORITY

  • Texas Government Code
    •  Chapter 662 Subchapter A - Holidays for State Employees
    •  Chapter 661 Subchapter A - State Employee Sick Leave Pool
    •  Chapter 658 - Hours of Labor
    •  Chapter 659 Subchapter F- Method and Frequency of Payment

     


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 role of liaison includes:

  • Being the key person responsible for time and absence data entry
  • 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
  • Providing information to Payroll on UTShare/PeopleSoft usage

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 access to timekeeping in UTShare/PeopleSoft.  Modification or removal of a Timekeeper’s access must be accompanied by a UTSA UTShare/PeopleSoft Departmental User Access Form.

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 timely manner
    1. “Punch Time” employees must include “In” and “Out” times
    2. “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. Report time worked and absences taken accurately and completely
  6. 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 signatory acknowledgment 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
  11. Initiate an Off-Cycle Check Request when a missing timesheet(s) causes a pay discrepancy that creates a financial hardship for the employee. See Financial Management Operational Guideline (FMOG) Off-Cycle Payroll Processing for more information 

 

E. Timekeeper Responsibilities Prior to Timesheet Entry

  1. Ensure all timesheets are received from assigned department(s)
  2. Ensure timesheets are completed accurately and completely
  3. Ensure that information provided on the timesheet is printed legibly
  4. Verify Position/Title listed is correct for the work performed
  5. Verify pay period end dates correspond to the hours being reported
  6. Ensure the employee’s and supervisor’s signatures are on the timesheet
  7. Ensure beginning and ending work times listed and absences for “Punch Time” employees are completed in pairs
  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 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 Human Resources (HR) to correct exceptions related to leave balances
  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 

1st stage

2nd stage

3rd stage

Final stage

Department Timekeeper(s)
enter time and absences for
all faculty and staff in UTShare/PeopleSoft.

Time is processed during
the Time Administration
Process.

Payroll Administration department transmits pay to the State Comptroller’s Office.

Employee receives pay check.



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

Hours worked

Any hours that UT System Administration requires or permits an employee to work.

UTShare/PeopleSoft

Shared system used to perform university business functions.

Punch Time

A time period segment recording the beginning time and end time of work reported by Positive Time Employees.

Positive Time Employee

Employees that are required to report all hours worked on a punch time format.

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

    Time Sheet Punch

  2. UTShare/PeopleSoft Departmental Access User Form

REVISION HISTORY

Date Description

05/01/2014

FMOG created.


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