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Time Sheets - Staff

What do I do if I don't receive the TTD report (Time Turn Around Document) and labels for my time keeping location?

  • If you do not receive the new report or labels you can use the prior payroll's report to indicate on the time sheets the assignment number and your location number. Please save these reports for your records.

How and why do I complete the override section on a time sheet?

  • The override section of the time sheet must be used for the following reasons:
    • There are errors on the Time Turnaround Document (example: a new assignment is not listed)
    • You are charging time at both base pay & base pay plus shift
    • You have multiple assignments active during this pay period and are being paid on more than one of those assignments.
    • You need to override the Time Turnaround Document (TTD) account distribution for the current payroll only or because a Labor Distribution Account Change form was not processed in time to reflect the TTD listing.
    • Before completing the override section, the upper portion B.) of the time sheet must be completed, and must include all hours regardless of department. The total hours are then carried down to the override portion C.) of the timesheet.

What is my role as a time keeping coordinator?

  • The role of the Non-Exempt Time Keeping Coordinator is to act as a liaison between the departmental employees and the Payroll and Human Resources offices. Important notices and schedules are sent directly to the Time Keeping Coordinator, and it is his/her responsibility to act on or relay this information. Basic duties of the coordinator are to ensure all time sheets are received, and completed accurately. Once this has been ascertained and the label has been applied, the Yellow Transmittal cover sheet must be completed, then the entire packet (time sheets and transmittal) must be delivered to Payroll by the designated deadline. Non-Exempt Time Keeping Coordinators play a vital role in the processing of employee time and subsequent pay. Please do not hesitate to contact the Payroll Office directly if you have any questions regarding time keeping, or if you would like to schedule a training appointment.

Common delays in time sheet processing:

  • If there is more than one assignment on the label, cross off all but the one to pay from. 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 time sheet.
  • 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 time sheet 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 time sheet. This also applies to Holiday Benefit Hours and Holiday Worked.
  • In the event that an employee will not be submitting a time sheet, please indicate it on the yellow transmittal under "Other Maintenance Issues". This also applies to terminated employees. If you are receiving a label, then we are expecting a time sheet. If more than one pay cycle has passed after the effective date of a termination payroll authorization and you are still receiving the label, you should confirm with Human Resources Information Processing that they received the PA. In the interim, you must continue to note this information on the transmittal until the time you no longer receive the label.
  • Do not include routine maintenance such as W4's, revisions, and change of address forms with your time sheets. These should be sent in a separate envelope prior to the time sheet deadline.

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Last Updated: 8/29/05