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Payroll Timekeepers

 

What is my role as a staff timekeeper?
The role of the timekeeper is to act as a liaison between the departmental staff employees and the Payroll office. Important notices and schedules are sent directly to the Staff Timekeeper from Payroll. It is his/her responsibility to act on and/or relay any information pertaining to the notices to employees in their area(s).

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What are the basic duties of the staff timekeeper?

  1. To ensure all time sheets are received from their location
  2. Ensure time sheets are completed accurately, meaning,
  3. If a timekeeper has a time turnaround report, and the report has more than one assignment listed, mark off the assignments not being used for that pay period. The active assignment(s) should match what is on the timesheet being submitted for Payroll.
  4. It is also expected to highlight on the time sheet if there is more than one assignment number being used in the override section.
  5. Ensure in the TTD Override section(Section C), to list ALL of the hours worked. Please break down the hours worked per assignment number. Examples of the incorrect way and correct way are available for review. Please click here for incorrect example. Click here for correct example.

Timekeepers play a vital role in the processing of employee time and subsequent pay. Please do not hesitate to contact EIS directly if you have any questions regarding timekeeping, or if you would like to schedule a training appointment.

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What is a Time Turnaround Document (TTD)?
A time turnaround document is composed of a packet of information unique to employees at any given timekeeping location. This process has since changed effective September 7, 2010. Timekeepers will now receive a Time Turnaround Report that will be emailed to their email inbox on the biweekly schedule. The contents of the report includes: employee name, account  strings, assignment number(s) and paid time off accrual balances. Timekeeprs are expected to turn in all timesheets with a cover sheet called the Transmittal Sheet. Then the Transmittal cover sheet must be completed and sent in a packet (which includes time sheets and the transmittal sheet) to Payroll by the designated deadline. On your cover sheet, make sure and either list or attach the label of the employees that will not have a time sheet for that payroll. If you receive labels for an employee that no longer works for your department, a Termination PA needs to be completed and sent to Payroll.

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What is a timekeeping location?
A timekeeping location is the designated person/are to which a department or set of departments submit their time sheets.  

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What do I do if I don’t receive the Time Turnaround Documents and Report(TTD) for my timekeeping location?
If you do not receive a report or labels, you can use the prior payroll report to indicate on the time sheets the assignment number and your location number. Please remember to save these reports for your records.

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What is my role as a student timekeeper? What are the basic duties of the student timekeeper?
To ensure all time sheets are received from their department/area

  • Ensure time sheets are completed accurately, which means to check the following to ensure correct payment:
  • The name is on the time sheet and that it is printed legibly
  • Jobnet number(s) is listed for the actual work the student performed
  • Dart Id is displayed for the right student to prevent the wrong student getting paid
  • Correct rate(s) of pay
  • Pay period end dates(this can be found on the Yearly Payroll Schedule, look for Student Yearly Schedule)
  • Ensure there are Sign In and Sign Out Times listed
  • Making sure there is Accounting (GL or PTAEO account string)
  • Please make sure the student supervisor's signature is on the time sheet(s)
  • The student employee's signature
  • Ensure in the summary section of the time sheet that ALL hours and rate of pay are appropriately matched to the jobnet number.

Once the above duties have been fulfilled, the timekeeper is to send in their batch of time sheets to Payroll by the designated deadline.

Please note: Please pay special attention if your student employee is submitting time sheets for pay periods that are significantly before/after the current pay period. It is also expected to highlight on the time sheet if there is more than one jobnet number being used.

If you have students who no longer work in your area, then you MUST contact Student Employment to de-activate your jobnet number assigned to the job.

Timekeepers play a vital role in the processing of student employee time and subsequent pay. Please do not hesitate to contact Payroll directly if you have any questions regarding timekeeping, or if you would like to schedule a training appointment.

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Last Updated: 9/25/13