4-80-020 Payroll Processing
(1) Employee.
(a) Prepares time sheet, accounting for all worked and leave hours during the pay period, account code for each grant or contract, and submits to immediate Supervisor for approval. Hours to be reflected on time sheets are as follows: regular hours worked, sick leave, annual leave, leave without pay, overtime, holiday or bereavement.
(b) Leave slips, signed by employee and Supervisor, must be attached for any hours used except for regular or holiday hours.
(c) Where employees work on single or multiple activities or cost objectives, their time sheets must meet the standards of 2 CFR Part 200 (aka Uniform Guidance). Allocations of time, whether allocating to one or more cost centers, is required by all employees.
(d) Time sheet allocations must meet the following standards:
(i) Employee must reflect an after-the-fact allocation of the actual activity of each employee;
(ii) Employee must account for the total activity for which they are compensated;
(iii) The electronic time sheet system will serve as the sole source for documenting time allocations for audit purposes.
(2) Supervisor Responsibilities.
(a) Verifies account code, dates, requested hours, total hours submitted, and approves by 5:00 p.m. on the Friday prior to the pay date;
(b) Requires employee to make corrections in the electronic time sheet system if errors are noted;
(c) Finance Department will review each time sheet for accuracy, and if an error is noticed the immediate Supervisor will be notified and required to correct the time sheet. If a time sheet is not received by Payroll by 12:00 p.m. on the Monday prior to the pay date, a paycheck will not be processed until all information is corrected and received. It is the responsibility of the immediate Supervisor to ensure all payroll information received by accounting is correct and verified, and to properly delegate this responsibility in their absence.
(3) Finance Department Responsibilities.
(a) Imports time sheets into payroll module of accounting system;
(b) Verifies that all authorized time sheets have proper PAN on file.
(4) Finance Department. Upon review of time sheet or payroll support documents, if an error is found, the Finance Department staff:
(a) Will contact the Supervisor to make any necessary corrections.
(b) If corrections are not received in the Finance Department by 12:00 p.m. the Wednesday prior to the pay date, a paycheck will not be processed for that employee until the following pay date. [Res. 2021-02-015 § 2 (Att. 1), 2021.]