Time Sheets (E-52N)
Original Implementation: Unpublished
Last Revision: April 21, 2009
Official time records are to be maintained for all semi-monthly employees and for monthly classified employees. The work week begins at 12:01 a.m. on Saturday and ends at 12 midnight on Friday. Time should be recorded in hours and minutes. Divide the number of minutes worked by 60 to calculate the correct time to report (i.e. 15 min/60 = .25). INK must be used when completing the time sheet. Corrections should be made by drawing a line through the mistake and writing the correct information above, below or to the side. Changes must be initialed by the department head or his designee. Correction fluid or correction tape should not be used on a time sheet or report. Any fraudulent time sheet submitted could result in disciplinary action. Compensatory time, vacation leave and sick leave may not be used prior to earning (or accruing) the leave. The words "time sheet" and "time report" are used interchangeably for purposes of this policy.
Semi-monthly Employees
Semi-monthly employees include hourly employees and student employees (work-study and student assistants). Student employees are limited to 20 hours per week on combined SFA jobs, unless prior approval is obtained from the provost and vice president of academic affairs and then may not exceed 40 hours per week under any circumstances. Approval form is available on line at: http://www.sfasu.edu/ccs/studentemployment/docs/Over20HourWorkRequest.pdf
Prior to the beginning of each pay period, Payroll Services will send the department computer generated time reports for recording time. The hours are to be indicated on a daily basis and must indicate what type of time has been earned/taken. Students and casual employees will only have hours worked.
Benefits-eligible employees will have time earned in regular hours worked, compensatory time earned, and/or overtime earned. Time taken is vacation leave, sick leave, holiday leave and/or compensatory time taken. The employee must sign his own time report. The department head or his assigned designee must review the time report for accuracy and sign the time report. Signature stamps are not acceptable on time sheets. If the department head will be unavailable to sign the time sheet, the authorized designee can sign it. The authorized designee must be on the Authorization to Sign form (available from Payroll Services). The signatures certify that the time report correctly reflects all time worked and absences for the pay period indicated. The time report must be returned to Payroll Services in the controller's office in the Austin Building by the deadline indicated on the preprinted time report. A copy must be maintained in the departmental office in accordance with the retention schedule.
Monthly Employees
Salaried classified employees must maintain daily a Monthly Time Record as per the instructions provided below. The time record must be maintained in the departmental office and must be current and available for review upon request from Payroll Services, the departmental supervisor, and state or internal auditors.
Cross Reference: None
Responsible for Implementation: Vice President for Finance and Administration
Contact for Revision: Controller
Forms: Semi-Monthly Time Record, Monthly Time Record (both available in Payroll Services and Human Resources), Authorization to Sign form