Timekeeper Responsibilities for Payroll Review

What are my Responsibilities as a timekeeper now that timesheets load directly to PeopleSoft?

Bi-weekly 

Effective 9/27/2019 departmental timekeepers will have view only access to Paylines. This timeline reflects typical biweekly payrolls.

Business Operations will send updated notifications when timeline changes are needed due to holidays that affect the payroll calendar.

Thursday (Last day of pay period) – Friday at 10AM:
1. Run the Timekeeper Web Report for assigned areas in the Business Operations portal
2. Review that all area biweekly employees have timesheets and are current for time worked
3. Look for odd / incorrect codes. (Correct any errors)
4. Review if NON time is correct, and notate confirmation in the comment section of the timesheet **
5. Review if any updates to time are needed, correct and comment on timesheet

Friday 10AM:
1. Timekeepers access to the timesheets become view only. All users are locked from making any timesheet edits. Any changes or additional changes must be submitted to the Payroll office using the small timesheet.
2. Timekeepers should review electronic timesheets to confirm employees have appropriately ‘submitted’ their time by clicking on the ‘submit’ button and supervisors have approved timesheets by clicking on the ‘approve’ button.

Monday after 9AM:

1. Run the Timekeeper Audit Report in PS.
2. Run Web-Based Timekeeper Report in the Business Ops portal.

* Business Operations escalations will be complete; however small timesheet corrections will not reflect until after 10AM on Wednesday.

3. Review the two reports to identify any errors. If any errors are found, submit a small timesheet to the Payroll Office to correct.
4. Timekeepers should review electronic timesheets to confirm employees have appropriately ‘submitted’ their time by clicking on the ‘submit’ button and supervisors have approved timesheets by clicking on the ‘approve’ button.

Wednesday 10AM:

1. Run the Timekeeper Audit Report in PS.
2. Run Web-Based Timekeeper Report in the Business Ops portal.
3. Compare (reconcile) the two reports. If any errors were identified in your preview on Monday, the corrections should be reflected on this final report. 

4. This is the final reconciliation report. 

** NOTE: Timekeepers do not need to review leave balances, these will be managed by Business Operations based on the following escalation rules.**

Escalation Rules – Hourly/Biweekly employees

1)  If Sick time (SCK) is requested in excess of the current balance, then Vacation time (VAC) will be charged. If no Vacation time (VAC) is available, then Personal time (CPA) will be charged. If no Personal time (CPA) is available, then Non‐hours (NON) will be applied. Non‐hours are unpaid.

2) If Personal time (CPA) is requested in excess of the current balance, then Vacation time (VAC) will be charged. If no Vacation time (VAC) is available, then Non‐hours (NON) will be applied. Non‐hours are unpaid.

3) If Vacation time (VAC) is requested in excess of the current balance, then Personal time (CPA) will be charged. If no Personal time (CPA) is available, then Non‐hours (NON) will be charged. Non‐hours are unpaid.

* For information regarding escalation rules during Monthly Payroll visit, Escalations Rules for Monthly Leave *