Timekeeper Responsibilities

Each employee will be assigned to an area timekeeper. The department head will designate the area timekeeper and a record of that designation will be on file in Payroll & Employee Services.

Review every timesheet to verify the accuracy of the computation of hours worked, lines and column totals, and correctness of leave codes used.

Timekeeper will assure that the employee has attached any supporting documentation necessary for the use of certain leave codes (military, jury, etc.).

Timekeeper will notify payroll when an employee uses codes "420" (Leave Without Pay) or "185" (Accident Leave), because they are adjustments in the employee's pay check.

Timekeeper will initial any changes on the timesheet made by the timekeeper and any changes in the totals, leave code columns, and leave hours used.

Timekeeper will assure that the employee and his or her supervisor initial all changes made in work times.

Timekeeper will initial the appropriate box to indicate completion of their review process.

Timekeepers are NOT permitted to make any changes to the actual work time as recorded by the employee.

Timekeeper will assure employee and supervisor signatures on timesheets.

The supervisor will review the timesheet for accuracy of time worked. The supervisor must initial any change found on the timesheet in the area in which actual work time is recorded (in/out). The timesheet will not be official until it bears the supervisor's initials of such changes and bears the supervisor's signature as required on the supervisor's signature line. Signature stamp use is not permitted for this purpose. A supervisor may designate someone to sign in his/her absence but that delegation must be in writing and on file in Payroll & Employee Services.

Common Timesheet Problems

  • Calculations in hours worked and leave used must be made in 6-minute increments.
  • When Leave Without Pay (420 code) is used, the hours are not calculated in the "TOTAL HOURS". Only in the "LEAVE HRS. USED" row.
  • "REG. PAY HRS." is always 8.00
  • Non-Exempt timesheets are paid by pay week, not pay period. A timesheet that reflects 39 hours the first pay week and 41 hours the second pay week would be short 1 hour the first week (leave without pay) and 1 hour time and a half the second week.
  • Exempt timesheets must reflect at least 10 days for the pay period.
    Exempt timesheets do not use any leave for a partial day. Ex: If an exempt employee reported to work for half a day, it would still be a "D" day (duty day). No leave would be logged for the remainder of the day.
  • When attending an all day retirement seminar or an injured workers hearing, a regular 8.00-hour workday is logged on the timesheet with the explanation in the comment box. Administrative Leave is not used.
  • Documentation must be provided for Jury Duty, Military Leave, and Release Time.

Refer to Employee Handbook for Leave Policies or contact Payroll & Employee Services.