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Payroll Timesheets

Where do I send my timesheets?
Staff - When are timesheets due?
Staff - How do I become an authorized signer of timesheets?
Staff - The timesheet I completed is incorrect, how do I report my correct hours?
Student - How do I obtain a jobnet number for a student timesheet?
Student - What do I need to include when filling out my timesheet?
Student - When is my timesheet due and where does it need to be submitted?
What are common delays for timesheet processing?

 

Where do I send my timesheets?
Timesheets are to be delivered to your Finance Center and are due by Monday at 9:00a.m. of the current pay week.  Please contact your department supervisor or the Payroll Office if you do not know your Finance Center and/or location on campus. 

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When are timesheets due?
Please refer to the Payroll Schedule on the Payroll website. Please also monitor the Payroll Office News Bulletin, as these deadlines can be frequently updated.

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How do I become an authorized signer of timesheets?
Exempt employees are authorized, however please check with your department to determine who they prefer to approve timesheets. Non-exempt employees need to complete the Signature Authorization Form with Accounts Payable. The Signature Authorization Form is to authorize any non-exempt employee to sign timesheets, sign for departmental purchases, etc. This form and its requirements are only maintained and communicated by Accounts Payable. To contact Accounts Payable in regards to this form, please call (603) 646-3878, or e-mail Accounts Payable at Controllers.Office@Dartmouth.edu.

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The timesheet I completed is incorrect, how do I report my correct hours?
In the event of accelerated payroll for holiday payroll processing, hourly employees may have to list hours they have not actually worked due to amended deadlines to process payroll. Hourly employees need to list all hours anticipated to be work for the end of pay period. Please note: a revised timesheet MUST be submitted on the next payroll if previous hours listed were incorrect based on guesstimating hours worked.

The revised timesheet should reflect the correct amount of all hours using the correct pay period ending dates. Please indicate Revised at the top of the timesheet. Payroll processes any corrections with the next payroll when submitted by the deadline. Note: Do not submit a future pay period timesheet with adjustments for a prior pay period.

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How do I obtain a jobnet number for a student timesheet?
Contact the Student Employment Office at (603) 646-3641.

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What do I need to include when filling out my timesheet?

  • Your Name (please print your name legibly)
  • Jobnet number
  • Dart ID number
  • Rate of Pay
  • Pay period ending dates (this can be found on the Yearly Payroll Schedule, look for the Student Yearly Schedule)
  • Sign and Sign Out times
  • Accounting (GL or PTAEO account string) (If you do not know what this is or how to get it, please contact Student Employment Office)
  • Your signature
  • Your Supervisor's signature

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When is my timesheet due and where does it need to be submitted?
To understand payroll due dates and deadlines, please look at the Yearly Payroll Schedule and look for the Student Yearly Schedule. All timesheets must be submitted to Payroll by the specified date and time to ensure timely processing. Our office is located on 7 Lebanon St. Suite 309 in Hanover. We are located on the 3rd floor.

Please also be sure to include a contact name and number of your supervisor in case an Payroll staff member needs to clarify any pay issues on your behalf.

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What are common delays for timesheet processing?

  • If an employee will be paid from more than one assignment, the override section must also be used with all lines crossed off on the label.
  • When utilizing the override section, please do not include an account number unless it is different from what is listed on the TTD.
  • If an account number is entered in the override, the appropriate subcode must be included.
  • Be sure to place the label within the dotted lines on the far right upper corner of the timesheet.
  • In the event a label is not available, be sure to include the employees Social Security number, week ending date and location number. This is perhaps something the employee could be reminded to do before passing in the timesheet for approval.
  • If the override section is utilized, all hours listed in the upper section must be carried down. Assignments must be indicated on the override, and should be crossed off on the label.
  • Bi-weekly Staff Employees may only submit one timesheet per pay-period, and all hours worked, regardless of department, need to be indicated in the upper section. In the override section below, split the hours worked according to departments, with appropriate assignment number/s and signature/s. If the account numbers are different from the TTD please include the account numbers.
  • Regular hours must not include overtime. Please encourage employees to refer to the directions on the back of the timesheet. This also applies to Holiday Benefit Hours and Holiday Worked.
  • In the event that an employee will not be submitting a timesheet, please indicate it on the transmittal sheet under "Other Maintenance Issues". This also applies to terminated employees. If more than one pay cycle has passed after the effective date of a termination payroll authorization and you are still receiving the time turnaround report with the same employee(s) on the report, you should confirm with Payroll if the Term PA was received. In the interim, you must continue to note this information on the transmittal sheet until the time you no longer see the employees(s) on your time turnaround report.
  • Do not include routine maintenance such as W4's, revisions, and change of address forms with your timesheets. These should be sent in a separate envelope prior to the timesheet deadline.

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Last Updated: 9/25/13