Attendance Reporting Policy
Administration and Finance
In an effort to ensure the validity of reported time worked and to maintain accurate and current records, and the following procedures have been developed for reporting attendance for part-time non-benefited employees and federal work-study students.
- Weekly Time Summary Sheets [formerly Payroll Time Worksheets (PTWR’s)]
a) Weekly Time Summary Sheets (referred to as Summary Sheets) will be used by each department that employs part-time employees OR federal work-study (FWS) students to report hours worked by each part-time employee on a weekly basis.
b) The Summary Sheets will contain the EMPLID number, Record #, employee name, and pay rate for each part-time employee/FWS student authorized to work in that department for that pay period.
c) At the beginning of each new fiscal year and/or academic year, departments will be required to use a blank Weekly Summary Sheet available on the Payroll Office website to add employees to their department list. The department head/supervisor will need to fill in the EMPLID, Record #, Employee Name, and Hourly Pay Rate for each employee working in their department. This information can be obtained from the copy of the completed Authorization for Student/Non-Student Employment Form or the Employer Action Form for each employee. No part-time employee should be working in the department unless the department has received a completed copy of the authorization of employment form.
d) Department heads/supervisors will be responsible for reviewing this list and adding new employees to the Summary Sheets and for removing the names of those employees who no longer work in that department and providing a termination date. A change form should be completed for each employee who no longer works in a department.
e) The department head/supervisor will collect weekly time sheets from each employee in their department and transfer the total daily hours to the Summary Sheet. (See next section on Weekly Attendance Sheets.)
f) The department head/supervisor will then sign the Summary Sheet and submit it to the Payroll Office in a sealed and signed envelope by the posted deadline for that pay period. The deadlines are posted on the bulletin board in the Payroll Office, on the Payroll Office website and provided in written form to each department.
g) Any time sheets received by the department after the Summary Sheet has been submitted should be held in the department and the hours should be recorded and submitted on a separate Summary Sheet to be processed on the next pay cycle.
h) Department heads/supervisors are responsible for assuring the confidentiality of the information contained on the Summary Sheets while in their possession.
i) The Summary Sheets are Excel spreadsheets and may be completed/maintained on a PC and printed out for signature when ready for submission.
- Weekly Attendance Sheets
a) Part-time, non-benefited student employees must complete a pink weekly time sheet.
b) Part-time, non-benefited non-student employees must complete a purple weekly time sheet.
c) Federal College Work-Study students must complete a blue weekly time sheet for on-campus jobs and a yellow weekly time sheet for off-campus jobs. Green weekly time sheets are used to report summer work-study hours.
d) A separate time sheet should be used for each week – do not combine weeks!
e) Any shift in excess of 6 hours must include a 30-minute unpaid break and must be recorded on the time sheet.
f) All time sheets must be completed and signed in ink. A completed time sheet includes the employee’s name, EMPLID, Record #, department name, and all dates printed legibly.
g) All time sheets must be submitted to the supervisor on a weekly basis in order for the supervisor to comply with the Summary Sheet submission process.
h) Departments are responsible for keeping the time sheets as back-up to the Weekly Time Summary Sheets for three (3) years for auditing purposes.
- Miscellaneous Rules & Regulations
a) Students should not work more than 7.5 hours per day; nor more than the limit indicated on their Authorization for Student/Non-Student Employment Form or the average on their Employer Action Form (for FWS students).
b) Deadlines and pay dates can be found on the bulletin board outside the Payroll Office and also on the Payroll Office website.
c) No one will be entered into or processed on the state’s payroll system (HRCMS) without a properly completed time sheet or summary sheet and a completed and signed Authorization for Student/Non-Student Employment Form for non-benefited employees or an Employer Action Form for federal college work-study students.
d) An Authorization for Student/Non-Student Employment Form is required for each fiscal year (July 1 through June 30).
e) An Employer Action Form is required each academic year and for summer work-study for each federal college work-study job a student holds.
f) Only regular, benefited employees (designated by the department head) may sign time sheets and summary sheets for part-time or student employees.
- Off-Campus Federal College Work-Study Employment
a) Students holding off-campus work-study jobs will complete yellow Weekly Time Sheets following the same procedures as listed in Section 2 and abiding by the same rules and regulations listed in Section 3.
b) Supervisors will verify the accuracy and completeness of the time sheets, sign them and submit them to the Payroll Office via US Mail or hand delivered by the student provided they are in a signed and sealed envelope.
c) Incomplete, unsigned and/or illegible time sheets will be returned to the employee or supervisor and will not be processed until re-submitted.
- Employees Funded by the American Recovery and Reinvestment Act (ARRA)
a) Departments will record attendance on weekly time summary sheets designed for ARRA employees available on the Payroll Office website following the same procedures as listed in Section 1 and abiding by the same rules and regulations listed in Section 3. The one exception being that the original time sheets must be submitted (in addition to the weekly time summary sheet) to the Payroll Office for retention.
b) Employees whose jobs are funded by ARRA must complete a salmon weekly time sheet following the same procedures as listed in Section 2 and abiding by the same rules and regulations listed in Section 3. The one exception being that the original time sheets must be submitted (in addition to the weekly time summary sheet) to the Payroll Office for retention.
c) The Payroll Office will retain the original weekly time sheets and all other related documents for ARRA employees for three (3) years as required by government regulations.